How Should a Cover Letter Be Formatted

Everyone · How-to · Updated October 1, 2026 · LearnLife Editorial

What do you need before you start formatting your cover letter?

Before formatting your cover letter, gather essential details to make it effective and personalized. You’ll need the job description, the hiring manager’s name and title (if available), your contact information, and the company’s address. Also, have your resume handy for consistency. Knowing the key skills and qualifications the employer wants helps you tailor your letter and highlight relevant experiences.

Make sure you choose a professional font like Arial, Calibri, or Times New Roman, and decide on font size (typically 10-12 points). Having a word processing tool ready will help you apply formatting easily. If you’re applying online, check if the job posting specifies a file format (PDF is common). Preparing this information before you begin will streamline the writing and formatting process.

What are the step-by-step instructions to format a cover letter and why does each step matter?

1. Set your margins and font: Use 1-inch margins on all sides and a standard font (10-12 points). This creates a clean, readable layout that looks professional.
2. Add your contact information at the top: Include your name, address, phone number, and email. This ensures the employer knows how to reach you.
3. Include the date: Position it below your contact info. The date shows your letter is current.
4. Add the employer’s contact information: List the hiring manager’s name, title, company name, and address. Personalizing the letter increases its impact.
5. Write a professional greeting: Use “Dear [Name],” or “Dear Hiring Manager,” if you don’t have a name. It sets a respectful tone.
6. Craft an introduction paragraph: State the position you’re applying for and briefly why you are interested. This hooks the reader.
7. Write body paragraphs: Use one or two paragraphs to explain how your skills and experience match the job requirements. This shows your value.
8. Conclude politely: Thank the reader, express enthusiasm for the role, and state your intention to follow up. It leaves a positive impression.
9. Use a professional closing: Write “Sincerely,” “Best regards,” or similar, followed by your typed name. This completes the letter formally.
10. Keep the whole letter to one page: Being concise respects the reader’s time and keeps your message clear.

Each step contributes to making your cover letter clear, professional, and persuasive, increasing your chances of standing out.

How can you tell your cover letter format worked?

You’ll know your cover letter format worked if the employer responds positively, such as inviting you for an interview or requesting more information. A well-formatted letter is easy to read and highlights your qualifications effectively, which employers appreciate. Feedback from career advisors or mentors noting a polished appearance and strong content also indicates success. Additionally, if your letter passes initial resume screening tools and looks professional when printed or viewed on different devices, the format is effective.

What should you do if your cover letter format goes wrong?

If your cover letter looks cluttered, is difficult to read, or is rejected by applicant tracking systems (ATS), it’s likely a formatting issue. To fix this: review your margins, font style, and size; avoid unusual fonts or graphics; ensure proper spacing between paragraphs; and save the document as a PDF to preserve formatting. You can also ask someone else to proofread it or use a resume and cover letter template designed for clarity and ATS compatibility. If you don’t get interview calls, revise your letter’s format and content, then try again.

How can you adapt your cover letter format for different audiences?

Adapting your cover letter format depends on the industry, company culture, and application method. For corporate jobs, use a formal tone and traditional formatting. For creative fields, you might incorporate color or unique fonts but keep it professional. When applying via email, include your cover letter in the email body or attach a PDF, using a clear subject line. For online portals, follow the formatting instructions carefully and avoid images or unusual fonts that ATS software might reject. Tailoring your letter to fit the audience shows you understand their expectations.

What are formatting tips to make your cover letter visually appealing?

Use consistent font size and style throughout your letter. Align all text to the left for easy reading. Use single spacing within paragraphs and double spacing between them. Avoid large blocks of text by breaking content into short paragraphs. Include a header with your contact information to save space and look professional. Bold your name or section headings subtly if desired, but avoid excessive decoration. White space is your friend—it helps the reader focus on your content. These tips help your letter look tidy and welcoming to read.

How do you incorporate keywords and formatting for applicant tracking systems (ATS)?

Many employers use ATS to scan cover letters before a human sees them. To optimize for ATS, use standard fonts and avoid images or complex formatting like tables or text boxes. Incorporate keywords from the job description naturally into your letter’s content. Use common section headings and standard contact information placement. Save your file as a PDF or Word document as requested. Proper formatting combined with relevant keywords increases the chance your letter will get noticed in automated reviews.

How does your cover letter format relate to your resume format?

Maintaining a consistent format between your cover letter and resume creates a cohesive application package. Use the same font, font size, and header style for both documents. This consistency reflects attention to detail and professionalism. If your resume uses bullet points and clear sections, your cover letter should be similarly clean and well-organized, even though it is written in paragraphs. Matching formats helps employers easily identify your materials as coming from the same candidate.

Frequently asked questions

Can I use a creative format for a cover letter?

Yes, but only if the industry and company culture support creativity, such as in design or marketing roles. Ensure the letter remains professional and easy to read. Avoid overly ornate fonts or colors that distract from your message or confuse ATS software.

How long should a cover letter be?

Keep your cover letter to one page, ideally about three to four short paragraphs. This length respects the reader’s time and focuses on your most relevant qualifications.

Should I include a header with my contact information on a cover letter?

Including a header with your name and contact info at the top of your cover letter is recommended. It makes it easy for employers to find your details and matches the resume format for a professional look.

Is it okay to send a cover letter as an email instead of an attachment?

Yes, when submitting via email, you can include your cover letter in the body of the message or attach it as a PDF. Follow the employer’s instructions and keep the email concise and professional.

What font types are best for cover letters?

Standard, easy-to-read fonts like Arial, Calibri, or Times New Roman are best. Avoid decorative or script fonts, which can appear unprofessional and may not display well on all devices.

How do I fix formatting issues if my cover letter looks different on another computer?

Save your cover letter as a PDF before sending. PDFs preserve formatting across devices, preventing changes in font, spacing, or layout.