Should I Use Word to Format My Cover Letter

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

What do you need before starting to format your cover letter in Word?

Before opening Microsoft Word, gather all the information and materials you will need to create a focused and well-organized cover letter. Start with your resume; your cover letter should highlight the most relevant skills and experiences listed there. Next, collect details about the job and company, including the job title, company name, and ideally the hiring manager’s name. Using the hiring manager’s name in your greeting personalizes the letter and shows attention to detail. If you cannot find a name, "Dear Hiring Manager" is a good alternative.

Decide on the tone based on the company culture. For example, a law firm usually requires a formal tone, whereas a creative agency might welcome a slightly more casual style. Then, select a professional font such as Calibri, Arial, or Times New Roman, sized between 10 and 12 points — this range ensures readability without wasting space. Finally, prepare your contact information, including your full name, street address, phone number, and email address, so you can easily insert it at the top of the letter.

Having these details ready will save time and help you maintain focus while formatting. For example, if you know the hiring manager’s name in advance, you can type a personalized greeting immediately instead of pausing your work to search for it.

What are the step-by-step instructions to format a cover letter in Word?

1. Open a new blank document in Microsoft Word Starting with a blank document prevents formatting issues that often occur when copying and pasting from other sources.

1. Set the margins to 1 inch on all sides In Word, go to Layout > Margins > Normal. This margin size is the widely accepted standard for business letters. It provides enough white space to make the letter easy to read and professional-looking.

1. Choose a professional font and set font size to 10-12 points Use fonts like Calibri, Arial, or Times New Roman. For example, Calibri 11 pt is clean and modern, while Times New Roman 12 pt offers a more traditional appearance. Avoid decorative or script fonts that can be hard to read.

1. Insert your contact information at the top, aligned left or centered Include your full name, street address, city, state, ZIP code, phone number, and email address. For example: ``` Jane Doe 123 Main Street Springfield, IL 62704 (555) 123-4567 [email protected] ``` Keep this section single spaced without extra blank lines between the lines.

1. Add the date below your contact information, with a line space Use the full date format, such as "June 15." This indicates when you wrote the letter and helps employers keep records organized.

1. Enter the employer’s contact information beneath the date Include the hiring manager's name (if known), their job title, the company name, and the company’s address. If the hiring manager’s name is unknown, list the department or just the company name. For example: ``` Mr. John Smith Hiring Manager ABC Corporation 456 Business Rd. Chicago, IL 60601 ```

1. Write a formal greeting Use “Dear Mr. Smith:” or “Dear Hiring Manager:” with a colon at the end, which is the proper punctuation for business letters. Avoid informal greetings such as “Hi” or “Hello.”

1. Adjust paragraph spacing Select all your text, right-click, and choose Paragraph. Set line spacing to “Single,” and set spacing before and after paragraphs to 0 pt. Then, manually add a blank line between paragraphs for clear separation. This approach keeps the letter compact but readable.

1. Align all text to the left Left alignment is standard for business correspondence and helps ensure readability across different devices and formats.

1. Keep your letter to one page Use concise wording. For example, instead of writing “I am writing to apply for the position of Marketing Coordinator,” say “I am applying for the Marketing Coordinator position.” This saves space and gets your point across clearly.

1. Add a clear closing and signature block Use closing phrases like “Sincerely,” “Best regards,” or “Thank you for your consideration.” Leave about four blank lines beneath the closing for a handwritten signature (if submitting a printed letter), then type your full name below. For example: ``` Sincerely,

Jane Doe ```

Following these steps helps ensure your cover letter looks professional, organized, and easy to read. For instance, setting margins and spacing properly prevents awkward breaks or overly crowded text.

How can you tell if your cover letter format worked?

Signs your formatting is effective include:

• Your cover letter fills one standard page neatly, without large empty spaces or text cutting off.
• The font style and size are uniform throughout, with no unexpected changes.
• Paragraphs are clearly separated by blank lines, making the text easy to scan.
• Your contact information and the employer’s details are easy to locate at the top of the letter.
• The letter appears professional both on-screen and when printed or saved as a PDF.

A good test is to preview the document on different devices, such as a computer and a phone, to make sure the layout holds up. You can also ask someone to review your letter for readability and professionalism. If your letter looks neat, matches your resume style, and reads clearly, your formatting has succeeded.

What should you do if the formatting goes wrong?

If your cover letter looks messy or inconsistent, try these fixes:

• Reapply your chosen font and size to all text: Select all (Ctrl + A), then pick your font and size again to remove accidental changes.
• Remove extra spaces: Click the “Show/Hide ¶” button in the Home tab to reveal hidden paragraph marks and spaces. Delete unnecessary blank lines that create awkward gaps.
• Reset paragraph spacing: Right-click the selected text, choose Paragraph, then set spacing before and after paragraphs to 0 pt and line spacing to “Single.”
• Paste as plain text: If you copied content from another source, paste it into Word as plain text (Ctrl + Shift + V or use Paste Special > Unformatted Text) to avoid bringing in hidden formatting.
• Save and preview as a PDF: Sometimes Word displays the document well but exports it poorly. Review the PDF version to catch any layout issues before sending.
• Start fresh if needed: If issues persist, copy your text into a new blank Word document and carefully follow the formatting steps again.

Also, if your letter is too long, look for phrases you can shorten or remove without losing meaning. For example, “I am excited to apply for this role because...” can become “I am excited to apply because...”.

How can you adapt cover letter formatting for different audiences?

Tailor formatting to the job type and submission method:

• Creative industries: Consider using a modern font like Georgia or Cambria and adding subtle design elements such as a colored line or a personalized header with your name. For example, a simple horizontal line under your contact info can add polish without distracting. Keep the layout clean to maintain professionalism.
• Corporate or government jobs: Stick to traditional fonts (Times New Roman, Arial) and classic formatting with black text on white paper. Avoid colors or images.
• Email applications: If submitting your cover letter as the email body, use plain text formatting—no bold, italics, or bullet points. Use short paragraphs and standard greeting and closing. Keep your contact info at the bottom, after your name.
• Online applicant tracking systems: Submit your cover letter as a simple Word document or PDF with basic fonts and standard margins. Complex formatting might not transfer well or could cause errors.
• Younger or tech-savvy audiences: Use clear, easy-to-read fonts and concise paragraphs. Avoid dense blocks of text and consider breaking up information with brief bullet points highlighting key qualifications.

Always check the job posting for instructions. If unsure, choose a simple, classic Word format, which is universally accepted.

Why is cover letter formatting important?

Formatting reflects your professionalism and attention to detail. A well-formatted cover letter ensures employers can easily find your key information and understand your story. It also prevents applicant tracking systems from misreading your document.

For example, consistent font and margin use prevent distractions, and clear paragraph breaks improve readability. Word’s formatting features help maintain these standards. Poorly formatted cover letters can appear rushed or careless, regardless of their content strength.

Furthermore, matching your cover letter’s style to your resume creates a polished application package that stands out positively to hiring managers.

Where can you find examples and templates for Word cover letters?

Microsoft Word includes built-in cover letter templates that can be a helpful starting point. To access these, open Word, select File > New, and search for “cover letter.” These templates come with preset margins, fonts, and spacing aligned with professional standards.

Many career websites offer free downloadable Word cover letter templates tailored to different industries and experience levels. Reviewing sample letters helps you learn the structure and style expected.

When using templates, always replace placeholder text with your own details and personalize your content to the specific job. Avoid copying content word-for-word; instead, tailor your letter to highlight your unique qualifications and fit for the position.

For detailed formatting guidance, consider reading articles like How Should a Cover Letter Be Formatted, What Is the Standard Cover Letter Format, or What Should a Cover Letter Look Like.

Frequently asked questions

Can I use Google Docs instead of Word to format my cover letter?

Yes, Google Docs offers similar formatting tools. Just be sure to save your final letter as a PDF or Word document before submitting to preserve layout and style.

Should my cover letter font match my resume font?

Yes, matching fonts creates a polished, consistent application. Simple, professional fonts like Arial or Times New Roman work well for both documents.

How do I save my Word cover letter for email submission?

Save your letter as a PDF to keep formatting intact across different devices. Use a clear file name like “JaneDoe_CoverLetter.pdf” so employers can identify it easily.

What if the job posting asks for a plain text cover letter?

Remove all formatting and paste your letter into a plain text editor or email body. Use simple paragraphs without bold or italics to ensure readability and avoid errors in tracking systems.

Can I include bullet points in a cover letter formatted in Word?

Use bullet points sparingly to highlight key skills or achievements, but maintain a narrative tone. Avoid turning your cover letter into a resume list.