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How to Format a Cover Letter in 2026 (With Samples)
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The Proper Cover Letter Format
- A standard business letter layout
- Your contact information
- The date and the hiring manager’s contact information
- A professional greeting
- An engaging opening paragraph
- Up to three body paragraphs
- A final paragraph that invites the recruiter to reach out
- A sign-off and typed signature
You can find practical cover letter examples of well-formatted letters here.
Cover Letter Formatting Tips
Formatting allows for a clean, consistent layout that makes your cover letter easier to read and signals professionalism. Simple choices like margins, spacing, and alignment help recruiters skim your message quickly and spot the skills that match the job.
Use the following formatting guidelines to create a cover letter that looks polished, modern, and ready for serious consideration.
Margins
Use 1-inch margins to create whitespace against the blocks of black text you’ll write. This framing creates visual breaks, so hiring managers can spend more time on your cover letter without eye strain.
Fonts
Use screen-friendly sans serif fonts like Arial, Calibri, Helvetica, or Aptos if you apply to online job portals. Use a traditional serif font like Times New Roman or Garamond if you’re applying in person. Use a font size between 11 and 12 points for your cover letter text and between 12 and 16 points for headers. Here’s a list of the most popular screen-friendly fonts for job applications.
Spacing
Help hiring managers skim your letter with small breaks between your paragraph lines. Use 1.15 line spacing within sentences to create ample white space to balance the text. Add 1.5 to double line spacing between paragraphs to create stronger visual breaks.
Left alignment
Since most Western languages are read left to right, top to bottom, readers naturally gravitate toward the left margin. Use left alignment (left-justified text) in your word processor for a clean, professional look. Avoid center or right alignment, which can make your cover letter harder to scan.
Short length
Hiring managers scan hundreds of applications for each open role, so keep your cover letter concise. Aim for a single page, with short paragraphs of three to four sentences each. This makes your message easier to skim and helps your strongest points stand out.
Bulleted lists
Bulleted and numbered lists help break your information into easy-to-read sentences. Use these lists to highlight notable accomplishments or achievements.
File format
Since most operating systems (OS) feature their own word-processing programs, different files can auto-format incorrectly across different OS. Try to save your cover letter in a universal file format. Check the job ad—the employer might specify a preferred file format. If there’s no specific file format mentioned, save your resume and cover letter as a PDF or Word doc.
3 Cover Letter Format Templates
Think of your cover letter format as the foundation of your house. These templates are the external siding and roofs that give your cover letter curb appeal! Feel free to customize these template styles with our helpful Cover Letter Builder.
Traditional cover letter format example
This cover letter sample uses a traditional business letter structure to help introduce and expand your resume.
Bulleted cover letter format sample
This proper cover letter format uses a bulleted list to highlight your key accomplishments and direct hiring managers to your strongest career qualifications.
Modern cover letter format example
This format of a cover letter can work as either an uploaded cover letter or the body of an emailed application to help introduce your resume.
How to Format Cover Letter Sections
We gave general formatting rules before—now let’s cover how to format a cover letter’s sections. Use these rules and our cover letter writing guidelines to make the most of your resume and job application.
1. Professional header
Treat your cover letter’s header as a banner; feel free to emphasize it with a larger font, color, or different alignment (right or center). Most importantly, ensure you follow these cover letter header tips:
- Add your full name, email address, phone number, and work location.
- Omit precise street address details for your security.
- Match your cover letter header style to your resume’s for a cohesive application.
Example of a cover letter heading:
John Smith
555-555-5555
john.smith@email.com
St. Louis, MO
PRO TIP:
Make sure your cover letter header matches your resume for a professional, seamless look.
2. Hiring managers’ contact information
Include the recipient’s contact details at the top of your cover letter in this order, each on its own line:
- Date of writing/submission
- Recipient’s name
- Recipient’s job title
- Company name
- Company mailing address
Add a blank line after the address before beginning your greeting.
Cover letter format example:
July 24, 2024
Jane Abbot, Recruiter
BC Company
123 Common St.
St. Louis, MO
3. Salutation
Use the following greetings, followed by a line break before the main body of your letter. Avoid vague or impersonal cover letter greetings like “To whom it may concern.”
- Dear [recipient’s name],
- Greetings [recipient’s name],
- Hello [recipient’s name],
4. Introduction
How you start your cover letter can sway hiring managers’ interest and keep them reading! Keep this first paragraph limited to two or three lines, followed by a line break to indicate the start of the next paragraph.
Example of a cover letter introduction:
5. Main body
Keep this section to one or two paragraphs with a space between each one. In these paragraphs, identify one to two relevant skills and quantify them with examples and numbers.
Sample main body paragraphs
• Approaching problems with care, logic, and attention to detail
• Working effectively both independently and as part of a team
• Supporting account management and evaluation tasks
• Assisting with the preparation and review of financial statements
PRO TIP:
Use bullet points to spotlight your strongest results—such as boosting website traffic, increasing profits, cutting costs, or improving onboarding. Bullets break up text and draw attention to measurable achievements employers care about.
6. Concluding paragraph
End your cover letter with a short final paragraph summarizing your featured skills and offering suggested availability to connect for a potential job interview. Follow this paragraph with a line break.
Concluding paragraph example:
Please take a moment to review my attached resume to learn the full scope of my career history and accounting competencies. I appreciate your evaluation and look forward to a response. You can reach me most work days between 2 p.m. and 6 p.m.
7. Sign-off and signature
Close out your letter with a formal sign-off, such as one of the following:
- All the best,
- Kind regards,
- Thank you for your time,
- Looking forward to our next communication,
Follow proper cover letter formatting rules by adding four paragraph breaks between your closing and typed signature.
How to Format a Cover Letter for Emails
Most online job applications ask for supplemental documents like cover letters, portfolios, or work samples. Sometimes, you may need to include your cover letter in the body of an email.
Follow these steps on how to format a cover letter for emailed applications:
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1. Fill in the cover letter recipient’s email address.
Copy the email specified in the job ad. If you’re applying for a job that wasn’t posted online, ask your professional connection for their work email address, or visit the company directory to find a list of department heads with their work emails. Copy this correctly into the “To:” address line.
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2. Compose a direct subject line.
If you send your cover letter and resume as an email, include a clear subject line with your name and the position you’re applying for.
Avoid a vague subject line like “[Name] Cover Letter” unless you have a strong professional relationship with the recipient. Use a clear subject line like “ [Name] Resume and Cover Letter RE: [Open Job Position].”
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3. Upload your cover letter.
Type or copy and paste your cover letter into the body of your email. Delete your contact information and the recipient’s mailing address—using email makes that information irrelevant.
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4. Include relevant uploads or hyperlinks.
Click the paperclip button to upload your resume or professional portfolio, or use the hyperlink button to add access to your online professional website, portfolio, or social media accounts.
Cover Letter Format FAQ
What format should a cover letter be in?
A cover letter should follow a standard business letter format to look polished and professional. The typical layout includes:
- Your name and contact information
- Date of writing/submission
- Recipient’s name, job title, and company mailing address
- Greeting (e.g., “Dear [Hiring Manager’s Name],”)
- Body of the letter (introduction, key qualifications, closing)
- Closing salutation (e.g., “Sincerely,”)
- Greeting
- Space for your typed signature
- Use paragraph breaks to separate each section, making the letter easy to read.
What are the four parts of a cover letter?
A cover letter needs these four parts:
- Contact information: The first part of your cover letter includes your name and contact information and the recipient’s name, job title, and mailing address.
- Introduction: Your greeting and first paragraph introduce your interest and matching experience.
- Body of the letter: The third part of your cover letter includes your main selling points (i.e., professional skills, knowledge, or accomplishments).
- Conclusion: This final part of your cover letter includes your concluding paragraph and sign-off.
Is there a template for a cover letter?
Our Cover Letter Builder features professional cover letter templates, writing tips, ready-made content based on your target job title, unlimited downloads, and matching resume templates. You can visit our resume template and cover letter template libraries to preview the final documents made with the online cover letter tool.
Gabriela Barcenas
CPRW, Career WriterGabriela is a Certified Professional Resume Writer (CPRW) and member of the Professional Association of Resume Writers & Career Coaches and has worked in the career industry for more than seven years providing comprehensive guidance on resume writing and job search strategies for individuals across diverse career paths. She holds a bachelor's degree in English and creative writing and is passionate about helping job seekers present their professional story effectively through well-crafted resumes and cover letters that demonstrate their value, skills, and experience to potential employers. Some of her work has been featured on JobHero's resume examples career center.
