Cover Letter Format Guide: Layout, Length & Examples
Format isn't the most important part of a cover letter — what you say is. But poor format gets cover letters filtered before content matters. This guide covers the layout, length, font, and structural conventions that make a cover letter look professional and read fast.
Page layout: one page, single column
A cover letter should be one page, single column, with margins between 0.75" and 1". Anything more than one page signals the candidate doesn't respect the reader's time. Anything less than 0.75" margins is hard to read and looks unprofessional.
Single column matters: multi-column layouts break in many ATS parsers and look cramped on email previews. Keep it simple.
Font, size, and spacing
Stick to standard, professional fonts:
- Calibri (modern, clean, default Word font)
- Arial / Helvetica (clean sans-serif, very readable)
- Times New Roman / Garamond / Georgia (traditional serif)
- Cambria (serif, modern, designed for screens)
Approved fonts:
Body size: 10.5-12pt. Line spacing: 1.15-1.5. Paragraph spacing: 6-12pt after paragraphs. These ranges look polished without being cramped or sparse.
The header block
The top of the cover letter should mirror your resume header for consistency. Include:
- Your full name (one font size larger than body, bold).
- City, State (no need for full address in 2026).
- Email and phone.
- LinkedIn URL (optional but recommended).
- Portfolio or GitHub (for design, engineering roles).
Date and recipient block
Below your contact info, add (left-aligned):
- Today's date.
- A blank line.
- Recipient name (if known) — "Jordan Lee, Engineering Manager" or just "Hiring Manager."
- Company name.
- Company address (city, state — full street address optional in 2026).
Salutation
Use "Dear [Name]," when you have it. If you don't, "Dear Hiring Manager," "Dear Hiring Team," or "Dear [Department] Team" all work. Avoid "To Whom It May Concern" — it's dated.
Body structure
Three paragraphs, occasionally four:
- Opening (1-2 sentences): specific hook tying you to the role.
- Qualifications (3-5 sentences): your strongest specific achievement, with a number.
- Fit (2-4 sentences): why this company specifically.
- Close (1-2 sentences): confident, no apologizing.
Closing and signature
"Best regards," "Sincerely," or "Thank you," all work. "Sincerely" reads slightly more formal — appropriate for finance, law, healthcare. "Best regards" is neutral. "Thank you" is warm.
Sign your full name. If submitting electronically, a typed name is fine — no need to insert an image of your signature.
File format and naming
Save as PDF unless the application explicitly requires .docx. PDF preserves formatting across devices, email clients, and ATS systems.
File name: "FirstName-LastName-Cover-Letter.pdf" or "FirstName-LastName-CompanyName-Cover-Letter.pdf". Avoid "cover-letter-final-v2.pdf" or anything with "draft" in the name.
Frequently Asked Questions
Should a cover letter be formatted like a business letter?
Yes — but a modern, lean version. Keep the header, date, recipient block, salutation, body, and closing. Skip the formal mailing address blocks unless applying to traditional industries (law, finance, government).
How long should a cover letter be in pages?
One page. Always. Word count: 250-400. Anything longer signals the candidate doesn't respect the reader's time.
Should the cover letter match the resume's visual style?
Yes. Same header, same fonts, same color accents. Visual consistency signals attention to detail.
Apply this guide automatically.
CareerThings AI builds cover letters and resumes that follow every principle in this guide — tailored to any specific job posting in seconds.
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