Do You Indent Paragraphs in a Cover Letter? The Complete Formatting Guide [2025]

TL;DR - Quick Answer

No, you should not indent paragraphs in a modern cover letter. The standard professional format uses block style with no indentation, left-aligned text, and a blank line between paragraphs. This clean, modern approach is preferred by 94% of hiring managers and is optimized for Applicant Tracking Systems (ATS). Block style format has become the universal standard in business correspondence since the early 2000s, replacing the traditional indented format that was common in typewritten letters.

While indented paragraphs were once the norm for formal business letters, today's hiring managers and recruiters expect a clean, professional block format. Using outdated formatting like indentation can actually hurt your application by making your cover letter appear dated or suggesting you're unfamiliar with current professional standards. Modern cover letter formatting prioritizes readability, scannability, and ATS compatibility—none of which benefit from indentation.

If you want to create a professionally formatted cover letter without worrying about these formatting details, our AI cover letter generator automatically applies the correct modern formatting, ensuring your letter looks polished and professional every time.

Key Takeaways

• Block style is the modern standard: No indentation, left-aligned text, and blank lines between paragraphs is the universally accepted format for professional cover letters in 2025.

• Indentation looks outdated: Using indented paragraphs signals to hiring managers that you may be unfamiliar with current business correspondence standards.

• ATS systems prefer block format: Applicant Tracking Systems parse block-style documents more accurately, reducing the risk of formatting errors.

• Consistency matters most: Whether you choose block or modified block style, maintaining consistent formatting throughout your letter is essential.

• Industry standards apply universally: From creative fields to corporate finance, block style formatting is expected across virtually all industries and job types.

Introduction: Why Cover Letter Formatting Matters More Than You Think

You've spent hours crafting the perfect cover letter content—compelling achievements, tailored qualifications, and a strong call to action. But here's a question that trips up even experienced job seekers: should you indent your paragraphs? It might seem like a minor detail, but formatting choices can significantly impact how your application is perceived. According to a 2024 CareerBuilder survey, 58% of hiring managers have rejected candidates based on poorly formatted application materials, with outdated formatting styles being one of the top complaints.

The debate between indented and block-style paragraphs in cover letters reflects a broader shift in professional communication standards. What was considered proper business etiquette 20 years ago can now make you look like you're stuck in the past. Understanding these evolving standards isn't just about following rules—it's about demonstrating that you're a modern professional who pays attention to details.

In this comprehensive guide, we'll explore everything you need to know about paragraph formatting in cover letters. You'll learn why block style has become the standard, when (if ever) indentation might be appropriate, how to structure a cover letter properly, and how to ensure your formatting works seamlessly with ATS systems. By the end, you'll have complete confidence in your cover letter's visual presentation.

Whether you're writing your first cover letter or your fiftieth, getting the formatting right sets the foundation for a strong first impression. Let's dive into the specifics of paragraph formatting and why it matters for your job search success.

Understanding Cover Letter Formatting Basics

Before we dive into the indentation question specifically, it's important to understand the broader context of cover letter formatting. A well-formatted cover letter creates visual hierarchy, guides the reader's eye, and demonstrates professionalism. Every element—from margins to spacing to paragraph structure—contributes to the overall impression your letter makes.

The Anatomy of a Professional Cover Letter

A standard cover letter consists of several key components, each with its own formatting considerations:

• Header: Contains your contact information, typically aligned left or centered at the top of the page.

• Date: Positioned after your header, with one blank line of separation.

• Employer's information: Hiring manager's name, title, company, and address, left-aligned.

• Salutation: The greeting line, followed by a colon in formal letters or a comma in slightly less formal contexts.

• Body paragraphs: The main content of your letter, typically 3-4 paragraphs.

• Closing: Professional sign-off followed by your signature.

• Enclosure notation: Optional note indicating additional attached documents.

Understanding how these elements work together helps you make informed decisions about formatting details like indentation. Each component should flow logically into the next, creating a cohesive, easy-to-read document.

Why Formatting Consistency Matters

Research from the National Association of Colleges and Employers (NACE) indicates that employers spend an average of just 7.4 seconds on an initial resume and cover letter scan. In that brief window, inconsistent formatting can create a subconscious impression of sloppiness or inattention to detail. A 2023 LinkedIn study found that 72% of recruiters form their first impression of a candidate within the first 6 seconds of viewing application materials.

This is why understanding what a cover letter should look like is so crucial. Consistent formatting signals that you're organized, detail-oriented, and respectful of professional norms. These are qualities every employer values, regardless of the industry or position.

Block Style vs. Indented Style: A Complete Comparison

The two main paragraph formatting styles for business letters are block style and indented (or modified block) style. Understanding the differences between these approaches will help you make the right choice for your cover letter.

Block Style Format (The Modern Standard)

Block style is characterized by:

• No paragraph indentation: Every line begins at the left margin.

• Single line spacing within paragraphs: Text flows continuously without extra space between lines.

• Double spacing between paragraphs: A blank line separates each paragraph for visual distinction.

• Left alignment throughout: All text aligns to the left margin, creating a clean, uniform appearance.

• Professional appearance: Creates a modern, business-appropriate look that's easy to read.

Block style became the dominant format for business correspondence with the rise of word processing software in the 1980s and 1990s. Unlike typewriters, which required manual adjustments for indentation, word processors made it easy to create clean, left-aligned documents. Today, this format is taught in virtually every business communication course and is the expected standard in professional settings.

Indented (Modified Block) Style Format

The indented or modified block style includes:

• First-line indentation: The first line of each paragraph is indented, typically 0.5 inches (one tab stop).

• Optional center alignment: The date and closing may be centered or right-aligned.

• Traditional appearance: Evokes the look of typewritten correspondence from earlier decades.

• Academic associations: Still common in certain academic and legal contexts.

While indented style was once considered proper business etiquette, it has fallen out of favor in most professional contexts. Today, using indented paragraphs in a cover letter can make your application appear dated or suggest unfamiliarity with current standards.

Direct Comparison Table

What Career Experts and Hiring Managers Say About Cover Letter Indentation

To provide you with authoritative guidance on this topic, we've gathered insights from career experts, hiring managers, and recruitment professionals who review hundreds or thousands of cover letters each year.

"In 15 years of recruiting, I've never seen a candidate rejected for using block style formatting. But I've definitely seen cover letters dismissed as 'out of touch' when they used old-fashioned indentation. When in doubt, go with the modern standard."

— Sarah Chen, Senior Technical Recruiter at a Fortune 500 Company

"The block format isn't just about aesthetics—it's about efficiency. When I'm reviewing 200 applications for a position, I need cover letters that are easy to scan. Block style with clear paragraph breaks makes that possible. Indented paragraphs slow me down."

— Michael Torres, HR Director, Healthcare Industry

"I teach my students that cover letter formatting should never distract from content. Block style is invisible formatting—it gets out of the way and lets your qualifications speak. Indentation draws attention to the format itself, which is never what you want."

— Dr. Amanda Williams, Professor of Business Communication, Columbia Business School

These expert perspectives align with research from the Society for Human Resource Management (SHRM), which found that 89% of hiring professionals prefer block-style formatting for business correspondence. The remaining 11% expressed no preference—notably, none indicated a preference for indented paragraphs.

ATS Compatibility: Why Block Style Wins for Digital Applications

In today's job market, your cover letter isn't just read by humans—it's first processed by Applicant Tracking Systems (ATS). These software platforms scan and parse application documents, extracting key information and sometimes even scoring candidates based on content. Understanding how formatting guidelines affect your cover letter is essential for modern job seekers.

How ATS Systems Process Cover Letters

ATS software reads your cover letter differently than a human would. These systems:

• Parse text linearly: ATS reads from left to right, top to bottom, making consistent left alignment ideal.

• Identify sections by spacing: Paragraph breaks (blank lines) help ATS distinguish between different content sections.

• May misinterpret unusual formatting: Indentation, especially when inconsistent, can confuse parsing algorithms.

• Prefer simple structures: Complex formatting, including elaborate indentation schemes, can cause extraction errors.

According to Jobscan's 2024 ATS Report, approximately 75% of resumes and cover letters are first processed by ATS before reaching a human reviewer. Documents with clean, block-style formatting have a 23% higher successful parse rate compared to those with non-standard formatting.

Formatting Best Practices for ATS Success

To ensure your cover letter performs well with ATS systems:

1. Use standard margins: 1-inch margins on all sides are universally accepted.

2. Choose readable fonts: Arial, Calibri, Times New Roman, or Georgia at 10-12pt size.

3. Avoid text boxes and graphics: These elements often aren't parsed correctly by ATS.

4. Use block style formatting: Left-aligned text with blank lines between paragraphs.

5. Save in the right format: PDF or .docx as specified by the employer.

6. Keep formatting consistent: Use the same spacing, alignment, and structure throughout.

If you're concerned about getting your formatting right, our AI cover letter generator automatically applies ATS-optimized formatting, so you can focus on content while we handle the technical details.

Industry-Specific Considerations for Cover Letter Formatting

While block style is the universal standard, some industries have nuanced expectations worth understanding. Here's how formatting standards apply across different professional contexts.

Corporate and Business Roles

In corporate environments—finance, consulting, technology, and business operations—block style is not just preferred but expected. These industries value efficiency and modernity, and your formatting should reflect those values. If you're applying for a business analyst position or financial analyst role, block style formatting signals that you understand contemporary business standards.

Creative and Design Industries

Graphic designers, marketers, and creative professionals might wonder if they have more formatting flexibility. While your portfolio can showcase creativity, your cover letter should still follow professional standards. Block style remains the expectation. As one graphic designer cover letter example demonstrates, you can express creativity through content and word choice while maintaining standard formatting.

Academic and Research Positions

Academia is one of the few contexts where modified block style might still be acceptable, particularly when applying to institutions with traditional cultures. However, even in academic settings, block style has become increasingly common. When in doubt, research the specific institution's culture or default to block style.

Legal and Government Positions

Legal correspondence has traditionally been more formal, and some legal professionals still use modified block style. However, legal assistant cover letters in modern law firms typically follow block style. Government applications should follow any specified formatting guidelines, but block style is safe when none are provided.

Healthcare and Medical Fields

Healthcare positions, from nursing cover letters to healthcare assistant applications, follow standard professional formatting. The emphasis in healthcare hiring is on qualifications and experience, not formatting creativity. Block style ensures your clinical credentials take center stage.

How to Format Your Cover Letter Paragraphs Correctly: Step-by-Step Guide

Now that you understand why block style is preferred, let's walk through exactly how to format your cover letter paragraphs for maximum impact.

Step 1: Set Up Your Document

Before you start writing, configure your document settings:

• Margins: 1 inch on all sides (standard)

• Font: Professional, readable font (Calibri, Arial, Times New Roman, Georgia)

• Font size: 10-12 points for body text (your name in header can be slightly larger)

• Line spacing: Single spacing within paragraphs

• Paragraph spacing: Add 10-12pt spacing after paragraphs (or one blank line)

• Alignment: Left-aligned (not justified)

Step 2: Structure Your Paragraphs

A well-structured cover letter typically includes three to four paragraphs:

1. Opening paragraph: State the position you're applying for and hook the reader with a compelling opening.

2. Middle paragraph(s): Highlight relevant qualifications, achievements, and why you're a strong fit.

3. Closing paragraph: Express enthusiasm, include a call to action, and thank the reader.

Each paragraph should begin at the left margin with no indentation. Separate paragraphs with a single blank line or equivalent spacing.

Step 3: Apply Consistent Formatting Throughout

Consistency is crucial for professional presentation:

• Every paragraph starts at the same left margin position

• Spacing between all paragraphs is identical

• Font style and size remain consistent in body text

• Alignment is left-aligned throughout (not centered or justified)

• Date, salutation, body, and closing all follow the same alignment rules

Example: Correctly Formatted Cover Letter Body

Here's an example of properly formatted body paragraphs:

Dear Ms. Johnson,

I am writing to express my strong interest in the Marketing Manager position at TechVentures Inc. With over eight years of experience driving B2B marketing strategies and a proven track record of increasing lead generation by 156% in my current role, I am excited about the opportunity to bring my expertise to your innovative team.

In my current position at DataFlow Solutions, I have led cross-functional campaigns that resulted in $2.3 million in new business within 18 months. My approach combines data-driven decision-making with creative storytelling, allowing me to connect with target audiences while delivering measurable results. I am particularly drawn to TechVentures' commitment to sustainable technology solutions, as I believe authentic brand values create the strongest customer connections.

I would welcome the opportunity to discuss how my marketing leadership experience aligns with your goals for the upcoming fiscal year. Thank you for considering my application, and I look forward to the possibility of contributing to your team's continued success.

Sincerely,

Alexandra Chen

Notice how each paragraph begins at the left margin, with a blank line providing clear visual separation between paragraphs. This format is clean, professional, and easy to read.

Common Cover Letter Formatting Mistakes to Avoid

Understanding what not to do is just as important as knowing best practices. Here are the most common formatting mistakes job seekers make with their cover letter paragraphs:

Mistake #1: Inconsistent Paragraph Formatting

The worst formatting approach is inconsistency—some paragraphs indented, others not. This creates a disorganized appearance that suggests carelessness. If you're unsure about your formatting, have someone else review your letter or use our cover letter templates as a starting point.

Mistake #2: Outdated Formatting Styles

Using double indentation, full justification, or multiple tab stops creates an unnecessarily complex appearance. Stick to simple, clean block style for the most professional presentation.

Mistake #3: No Visual Breaks Between Paragraphs

If you're not indenting paragraphs, you must include blank lines between them. Without either indentation or spacing, your letter becomes one overwhelming wall of text that's difficult to read and navigate.

Mistake #4: Excessive Spacing

While you need space between paragraphs, too much white space makes your letter look thin on content. Aim for a single blank line (or 10-12pt paragraph spacing) between paragraphs—not two or three.

Mistake #5: Ignoring How Your Letter Looks Digitally

Remember that your cover letter may be viewed on various devices and screen sizes. Block style formatting adapts well to different viewing contexts, while complex formatting can break down on smaller screens or when converted between file formats.

Special Formatting Scenarios and How to Handle Them

While block style is standard, certain situations may present unique formatting challenges. Here's how to handle special scenarios while maintaining professional standards.

Email Cover Letters

When emailing a cover letter, formatting requirements change slightly. Email cover letters should:

• Be pasted directly in the email body (unless attachment is specified)

• Use even simpler formatting—avoid any styling that might not render correctly

• Maintain block style with clear paragraph breaks

• Include a professional subject line

• Skip the header (your contact info goes in your email signature)

Cover Letters for Online Applications

When submitting through online portals, text-only fields strip all formatting. In these cases:

• Use double line breaks between paragraphs to maintain visual separation

• Avoid special characters that might not render correctly

• Test your formatting in the preview before submitting

• Keep paragraphs shorter for improved readability

Cover Letters for International Applications

Business letter formatting conventions vary by country. While block style is standard in the US, UK, Canada, and Australia, some European and Asian countries may have different expectations. Research the specific country's business customs if applying internationally.

Career Change Cover Letters

When writing a career change cover letter, formatting should remain standard even though your content strategy may differ. The professional block style format helps establish credibility when you're positioning yourself for a new field.

Tools and Resources for Perfect Cover Letter Formatting

Getting your formatting right shouldn't be complicated. Here are resources to help you create perfectly formatted cover letters:

AI-Powered Cover Letter Generators

The easiest way to ensure correct formatting is to use an AI cover letter generator that automatically applies professional standards. These tools handle the technical details of formatting while you focus on customizing content for each application.

Professional Templates

Starting with a professionally designed template ensures your formatting is correct from the beginning. Browse our cover letter templates collection for options that work across different industries and experience levels.

Word Processing Software Settings

If you're creating your cover letter from scratch, here are quick setup tips for common word processors:

Microsoft Word: Go to Layout > Paragraph > Set "Special" to "None" and "Before/After" to 10pt

Google Docs: Format > Line & Paragraph Spacing > Set Line spacing to Single, set paragraph spacing to 10pt after

Apple Pages: Format > Style Options > Set Spacing to Before 0pt, After 10pt

The Psychology Behind Cover Letter Formatting Choices

Understanding why formatting affects reader perception can help you appreciate the importance of getting it right. Research in document design and cognitive psychology reveals several insights about how formatting influences impression formation.

The Primacy Effect

Psychological research shows that first impressions carry disproportionate weight in overall evaluation. When a hiring manager first views your cover letter, formatting is immediately visible before they read a single word. Block style formatting creates a neutral, professional first impression that allows your content to speak for itself.

Cognitive Fluency

Studies in cognitive psychology demonstrate that people prefer information that's easy to process. Block style with clear paragraph breaks reduces cognitive load, making your content easier to read and comprehend. This "fluency" creates a positive association with your application.

The Halo Effect

Professional formatting can trigger a halo effect, where positive impressions in one area (presentation) influence perception in others (competence, attention to detail). Conversely, outdated formatting can create a negative halo that colors interpretation of your qualifications.

Social Proof and Conformity

Block style has become standard because professionals look to each other for behavioral cues. Using the expected format signals that you understand and respect professional norms—an important quality in workplace settings where collaboration and cultural fit matter.

Future-Proofing Your Cover Letter Format for 2025 and Beyond

As technology and hiring practices evolve, so do formatting expectations. Here's what to consider for keeping your cover letter format current:

The Rise of AI Resume Screening

AI-powered hiring tools are becoming increasingly sophisticated. These systems not only parse content but also evaluate document structure and formatting. Block style formatting remains optimal for AI processing, and this trend is likely to continue as more companies adopt automated screening.

Mobile-First Viewing

More recruiters view applications on mobile devices than ever before. Block style formatting adapts well to different screen sizes, while complex formatting can break down on smaller displays. Simple, clean formatting ensures your letter looks professional across all viewing contexts.

Video and Multimedia Applications

While some companies experiment with video introductions and multimedia applications, traditional cover letters remain the standard for most industries. When a text cover letter is required, block style formatting continues to be the expected choice.

The Enduring Value of Simplicity

Despite technological changes, the fundamental principle remains constant: formatting should never distract from content. Block style's clean, simple appearance has stood the test of time because it accomplishes this goal effectively. This principle will likely endure regardless of how hiring technology evolves.

Frequently Asked Questions About Cover Letter Paragraph Formatting

Should I indent paragraphs in a cover letter?

No, you should not indent paragraphs in a modern cover letter. The standard professional format uses block style with no indentation, left-aligned text, and a blank line between paragraphs. This format is preferred by 94% of hiring managers and is optimized for Applicant Tracking Systems (ATS). Indented paragraphs can make your application appear dated and may cause parsing issues with automated systems.

What is the difference between block style and indented style?

Block style features no paragraph indentation, with all text left-aligned and a blank line between paragraphs. Indented style uses a 0.5-inch first-line indent for each paragraph, may center or right-align the date and closing, and typically doesn't include blank lines between paragraphs. Block style is the modern standard for business correspondence, while indented style is considered outdated in most professional contexts.

Is indented format ever acceptable for cover letters?

Indented format might be acceptable in limited academic or legal contexts with traditional cultures. However, even in these settings, block style has become increasingly common. Unless you're specifically instructed to use indented format or applying to an institution with known traditional preferences, block style is always the safer choice.

How much space should I put between paragraphs in a cover letter?

Include one blank line (or 10-12pt of paragraph spacing) between paragraphs in your cover letter. This creates clear visual separation without excessive white space. Avoid using multiple blank lines between paragraphs, as this can make your letter appear thin on content. The key is consistency—whatever spacing you choose, apply it uniformly throughout the document.

Does cover letter formatting affect ATS screening?

Yes, formatting significantly affects ATS screening. Block style formatting with consistent structure helps ATS systems parse your content accurately. Unusual formatting, including inconsistent indentation, can confuse parsing algorithms and cause extraction errors. According to Jobscan research, documents with clean block-style formatting have a 23% higher successful parse rate compared to those with non-standard formatting.

What font and font size should I use for my cover letter?

Use professional, readable fonts like Calibri, Arial, Times New Roman, or Georgia at 10-12 point size. Your name in the header can be slightly larger (14-16pt) for visual hierarchy. Avoid decorative or unusual fonts that may not render correctly across different systems or might appear unprofessional. Learn more about what font to use for a cover letter.

How long should cover letter paragraphs be?

Cover letter paragraphs should typically be 3-5 sentences each. Your opening paragraph might be shorter (2-3 sentences) to create a strong hook, while middle paragraphs that detail qualifications may be slightly longer. Avoid paragraphs longer than 6-7 sentences, as these can become difficult to read. The entire cover letter should be no longer than one page.

Should I justify text in my cover letter or use left alignment?

Use left alignment (ragged right edge) for your cover letter. While justified text creates even margins on both sides, it can cause uneven spacing between words that reduces readability. Left-aligned text is easier to read, looks more natural, and is the expected standard for professional business correspondence. All major style guides recommend left alignment for cover letters.

How do I format a cover letter for email submission?

For email submissions, paste your cover letter directly in the email body (unless an attachment is specified). Maintain block style formatting with clear paragraph breaks. Skip the header section (your contact info goes in your email signature) and start with the salutation. Use simple formatting that will render correctly across different email clients. Double-check that spacing looks correct in the compose window before sending.

What margins should I use for my cover letter?

Use 1-inch margins on all sides for a standard cover letter. This provides adequate white space for readability while maximizing the content area. If your cover letter is running slightly long, you can reduce margins to 0.75 inches, but never go smaller than 0.5 inches. Consistent margins throughout the document contribute to a clean, professional appearance.

Can I use bullet points in my cover letter?

Yes, you can use bullet points sparingly in a cover letter to highlight key achievements or qualifications. However, your cover letter should primarily consist of paragraphs—don't turn it into a bulleted list. If using bullets, limit them to 3-5 items in a single section. Bullet points should be left-aligned with consistent formatting, following the same block style principles as your paragraphs.

How does cover letter formatting differ from resume formatting?

While both documents should look professional and consistent with each other, cover letters use paragraph format while resumes typically use bullet points and sections. Cover letters follow standard business letter format (header, salutation, body paragraphs, closing) while resumes have distinct sections for experience, education, and skills. Understanding the difference between cover letters and resumes helps you format each appropriately.

Conclusion: Master Cover Letter Formatting for Job Search Success

The question of whether to indent paragraphs in a cover letter has a clear answer: no. Block style formatting with no indentation, left-aligned text, and blank lines between paragraphs is the modern professional standard. This format is preferred by hiring managers, optimized for ATS systems, and signals that you understand contemporary business correspondence norms.

Throughout this guide, we've explored why formatting matters, how block style became the standard, and exactly how to format your cover letter paragraphs correctly. We've also addressed industry-specific considerations, common mistakes to avoid, and special formatting scenarios you might encounter.

Key points to remember:

• Block style (no indentation) is the universal standard for professional cover letters

• Consistent formatting throughout your letter is essential for professional presentation

• ATS systems process block-style documents more accurately than indented formats

• Even creative industries expect standard formatting in cover letters

• When in doubt, simple and clean formatting is always the right choice

If you want to ensure your cover letter has perfect formatting without the guesswork, our AI cover letter generator automatically applies professional block style formatting while creating personalized, compelling content. Let technology handle the formatting details so you can focus on showcasing your qualifications and landing your dream job.

For more guidance on creating effective cover letters, explore our cover letter examples by industry and role, or check out our comprehensive guides on how to write a strong cover letter and what to include in your cover letter. With the right formatting and content, your cover letter will make the strong first impression you need to advance in your job search.