How to Format a Cover Letter: Complete Professional Guide for 2025

TL;DR - Quick Answer

A professionally formatted cover letter uses 1-inch margins, 11-12 point font, single spacing within paragraphs, and includes six essential sections: header with contact info, date, employer's address, greeting, 3-4 body paragraphs, and formal closing. This standard business letter format ensures your application looks professional and is easy for hiring managers to read.

Key Takeaways

• Standard margins: 1 inch on all sides ensures professional appearance and readability

• Professional fonts: Use Arial, Calibri, or Times New Roman in 11-12 point size

• Proper spacing: Single-space paragraphs with blank line between each section

• Essential sections: Header, date, employer address, greeting, body, closing, signature

• One-page rule: Always keep your formatted cover letter to one page (250-400 words)

Introduction: Why Proper Cover Letter Formatting Matters

You've spent hours crafting the perfect cover letter content, highlighting your achievements and explaining why you're the ideal candidate. But before a hiring manager even reads a single word, they'll make a snap judgment about your professionalism based entirely on how your cover letter looks.

Research by TopResume reveals that 77% of hiring managers immediately dismiss cover letters with poor formatting, regardless of content quality. In those critical first 7 seconds of review, proper formatting signals attention to detail, professionalism, and respect for business conventions—all qualities employers seek in candidates.

According to a 2024 study by CareerBuilder, 58% of recruiters say formatting errors are among their top pet peeves, with inconsistent spacing, unprofessional fonts, and missing elements leading the list of complaints. The right format doesn't just make your letter easier to read—it demonstrates that you understand professional standards and take your application seriously.

In this comprehensive guide, you'll learn the exact formatting standards recruiters expect, step-by-step instructions for creating a perfectly formatted cover letter, and common formatting mistakes that could cost you the interview. Whether you're applying for your first job or your tenth, mastering cover letter formatting is essential for making the right first impression.

Standard Cover Letter Format: The Professional Template

The Six Essential Sections

Every professional cover letter follows a standard business letter format with six clearly defined sections:

• Your contact information header

• Date of application

• Employer's contact information

• Professional greeting

• Body paragraphs (typically 3-4)

• Professional closing and signature

This structure has been the professional standard for decades because it provides all necessary information in a logical, easy-to-scan format. Deviating from this template risks appearing unprofessional or confusing recruiters who process hundreds of applications weekly.

Visual Formatting Standards

Margins: Set to 1 inch on all sides (top, bottom, left, right). This white space makes your letter more inviting and easier to read. Margins smaller than 0.75 inches make the page look cramped; larger than 1.25 inches suggests you're padding a thin letter.

Font: Choose a professional, readable font:

• Calibri 11-12pt (modern, clean, Microsoft default)

• Arial 11-12pt (simple, universally compatible)

• Times New Roman 12pt (traditional, formal)

• Georgia 11-12pt (readable, slightly distinctive)

Spacing: Single-space within paragraphs. Add one blank line between paragraphs and sections. Never use double-spacing throughout—it wastes space and looks amateurish.

Alignment: Left-align all text. While you might center your name in the header, the body content should always be flush left for business correspondence.

Length: One page maximum. With proper formatting, you should fit 250-400 words comfortably. If you're spilling onto a second page, your content needs editing, not your margins adjusted.

Step-by-Step: How to Format Each Section

Section 1: Your Contact Information Header

Position your contact information at the top of the page. You have two formatting options:

Traditional Format (Left-Aligned):

• Your Full Name

• Your Street Address (optional in 2025)

• City, State ZIP

• Phone Number

• Email Address

• LinkedIn Profile URL (optional)

Modern Format (Centered): Center your name in larger font (14-16pt), then list contact details in smaller font below, either centered or left-aligned.

Sarah Chen, a senior recruiter at a Fortune 500 technology company, explains: "I see both formats regularly. What matters more than centering versus left-alignment is ensuring your contact information is complete and easy to find. Include a phone number and professional email address at minimum."

Pro tip: Your email should be professional (firstname.lastname@email.com). Avoid outdated providers like AOL or Hotmail, and never use your current work email.

Section 2: Date

Skip one line after your contact information and add the date. Use the full date format:

• November 6, 2025 (US format)

• 6 November 2025 (International format)

• Avoid: 11/6/25 or 11-6-2025

The date shows timeliness and helps employers track when applications were received. Always use the current date when submitting, even if you drafted the letter earlier.

Section 3: Employer's Contact Information

Skip one line after the date and include the employer's information:

• Hiring Manager's Name (research to find this!)

• Their Job Title

• Company Name

• Company Street Address

• City, State ZIP

According to Jobscan research, applications with a specific hiring manager name have 40% higher response rates than those addressed generically. Check the job posting, company website, or LinkedIn to find the appropriate person.

If you can't find a specific name: Use the department ("Marketing Team") or position ("Hiring Manager") rather than "To Whom It May Concern."

Section 4: Professional Greeting

Skip one line after the employer's address and begin with your salutation:

• Dear Mr./Ms./Dr. [Last Name], (most common)

• Dear [First Name] [Last Name], (if unsure of gender)

• Dear Hiring Manager, (if no name available)

• Dear [Department] Team, (department applications)

Always use a colon (:) or comma (,) after the greeting, never a dash or exclamation point. The comma is slightly more modern and friendly; the colon is more formal and traditional.

Avoid: "To Whom It May Concern" (outdated), "Dear Sir or Madam" (gendered), or no greeting at all (unprofessional).

Section 5: Body Paragraphs (3-4 Paragraphs)

Skip one line after the greeting and begin your body content. Format as 3-4 distinct paragraphs:

Paragraph 1 - Opening (2-3 sentences): State the position you're applying for and a compelling reason you're qualified. Single-spaced internally, one blank line before next paragraph.

Paragraph 2-3 - Body (4-5 sentences each): Highlight your most relevant achievements, skills, and experiences. Use specific examples and quantifiable results. Single-spaced internally, one blank line between paragraphs.

Paragraph 4 - Closing (2-3 sentences): Express enthusiasm, mention your availability for an interview, and thank them for consideration.

Each paragraph should be left-aligned with no indentation. The blank lines between paragraphs provide visual separation—don't indent first lines like you would in academic writing.

Formatting tips for body paragraphs:

• Keep paragraphs to 4-5 sentences maximum for readability

• Use consistent spacing between all paragraphs

• Avoid bold, italic, or underlined text in the body (looks cluttered)

• Don't use bullet points (save those for your resume)

Section 6: Professional Closing and Signature

Skip one line after your final paragraph and add your closing:

Complimentary Close Options:

• Sincerely, (most common, always appropriate)

• Best regards, (friendly but professional)

• Kind regards, (warm and professional)

• Respectfully, (very formal, government/military)

After your closing, skip 3-4 lines (space for a handwritten signature if submitting by mail) and type your full name. For email/digital submissions, you can skip just one line.

Digital Signature Options:

• Typed name only (most common for email applications)

• Typed name with phone/email repeated below

• Scanned handwritten signature image above typed name (formal)

Digital vs. Print Formatting Considerations

Email Application Format

When submitting via email, adjust your formatting slightly:

• Subject line: Application for [Job Title] - [Your Name]

• Email body option 1: Paste your cover letter directly into the email (most common)

• Email body option 2: Write a brief 2-3 sentence email and attach formatted cover letter as PDF

• Attachment format: Always PDF to preserve formatting (never .docx for initial application)

• File naming: YourName_CoverLetter_CompanyName.pdf

According to TopResume, 62% of recruiters prefer cover letters pasted directly into email body for quick scanning, while 38% prefer attachments. When in doubt, include both—brief message in email with full letter attached.

Online Application System Format

Many companies use Applicant Tracking Systems (ATS) with specific formatting requirements:

• Remove headers/footers (ATS can't read them)

• Use standard fonts only (avoid custom fonts)

• Skip decorative elements (lines, borders, graphics)

• Use simple bullet points if needed (standard • or -)

• Save as .pdf or .docx as specified

• Keep formatting simple and clean

For online text box submissions, you may need to paste plain text. In this case:

• Remove all formatting

• Use blank lines to separate sections

• Maintain paragraph structure

• Double-check spacing before submitting

Print/Mail Format

For traditional mail submissions (rare but still used for some industries):

• Use high-quality white or cream paper (24lb weight)

• Print on one side only

• Sign in blue or black ink between closing and typed name

• Use matching paper for resume

• Mail in 9x12 envelope (don't fold documents)

Common Formatting Mistakes to Avoid

Mistake #1: Inconsistent Spacing

The Problem: Random spacing between paragraphs—sometimes one blank line, sometimes two, sometimes none.

Why It's Bad: Inconsistent spacing looks sloppy and suggests carelessness. It's one of the first things hiring managers notice.

The Fix: Establish a consistent pattern: single-space within paragraphs, exactly one blank line between paragraphs and sections. Use the same spacing throughout.

Mistake #2: Creative Fonts or Colors

The Problem: Using Comic Sans, decorative fonts, colored text, or multiple font styles to "stand out."

Why It's Bad: Creative formatting usually backfires in traditional business contexts. Recruiters view it as unprofessional or attention-seeking in the wrong way.

The Fix: Stick to professional fonts in black text. Let your content stand out, not your typography. Save creativity for portfolio pieces if applying to design roles.

Mistake #3: Improper Margins or Length

The Problem: Shrinking margins to 0.5 inches to fit more content, or stretching to 1.5 inches to fill space.

Why It's Bad: Recruiters know this trick. Tight margins look cramped and desperate; wide margins suggest you don't have enough to say.

The Fix: Maintain standard 1-inch margins. If your letter is too long, edit your content—don't shrink margins. If it's too short, you need more substance.

Mistake #4: Missing or Incorrect Contact Information

The Problem: Forgetting to include phone number, using unprofessional email address (partygirl99@email.com), or omitting current contact info.

Why It's Bad: Hiring managers can't contact you for interviews if your information is missing or unprofessional. They won't hunt for your contact info—they'll move to the next candidate.

The Fix: Double-check that your header includes: full name, phone number, and professional email address. Verify all information is current and accurate.

Mistake #5: Centered or Justified Text

The Problem: Center-aligning all text or using full justification (text aligned on both left and right margins).

Why It's Bad: Centered text is hard to read for extended content. Full justification creates awkward spacing and looks old-fashioned.

The Fix: Left-align all body text. Center alignment is acceptable only for your name in the header if you choose that style.

Formatting for Different Industries

Traditional Industries (Legal, Finance, Government)

Conservative fields expect formal formatting:

• Use Times New Roman 12pt

• Full employer address with formal greeting

• Colon after salutation (Dear Ms. Smith:)

• "Sincerely," as closing

• Three-four line space for signature

• No creative elements whatsoever

Michael Rodriguez, a senior hiring partner at a national law firm, notes: "In legal settings, we expect traditional business letter format precisely followed. Any deviation suggests the candidate doesn't understand professional conventions."

Tech and Creative Industries

Modern fields allow slight flexibility:

• Calibri or Arial acceptable

• Can use comma after salutation (Dear Alex,)

• "Best regards," acceptable closing

• Modern header with centered name acceptable

• PDF with minimal design elements (not flashy)

Even in creative fields, formatting should remain clean and professional. "Creative" applies to your portfolio, not your cover letter format.

Academic and Research Positions

Academic applications often require specific formatting:

• Include full academic credentials (Ph.D., M.A., etc.)

• Formal tone and traditional formatting

• May extend beyond one page for senior positions

• References to publications and research may be included

Tools and Resources for Perfect Formatting

Cover Letter Generators and Templates

Using professional tools ensures your formatting is perfect from the start. Cover Letter Copilot's AI-powered generator automatically formats your cover letter according to professional standards while you focus on content.

Other helpful resources include:

• Professional cover letter templates with pre-set formatting

• Industry-specific cover letter examples showing proper formatting

• Additional cover letter writing tools for optimization

Microsoft Word and Google Docs Templates

Both word processors offer built-in cover letter templates with proper formatting. To access:

Microsoft Word: File → New → Search "cover letter" → Choose professional template

Google Docs: Template Gallery → Resumes → Select cover letter template

Pro tip: After selecting a template, double-check margins, font, and spacing match professional standards. Some templates prioritize visual appeal over hiring manager preferences.

PDF Conversion Best Practices

Always submit cover letters as PDFs to preserve formatting across different devices and operating systems:

• Word: File → Save As → PDF

• Google Docs: File → Download → PDF Document

• Mac Pages: File → Export To → PDF

After conversion, always open the PDF to verify formatting remained intact, especially spacing and alignment.

Frequently Asked Questions About Cover Letter Formatting

Should I include my full address on a cover letter in 2025?

Including your full street address is now optional for most positions. At minimum, include your city and state, phone number, and email address. For remote positions, your full address is unnecessary. For local positions where commute matters, including your full address demonstrates you're nearby. For privacy-conscious applicants, city/state is sufficient.

Can I use the same formatting for email and printed cover letters?

Yes, with minor adjustments. For email submission, remove any header/footer page numbers, ensure colors are professional (or stick to black/white), and save as PDF. For printed letters, include space for handwritten signature. The core formatting—margins, font, spacing, structure—remains identical.

What if my cover letter is longer than one page?

Edit your content. With proper formatting (1-inch margins, 11-12pt font), you should easily fit 250-400 words—the ideal cover letter length—on one page. Going to a second page signals wordiness, not thoroughness. Focus on your strongest 2-3 accomplishments and cut filler language.

Should my cover letter match my resume formatting?

Yes, for visual consistency. Use the same font, font size, and header style on both documents. This creates a cohesive professional brand and shows attention to detail. However, the body formatting differs—resumes use bullet points while cover letters use paragraphs.

Is it okay to use a cover letter template?

Absolutely. Professional templates ensure correct formatting while you focus on content. Just make sure to fully customize the content—recruiters can spot generic template language instantly. Using a template for structure is smart; using template phrases verbatim is detrimental.

What margins should I use if I'm slightly over one page?

Keep 1-inch margins and edit your content instead. Hiring managers recognize margin manipulation and view it negatively. If you're only slightly over, look for: redundant phrases, unnecessary adjectives, repeated information from your resume, or overly detailed examples. Tighten your writing rather than your margins.

Can I use bold or italic text to emphasize key points?

Sparingly, if at all. While one or two bolded phrases (like a key achievement number) can work in modern industries, avoid bold/italic in conservative fields. Never use underlines (they look like web links), never use all caps (reads as shouting), and never use multiple formatting styles together. When in doubt, let your words create emphasis, not typography.

How do I format a cover letter when I don't know the hiring manager's name?

First, make every effort to find a name—check LinkedIn, call the company, or review the team page. If truly unavailable, use: "Dear Hiring Manager," "Dear [Department] Team," (e.g., "Dear Marketing Team,") or "Dear [Job Title] Search Committee." Avoid outdated options like "To Whom It May Concern" or "Dear Sir or Madam."

Should I use the same font as the job posting or company website?

No need to match their branding unless applying to a design role where this demonstrates attention to detail. For most positions, stick with professional standard fonts (Calibri, Arial, Times New Roman, Georgia). Using a company's branded font could appear like you're mimicking their materials inappropriately.

What's the best way to format a cover letter for ATS systems?

Use standard fonts, avoid headers/footers, skip tables or text boxes, save as .docx or PDF (as requested), use standard section headings, and keep formatting simple. Most importantly, focus on including relevant keywords from the job description naturally in your content. Clean, simple formatting ensures ATS can parse your letter correctly.

Can I include links in my cover letter?

Yes, sparingly. Your LinkedIn profile URL in the header is appropriate. For creative professionals, a link to your portfolio is valuable. Keep links professional (LinkedIn, personal website, portfolio) and ensure they're formatted as clickable hyperlinks in PDFs. Avoid linking to social media unless directly relevant to the role.

How do I format international cover letters?

Research country-specific conventions. UK cover letters follow similar US formatting. European countries may expect CVs instead of cover letters. Some countries expect photos on application materials (though US/UK don't). When applying internationally, adjust date format (DD/MM/YYYY vs MM/DD/YYYY) and check whether to include your current country location.

Conclusion: Perfect Formatting Creates Perfect First Impressions

Your cover letter's formatting is your first test as a candidate. Before a hiring manager reads about your qualifications, they've already formed an impression based on whether your letter looks professional, organized, and easy to read.

The good news? Perfect formatting is achievable for every candidate. By following the standards outlined in this guide—1-inch margins, professional font at 11-12pt, proper spacing, and the six essential sections—you ensure your letter meets professional expectations and allows your content to shine.

Remember:

• Formatting creates your first impression before content is even read

• Professional standards exist for good reason—they ensure readability

• Consistency in spacing, fonts, and structure signals attention to detail

• One page is sufficient when properly formatted

• Industry conventions should guide your formatting choices

Don't let poor formatting undermine strong content. Whether you use a professional cover letter generator, work from a proven template, or build your letter from scratch, proper formatting ensures your qualifications get the attention they deserve.

Your next step: Apply these formatting principles to your cover letter today. With professional formatting handled, you can focus entirely on crafting compelling content that demonstrates why you're the perfect candidate for the role.

Ready to create a perfectly formatted cover letter in minutes? Try Cover Letter Copilot's AI-powered generator and let technology handle the formatting while you focus on showcasing your unique qualifications.