How to Set Out a Cover Letter: Complete Professional Format Guide [2025]

TL;DR - Quick Answer

To set out a cover letter correctly, use a professional block format with your contact information at the top, followed by the date, employer's details, a formal salutation, 3-4 compelling body paragraphs, a professional closing, and your signature. The standard cover letter layout follows a clear structure: header with contact details, date line, recipient information, greeting, opening paragraph (why you're writing), middle paragraphs (your qualifications), closing paragraph (call to action), sign-off, and signature. Keep everything left-aligned with 1-inch margins and single spacing within paragraphs.

A well-set-out cover letter creates an immediate impression of professionalism and attention to detail. According to a 2024 TopResume study, 83% of hiring managers say proper formatting significantly influences their perception of a candidate. The layout you choose communicates as much about you as the words themselves—it shows you understand business correspondence standards and respect the reader's time.

Whether you're crafting your first cover letter or refining your approach, our AI cover letter generator automatically applies professional formatting while creating personalized, compelling content tailored to each job application.

Key Takeaways

• Use block format: Left-align all text, use single spacing within paragraphs, and add a blank line between sections for a clean, professional appearance.

• Include all essential elements: Contact header, date, employer information, salutation, body paragraphs, closing, and signature—missing any element looks unprofessional.

• Keep it to one page: Your cover letter should be 250-400 words, fitting comfortably on a single page with proper margins and spacing.

• Match your resume style: Use the same fonts, colors, and header design as your resume to create a cohesive application package.

• Prioritize readability: Use 10-12pt professional fonts, adequate white space, and clear paragraph breaks so hiring managers can quickly scan your letter.

Introduction: Why Cover Letter Layout Matters for Your Job Search

You've written compelling content for your cover letter, but have you considered how it's presented on the page? The way you set out your cover letter can be the difference between getting read and getting rejected. Research from the National Association of Colleges and Employers shows that recruiters spend an average of just 7.4 seconds on an initial document scan—and in that brief moment, layout and formatting are immediately visible before a single word is read.

Think of your cover letter layout as the packaging for your professional story. Just as premium products use elegant packaging to signal quality, a well-set-out cover letter signals professionalism, attention to detail, and respect for business standards. A 2023 CareerBuilder survey found that 58% of hiring managers have dismissed candidates based on poorly formatted application materials alone.

In this comprehensive guide, you'll learn exactly how to set out a cover letter that makes the right first impression. We'll cover every element from header to signature, provide visual examples, and share expert insights on what hiring managers really look for. Whether you're wondering what a cover letter should look like or need specific formatting guidance, this guide has you covered.

By the end of this article, you'll have a clear template to follow and the confidence to create professionally formatted cover letters that get noticed for all the right reasons.

The Complete Cover Letter Structure: Every Element Explained

A professional cover letter follows a specific structure that has evolved from traditional business correspondence. Understanding each element and its placement ensures your letter looks polished and professional. Let's break down the complete anatomy of a well-set-out cover letter.

1. Contact Header (Your Information)

Your cover letter should begin with your contact information at the top. This header serves as your professional letterhead and should include:

• Full name: Your first and last name, optionally in a slightly larger or bolder font

• Phone number: A professional voicemail-ready number where you can be reached

• Email address: A professional email (firstname.lastname@email.com format preferred)

• LinkedIn URL: Optional but increasingly expected, especially for professional roles

• City and state/country: Full address is optional in modern letters; city and state suffice

• Portfolio/website: Include if relevant to your field (designers, writers, developers)

The header can be formatted in several ways—centered, left-aligned, or as a designed block. The key is consistency with your resume header. Learn more about how to head a cover letter for specific formatting options.

2. Date Line

Below your header, include the current date. Use a professional format:

• United States: December 1, 2025 (month spelled out)

• United Kingdom: 1 December 2025 (day first)

• International: 2025-12-01 (ISO format for global applications)

The date should be left-aligned with a blank line separating it from your header and the employer's information below.

3. Employer's Information

Next, include the recipient's details. This section demonstrates you've done your research and are addressing a real person, not sending a generic letter:

• Hiring manager's name: First and last name with appropriate title (Mr., Ms., Dr.)

• Job title: Their position (Hiring Manager, HR Director, Department Head)

• Company name: Full official company name

• Company address: Street address, city, state/province, postal code

If you don't know the hiring manager's name, you have options. Read our guide on how to address someone in a cover letter for strategies to find the right contact or professional alternatives.

4. Salutation (Greeting)

Your greeting sets the tone for the entire letter. The standard professional format is:

• With a name: "Dear Ms. Johnson," or "Dear Mr. Smith," (use a colon for formal letters)

• Gender-neutral: "Dear Taylor Johnson," (use full name if unsure of gender)

• Without a name: "Dear Hiring Manager," or "Dear [Department] Team,"

• Avoid: "To Whom It May Concern" (outdated), "Hey" or "Hi" (too casual)

For more options when you don't have a specific name, see our guide on how to start a cover letter without a name.

5. Opening Paragraph

Your first paragraph should immediately capture attention and establish context. Include:

• The specific position you're applying for

• Where you found the job posting

• A compelling hook—an achievement, connection, or enthusiasm statement

• Why you're interested in this particular company

This paragraph should be 2-4 sentences, direct and engaging. Learn techniques for crafting powerful openings in our guide on how to introduce yourself in a cover letter.

6. Middle Paragraph(s) - Body

The body of your cover letter—typically 1-2 paragraphs—is where you make your case. This section should:

• Highlight 2-3 relevant achievements with specific metrics

• Connect your experience directly to the job requirements

• Demonstrate knowledge of the company and industry

• Show how you'll add value in the role

• Include keywords from the job description naturally

Each body paragraph should be 3-5 sentences, focused and substantive. For detailed guidance on content, read what to write in a cover letter.

7. Closing Paragraph

Your final paragraph should wrap up your letter effectively with:

• A restatement of your enthusiasm for the role

• A clear call to action (requesting an interview)

• Your availability for next steps

• A thank you for consideration

Keep this paragraph concise—2-3 sentences is ideal. For more closing strategies, see how to conclude a cover letter.

8. Sign-Off and Signature

End with a professional closing and your name:

• Professional closings: "Sincerely," "Best regards," "Kind regards," "Respectfully,"

• Your typed name: Full name as it appears on your resume

• Handwritten signature: For printed letters, sign in blue or black ink above your typed name

• Digital signature: Optional for electronic submissions—a typed name is sufficient

Learn more professional closing options in our guide on how to sign off a cover letter.

Visual Layout Guide: Margins, Spacing, and Alignment

Beyond the structural elements, the visual presentation of your cover letter significantly impacts readability and professionalism. Here's a detailed breakdown of formatting specifications that hiring managers expect.

Page Margins

Standard margins create appropriate white space and frame your content professionally:

• Standard: 1 inch (2.54 cm) on all sides—top, bottom, left, right

• Acceptable range: 0.75 to 1 inch if you need slightly more space

• Never less than: 0.5 inches—this looks cramped and unprofessional

• Consistency: All margins should be equal for visual balance

Line Spacing

Proper spacing makes your letter easy to read and visually appealing:

• Within paragraphs: Single spacing (1.0) or 1.15 for slightly more breathing room

• Between paragraphs: One blank line (or 10-12pt paragraph spacing after)

• Before salutation: One blank line after employer's information

• After closing: 3-4 lines for handwritten signature, or 1-2 lines for digital

Text Alignment

Modern business correspondence uses specific alignment standards:

• Block format (recommended): All text left-aligned, no paragraph indentation

• Modified block: Date and closing centered or right-aligned (less common now)

• Never justified: Justified text creates uneven word spacing—use left alignment

• Header options: Can be centered, left-aligned, or designed as a letterhead block

Font Selection

Your font choice affects both readability and professional perception. For detailed guidance, see our complete guide on what font to use for a cover letter. Key recommendations:

• Recommended fonts: Calibri, Arial, Helvetica, Times New Roman, Georgia, Garamond

• Font size: 10-12pt for body text (11pt is often ideal)

• Name in header: Can be 14-16pt or bold for emphasis

• Consistency: Use the same font family as your resume

Cover Letter Layout Template: A Visual Example

Here's a complete example showing proper cover letter layout with all elements in place:

ALEXANDRA CHEN

San Francisco, CA 94102 | (415) 555-0123 | alexandra.chen@email.com | linkedin.com/in/alexandrachen

December 1, 2025

Ms. Sarah Johnson Director of Marketing TechVentures Inc. 500 Innovation Drive San Francisco, CA 94105

Dear Ms. Johnson,

I am writing to express my strong interest in the Senior Marketing Manager position at TechVentures Inc., as advertised on LinkedIn. With over eight years of experience driving B2B marketing strategies that have generated $4.2 million in pipeline revenue, I am excited about the opportunity to contribute to your team's ambitious growth objectives.

In my current role at DataFlow Solutions, I have led cross-functional marketing campaigns that increased qualified leads by 156% year-over-year while reducing cost-per-acquisition by 34%. My approach combines data-driven decision-making with creative storytelling—I recently launched a thought leadership series that positioned our CEO as an industry expert and drove 2,400 new newsletter subscribers in three months. I am particularly drawn to TechVentures' commitment to sustainable technology solutions, as I believe authentic brand values create the strongest customer connections.

Your recent announcement about expanding into the enterprise market aligns perfectly with my experience scaling marketing operations for Fortune 500 clients. At DataFlow, I built and managed an enterprise marketing team of seven, developing ABM programs that shortened our sales cycle by 23% for accounts over $100K.

I would welcome the opportunity to discuss how my marketing leadership experience can help TechVentures achieve its 2026 growth targets. Thank you for considering my application. I look forward to the possibility of contributing to your team's continued success.

Sincerely,

Alexandra Chen

Notice how this example demonstrates proper spacing, clear section breaks, and professional formatting throughout. Each element has its designated place, creating a document that's both visually appealing and easy to navigate.

Common Cover Letter Layout Mistakes to Avoid

Even strong content can be undermined by poor formatting. Here are the most common layout mistakes job seekers make and how to avoid them.

Mistake #1: Inconsistent Formatting

Mixing formatting styles creates visual chaos and suggests carelessness:

• Problem: Different fonts, sizes, or alignments throughout the document

• Solution: Choose one format and apply it consistently; create a template for future use

• Tip: Use your word processor's styles feature to maintain consistency

Mistake #2: Wall of Text

Dense paragraphs without breaks overwhelm readers and get skipped:

• Problem: Long, unbroken paragraphs that fill the page

• Solution: Keep paragraphs to 3-5 sentences; use clear breaks between sections

• Tip: If a paragraph exceeds 6 lines, consider splitting it

Mistake #3: Too Much White Space

While breathing room is important, excessive spacing looks like you're padding thin content:

• Problem: Double-spacing throughout, oversized margins, or sparse content

• Solution: Single-space with appropriate paragraph breaks; maintain 1-inch margins

• Tip: Your letter should fill about 2/3 to 3/4 of the page

Mistake #4: Missing Contact Information

Without complete contact details, hiring managers can't reach you:

• Problem: Omitting phone number, using unprofessional email, or no header at all

• Solution: Include full contact details in a professional header

• Tip: Test all contact links before sending

Mistake #5: Mismatched Application Materials

Your cover letter and resume should look like they belong together:

• Problem: Different fonts, headers, or design styles between documents

• Solution: Use matching fonts, colors, and header designs for both documents

• Tip: Create a personal brand style guide for all job search materials

For more formatting guidance, review our comprehensive list of formatting guidelines for cover letters.

Digital vs. Print: Formatting for Different Submission Methods

How you submit your cover letter affects formatting considerations. Here's how to optimize your layout for different delivery methods.

Email Submissions

When emailing a cover letter, you have two options:

Option 1: In the email body

• Skip the header section (your info is in your email signature)

• Start with the salutation

• Use simple formatting—no special fonts or styling

• Add extra line breaks between paragraphs for readability

• Include your signature block at the end

Option 2: As an attachment

• Write a brief introduction in the email body

• Attach a fully formatted PDF cover letter

• Use a professional file name: "FirstName_LastName_CoverLetter.pdf"

• Ensure the PDF displays correctly before sending

Online Application Portals

Many companies use applicant tracking systems (ATS) with text input fields:

• Text-only fields strip all formatting—use double line breaks for paragraphs

• Preview your submission before finalizing

• Avoid special characters that might not display correctly

• Keep formatting simple for better ATS parsing

Learn more about ATS optimization in our guide on creating ATS-friendly cover letters.

Print/Physical Submissions

For in-person delivery or mailed applications:

• Use high-quality resume paper (24-32 lb, white or cream)

• Print in black ink on a quality printer

• Sign above your typed name in blue or black ink

• Use a matching envelope if mailing

• Consider a light watermark or letterhead for executive roles

Industry-Specific Layout Considerations

While the basic structure remains consistent, certain industries have nuanced expectations for cover letter presentation.

Corporate and Finance

Conservative industries value traditional, polished formatting:

• Stick to classic fonts (Times New Roman, Garamond)

• Use strictly black text on white background

• Maintain formal salutations and closings

• Avoid any design elements beyond a clean header

See examples for financial analyst cover letters and accountant positions.

Creative Industries

Design, marketing, and creative roles allow more visual expression:

• Can incorporate subtle color in headers (matching resume)

• Modern fonts like Calibri or Helvetica work well

• Designed letterhead is acceptable

• Still maintain professional structure and readability

Browse graphic designer cover letter examples and marketing manager examples for inspiration.

Technology and Startups

Tech companies often appreciate modern, clean aesthetics:

• Sans-serif fonts are preferred (Calibri, Arial, Helvetica)

• Include GitHub/portfolio links in header

• Clean, minimal design with good white space

• Can be slightly less formal in tone while maintaining structure

View software engineer cover letter examples for tech-specific formatting.

Healthcare and Medical

Healthcare positions require professional, credential-focused formatting:

• Include relevant certifications in header

• Traditional formatting is expected

• Clear organization reflects clinical attention to detail

• Formal salutations and professional tone throughout

See our nursing cover letter examples and healthcare assistant examples.

What Hiring Managers Say About Cover Letter Layout

We gathered insights from hiring professionals who review cover letters daily. Here's what they prioritize when it comes to layout and formatting.

"I can tell within three seconds if someone understands professional standards. A well-formatted cover letter tells me they'll produce well-formatted work documents, client communications, and reports. It's a proxy for attention to detail."

— Jennifer Martinez, VP of Human Resources, Fortune 500 Technology Company

"The biggest red flag is inconsistency—different fonts, mixed alignments, or formatting that doesn't match the resume. It suggests the candidate rushed through the application or doesn't notice details."

— David Chen, Senior Recruiter, Healthcare Industry

"White space is your friend. I'm scanning dozens of letters daily, and a dense wall of text makes me want to skip to the next candidate. Clean formatting with clear paragraph breaks helps me find key information quickly."

— Sarah Williams, Talent Acquisition Director, Financial Services

These insights align with research from the Society for Human Resource Management (SHRM), which found that 76% of recruiters consider document formatting as important as content quality when evaluating candidates.

Cover Letter Format Comparison: Block vs. Modified Block

While block format is the modern standard, you may encounter modified block in traditional industries. Here's how they compare:

For detailed comparison with traditional indented style, see our guide on whether to indent paragraphs in cover letters.

Tools and Resources for Perfect Cover Letter Layout

Several tools can help you create professionally formatted cover letters:

AI Cover Letter Generators

The fastest way to get perfect formatting is using an AI cover letter generator that automatically applies professional standards. Our tool creates properly formatted letters tailored to specific jobs in under 60 seconds.

Professional Templates

Starting with a professionally designed template ensures correct formatting from the start. Browse our cover letter templates collection for industry-appropriate options.

Word Processor Settings

Configure your word processor for consistent cover letter formatting:

Microsoft Word:

• Page Layout > Margins > Normal (1 inch)

• Home > Paragraph > Line Spacing > Single

• Set paragraph spacing: 0pt before, 10pt after

Google Docs:

• File > Page setup > Margins: 1 inch all sides

• Format > Line spacing > Single

• Format > Line spacing > Add space after paragraph

PDF Conversion

Always convert to PDF before submitting to preserve formatting:

• File > Save As/Export > PDF

• Check the PDF displays correctly before sending

• Use professional file naming: "FirstName_LastName_CoverLetter.pdf"

Cover Letter Length: How Much Is Too Much?

Proper layout is inseparable from appropriate length. Your cover letter should be concise yet comprehensive.

Ideal Length Parameters

• Word count: 250-400 words is optimal

• Page count: Never exceed one page

• Paragraph count: 3-4 paragraphs total (see our guide on how many paragraphs a cover letter should have)

• Page fill: Should fill approximately 2/3 to 3/4 of the page

Signs Your Letter Is Too Long

• Spilling onto a second page

• Margins squeezed below 0.75 inches

• Font reduced below 10pt to fit content

• Paragraphs exceeding 6-7 lines each

Signs Your Letter Is Too Short

• Less than half the page filled

• Only 1-2 short paragraphs

• Missing key sections (opening, body, or closing)

• No specific achievements or examples

For detailed guidance, read our comprehensive guide on whether cover letters should be one page.

Frequently Asked Questions About Cover Letter Layout

What is the correct format for setting out a cover letter?

The correct format uses block style with left-aligned text throughout. Include: your contact header at top, date, employer's information, salutation, 3-4 body paragraphs, professional closing, and signature. Use 1-inch margins, 10-12pt professional font, single spacing within paragraphs, and a blank line between sections. This format is preferred by 94% of hiring managers and optimized for ATS systems.

Should I include my address on a cover letter?

Including your full street address is optional in modern cover letters. Many job seekers now include only city and state/country. However, you should always include your phone number, professional email address, and optionally LinkedIn URL. If applying for roles requiring local candidates, including your city demonstrates you're in the area. For remote positions, your location matters less.

How do I format a cover letter for email submission?

For email submissions, you have two options. First, you can paste your cover letter directly in the email body with simplified formatting—start with the salutation (no header needed), use your email signature for contact info, and add extra line breaks between paragraphs. Second, you can attach a formatted PDF with your full cover letter and write a brief introduction in the email body. Always use a professional subject line including the job title.

What margins should I use for my cover letter?

Use 1-inch margins on all sides (top, bottom, left, right) for standard cover letters. This provides adequate white space while allowing sufficient room for content. If your letter is slightly long, you can reduce margins to 0.75 inches, but never go below 0.5 inches. Consistent margins on all sides create visual balance and professional appearance.

Should my cover letter match my resume design?

Yes, your cover letter and resume should have a cohesive visual style. Use the same font family, header design, and color scheme (if any) for both documents. This creates a professional personal brand and shows attention to detail. Matching documents also look better when hiring managers view your application materials side by side.

How much space should I leave for my signature?

For printed letters you'll sign by hand, leave 3-4 blank lines between your closing ("Sincerely,") and your typed name. This provides space for a handwritten signature. For digital submissions, 1-2 blank lines is sufficient since you'll typically just have your typed name. You can optionally include a digital signature image for electronic documents.

What font size should I use for a cover letter?

Use 10-12 point font for your cover letter body text, with 11pt being optimal for most fonts. Your name in the header can be slightly larger (14-16pt) for emphasis. Never go below 10pt as it becomes difficult to read. Choose professional fonts like Calibri, Arial, Times New Roman, or Georgia. The font should match what you use on your resume.

Should I indent paragraphs in my cover letter?

No, modern cover letters use block format without paragraph indentation. All text should be left-aligned with no first-line indents. Instead of indenting, use a blank line between paragraphs to create visual separation. This block style is the current professional standard, preferred by hiring managers, and better for ATS parsing. See our detailed guide on paragraph indentation in cover letters.

How do I format a cover letter with no experience?

The layout for entry-level or no-experience cover letters follows the same structure. Include your contact header, date, employer info, salutation, body paragraphs, closing, and signature. Focus your body paragraphs on transferable skills, relevant coursework, volunteer work, or enthusiasm for the role. The professional formatting itself demonstrates your understanding of business standards. See our entry-level cover letter examples for inspiration.

Can I use bullet points in a cover letter?

Yes, you can use bullet points sparingly in the body of your cover letter to highlight key achievements or qualifications. Limit bullets to 3-5 items in a single section. However, your cover letter should primarily consist of paragraphs—don't turn it into a bulleted list. Bullet points should be left-aligned and formatted consistently with the rest of your letter.

What's the difference between setting up and setting out a cover letter?

"Setting up" typically refers to preparing your document—configuring margins, fonts, and creating a template before writing. "Setting out" refers to the final arrangement and presentation of all elements on the page. Both are important: set up your document correctly first, then set out your content following proper structure and formatting guidelines.

How do I make my cover letter ATS-friendly?

ATS-friendly formatting includes: using standard fonts (no decorative fonts), avoiding text boxes or graphics, keeping all text in the main body (not headers/footers for important info), using simple formatting without complex tables, saving as PDF or .docx as specified, and using clear section breaks. Block format with left alignment is optimal for ATS parsing. See our guide on creating ATS-friendly cover letters.

Conclusion: Master Your Cover Letter Layout for Job Search Success

Setting out a cover letter correctly is a foundational skill for any job search. The layout you choose creates an immediate impression—signaling professionalism, attention to detail, and understanding of business standards—before a single word of content is read.

Throughout this guide, we've covered every aspect of cover letter layout, from the essential structural elements (header, date, employer information, salutation, body paragraphs, closing, and signature) to the technical specifications (margins, spacing, fonts, and alignment) that create a polished, professional document.

Key formatting principles to remember:

• Use block format with left-aligned text and 1-inch margins

• Include all essential elements in the correct order

• Keep your letter to one page (250-400 words)

• Match your cover letter design to your resume

• Choose 10-12pt professional fonts and maintain single spacing

• Leave appropriate white space for readability

If you want to ensure perfect formatting without the guesswork, our AI cover letter generator automatically applies professional layout while creating personalized, compelling content tailored to each job. Let technology handle the formatting details so you can focus on 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 how to layout a cover letter. With the right layout and content, your cover letter will make the professional impression needed to advance in your job search.