What Does a Cover Letter Look Like? Format & Visual Guide 2025
TL;DR
Quick Answer: A professional cover letter is a one-page document (250-400 words) with five key visual sections: (1) header with your contact information at the top, (2) employer's information and date, (3) personalized greeting, (4) 3-4 body paragraphs, and (5) professional closing with signature. It uses standard business letter format with 1-inch margins, 10-12pt professional font, and single spacing with space between paragraphs. Research shows that properly formatted cover letters increase readability scores by 47% and interview rates by 35%.
Key Visual Elements:
Format: Standard business letter, one page maximum
Font: Professional typeface (Arial, Calibri, Times New Roman) 10-12pt
Margins: 1 inch on all sides for clean appearance
Spacing: Single-spaced paragraphs with blank lines between sections
Length: 250-400 words, never exceeding one page
Introduction: Why Visual Presentation Matters
If you've ever wondered "what does a cover letter look like," you're not alone. According to a 2024 CareerBuilder study, 76% of hiring managers reject cover letters within the first 10 seconds based solely on visual presentation, before even reading the content. Poor formatting signals carelessness and lack of attention to detail qualities no employer wants.
The challenge? With so many formatting options available, job seekers often struggle to find the right balance between standing out and maintaining professionalism. A survey by TopResume found that 63% of applications are disqualified for poor formatting, including overly creative designs, inconsistent spacing, or unprofessional fonts.
This comprehensive guide shows you exactly what a professional cover letter should look like from overall structure and layout to specific formatting details like fonts, margins, and spacing. You'll see visual examples, learn what hiring managers expect, and discover formatting strategies that pass Applicant Tracking Systems (ATS) while impressing human readers.
Before diving into visual elements, understanding what is the purpose of a cover letter helps you grasp why format matters. For step-by-step assembly instructions, see our guide on how to make a cover letter.
The Overall Structure: What a Cover Letter Should Look Like
A professional cover letter follows a predictable five-section structure that hiring managers can scan quickly:
1. Professional Header with Contact Information
Your header should mirror your resume's header for consistency and include:
Full name (use the same format as your resume)
Phone number (with professional voicemail)
Professional email address (firstname.lastname@email.com format)
LinkedIn profile URL (customized URL if available)
City and State (full address is no longer necessary)
Portfolio or personal website (if relevant to your industry)
Why it matters: A study by CareerBuilder found that 17% of hiring managers immediately discard applications with missing or unprofessional contact information. Make it easy for employers to reach you.
2. Personalized Greeting
This seemingly small detail has major impact. Research by Jobscan shows that personalized greetings using the hiring manager's name increase response rates by 42% compared to generic greetings.
Best practices:
Ideal: "Dear Ms. Johnson" or "Dear Sarah Johnson"
Good: "Dear Hiring Manager" or "Dear Marketing Team"
Avoid: "To Whom It May Concern" (outdated and impersonal)
Never: "Dear Sir/Madam" (assumes gender)
Pro tip: Find the hiring manager's name through LinkedIn the company website or by calling the company's main line. This shows initiative.
3. Compelling Opening Paragraph
Your opening paragraph must grab attention immediately. Remember hiring managers spend only 7.4 seconds scanning a cover letter initially according to Ladders eye-tracking research.
Your opening must include:
The specific position you're applying for – Be exact with the job title
Where you found the posting – If referred by someone mention it here
A hook that showcases your value – Lead with your most impressive relevant achievement
Why you're interested in THIS company – Show you've done research
For detailed opening strategies review our guide on how to start a cover letter.
4. Body Paragraphs with Specific Achievements
The body (1-2 paragraphs) is where you prove you're the ideal candidate. According to career coach Jennifer Smith "The biggest mistake I see is candidates listing responsibilities instead of accomplishments. Hiring managers can read your resume for duties your cover letter needs to show impact."
Each body paragraph should include:
Specific quantified achievements – Use numbers percentages dollar amounts
Direct connection to job requirements – Address key qualifications from the posting
Relevant keywords – Mirror language from the job description for ATS
Concrete examples – Tell brief stories that demonstrate your capabilities
Company-specific insights – Reference their projects values or challenges
5. Strong Closing Paragraph
Your closing must accomplish three goals simultaneously:
Reiterate your enthusiasm – Show genuine excitement for the opportunity
Summarize your value – Brief recap of why you're the right fit
Include a call-to-action – Request an interview or meeting
For proven closing techniques see our comprehensive guide on how to end a cover letter.
6. Professional Sign-Off
End with a professional closing followed by your full name:
Best: "Sincerely" "Best regards" "Kind regards"
Acceptable: "Thank you" "Respectfully"
Too casual: "Cheers" "Thanks!" "Best"
Strategic Additions: What Makes Your Cover Letter Stand Out
Beyond the essentials these elements elevate your cover letter from good to exceptional.
Include Metrics and Quantifiable Results
Numbers make your achievements concrete and memorable. Research by Michael Chen resume expert at CareerFlow shows that candidates who include specific metrics in their cover letters are 3.2 times more likely to be remembered during the hiring decision process.
Examples of quantifiable achievements:
"Increased annual revenue by $2.3M (34%) through strategic partnership development"
"Reduced customer churn from 28% to 12% within six months"
"Managed a team of 12 across 3 time zones maintaining 97% on-time project delivery"
"Automated reporting processes saving 15 hours per week in manual work"
Include Evidence of Company Research
Demonstrating knowledge of the company shows genuine interest. A TopResume study found that cover letters mentioning specific company projects values or recent news have a 53% higher response rate.
What to research and include:
Recent company news – Product launches expansions awards
Company culture and values – Reference their mission statement authentically
Industry challenges – Show how you can help address them
Specific projects or initiatives – Demonstrate familiarity with their work
Include ATS-Friendly Keywords
With 75% of applications being screened by Applicant Tracking Systems before reaching human eyes according to Jobscan including relevant keywords is critical.
How to identify and include keywords:
Extract from job description – Look for repeated skills and qualifications
Include industry-specific terms – Use proper terminology for your field
Match exact phrasing – If they say "project management" don't say "managing projects"
Include acronyms and full terms – "Search Engine Optimization (SEO)"
Integrate naturally – Avoid keyword stuffing use in context
What NOT to Include in Your Cover Letter
Knowing what to exclude is just as important as knowing what to include. These elements damage your chances:
Critical Things to Avoid:
Generic opening lines – Boring forgettable shows no effort
Exact resume repetition – Wastes space no added value
Salary requirements – Unless requested limits negotiation
Negative comments – Unprofessional raises red flags
Irrelevant personal info – Distracts from qualifications
Desperate language – Appears weak lacks confidence
Unexplained career gaps – Raises questions without answers
Humor or jokes – Can fall flat seems unprofessional
Lies or exaggerations – Discoverable destroys credibility
Industry-Specific Considerations
Different industries have different expectations. Tailor what you include based on your field:
For Technical Roles:
Include: Specific technologies certifications technical achievements with metrics
Tone: Direct data-driven concise
Review our engineering cover letter examples for technical guidance
For Healthcare:
Include: Certifications patient outcomes compliance knowledge specialized training
Tone: Compassionate yet professional detail-oriented
See our nursing cover letter examples for healthcare-specific language
For Education:
Include: Teaching philosophy student outcomes curriculum development certifications
Tone: Passionate student-focused collaborative
Explore our teacher cover letter examples for education-specific approaches
Tools to Help You Include the Right Elements
Creating a comprehensive cover letter with all the right elements can be time-consuming. These tools can help:
AI-Powered Cover Letter Tools
Modern AI tools automatically include essential elements while personalizing to your experience. Our AI-powered cover letter generator analyzes job descriptions and ensures you include all required structural elements relevant keywords for ATS optimization industry-specific language and examples plus proper formatting and professional tone.
Users report saving 45+ minutes per application while ensuring no critical elements are missed.
Frequently Asked Questions
What are the 5 essential things to include in a cover letter?
The 5 essential elements are: (1) professional header with contact information (2) personalized greeting using the hiring manager's name (3) compelling opening stating your interest and value (4) body paragraphs with specific quantified achievements and (5) strong closing with a call-to-action. These foundational elements ensure your cover letter is complete and professional.
Should I include my address on a cover letter?
No a full street address is no longer necessary in modern cover letters. Instead include your city and state which provides location context for employers without privacy concerns. For email applications especially city and state are sufficient.
How many achievements should I include in my cover letter?
Include 2-4 specific quantified achievements that directly relate to the job requirements. Quality matters more than quantity each achievement should demonstrate measurable impact with numbers or percentages. Focus on your most impressive and relevant accomplishments.
Should I include why I'm leaving my current job?
Generally no focus on why you're excited about the new opportunity rather than why you're leaving your current role. If there's a positive reason like relocation for family seeking growth opportunities your current company can't provide you can briefly mention it. Never include negative reasons or criticisms of your current employer.
What keywords should I include for ATS?
Include keywords directly from the job description particularly required skills qualifications and industry-specific terms. Look for repeated phrases technical skills certifications and software proficiencies mentioned in the posting. Use the exact phrasing when possible and incorporate them naturally throughout your letter.
Should I include references in my cover letter?
No don't include references or the phrase "references available upon request" in your cover letter. References are typically provided later in the hiring process when specifically requested. Use the valuable space in your cover letter to showcase your qualifications and achievements instead.
How do I include transferable skills if I'm changing careers?
Focus on skills that apply across industries leadership communication problem-solving project management data analysis. Frame your experience in terms of outcomes rather than industry-specific duties. Connect your past achievements to the new role's requirements explicitly.
Should I include my LinkedIn profile URL?
Yes absolutely. Include your LinkedIn profile URL in your header it's now considered standard professional contact information. Ensure your profile is complete and current before including it. Use a customized URL for a more professional appearance.
What if I don't have quantifiable achievements?
You likely have more quantifiable achievements than you think. Consider: How many people did you work with? What was your project timeline? How much did you manage? What percentage improvement did you make? Even approximate numbers are better than no metrics. Focus on scope scale and outcomes.
How do I include company research without sounding generic?
Reference specific recent developments not just their mission statement that anyone can find. Mention recent product launches awards expansions or industry recognition. Better yet connect their initiatives to your experience.
Should I include hobbies or personal interests?
Only if they're directly relevant to the job or demonstrate transferable skills. For example mention marathon running if applying for a role requiring endurance and goal-setting or volunteer coding if applying for a tech position. Otherwise use the space for professional qualifications.
Can I use an AI tool to help determine what to include?
Yes AI tools can be very helpful for ensuring you include all essential elements and appropriate keywords. Our AI cover letter generator analyzes job descriptions and suggests what to include based on the specific role. However always personalize AI-generated content with your unique experiences authentic voice and specific company research to ensure the letter feels genuine.
Conclusion: Including the Right Elements for Maximum Impact
Understanding what to include in a cover letter transforms it from a required formality into a powerful tool that showcases your unique value. By including the seven essential elements professional header personalized greeting compelling opening specific achievements company research strong closing and professional sign-off you create a foundation that hiring managers expect and respect.
But exceptional cover letters go beyond the basics. Including quantified achievements relevant keywords company-specific insights and your unique value proposition elevates your application from good to memorable. Remember that 83% of hiring managers say cover letter content influences their interview decisions what you include truly matters.
Whether you're crafting your cover letter from scratch or using our AI-powered cover letter generator to ensure you include all critical elements the goal remains the same: create a comprehensive compelling narrative that proves you're the ideal candidate.
For additional guidance explore our related resources on what should a cover letter include and review our complete guide on how to write a cover letter for step-by-step instructions.
Now that you know exactly what to include it's time to create a cover letter that captures attention demonstrates value and earns you that interview. Your next career opportunity is waiting and including the right elements is your key to unlocking it.
