Cover Letter Format: Layout, Font, Margins and Structure

The standard cover letter format is a one-page business letter: header, date, employer details, greeting, three short paragraphs and a sign-off. Use a clean font at 10.5 to 12 pt with about 2.5 cm (1 inch) margins.

Format will not make a weak letter strong, but a messy layout can sink a good one. Here is the layout step by step.

The layout at a glance

Parts of a cover letter, in order

1. Your contact details

Name, city, phone, email and optionally a LinkedIn link. Match the header style of your resume so the two look like a pair. Do not include your full home address unless asked.

2. Date

Write the date in full, for example "4 November 2026" or "November 4, 2026".

3. Employer details

The hiring manager's name and title, the company name and the address. If you only have a company name, include that.

4. Greeting

Use a name when you can: "Dear Ms Patel,". If you cannot find one, use "Dear Hiring Manager," instead of "To whom it may concern". Avoid "Dear Sir or Madam".

5. Opening paragraph

Name the role and your strongest reason in one or two sentences.

6. Body paragraphs

One or two paragraphs with evidence: results, skills and a reason for choosing this employer. Short paragraphs of two to four sentences are easier to scan.

7. Closing paragraph

Thank the reader and suggest a next step, such as a call or an interview.

8. Sign-off

"Sincerely," or "Kind regards," followed by your full name. If you send the letter in print, leave space for a signature.

9. Enclosure line (optional)

On a formal letter you can finish with "Enclosure: Resume". See what an enclosure in a cover letter means and how to write it.

Visual layout

Your Name
City · Phone · Email

Date

Hiring Manager Name
Company Name
Company Address

Dear Ms Patel,

[Paragraph 1: role and strongest reason]

[Paragraph 2: your best matching achievement]

[Paragraph 3: why this company, and thanks]

Sincerely,
Your Name

Enclosure: Resume

Format for email

When you paste the letter into an email, drop the header, date and employer address. Put the role and your name in the subject line, keep three short paragraphs and end with your name and phone number. The choice between pasting and attaching is in should I attach a cover letter or write it in the email.

Format for ATS

Applicant tracking systems read plain text best. Use standard fonts, avoid tables, text boxes and images, and save as a text-based PDF or DOCX. The same rules apply to resumes, so see ATS-friendly resume.

Common formatting mistakes

• Using a decorative font or a font smaller than 10 pt.
• Squeezing margins to force a long letter onto one page.
• Centre-aligning or justifying every paragraph.
• Using a different header from the resume.
• Saving with a vague file name. Use Firstname-Lastname-Cover-Letter.pdf.

Format checklist

• One page, A4 or US Letter
• 2 to 2.5 cm margins and a 10.5 to 12 pt font
• Named greeting where possible
• Three or four short paragraphs
• Header matches your resume
• Saved as PDF with a clear file name

Next steps

Use the cover letter template for ready-made wording and read cover letter examples to see full letters. New to the topic? Start with what a cover letter is. Then pick a free resume template so your header and fonts match.