How to Format a Cover Letter

Your cover letter’s format includes everything from the number of paragraphs you write to minor details like the margin sizes.

Read on to learn how to structure a cover letter from beginning to end:

Follow this basic structure

Cover letters follow a predictable structure, giving employers a broad overview of your accomplishments and career goals while keeping everything concise.

Here’s an example of how to format a standard cover letter:

1. Contact information

At the top of the page, add the following contact information:

• Name – Include your first and last name at the top in a large font
• Phone number
• Location – You no longer need to include a full address, so just your city is okay
• Email address – Use a professional email address like firstnamelastname@gmail.com
• LinkedIn (optional)

Underneath this information, add the date and the recipient’s information, like so:

Today’s date
Hiring manager’s name (if known)
Company name
Company address

Here’s an example of a properly formatted cover letter header:

How to format your cover letter header

Charlotte Singh
07123 456 789
charlotte-singh@email.com
Bristol

20 May 20xx

Mrs Smith
Big Corp
London

2. Salutation

Address your cover letter to the hiring manager by name, like this:

Dear Mrs Smith,

If you weren’t given the hiring manager’s name during the application process, try to find it on the company’s About page, or by searching LinkedIn.

However, if you’re unable to find the hiring manager’s name, don’t worry. You can also start your cover letter off with a generic salutation to the relevant department (e.g. “Dear Accounting Department”), or to the reader’s title (e.g. “Dear Hiring Manager”).

Avoid overly formal salutations like Dear Sir or Madam, or To Whom It May Concern, because they come across as impersonal and stiff.

3. Introductory paragraph

Your cover letter’s opening paragraph is your opportunity to grab the attention of employers and explain why you’re interested in the job.

To start, specify the job you’re applying for and explain where you found it. Then, give a very brief recap of your experience and express your enthusiasm for the job.

If you have a referral at the company, mention them in your introductory paragraph as well.

Here’s a strong example of the introductory paragraph for a cover letter:

I am writing to express my interest in the Business Analyst position at Reed, as advertised. With over eight years of experience in business analysis and a proven track record of delivering data-driven insights and solutions, I am enthusiastic about the opportunity to contribute to your esteemed company.

4. Body paragraphs

Once you’ve introduced yourself, it’s time to elaborate on why you’re the right person for the job.

Your second and third paragraphs should provide examples of your:

• Past relevant experience
• Skills
• Achievements

Most importantly, your cover letter should explain how these past experiences qualify you for the future role you want to fill.

Here’s an example of the body paragraphs of a cover letter:

In my previous role at Flexer, I was responsible for conducting comprehensive business analysis to support strategic decision-making. I led a variety of projects that involved analysing complex datasets, identifying key performance indicators, and implementing process improvements. My efforts resulted in a 20% increase in operational efficiency and a significant reduction in costs.

I hold a Bachelor’s degree in Business Administration and have completed several professional certifications, including the Certified Business Analysis Professional (CBAP) designation. My strong analytical skills, combined with my ability to communicate effectively with stakeholders at all levels, have enabled me to bridge the gap between technical teams and business units.

At Reed, I am particularly drawn to your commitment to innovation and continuous improvement. I am confident that my expertise in data analysis, project management, and strategic planning will allow me to make a valuable contribution to your team. I am adept at using a range of analytical tools and software, including SQL, Tableau, and Excel, to drive actionable insights and support business objectives.

5. Closing paragraph

Close your cover letter by restating your interest in the position, thanking the hiring manager for their time, and politely noting your availability for an interview.

Additionally, you can use this paragraph to explain any concerns you think the hiring manager might have. For example, if you have gaps in your employment, you could address that issue in your concluding paragraph.

For instance:

Thank you for considering my application. I look forward to the opportunity to discuss how my skills and experiences align with the needs of your team. Please do not hesitate to contact me on [Phone Number] or at [Email Address] to schedule an interview.

6. Sign off

End your cover letter with a polite sign-off. For example, any of the following are acceptable:

• Yours sincerely, — used when you’ve addressed your cover letter to a specific person, e.g., Dear Ms Smith,.
• Yours faithfully, — used when you haven’t used a person’s name, e.g., Dear Accounting Team,.

Here’s an example:

Warm regards,
Jack McLaughlin

Additional formatting rules

Now that you’ve learned how to structure your cover letter, you need to make sure it looks good on the page too.

Here are four rules to follow when formatting your cover letter:

1. Use standard margins

A standard UK cover letter uses 2.5 cm margins. Here’s how to set that up in Microsoft Word:

1. Click ‘Layout’ from the ‘ribbon’ bar at the top
2. Press on the ‘Margins’ click-down option
3. Select ‘Normal’

If you’re really struggling to fit your content onto your page, it’s possible to lower your margins down to 1.25 cm. But margins smaller than 1.25 cm will make your cover letter look too cramped.

2. Keep your cover letter to one page

A standard cover letter should fit onto one page. Most hiring managers are busy, and won’t want to read more than one page of your cover letter.

If you’re struggling to get your cover letter to fit on one page, consider adjusting the language to be more concise.

3. Apply 1–1.5 line spacing

Line spacing refers to how much white space there is between each line of text. Some spacing ensures that your sentences aren’t too close together, but too much white space between each line will look silly and take up space.

Standard cover letter line spacing is between 1 and 1.5. Here’s how to change your line spacing in Word:

1. Highlight the text you want to change the line spacing for
2. Click the ‘Home’ option on the ‘ribbon’ bar
3. Choose the icon that looks like lines of text with two arrows next to it (it says ‘Line and paragraph spacing’ when you hover over it)
4. Pick ‘1’, ‘1.15’, or ‘1.5’

4. Use a professional font

Choosing a good cover letter font is important so that employers can easily read your letter. Pick a classic like Times New Roman, Garamond, or Helvetica. Or opt for a modern style like Lato, Calibri, or Noto Sans.

Your text should be between 10.5 and 12 points in size for good readability. However, your name can be bigger.

FAQs about cover letter formatting

Here are the answers to some commonly asked questions about formatting your cover letter:

1. Should I include a photo in my UK cover letter?

No, you shouldn’t include a photo in your cover letter if you’re applying for jobs in the UK.

Employers don’t like to see photos on a job application because it’s illegal in the UK to discriminate against someone because of their appearance. So employers will directly discard all job applications with photos.

The only exceptions are jobs like acting and modelling. But you should put your photo on your CV (not your cover letter) or attach a full-sized headshot if you’re writing a modelling or acting CV. Reserve the space on your cover letter for your self-introduction.

2. Can a cover letter be short?

Yes, a cover letter can be short. The ideal cover letter length is a half-page to 1 page long (12 to 25 sentences). In half a page you can still:

• expand on your relevant qualifications (e.g., mentioning three achievements instead of just one)
• explain why you’re a good fit for the position, which requires using one or two sentences to first show you know what the company is looking for

A short cover letter can look good and also be effective. Why? Because shorter cover letters tend to focus on the top 1–2 reasons you should be hired — which may be enough to convince recruiting managers.

3. Does a cover letter need a template?

You don’t need to use a downloadable cover letter template to make a cover letter, but a good one ensures you already have the proper cover letter structure.

Using a cover letter template also lets you get your application ready quickly. Creating your own cover letter design takes lots of time.

4. Should I left-align or justify my cover letter?

Here’s how to align your cover letter, section by section:

• your name: left or centre-aligned
• your address and phone number: centre-aligned or right-aligned
• the date: right-aligned
• the company’s address: left-aligned
• your cover letter greeting: left-aligned
• your cover letter’s body text: left-aligned or justified
• the sign–off and your name at the bottom: left-aligned