cover letter layout 2023

How to Write a Cover Letter [Full Guide & Examples for 2024]

After weeks of heavy job searching, you’re almost there!

You’ve perfected your resume.

You’ve short-listed the coolest jobs you want to apply for.

You’ve even had a friend train you for every single interview question out there.

But then, before you can send in your application and call it a day, you remember that you need to write a cover letter too.

So now, you’re stuck staring at a blank page, wondering where to start...

Don’t panic! We’ve got you covered. Writing a cover letter is a lot simpler than you might think. 

In this guide, we’re going to teach you how to write a cover letter that gets you the job you deserve.

We're going to cover:

What Is a Cover Letter?

• How to Write the Perfect Cover Letter, Step by Step
• 15+ Job-Winning Cover Letter Examples

Let’s get started.

A cover letter is a document that you submit as part of your job application, alongside your resume or CV.

The purpose of a cover letter is to introduce you and briefly summarize your professional background. On average, it should be around 250 to 400 words long .

A good cover letter is supposed to impress the hiring manager and convince them you’re worth interviewing as a candidate.

So, how can your cover letter achieve this?

First of all, it should complement your resume, not copy it. Your cover letter is your chance to elaborate on important achievements, skills, or anything else that your resume doesn’t give you the space to cover. 

For example, if you have an employment gap on your resume, the cover letter is a great place to explain why it happened and how it helped you grow as a person. 

If this is your first time writing a cover letter, writing about yourself might seem complicated. But don’t worry—you don’t need to be super creative or even a good writer .

All you have to do is follow this tried and tested cover letter structure:

• Header. Add all the necessary contact information at the top of your cover letter.
• Formal greeting. Choose an appropriate way to greet your target audience.
• Introduction. Introduce yourself in the opening paragraph and explain your interest in the role.
• Body. Elaborate on why you’re the best candidate for the job and a good match for the company. Focus on “selling” your skills, achievements, and relevant professional experiences.
• Conclusion. Summarize your key points and wrap it up professionally.

Now, let’s take a look at an example of a cover letter that follows our structure perfectly:

New to cover letter writing? Give our cover letter video a watch before diving into the article!

When Should You Write a Cover Letter?

You should always include a cover letter in your job application, even if the hiring manager never reads it. Submitting a cover letter is as important as submitting a resume if you want to look like a serious candidate.

If the employer requests a cover letter as part of the screening process, not sending one is a huge red flag and will probably get your application tossed into the “no” pile immediately.

On the other hand, if the job advertisement doesn’t require a cover letter from the candidates, adding one shows you went the extra mile.

Putting in the effort to write a cover letter can set you apart from other candidates with similar professional experience and skills, and it could even sway the hiring manager to call you for an interview if you do it right.

Need to write a letter to help get you into a good school or volunteer program? Check out our guide to learn how to write a motivation letter !

How to Write the Perfect Cover Letter

Now that you know what a cover letter is, it’s time to learn how to write one!

We’ll go through the process in detail, step by step.

#1. Choose the Right Cover Letter Template

A good cover letter is all about leaving the right first impression.

So, what’s a better way to leave a good impression than a well-formatted, stylish template?

Just choose one of our hand-picked cover letter templates , and you’ll be all set in no time!

As a bonus, our intuitive AI will even give you suggestions on how to improve your cover letter as you write it. You’ll have the perfect cover letter done in minutes!

#2. Put Contact Information in the Header

As with a resume, it’s important to start your cover letter with your contact details at the top. These should be in your cover letter’s header, separated neatly from the bulk of your text.

Here, you want to include all the essential contact information , including:

• Full Name. Your first and last name should stand out at the top.
• Job Title. Match the professional title underneath your name to the exact job title of the position you’re applying for. Hiring managers often hire for several roles at once, so giving them this cue about what role you’re after helps things go smoother.
• Email Address. Always use a professional and easy-to-spell email address. Ideally, it should combine your first and last names.
• Phone Number. Add a number where the hiring manager can easily reach you.
• Location. Add your city and state/country, no need for more details.
• Relevant Links (optional). You can add links to websites or social media profiles that are relevant to your field. Examples include a LinkedIn profile , Github, or an online portfolio.

Then it’s time to add the recipient’s contact details, such as:

• Hiring Manager's Name. If you can find the name of the hiring manager, add it.
• Hiring Manager's Title. While there’s no harm in writing “hiring manager,” if they’re the head of the department, we recommend you use that title accordingly.
• Company Name. Make sure to write the name of the company you're applying to.
• Location. The city and state/country are usually enough information here, too.
• Date of Writing (Optional). You can include the date you wrote your cover letter for an extra professional touch.

#3. Address the Hiring Manager

Once you’ve properly listed all the contact information, it’s time to start writing the content of the cover letter.

The first thing you need to do here is to address your cover letter directly to the hiring manager.

In fact, you want to address the hiring manager personally .

Forget the old “Dear Sir or Madam” or the impersonal “To Whom It May Concern.” You want to give your future boss a good impression and show them that you did your research before sending in your application.

No one wants to hire a job seeker who just spams 20+ companies and hopes something sticks with their generic approach

So, how do you find out who’s the hiring manager?

First, check the job ad. The hiring manager’s name might be listed somewhere in it.

If that doesn’t work, check the company’s LinkedIn page. You just need to look up the head of the relevant department you’re applying to, and you’re all set.

For example, if you’re applying for the position of Communication Specialist at Novorésumé. The hiring manager is probably the Head of Communications or the Chief Communications Officer.

Here’s what you should look for on LinkedIn:

And there you go! You have your hiring manager.

But let’s say you’re applying for a position as a server . In that case, you’d be looking for the “restaurant manager” or “food and beverage manager.”

If the results don’t come up with anything, try checking out the “Team” page on the company website; there’s a good chance you’ll at least find the right person there.

Make sure to address them as Mr. or Ms., followed by their last name. If you’re not sure about their gender or marital status, you can just stick to their full name, like so:

• Dear Mr. Kurtuy,
• Dear Andrei Kurtuy,

But what if you still can’t find the hiring manager’s name, no matter where you look?

No worries. You can direct your cover letter to the company, department, or team as a whole, or just skip the hiring manager’s name.

• Dear [Department] Hiring Manager
• Dear Hiring Manager
• Dear [Department] Team
• Dear [Company Name]

Are you applying for a research position? Learn how to write an academic personal statement .

#4. Write an Eye-Catching Introduction

First impressions matter, especially when it comes to your job search.

Hiring managers get hundreds, sometimes even thousands, of applications. Chances are, they’re not going to be reading every single cover letter end-to-end.

So, it’s essential to catch their attention from the very first paragraph.

The biggest problem with most opening paragraphs is that they’re usually extremely generic. Here’s an example:

• My name is Jonathan, and I’d like to work as a Sales Manager at XYZ Inc. I’ve worked as a Sales Manager at MadeUpCompany Inc. for 5+ years, so I believe that I’d be a good fit for the position.

See the issue here? This opening paragraph doesn’t say anything except the fact that you’ve worked the job before.

And do you know who else has similar work experience? All the other applicants you’re competing with.

Instead, you want to start with some of your top achievements to grab the reader’s attention. And to get the point across, the achievements should be as relevant as possible to the position.

Your opening paragraph should also show the hiring manager a bit about why you want this specific job. For example, mention how the job relates to your plans for the future or how it can help you grow professionally. This will show the hiring manager that you’re not just applying left and right—you’re actually enthusiastic about getting this particular role.

Now, let’s make our previous example shine:

Dear Mr. Smith,

My name’s Michael, and I’d like to help XYZ Inc. hit and exceed its sales goals as a Sales Manager. I’ve worked as a Sales Representative with Company X, another fin-tech company , for 3+ years, where I generated an average of $30,000+ in sales per month and beat the KPIs by around 40%. I believe that my previous industry experience, passion for finance , and excellence in sales make me the right candidate for the job.

The second candidate starts with what they can do for the company in the future and immediately lists an impressive and relevant achievement. Since they’re experienced in the same industry and interested in finance, the hiring manager can see they’re not just a random applicant.

From this introduction, it’s safe to say that the hiring manager would read the rest of this candidate’s cover letter.

#5. Use the Cover Letter Body for Details

The next part of your cover letter is where you can go into detail about what sets you apart as a qualified candidate for the job.

The main thing you need to remember here is that you shouldn’t make it all about yourself . Your cover letter is supposed to show the hiring manager how you relate to the job and the company you’re applying to.

No matter how cool you make yourself sound in your cover letter, if you don’t tailor it to match what the hiring manager is looking for, you’re not getting an interview.

To get this right, use the job ad as a reference when writing your cover letter. Make sure to highlight skills and achievements that match the job requirements, and you’re good to go.

Since this part of your cover letter is by far the longest, you should split it into at least two paragraphs.

Here’s what each paragraph should cover:

Explain Why You’re the Perfect Candidate for the Role

Before you can show the hiring manager that you’re exactly what they’ve been looking for, you need to know what it is they’re looking for.

Start by doing a bit of research. Learn what the most important skills and responsibilities of the role are according to the job ad, and focus on any relevant experience you have that matches them.

For example, if you’re applying for the position of a Facebook Advertiser. The top requirements on the job ad are:

• Experience managing a Facebook ad budget of $10,000+ / month
• Some skills in advertising on other platforms (Google Search + Twitter)
• Excellent copywriting skills

So, in the body of your cover letter, you need to show how you meet these requirements. Here’s an example of what that can look like:

In my previous role as a Facebook Marketing Expert at XYZ Inc. I handled customer acquisition through ads, managing a monthly Facebook ad budget of $40,000+ . As the sole digital marketer at the company, I managed the ad creation and management process end-to-end. I created the ad copy and images, picked the targeting, ran optimization trials, and so on.

Other than Facebook advertising, I’ve also delved into other online PPC channels, including:

• Google Search

Our example addresses all the necessary requirements and shows off the candidate’s relevant skills.

Are you a student applying for your first internship? Learn how to write an internship cover letter with our dedicated guide.

Explain Why You’re a Good Fit for the Company

As skilled and experienced as you may be, that’s not all the hiring manager is looking for.

They also want someone who’s a good fit for their company and who actually wants to work there.

Employees who don’t fit in with the company culture are likely to quit sooner or later. This ends up costing the company a ton of money, up to 50% of the employee’s annual salary , so hiring managers vet candidates very carefully to avoid this scenario.

So, you have to convince the hiring manager that you’re passionate about working with them.

Start by doing some research about the company. You want to know things like:

• What’s the company’s business model?
• What’s the company’s product or service? Have you used it?
• What’s the company’s culture like?

Chances are, you’ll find all the information you need either on the company website or on job-search websites like Jobscan or Glassdoor.

Then, pick your favorite thing about the company and talk about it in your cover letter.

But don’t just describe the company in its own words just to flatter them. Be super specific—the hiring manager can see through any fluff.

For example, if you’re passionate about their product and you like the company’s culture of innovation and independent work model, you can write something like:

I’ve personally used the XYZ Smartphone, and I believe that it’s the most innovative tech I’ve used in years. The features, such as Made-Up-Feature #1 and Made-Up-Feature #2, were real game changers for the device.

I really admire how Company XYZ strives for excellence in all its product lines, creating market-leading tech. As someone who thrives in a self-driven environment, I truly believe that I’ll be a great match for your Product Design team.

So, make sure to do your fair share of research and come up with good reasons why you're applying to that specific company.

Is the company you want to work for not hiring at the moment? Check out our guide to writing a letter of interest .

#6. Wrap It Up and Sign It

Finally, it’s time to conclude your cover letter.

In the final paragraph, you want to:

• Wrap up any points you couldn't make in the previous paragraphs. Do you have anything left to say? If there’s any other information that could help the hiring manager make their decision, mention it here. If not, just recap your key selling points so far, such as key skills and expertise.
• Express gratitude. Politely thanking the hiring manager for their time is always a good idea.
• Finish the cover letter with a call to action. The very last sentence in your cover letter should be a call to action. This means you should ask the hiring manager to do something, like call you and discuss your application or arrange an interview.
• Remember to sign your cover letter. Just add a formal closing line and sign your name at the bottom.

Here’s an example of how to end your cover letter :

I hope to help Company X make the most of their Facebook marketing initiatives. I'd love to further discuss how my previous success at XYZ Inc. can help you achieve your Facebook marketing goals. Please don’t hesitate to reach out to me at the provided email address or phone number so that we may arrange an interview.

Thank you for your consideration,

Alice Richards

Feel free to use one of these other popular closing lines for your cover letter:

• Best Regards,
• Kind Regards,

Cover Letter Writing Checklist

Once you’re done with your cover letter, it’s time to check if it meets all industry requirements. 

Give our handy cover letter writing checklist a look to make sure:

Does your cover letter heading include all essential information?

• Professional Email
• Phone Number
• Relevant Links

Do you address the right person? 

• The hiring manager in the company
• Your future direct supervisor
• The company/department in general

Does your introductory paragraph grab the reader's attention?

• Did you mention some of your top achievements?
• Did you use numbers and facts to back up your experience?
• Did you convey enthusiasm for the specific role?

Do you show that you’re the right candidate for the job?

• Did you identify the core requirements for the role?
• Did you show how your experiences helped you fit the requirements perfectly?

Do you convince the hiring manager that you’re passionate about the company you’re applying to?

• Did you identify the top 3 things that you like about the company?
• Did you avoid generic reasons for explaining your interest in the company?

Did you conclude your cover letter properly?

• Did you recap your key selling points in the conclusion?
• Did you end your cover letter with a call to action?
• Did you use the right formal closing line and sign your name?

15 Cover Letter Tips

Now you’re all set to write your cover letter! 

Before you start typing, here are some cover letter tips to help take your cover letter to the next level:

• Customize Your Cover Letter for Each Job. Make sure your cover letter is tailored to the job you're applying for. This shows you're not just sending generic applications left and right, and it tells the hiring manager you’re the right person for the job.
• Showcase Your Skills. Talk about how your skills meet the company’s needs. And while your hard skills should be front and center, you shouldn’t underestimate your soft skills in your cover letter either.
• Avoid Fluff. Don’t make any generic statements you can’t back up. The hiring manager can tell when you’re just throwing words around, and it doesn’t make your cover letter look good.
• Use Specific Examples. Instead of saying you're great at something, give an actual example to back up your claim. Any data you can provide makes you sound more credible, so quantify your achievements. For example, give numbers such as percentages related to your performance and the timeframe it took to accomplish certain achievements.
• Research the Company. Always take time to learn about the company you're applying to. Make sure to mention something about them in your cover letter to show the hiring manager that you're interested.
• Follow the Application Instructions. If the job posting asks for something specific in your cover letter or requires a certain format, make sure you include it. Not following instructions can come off as unattentive or signal to the hiring manager that you’re not taking the job seriously.
• Use the Right Template and Format. Choose the right cover letter format and adapt your cover letter’s look to the industry you’re applying for. For example, if you’re aiming for a job in Law or Finance, you should go for a cleaner, more professional look. But if you’re applying for a field that values innovation, like IT or Design, you have more room for creativity.
• Express Your Enthusiasm. Let the hiring manager know why you're excited about the job. Your passion for the specific role or the field in general can be a big selling point, and show them that you’re genuinely interested, not just applying left and right.
• Address Any Gaps. If there are any employment gaps in your resume , your cover letter is a great place to mention why. Your resume doesn’t give you enough space to elaborate on an employment gap, so addressing it here can set hiring managers at ease—life happens, and employers understand.
• Avoid Quirky Emails. Your email address should be presentable. It’s hard for a hiring manager to take you seriously if your email address is “[email protected].” Just use a [email protected] format.
• Check Your Contact Information. Typos in your email address or phone number can mean a missed opportunity. Double-check these before sending your application.
• Mention if You Want to Relocate. If you’re looking for a job that lets you move somewhere else, specify this in your cover letter.
• Keep It Brief. You want to keep your cover letter short and sweet. Hiring managers don’t have time to read a novel, so if you go over one page, they simply won’t read it at all.
• Use a Professional Tone. Even though a conversational tone isn’t a bad thing, remember that it's still a formal document. Show professionalism in your cover letter by keeping slang, jargon, and emojis out of it.
• Proofread Carefully. Typos and grammar mistakes are a huge deal-breaker. Use a tool like Grammarly or QuillBot to double-check your spelling and grammar, or even get a friend to check it for you.

15+ Cover Letter Examples

Need some inspiration? Check out some perfect cover letter examples for different experience levels and various professions.

5+ Cover Letter Examples by Experience

#1. college student cover letter example.

Check out our full guide to writing a college student cover letter here.

#2. Middle Management Cover Letter Example

Check out our full guide to writing a project manager cover letter here.

#3. Team Leader Cover Letter Example

Check out our full guide to writing a team leader cover letter here.

#4. Career Change Cover Letter Example

Check out our full guide to a career change resume and cover letter here.

#5. Management Cover Letter Example

Check out our full guide to writing a management cover letter here.

#6. Senior Executive Cover Letter Example

Check out our full guide to writing an executive resume here.

9+ Cover Letter Examples by Profession

#1. it cover letter example.

Check out our full guide to writing an IT cover letter here.

#2. Consultant Cover Letter Example

Check out our full guide to writing a consultant cover letter here.

#3. Human Resources Cover Letter

Check out our full guide to writing a human resources cover letter here.

#4. Business Cover Letter Example

Check out our full guide to writing a business cover letter here.

#5. Sales Cover Letter Example

Check out our full guide to writing a sales cover letter here.

#6. Social Worker Cover Letter

Check out our full guide to writing a social worker cover letter here.

#7. Lawyer Cover Letter

Check out our full guide to writing a lawyer cover letter here.

#8. Administrative Assistant Cover Letter

Check out our full guide to writing an administrative assistant cover letter here.

#9. Engineering Cover Letter Example

Check out our full guide to writing an engineer cover letter here.

#10. Receptionist Cover Letter Example

Check out our full guide to writing a receptionist cover letter here.

Need more inspiration? Check out these cover letter examples to learn what makes them stand out.

Plug & Play Cover Letter Template

Not sure how to start your cover letter? Don’t worry!

Just copy and paste our free cover letter template into the cover letter builder, and swap out the blanks for your details.

[Your Full Name]

[Your Profession]

[Your Phone Number]

[Your Email Address]

[Your Location]

[Your LinkedIn Profile URL (optional)]

[Your Personal Website URL (optional)]

[Recipient's Name, e.g., Jane Doe],

[Recipient's Position, e.g., Hiring Manager]

[Company Name, e.g., ABC Corporation]

[Company Address]

[City, State/Country]

Dear [Recipient's Name],

As a seasoned [Your Profession] with [Number of Years of Experience] years of industry experience, I am eager to express my interest in the [Job Title] position at [Company Name]. With my experience in [Your Industry/Sector] and the successes I've achieved throughout my education and career, I believe I can bring unique value and creativity to your team.

In my current role as [Your Current Job Title], I've taken the lead on more than [Number of Projects/Assignments] projects, some valued up to $[Highest Project Value]. I pride myself on consistently exceeding client expectations and have successfully [Mention a Key Achievement] in just a [Amount of Time] through [Skill] and [Skill].

I've collaborated with various professionals, such as [List Roles], ensuring that all [projects/tasks] meet [relevant standards or objectives]. This hands-on experience, coupled with my dedication to understanding each [client's/customer's] vision, has equipped me to navigate and deliver on complex projects.

My key strengths include:

• Improving [Achievement] by [%] over [Amount of Time] which resulted in [Quantified Result].
• Optimizing [Work Process/Responsibility] which saved [Previous Employer] [Amount of Time/Budget/Other Metric] over [Weeks/Months/Years]
• Spearheading team of [Number of People] to [Task] and achieving [Quantified Result].

Alongside this letter, I've attached my resume. My educational background, a [Your Degree] with a concentration in [Your Specialization], complements the practical skills that I'm particularly eager to share with [Company Name].

I'm excited about the possibility of contributing to [Something Notable About the Company or Its Mission]. I'd be grateful for the chance to delve deeper into how my expertise aligns with your needs.

Thank you for considering my application, and I look forward to hearing from you soon.

The Heart of Your Job Search - Creating a Killer Resume

Your cover letter is only as good as your resume. If either one is weak, your entire application falls through.

After all, your cover letter is meant to complement your resume. Imagine going through all this effort to leave an amazing first impression in your cover letter, only for the hiring manager to never read it because your resume was mediocre.

But don’t worry; we’ve got you covered here, too.

Check out our dedicated guide on how to make a resume and learn everything you need to know to land your dream job!

Just pick one of our resume templates and start writing your own job-winning resume.

Key Takeaways

Now that we’ve walked you through all the steps of writing a cover letter, let’s summarize everything we’ve learned:

• A cover letter is a 250 - 400 word document that’s meant to convince the hiring manager that you’re the best candidate for the job.
• Your job application should always include a cover letter alongside your resume.
• To grab the hiring manager’s attention, write a strong opening paragraph. Mention who you are, why you’re applying, and a standout achievement to pique their interest.
• Your cover letter should focus on why you’re the perfect candidate for the job and why you’re passionate about working in this specific company.
• Use the body of your cover letter to provide details on your skills, achievements, and qualifications, as well as make sure to convey your enthusiasm throughout your whole cover letter.
• Recap your key selling points towards the end of your cover letter, and end it with a formal closing line and your full name signed underneath.

At Novorésumé, we’re committed to helping you get the job you deserve every step of the way! 

Follow our career blog for more valuable advice, or check out some of our top guides, such as:

• How to Make a Resume in 2024 | Beginner's Guide
• How to Write a CV (Curriculum Vitae) in 2024 [31+ Examples]
• 35+ Job Interview Questions and Answers [Full List]

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CVs & Résumés

How to format a cove..., how to format a cover letter in 2024 (with layout examples).

Your cover letter’s design and structure are just as important as its content.

• Updated Sep 7, 2023
• 17 min read

Chris Leitch

Editor-in-Chief & Résumé Expert

Reviewed by Electra Michaelidou

A well-written and targeted cover letter is an essential part of any job application, with many hiring managers and recruiters arguing that it’s probably even more important than a résumé . After all, it’s your chance to share your story and prove that you have what it takes to contribute to your target company’s success — and go beyond just the cold, hard facts of your résumé.

But while your skills and accomplishments, and your overall fitness for the job you’re applying for, are what really matter in your cover letter, how you present and organize that information can make or break your chances of getting invited to an interview . Indeed, a poorly formatted and designed cover letter will likely find its way to the trash bin — even if you’re the most qualified candidate for the position.

To make sure the very opposite happens, I’ll walk you through how to properly format your cover letter in 2024, as well as provide some practical tips, strategies and examples for job search success .

How to structure your cover letter

Let’s begin with the structure of a winning cover letter, which generally looks like this:

• Date and inside address
• Professional greeting
• Opening paragraph
• Middle paragraph(s)
• Closing paragraph
• Complimentary close

Below, I’ll walk you through each component of a cover letter’s structure, step by step.

Although not strictly necessary, I recommend preparing an outline of your cover letter before you begin writing it. This will help you keep everything organized and keep you on track when you actually get round to putting pen to paper (or hand to keyboard). The same goes for your résumé!

Step 1: Start with the letterhead

The letterhead — which, as the name suggests, is the topmost part of your cover letter — contains your name and basic contact information , including your phone number and professional email address.

Your name (the one you go by professionally, sans any nicknames!) appears first, typically in a larger font size than everything else (between 20 and 24 pts). You can set it in bold, all caps, a different font or a different color (or a combination of these) to make it stand out more.

Below this, you can optionally add your professional title or a short headline (eg: “Bilingual Customer Service Representative with 8 Years’ Experience”). Set this in a smaller font size than your name, but larger than your letter’s body, typically between 14 and 18 pts.

Then, add your contact information , specifically your phone number, email address and postal address or, preferably, general location (city and state or country). Set this information to 10–12 pts and use bolded labels such as “Phone:” for each item. To save space, I recommend keeping everything together on one line, separating each item with a symbol like a round bullet (•) or a vertical line (|).

Meanwhile, you can also optionally add links to your LinkedIn profile , professional social media pages, website and online portfolio.

This is what it all looks like in practice:

Jane Smith Customer Service Representative

Phone: 555-5555 | Email: [email protected] | Location: Boston, MA

Do not place your name and contact details (and other important information) in the header or footer areas of your word processor. Applicant tracking systems can’t “scan” these areas, which could result in your job application being automatically rejected.

Step 2: Add the date and inside address

As with any formal letter, you’ll need to include today’s date — that is the date that you’re sending your letter. This goes immediately below the letterhead, in the letter’s main body.

Make sure to format the date according to local conventions. If you’re applying for a job in the US, then you’d format the date as “Thursday, September 7, 2023”. But if you’re targeting jobs in the UK, for example, then you’ll have to switch around the month and date, and omit the comma before the year, like so: “Thursday, 7 September 2023”.

Underneath the date, write the inside address , otherwise known as the recipient’s address. This should include the hiring manager’s name and job title (or department name, if you don’t know who to address your letter to), the company name and the company’s business address.

Here’s an example:

Thursday, September 7 2023

Ms Olivia Johnson HR Manager Company ABC 123 Main Street New York City, NY 12345

If you’re addressing your cover letter to a woman, make sure you follow proper title etiquette: “Mrs” for married women, “Miss” for unmarried women and “Ms” when a woman’s marital status is unknown. Of course, academic and professional titles like “Prof” and “Dr” should always take precedence over common titles like “Mr” and “Ms”.

Step 3: Open with a professional greeting

A cover letter calls for a courteous and professional greeting to start it off — a simple “Dear” will suffice, followed by the recipient’s name and a comma. (Do not start your letter with an informal greeting like “Yo!” or “Hey”. Remember: you’re writing a professional letter to a potential employer, not your work buddy .)

Below are some examples of professional greetings for a cover letter:

• Dear Mr Hemsworth,
• Dear Mrs Osbourne,
• Dear Miss Brontë,
• Dear Ms Greene,
• Dear Mx Lopez,
• Dear Dr Grey,

You’ll usually find the hiring manager’s name and contact details listed in the published job advertisement, but if you come up empty, you’ll need to do some detective work. Start by checking the company’s website (specifically their “Team” page) to find out who is the head of the department you’d be working in. If you found the job on LinkedIn , double-check the ad, which often identifies who posted the ad. If all else fails, contact the company directly and just ask who the contact person is.

If, after all your research, you were unable to locate the hiring manager’s name, consider using one of these greetings:

• Dear Hiring Manager,
• Dear HR Manager,
• Dear [Department] Hiring Manager,

Whatever you do, stay away from generic and impersonal greetings like “Dear Sir or Madam” and, worse still, “To Whom it May Concern”.

Step 4: Write an introductory paragraph

This is the part where you actually start writing the body of your cover letter, beginning with an introductory paragraph that explains to the reader who you are, why you’re writing and how you can contribute to the company’s success.

But it needs to be catchy. That means staying away from the same generic, boring template that everyone else is using: “My name is [Name] and I am writing to the apply to the [Job Title] position at [Company Name].”

Although you could argue it’s straight to the point, hiring managers are all too familiar with that specific formula, so it’s hardly memorable. Instead, hook the reader with a creative and unique introduction by telling a story or a clever anecdote, or even bringing up something newsworthy, like so:

I recently came across an article in Forbes magazine in which Company ABC was highlighted for its commitment to renewable energy and sustainable business practices – all while achieving double-revenue growth. After reading this article, I was inspired to work with your company , and I was excited to see that you had an opening for a Sustainability Specialist. With my track record of promoting greener workplaces and reducing organizations’ carbon footprint by up to 45%, I believe I am a strong candidate for the position.

Step 5: Explain why you’re a great fit in the middle paragraphs

The middle paragraphs of your cover letter are probably the most important, and you need to keep the hiring manager’s attention while describing what you bring to the table and explaining why you want to join their company. Usually, this is done in one or two short paragraphs.

It’s incredibly important to tailor your experience, skills and qualifications to the company’s specific needs — not your own goals , professional or otherwise. After all, no employer wants to feel like they’re a steppingstone to something bigger and better.

Through my 10-year experience of successfully promoting and managing green business initiatives while developing strong relationships with businesses, I have become well-versed in ensuring compliance to both local and national environmental regulations while achieving and exceeding sustainability goals. In my current role at Company XYZ, meanwhile, I have supervised the development and delivery of training materials to different teams and stakeholders, resulting in the reduction of our carbon emission by 22%.

I’ve been following Company ABC for years and I know the company’s current plans involve developing environmentally sustainable products. This is a great match to both my personal and professional interests, and it is an exciting opportunity for me to leverage my environmental science skills and knowledge.

Step 6: Wrap up with a call to action

The final paragraph of your cover letter is your final pitch to the employer, showing them that you’re passionate about — and that you’re the right person for — the job.

Here, you should end with a call to action by inviting the reader to take the next step, like contacting you for an interview, reviewing your résumé or online portfolio , or requesting additional information — or a combination of these. Also, take this opportunity to thank the hiring manager for taking the time to read your application.

Here’s a practical example:

Thank you for taking the time to review my application. I believe my skills and qualifications make me an ideal candidate for the position, and I hope I can contribute to Company ABC’s mission of developing and applying sustainable solutions to real-world problems. I would appreciate the chance to talk with you to discuss my candidacy further.

Step 7: Use the right formal closing

All that’s left to do now is end your cover letter with a formal closing (or complimentary close), followed by a comma, for example:

• Best regards,

Kind regards,

• Thank you for your consideration,
• With best regards,
• Yours respectfully,
• Yours sincerely,

Whatever you do, avoid informal or otherwise unprofessional closings like “Cheers,” “Take care,” or, worst of all, “Love,”.

Underneath the closing, you should include your name, while it’s also a good idea to include your contact information here again, especially if you’re emailing your application.

Here’s what this part should like when everything’s put together:

Sustainability Specialist 555-5555 [email protected]

If you’re sending your application via snail mail, add one or two line spaces between the formal closing and your name to make room for your handwritten signature.

Bonus: End with a PS

You might think that a PS (short for “postscript”) has no place on any kind of formal letter, but it can be a nice little touch on a cover letter — if done thoughtfully. In fact, it’s actually one of the most commonly overlooked tricks up a jobseeker’s sleeve .

Indeed, as hardly anyone ever uses a PS in their cover letter, recruiters will be naturally drawn to it and will be more inclined to the rest of what you have to say. Not only does it provide you with a unique opportunity to stand out from the crowd, but it’s also an excellent way to encapsulate your unique selling proposition to potential employers in one or two short sentences, like so:

PS: My fluency in Japanese, Korean and Filipino can be of great assistance in the firm’s efforts to expand in the Asian market.

You should only include a PS if it adds value or meaning to your message and it doesn’t contradict or undermine the main body of your letter, like “I enjoy hiking and reading in my spare time.”

Tips for formatting your cover letter

Now that you’ve perfected the general structure and outline of your cover letter, here are some formatting tips and best practices to keep in mind when putting it all together:

1. Choose the right font

Make sure the font you choose for your cover letter is clean, professional and easy to read — and is the same as your résumé’s font choice (this helps maintain a consistent personal brand ). Some of the best cover letter fonts include Calibri, Helvetica and Garamond. As for size, stick to between 10 and 12 pts, depending on the specific font.

2. Make use of bullet points

Despite common misconception, cover letters don’t have to follow a strict paragraph structure. Indeed, you can — and should — use bullet points , particularly in the middle part of your letter, to present key information at a glance.

Stick to 3–5 bullet points , and keep them to no more than 2 lines long each. Likewise, stick to standard bullet symbols like round and square bullets — never hearts or smiley faces!

3. Keep it short

You’ll want to keep your cover letter short and sweet, not long and flowery. After all, recruiters often have to review hundreds of cover letters and résumés each day, and they don’t have the time (or the inclination) to read an entire essay.

Keep it to between half a page and one full page long — anything longer is simply overkill. Generally, you should aim for 250–400 words , roughly about 3–6 paragraphs.

4. Get the line spacing right

Make sure to separate paragraphs (and any bulleted lists) with ample line spacing. This makes your letter’s content more cohesive and less scrunched together.

But don’t just press “Enter” to manually add a line; instead, use your word processor’s spacing function to add a single line space (one line high) between each text component. In Word, you can do this in the “Home” tab. Select the paragraphs you want to update. Then, click on the “ Line and Paragraph Spacing ” icon and select “Single” from the “Line spacing” dropdown.

5. Set the page margins

Like your résumé , set your cover letter’s page margins to between 0.5″ and 1″ . Make sure to use the same settings for all sides of the document — for example, if you set the top margins to 0.5″, you should also set the bottom, left and right margins to 0.5″. If you’re using Word, go to the “Layout” tab, click “Margins”, and select one of the preset options or “Custom Margins” to define your own.

6. Maintain a uniform alignment

As all documents in the Western world are typically aligned to the left, your cover letter should follow suit. That said, you can use center or right alignment for the information in your letterhead, but everything else should always use left or justified alignment .

If you’re using a bulleted list in your letter, Word will automatically indent the bullet points; you can leave this as is or click on the “Decrease Indent” icon in the “Home” tab to push the list back to the page’s left margins.

7. Be careful with color choices

Traditionally, cover letters (and the résumés that they accompany) use a simple black-and-white color scheme : black or a dark shade of grey for the text, and white for the page background. However, you can use a third color (ideally a jewel or earth tone that complements the base color scheme) for your name at the top of the letter and any design elements.

8. Follow any special instructions

Although employers will rarely influence candidates on their cover letter or résumé’s formatting choices, it does happen sometimes. For example, they might ask you to submit your application as a specific file format, to address it to a specific person, or to use MLA style for capitalization and punctuation.

Make sure to carefully read the job description and make note of any special instructions — and follow them to a T . Ignoring these instructions can (and will) reflect negatively on your job application .

9. Be consistent

No matter how you design and format your cover letter, make sure that consistency reigns supreme . For example, if you use Calibri for one paragraph, don’t use a different font for the other paragraphs or any bulleted lists.

One more thing: make sure your letter’s overall look is consistent with that of your résumé. For example, the letterhead you use in your résumé should be the same one exactly in your cover letter.

10. Test for applicant tracking systems

Most employers use applicant tracking systems in their recruitment process, which scan résumés and cover letters for, mainly, keywords to determine whether an applicant’s skills and qualifications match the job description’s requirements. But poor formatting means that ATSs won’t be able to correctly “read” your documents, which, in turn, often means instant rejection.

As such, it’s a good idea to test your job application documents before sending them out , and the best way to do that is to copy the content into a plain text file. Does the result look disorganized, or is anything missing from the original document? If so, you’ll need to make some fixes — pronto .

Avoid using tables and other fancy graphics in your cover letter, as ATSs can’t scan these properly, if at all. Instead, prefer a clean and professional design. Remember: less is more.

Cover letter format examples

Here are some good cover letter examples (based on our professionally designed résumé templates ) to help you get started:

Internship cover letter format

Get the Muse template

Professional cover letter format

Get the Powerhouse template

Sending your cover letter

You’ve done it: you’ve crafted a well-written and professionally formatted cover letter. Now it’s time to send it out to your target employer. But wait — there are some final checks you need to make, depending on how you’re submitting your application.

Via snail mail

Although most job applications are made online today, it can be better in some cases to apply the “old-fashioned” way: via snail mail. If you do, it’s a good idea to use high-quality paper for your letter, ideally with a weight of 24–32 lb and cotton content of 75–100% . You should also opt for a large envelope that won’t require you to fold your documents. Meanwhile, don’t forget to sign your name by hand!

As an email attachment

When applying for job opportunities online, you’ll either be submitting your cover letter (and résumé) as an email attachment or through an online form. In both cases, you should send your letter as a PDF document (unless the ad specifically requests a Word version) and give it a clear, descriptive name like “Jane Smith Cover Letter 2023.pdf”. For email applications in particular, remember to write an eye-catching subject line and include your digital signature.

As an email message

If you’re copying the content of your cover letter into the body of an email message instead of adding it as an attachment, then you won’t need to add a header, the date or an inside address. Simply copy in the main body of your letter (including the greeting and the closing, of course), and you’re good to go. Just make sure that you attach your résumé and that you proofread everything before you hit “Send”!

Key takeaways

Whether you’re applying for job or internship opportunities , you’ll need to include a well-written cover letter in your application package (unless the ad specifically asks you not to). But, as we learned in this article, your letter’s format is equally important as its content.

To sum up, here’s everything we covered:

• Include a beginning, middle and end , and structure your letter in a way that tells employers your story.
• Address the hiring manager by name , and use an appropriate complimentary close.
• Limit your letter to one page , and make sure the content fills up at least half the page.
• Be consistent with formatting , including fonts, colors, page margins and line spacing.
• Save your application documents as plain text files to test for applicant tracking systems before sending them out.

Got a question about formatting your cover letter? Let me know in the comments section below!

Originally published on November 8, 2017.

Cover Letters

Finding a Job

Job Applications