Cover Letter Format: Top Tips & Samples To Help You Bag An Interview In 2024

If you've ever looked for a job, you must be aware of what's a cover letter and its importance. A good cover letter can mean the difference between your resume going ahead in the application process, and getting discarded. Thus, you must understand the proper cover letter format and how to write one that stands out from the crowd. 

A cover letter is a one-page document that you send to a hiring manager along with your resume to apply for a job. It's usually three paragraphs long and contains information such as why you are applying for the job, a summary of your professional background and previous roles, and proves your fit for the job role in question.

Applicants use different formats for writing a cover letter, depending on their requirements and how they wish to present the information. For example, you can opt for a chronological order, starting with your most recent achievement to your past experiences. Or you can focus on your skills and how they align with the job requirements. It's always a great idea to understand the job description and accordingly write the letter.

Some employers may request a cover letter for the application, while others may make it an option or exclude it altogether from the job application process. 

Cover Letter Format: Basic Outline

A lot of us wonder how to write a cover letter. And many of us face difficulty in fitting all suitable content into the length of a single page. Especially given the fact that not all of us are professional writers and are often, working around the clock. But you don’t have to worry anymore!

To begin with, keep in mind that a cover letter is an addition to your resume, not a substitute. So don’t go on rehashing what's already on your resume. Instead, check out the sample cover letter format for a job given below to know how and what to write in a cover letter.

Broadly, the format of a cover letter includes the following information: 

1. Date and contact information in the header
2. Salutation/greeting 
3. Opening body paragraph: Start with 2 to 3 of your most notable accomplishments to pique the interest of the reader
4. Middle paragraphs/ body paragraphs: Explain why you are the best candidate for this position in the second paragraph. Also, talk about why you'd be a good fit for the organization.
5. Closing paragraph
6. Complimentary closing line and signature

This outline of a sample cover letter format is a good starting point to understand what goes inside a cover letter. To expand on this understanding let's explore each of these sections in more depth:

Proper Cover Letter Format & How To Write One

The different sections of the cover letter can include different information, depending on your experience and the role you're applying for. Here is a generalized explanation of each section, with examples:

Cover Letter Format: Date and contact information

There are two ways to mention your contact details, depending on whether you`re providing a digital or hard copy.

If you're submitting a digital copy online, feel free to leave your exact address and just use your city and state, phone number, and professional email address. You can exclude the company's and hiring manager`s contact information.

Date
Your Name
City, State
Phone Number
Email Address

Even though you will rarely need to submit a hard copy of your cover letter, there is no harm in knowing how to write one for offline use. In the case of a hard copy, mention the following details in the upper left corner of you copy or letter:

Date
Your Name
Your Address
Your City, State, Pin Code
Your Phone Number
Your Email Address
Hiring Manager’s Name
Company Name
Company Address
Company City, State, Pin Code

Cover Letter Format: Salutation/ Greeting

It is extremely important to use the right salutations and/or greetings. Try to move away from generic greetings. Cover letter salutations are the opening of your letter and hence an integral part. If you want to get it right, then find the name of the hiring manager for the position you are applying for and address him/her by their name in the cover letter.

One way to figure this out is to re-read the job description to find the name or visit the company's website. You can also call the company up and ask for the name of the hiring manager. Explain that you are applying for a job and want to send a cover letter to the right person. It's not necessary to add 'Mr.', 'Mrs.', or 'Ms.', since it calls for guesswork about gender and marital status, so just use their first and last name (e.g. 'Dear Sara Sayed'). Alternatively, if you can't find the hiring manager's name, go with `Dear Hiring Manager`, etc.

Cover Letter Format: Opening paragraph

The first paragraph of the cover letter is your chance to get the hiring manager's attention. In other words, you must write an attention-grabbing opening paragraph while introducing yourself and explaining why you are applying for the job position. Discuss why you are excited about that job and the company, and how this current position aligns with your career goals. Note that if you have a referral for the job by a mutual contact, do mention this right at the beginning. Get this done in a short, single paragraph. 

Cover Letter Format: Opening Paragraph Example

I am excited to apply for [position name] at [Company name]. Since I was in junior high school, I've been coding websites and using CSS to create user-friendly experiences. I have been fascinated by your company since you won the "Most Innovative" at the National Web Development Awards two years ago. I strive to stay at the forefront of web design and web development so when I saw this job listing, I had no doubt in my mind that I had to apply.

Cover Letter Format: Middle paragraphs

After the introduction, it is time to showcase the relevant skills and experience that make you the ideal candidate for the job. The idea is to discuss your educational background and critical skills but in a way that's different from your resume. That is, by connecting your valuable skills and previous accomplishments with the job role and company requirements. For this use the keywords from the job advertisement/ listing. A strong candidate is one who can stand out from the crowd. Thus, being generic is not the way to go. 

These paragraphs form the body of the content. Think of them as a way to pitch yourself as the perfect candidate for the role. For example, if you're applying for a sales role, mention any noteworthy sales goals you've achieved in the past.

Also, note that the recruiter must have (or will) go through your resume so avoid rehashing the same information. Thus, if you've already listed the sales goal in your resume, use the letter to explain the circumstances that make it an exceptional achievement, thereby showcasing why you could be a valuable asset to the organization. 

Cover Letter Format: Closing paragraph

The main goal of the last paragraph of the letter is to thank the employer for their time and attention. You can also give any additional information or explanation that is left. For example, someone who has a large gap in their resume can use this opportunity to justify that. You can also use this area to summarize your eligibility for the job position and express your interest in progressing to the next stage of the hiring process.

Cover Letter Format: Call to action

While this is a part of the closing paragraph, it deserves due importance. In this subsegment, you must leave a call-to-action (CTA) urging the recruiting manager/ addressed person to take some action. It can be something simple, just to keep the communication channel open. For example, 'feel free to get in touch for any additional information', or 'looking forward to hearing from you', etc.

Format of a Cover Letter: Closing Paragraph & CTA Example

Thank you for your consideration and time. I'm looking forward to learning more details about the position and company.

Cover Letter Format: Sign off and Signature

At the end of the letter, choose a complimentary closing that is friendly yet formal, followed by your first and last name. Some examples of formal closings ideal for all cover letter formats are:

• Sincerely
• Regards
• Best
• Respectfully
• Thank You
• Thank You for Your Consideration

Closings like 'cheers', 'warm regards', 'thanks a ton!', and 'yours truly' are not ideal cover letter closing statements and must be avoided. If you’re submitting a hard copy of your job application cover letter, a handwritten signature and full name can be a nice additional touch. If you're submitting your cover letter electronically, learn how to add an e-signature for a professional touch.

Cover Letter Format: Important Formatting Tips

The structure and the base cover letter format are the most integral parts of the document. But, there are many other aspects that you must take note of when penning a cover letter. These include font, spacing, margins, etc. In this section, we will discuss all these aspects of the cover letter format in detail.

Font

Font type- It is important to use a professional-looking font and not something casual or calligraphic. It is best to use fonts like Arial, Times New Roman, Helvetica, Calibiri, etc. Also, some examples of fonts to avoid for the perfect cover letter format are- Pacifico, Lobster, Caveat, Twinkle Star, etc. Such fonts are not only informal but also hard to read. This creates a possibility where the applicant tracking systems, used by most recruiters for sorting job applications, outrightly reject your application. 

Font size- It is best to use a font size of 10-12 when formatting cover letters. These sizes are not so small that they hamper the reading experience of the reader. Nor are they too huge to make the cover letter look unpolished. Exceptions to these guidelines could be cover letter heading, name, and other contents.

Tip- One trick is to use uniform font type and size in both resume and cover letter. Also, even if you are sending an email cover letter, you still need to adhere to the font type and size guidelines. Ensure that the font is uniform across the email.

Spacing

Spacing conventions for any format of a cover letter require you to leave ample spacing between paragraphs or sections. That is, leave space between the date, name, address, salutation, every single paragraph, sign-off, your signature, and your name. Also, make sure that there is no unnecessary white space while you are taking paragraph breaks. 

Margins and Alignment

It is ideal to use standard 1-inch margins on all sides of your cover letter to maintain uniformity and a clean look. If there is too much info that is taking two pages, you can alter the margins to truncate the content a bit. In this case, you can vary between 0.5- to 1-inch margins, but don't diverge from this bracket. Also, align all the text to one side of the page, that is, the left side.

Length 

When wondering about how to write cover letters, try to fit them on a single page, with content divided into three paragraphs at best. The US Letter (for the United States) or A4 (for Europe and other parts of the world) page size is standard for professional cover letter format of all types. This typically ranges between 200 to 350 words in length, single-spaced.

File format

Whenever submitting a digital cover letter, it is best to save the file in a format that is compatible with most systems and software. The PDF and DOCX formats work best for these types of files, as they don't create compatibility issues and are readable by ATS. PDFS are also not easy to alter, and can hardly be modified by a third party.

File name

Often neglected or ignored by many, the file name is also important when sharing such formal documents. The typical format for file name must include your full name, the job position you are applying for, and the type of document - which here is a cover letter. So a typical file name will look like [name]-[title]-coverletter.pdf.

Cover Letter Format For Job: Check-list

Job Application Cover Letter Format 

To sum it up, here's a basic format for a cover letter for a job that applicants can refer to: 

Date

Hiring Manager Name (if possible)

Title Company Name

Company Address (optional)

Salutation:

• Use "Dear Mr./Ms. Last Name" if you know the hiring manager's name. Otherwise, use "Dear Hiring Manager".

Opening Paragraph:

• Briefly state the job title you are applying for and how you learned about it.
• Mention a relevant skill or experience that makes you a strong candidate.

Body Paragraph(s):

• Highlight 2-3 of your most relevant skills and experiences that match the job requirements.
• Use specific examples and achievements to demonstrate your qualifications.

Closing Paragraph:

• Briefly reiterate your interest in the position and the company.
• Mention your resume is attached and express your enthusiasm for an interview.

Sincerely,

Your Typed Name

Optional:

• You can include a link to your online portfolio or professional website (if relevant).

Tips:

• Keep it concise and to the point, ideally one page long.
• Proofread carefully for any typos or grammatical errors.
• Tailor your cover letter to each specific job you apply for.

Sample Cover Letters

Remember that while the structure of your cover letter won't get you the job, a reckless or shabby cover letter might just cost you your dream job. We also have a few cover letter samples that will help you get a better idea about the proper cover letter format and how to write a cover letter for yourself. 

Sample Cover Letter (For Fresher)

Date

Hiring Manager Name (if possible)

Title Company Name

Salutation:

Dear Hiring Manager, (if you don't know the name)

Opening Paragraph:

I am writing to express my keen interest in the [Job Title] position advertised on [Platform where you saw the job posting]. As a recent graduate with a degree in [Your Degree] from [University Name], I am eager to begin my career in [Industry] and believe my skills and enthusiasm would be a valuable asset to your team.

Body Paragraph(s): In my academic studies, I gained a strong foundation in [Mention relevant coursework or projects]. I particularly enjoyed [Specific course or project] which allowed me to develop my skills in [Mention skills learned]. Additionally, I participated in [Mention relevant activities or achievements], which further honed my abilities in [Mention skills developed].

While I may lack extensive professional experience, I am a highly motivated and quick learner. I am confident that I can quickly adapt to the demands of this role and contribute meaningfully to your team. I am proficient in [Mention relevant software or tools] and possess excellent [Mention soft skills like communication or teamwork].

Closing Paragraph: I have attached my resume for your review, which further details my qualifications. I am eager to learn more about this opportunity and how I can contribute to [Company Name]'s success. Thank you for your time and consideration.

Sincerely,

[Your Typed Name]

For more samples like resume cover letter examples for freshers, entry-level cover letter examples, and more check out the article- Cover Letter For Resume: A Complete Guide With Samples. You might also be interested in reading the following: 

1. 5 free cover letter templates that will get you hired
2. Answering 'How Do You Prioritize Your Work?' During A Job Interview
3. These students converted their internship to full-time roles successfully; you can too!
4. How to land that dream job?