cover letter margins and spacing

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Quick Formatting Tips for Cover Letters

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Remember that the basic format of a cover letter follows that of a business letter. As you design the page, think about the following:

• Keep it to one page.
• Write one introductory paragraph, one to three paragraphs to highlight your skills, and one concluding paragraph.
• Single-space your cover letter.
• Leave a space between addresses and dates in the heading.
• Leave a space between your heading (contact info) and greeting ("Dear...:").
• Leave a space between each paragraph.
• Leave at least three spaces between your complimentary close ("Sincerely,") and typed name.
• Sign your name in ink between your complimentary close and typed name.

Margins and Alignment

• Use standard margins (one-inch margins, usually).
• Can use smaller margins (to about 0.7-inch) as long as you are consistent on all sides.
• Align all paragraphs to the left of the page. (You can also indent the first line of each paragraph, but that is not used as often.)

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Cover letter spacing: guidelines and examples

Cover letter spacing for printed, pdf, and email formats

Cover letter spacing for a printed or pdf document, cover letter spacing for an email message, letter document format, email format.

Cover letter spacing — it’s the invisible part of your effort to make a striking first impression in a job search. What isn’t seen on the page is pivotal to whether readers pay any attention to what they do see. The starkness of black text on white alone won’t do it. But the amount and distribution of white space can have a make-or-break impact on how your carefully crafted wording comes across.

Let’s take a closer look at why cover letter spacing is a vital formatting consideration. It should never be an afterthought, nor approached half-heartedly. Here’s what we’ll discuss:

Why is cover letter spacing important?

How can you optimize white space, simple guidelines for cover letter spacing.

• Cover letter spacing for printed or pdf documents
• Cover letter spacing in the body of an email

Cover letter spacing is important for the same reason white space is considered your best friend when designing and formatting any document. It’s about a negative element on the page  — nothing at all — having a positive impact. The absence of text naturally draws the reader’s eye to where the text appears. As a visual lure, this makes the page inviting to read. Experts contend that the uncluttered result can actually be calming.

Most of us know what “I need space” means when someone is feeling stifled, physically or psychologically. Have you ever pondered the fact that words on a page need space too? On the written page, both literally and figuratively, white space is as vital as the air that we breathe.  “White space is about letting your writing and your reader breathe,” says Writers Write blog author Mia Botha. “When your text forms a solid block it overwhelms your reader. The reader is negative about it before they even begin to read.”

The layout, design, and formatting of a document have a bearing on the amount of white space surrounding blocks of text on all sides, between lines of text, and between words or even characters. 

Adjustments to the following formatting settings will affect the spacing of cover letter text. 

• Margins — the most obvious white space areas on any document, framing the text on all outer edges of the page
• Indents — space between the margin (usually left) and text, typically to indicate a new paragraph or to format bullet points or numbered lists
• Line spacing — the separation between lines of text in a paragraph, typically single-spaced or double-spaced but can also be customized incrementally in between
• Paragraph spacing — the amount of space between paragraphs
• Text alignment — right, left, centered or justified alignment of text block edges in relation to the side margins

Here are some other ideas for adding white space to your cover letters.

• Use bullet points, or even numbered lists, in the middle section to highlight impressive achievements, in quantifiable terms if possible. Three to five listed points are ideal.
• Vary the length of your sentences by not shying away from shorter ones and breaking up longer ones.
• Break apart paragraphs so each focuses on only one point. This will add variety to the amount of white space between paragraph endings and the right margin.

Here is exactly how you can write a cover letter that will stand out from the crowd, and help you land that interview.

We’ll start with general spacing guidelines that apply to all cover letters, whether printed, submitted online as a pdf, or placed in the body of an email. Then we’ll look at differences in the guidelines for print, pdf, or email cover letters.

• Single-space your cover letter text within paragraphs or address sections.
• Skip a line in between paragraphs, before and after the salutation, and before the sign-off (e.g., Sincerely, Regards).

For our purposes in this blog, single-spaced cover letter text more accurately means not double-spaced . Often, depending on the font and word count, the single-spaced default setting may be too tight and create an imbalance of text-dense areas and white space on the page. 

Changing the line space setting to 1.5 is a commonly recommended alternative. That’s one of the preset options available using Word and Google Docs, which both enable you to customize line space settings as well.

• Do not indent the first line of paragraphs. The space between paragraphs makes that unnecessary.
• Use an easy-to-read font such as Arial, Times New Roman, Calibri, or Georgia, in a font size between 10 and 12 points. Experiment with different styles and sizes, always aiming for optimal legibility.
• Keep your cover letter short — ideally 250 to 350 words, and never more than 400 words. Following an outline of the key cover letter sections — introduction, middle paragraphs and closing — can help you stay focused and concise while still covering everything you need to say.
• Always use the left text alignment setting (sometimes called left-justified or ragged right). This creates extra white space at the right-margin end of most lines, which guides the reader’s eye from one line to the next. It also enhances your cover letter’s overall visual appeal and reader-friendliness.

The justified text alignment setting —  giving your text blocks straight edges on both left and right sides — should not be used in job application documents because it’s detrimental to legibility. Forcing all lines of text to be the same horizontal length causes erratic gaps between characters and words. This unnaturally “trapped” white space makes the text more difficult to read.

In addition to the general guidelines above, line and paragraph spacing for a printed or pdf cover letter are as follows:

• Your name, occupation, and contact information section is single-spaced.
• Skip a line before and after the date.
• The recipient’s name, title, and address section is single-spaced.
• Skip a line before and after the salutation, introduction and middle section, and closing paragraph.
• Skip three lines below the sign-off (e.g., Sincerely, Regards).*
• Your name and title are single-spaced.

* A three-line gap allows you to insert a handwritten signature on a printed hard copy of your cover letter. If the letter is being sent electronically as a pdf, you have the option of placing a scanned digital signature, but it’s not necessary or expected. If you don’t, just skip one space below the sign-off.

Eye-pleasing header adds bonus white space

A distinctive cover letter header adds a personal branding touch that sets your job application apart from the rest. And it also has built-in spacing benefits, drawing the reader’s eye to where your name, occupation, and contact information appear on the page. This is offset from your letter’s body text by white space, making the page much more inviting to read.

Cover letter margins should be consistent with the standard for business documents — one inch on all sides — which is also the default Word and Google Docs setting.

The subject line should indicate your name and the position you are applying for.

Otherwise, in the top part of your letter, there is no need for your contact information, the recipient’s name and address, or the date. The letter thus begins with the salutation.

After the sign-off, skip one space before adding your name, occupation and contact information, single-spaced. Or, you can skip two or three spaces if you opt to insert a digital signature.

Otherwise, the same general guidelines apply regarding single-spaced text components, space between paragraphs or sections, left alignment, and font legibility.

Should cover letters ever be double-spaced?

The answer to this frequently asked question is “no.” Cover letters should not be double-spaced the way many of us associate with school essays.

Cover letters are a critical part of the job application process, and yet many struggle with how to write them. The cover letter writing tips in this guide will help you move beyond amateur errors and into the realm of a job-winning professional.

Cover letter spacing examples

Below is a sample cover letter you can customize, for printing a hard copy or sending online as a pdf attachment.

Jordan Belford Flight Attendant Somewhere Drive, Chicago, IL 60643 Phone: (312) 555-5555 [email protected]

August 6, 2022

Ms. B. Speedie Go Now Airlines Thereway Road, Chicago, IL 60642

Dear Ms. Speedie,

Having clocked over 2,500 hours in both long and short-haul flights and having acquired six years of experience as a flight attendant, I’ve learned that a variety of passengers bring with them a variety of challenges. I take pride in excelling in every aspect of customer service.

In my six years at Wings, I was involved in change initiatives across pre-flight, in-flight, and post-flight customer service. From the moment passengers walk up to the check-in desk to the moment they leave the airport, they associate their experience with your airline. Ensuring their well-being, safety, and comfort at every stage is our job. I received 97% positive recognition from passenger surveys and consistently high ratings from my team.

I hold all of the relevant certifications, including the FAA Certificate of Demonstrated Proficiency. I am an advanced first aid provider and I helped lead the Wings training on emergency response. I have coordinated the in-flight and air-to-ground responses to terrorist threats, abusive passengers, and (more happily) multiple childbirths. I have passed my experience on to over 170 flight attendants and value my role as a leader in the cabin crew.

My contributions have made a broader impact on Wings, in ways I hope to replicate in the future:

• Designed a more efficient boarding protocol — speeding up procedures by 16%
• Improved customer satisfaction metrics by 12% on long-haul flights
• Updated the cabin crew first-aid manual after noticing deficiencies in advice

Putting passenger needs first is at the heart of everything that I do. The most-common passenger feedback describes me as warm-hearted, soothing, and attentive. Being professional in the air does not preclude being caring.

I would love to hear more about the Go Now Airlines culture in a potential interview.

Jordan Belford

Below is an email cover letter example you can modify as appropriate.

SUBJECT: Daniel Drake — Human Resources Director Position

Dear Ms. Fair,

I would like to convey my genuine interest in being considered for the Human Resources Director position at the Gromwell Group. During the last eight years, I have had the pleasure of serving as an HR Administrator for two of the busiest staffing firms in New York. 

My wealth of experience has instilled a unique passion for the human resources field, where I have found my strengths are most needed and best applied. I am highly skilled in overseeing HR systems, handling employee relations, and ensuring compliance with all rules and regulations. 

My research tells me that the Gromwell Group has earned the "Top Staffing Agency" award two times in the last seven years. I am not surprised, as I am well aware of the reputation Gromwell has for expending the time and effort to provide clients with high-quality services.

Is there a time we can arrange to further discuss the value I can bring to the Gromwell Group as Human Resources Director? I hope to hear from you soon about this wonderful opportunity. 

Best regards, 

Daniel Drake Human Resources Director (718) 555-5555 [email protected]

Key takeaways for cover letter spacing

• Cover letter spacing is integral to the recipient’s overall first impression and willingness to read any or all of the text.
• White space around and in between lines of text provides “breathing space” for both the reader and the writer’s words.
• There are many ways to ensure cover letter spacing enhances legibility, including line and paragraph spacing adjustments, one-inch margins, left text alignment, and brevity.
• Start building your cover letter with our well-designed cover letter templates.

How to Format a Cover Letter That’ll Get You an Interview

Do you ever feel like your resume couldn’t possibly tell the whole story of who you are and why a company should hire you? That’s because it doesn’t. But a strong, well-written, and correctly formatted cover letter helps fill in some of the gaps.

“Cover letters are worth the time ,” says Muse coach Jennifer Smith. “They provide an opportunity to expand on key points from your resume, show off your personality, and solidify your interest.” Perhaps most importantly, “They show an employer you put the time and energy into applying.” And—luckily—they don’t need to be difficult to write.

Most cover letters have a similar format that make them much easier to write than you might think. And we’ve laid it out exactly—so you can get that application in already.

Read More: Cover Letters Are Hard to Write—But These Templates Make It a Breeze

How to format and organize your cover letter content

Here’s the format most hiring professionals that read your cover letter will be looking for:

Your heading goes at the top of the page and contains your contact info as well as some other basics that a hiring manager or recruiter might use to learn more about you once they’ve read your cover letter.

So this means:

• Phone number
• LinkedIn profile link (if you have one)
• Pronouns (if you’re comfortable including them)
• Personal website or portfolio link (optional)
• Relevant and professional social media profiles (optional)

Nowadays it’s very uncommon, but if you’re asked to mail a paper cover letter, you would also include in your heading the company’s information:

• Hiring manager’s name (or whomever the letter is addressed to)
• Company name
• Company street address
• Company city, state, zip code

But you’d be more likely to send your cover letter in the body of an email than by snail mail if you’re not applying through an online system. In this case, your heading info would go after your name at the end.

Start your salutation with “Hello,” “Dear,” or “Hi” for more casual companies.

Then, you’ll usually address your cover letter to the hiring manager. Alternatively, Muse coach Leto Papadopoulos recommends job seekers “open the letter with ‘Dear Hiring Team’ because even if you can uncover the name of the hiring manager, they are usually not the first to read the cover letter,” she says, and “I like to acknowledge the recruiting team!”

You can also address your cover letter to the team you’d be joining or “[Position] Hiring Manager.” But you should never start your cover letter with “ To Whom It May Concern .”

Read More: The 3 Rules of Addressing Your Cover Letter

Your introduction should be one paragraph long, include the name of the position you’re applying to, and express why you’re applying and what excites you about the opportunity. But most importantly, you want to grab your reader. You can even “kick off with a brief but attention-grabbing anecdote,” Smith says. “Show off your personality.”

Read More: 30 Genius Cover Letter Openers Recruiters Will LOVE

Body paragraphs

Write two to three body paragraphs that sell you as a candidate. “Show, don’t tell,” Smith says. “Craft a narrative about how your experience led you to apply for the job you want.” Instead of regurgitating your resume, look at the job description and pull out a few skills you specialize in that the company is looking for. Then, elaborate on them by bringing up examples of how you’ve used these skills to help your past employers (and by extension will give the reader a preview of how you’ll help them).

Wrap everything up with your conclusion paragraph. Reiterate your interest in the company and your most important qualifications. Then, “Close with a statement about contributing your skills and experiences to the success of the company in the position you’re applying for,” Smith says.

Use a professional sign-off like “Sincerely,” “Respectfully,” or “Thank you for your consideration,” then add your first and last name.

If you’re sending your cover letter in the body of an email, add any info you would’ve included in your heading below your name.

Example cover letter

Check out this cover letter example, which follows the above cover letter format:

Curtis Chen [email protected] | 999-999-9999 linkedin.com/in/curtis-chen | he/him | Baltimore, MD

Hello Arianna,

When I saw the posting for the UX designer position at CloudCo, I was immediately drawn to it because of your unique approach to online storage. CloudCo is the only player in the space right now that has promised to keep their personal storage tiers under $10—and instead pass on the cost to the larger clients. I’d love to bring my dual experience as a front-end engineer and a UX researcher to make your interface more intuitive and keep individual customers renewing their contracts.

For the last two years, I’ve worked as a UX researcher for OnlineOffice Inc, where I was part of the team that launched the updated office suite. During the development process, I interviewed more than 50 users of both OOI’s and competitors’ products. I was able to translate their desires into actionable suggestions for the design and product teams, contributing to a product launch that has already grown OOI’s user base by 120% in the first year. Through these experiences, I learned to use both qualitative and quantitative data to advocate for users and make decisions about the most important product features. As your UX designer, I’d apply this knowledge to help boost the user experience for your personal-tier products.

I also spent three years as a front-end developer on a product team at TeckyCompany. In this role, I learned what it’s like for those actually building products, including what kinds of features take the most time and work. As your UX designer, I’d use this experience to weigh design decisions and collaborate with the product team. I’m used to working at startups where, as much as you’d like to, you can’t get everything done at once, so I’ll be able to prioritize features that will help users most while still making reasonable asks of the product team.

Cloud Co’s business model has shown me that not every tech startup prioritizes its larger clients over the individual user. I’d love to bring my development and UX experience to your team to help provide the very best experience for your subscribers.

Sincerely, Curtis Chen

Read More: 4 Cover Letter Examples That’ll Make Writing Yours Way Easier

Tips for formatting your document like a pro

When you’re formatting your cover letter, you want to prioritize readability and professionalism. But you should also keep in mind that many cover letters submitted online will be uploaded to an applicant tracking system or ATS , which is software that employers use to organize and search candidate application materials. ATSs are very advanced but there’s some formatting they have trouble with.

Follow these guidelines to format your cover letter correctly for both human and computer readers:

• Font : Stick to the default fonts that come with your word processor—classics like Arial, Helvetica, Times New Roman, Cambria, Calibri, and Georgia.
• Font size: The ideal size will vary based on which font you choose, but keep it between 10 and 12 pt. Any smaller and you’ll have recruiters squinting at their screens. Any larger and they’ll be wondering if you’re trying to compensate for not having a lot to write about.
• Margins : You can’t go wrong with the usual one-inch margins all around, but you can make some slight adjustments if needed. Papadopoulos suggests decreasing the header space first.
• Alignment: All your text should be left aligned and there’s no need to indent every paragraph.
• Line spacing: Single space your cover letter (1.15 spacing works if it looks too cramped). Include an extra line between each section and paragraph.
• Length : “A cover letter should comfortably fit on one page,” Papadopoulos says. Your cover letter should be at least three paragraphs long, but generally no more than five—unless the job description says otherwise. If it’s too long, check out this guide for cutting your cover letter down .
• File format : You can submit your cover letter within the body of an email or as a separate file. But if it’s a separate file you’re uploading to an online system, stick to docx or pdf only. ATs cannot reliably “read” other file types.
• File name : Always include your name and the phrase “cover letter,” and you can also include the name of the position. Just make sure it’s easy to read and follow any instructions in the job posting.

Formatted cover letter example

Here’s how the above example looks in a properly formatted cover letter document.

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Cover Letter Spacing and Margins

• Cover Letter Format
• Salutation and Greeting
• Who To Address When Unknown
• How To Start A Cover Letter
• How To End A Cover Letter
• Best Cover Letter Font And Size
• Cover Letter Spacing
• Cover Letter Length
• Key Elements Of A Cover Letter
• How To Write An Address
• Official Letter Format
• Cover Letter Opening

Find a Job You Really Want In

Writing a standout cover letter is about more than just having great content. Coming off as professional in both form and function is going to help you get noticed by hiring managers.

That means using proper spacing, margins, indentation, and length. Do these things correctly and your cover letter will be well-organized, clear, and easy to read.

Whether you’re sending a physical cover letter or an email, we’ll provide guidelines to make your cover letter format perfect. We’ll also show you a sample cover letter for both a physical copy and an email version.

Key Takeaways:

Your margins should be 1-inch on all sides, but if you’re going over one page , then you can consider making the margins smaller

Your cover letter should be similar to your resume with font and font size, which should be no larger than 12-point font.

A cover letter should be between 200-300 words, but try to keep it on the shorter end if possible.

Cover Letter Spacing Guidelines

Proper cover letter length, cover letter examples, margins and alignment in a cover letter, guidelines for cover letter font, sending your cover letter, final thoughts.

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We’ll start with proper cover letter spacing, which is the first thing any hiring manager is going to notice upon first glance. Follow these rules and your page will look professionally done.

Spacing varies slightly depending on if you’re sending a physical cover letter or a digital cover letter.

Physical Copy Guidelines:

Single-space your cover letter

Start with your contact information in the following order:

Your name Your current address City, state, zip code Phone number Email address

Add one space

Write the date

Add the contact information of the letter’s recipient in the following order:

Hiring manager’s name Company Address Company city, state, zip code Hiring manager’s phone number Hiring manager’s email address

Write your salutation

Write 3-4 paragraphs, with one space between each one

Add one space after your final paragraph

Write your closing sign-off (e.g., Sincerely)

Put three spaces between your closing and your typed name

Put your signature in the space between your closing and your typed name

Tip: You can use the same header for your cover letter as your resume.

Email Cover Letter Spacing Guidelines:

Start with a salutation

>Write 3-4 paragraphs, with one space between each one

Add two spaces

Write your contact info in the following order

Full name Position Phone number Email address

If you have a formatted email signature , you can use that for step 8. You can add a digital signature between your closing and contact info if you think it looks snazzy (or, better yet, you think your prospective employer will think it looks snazzy).

Tip: When emailing a cover letter, keep your subject line clear and professional. State your name, the position title, and the fact that you’re sending along documents for an application. It should look something like “Donald Duck — Sales Representative Application.”

Just like your resume, your cover letter should never exceed one page . Ideally, the body of your cover letter should be between 200-300 words (aiming for the lower end of that spectrum is your best bet). Hiring managers have to sift through tons of these cover letters, so keeping things short and sweet is beneficial.

A cover letter should have three paragraphs, four at the most.

Opening paragraph. Your opening paragraph should introduce yourself and your background, grab the reader’s attention with a big accomplishment, and let the company know why you’re applying. If you were referred by someone in the company, this is a good place to mention it.

Body paragraph(s). Your middle paragraph(s) should focus on your professional qualities and experiences that relate to the company for which you’re applying. Don’t repeat credentials from your resume, because the hiring manager has probably already looked at it. Dig deeper and highlight why you’re the perfect fit for the position.

If you’re having trouble deciding which elements of your professional history are best to include here, read the job description again. Note the required qualifications and significant responsibilities.

Then, look back on your experience for moments where you applied similar skills or achieved results comparable to what the new company wants to achieve. Any time you can give percentages, dollar figures, or numbers to describe your duties, it will be more impactful.

Closing paragraph. Your closing paragraph thanks the employer for considering your application. You can also express how eager you are to learn more about the role and the company.

Cut out unnecessary information and you should have no trouble fitting everything in a 300-word count maximum.

Tip: Never address your cover letter with “To whom it may concern” . Do your best to find the name of the person who will be reading your cover letter, and address it to him or her. If your best efforts turn up nothing or you’re still unsure, use “Dear Hiring Manager” or one of its alternatives .

Physical copy example:

Jonathan Cash 123 Apple Street Anywhere, CO 12345 (999) 765-4321 [email protected] August 22, 2020 Phyllis Vance 789 Company Lane Somewhere, CO 56789 (543) 210-9876 [email protected] Dear Ms. Vance, I was excited to see a job posting for the Sales Representative position on NextCompany.com. I have been working in sales since I was a child with my first lemonade stand, and have 6+ years of formal experience working in sales. During my time at CurComp, I have developed my knowledge of marketing strategies, my ability to generate interest in new products, and my skill at maintaining strong, lasting customer satisfaction. My proudest achievements as a sales representative have been exceeding sales quotas by 10% or more each quarter, closing $900,000 in 2018 (25% above goal), and ranking as the top salesperson in the company in Q2 of 2019. Helping customers see the value of products that I truly believe in is the greatest source of satisfaction in my professional life. I would be thrilled to be in a position where I could implement my proven strategies to sell products offered by NextCompany, which have garnered the attention and excitement of industry experts for years. Thank you for considering me for the Sales Representative position. I look forward to discussing the role further and learning how my brand of salesmanship could fit into NextCompany’s business model. Sincerely, Jonathan Cash

Email cover letter example:

Dear Pat Murphy, ABC Inc. needs an Accountant who is determined, organized, and has years of expereince maintaining financial records. Luckily, I meet all three of those criteria. After getting an MBA with a specialization in Accounts from the University of Florida, I began working in the financial sector. For more than six years, I’ve helped companies upkeep and maintain financial records, run risk assessments, and handle all payroll and invoice documentation. I’ve also dedicated my Saturday’s performing pro bono accounting consultation for a local food bank. I was glad to see that ABC is also greatly involved with aiding the impoverished areas of our city, which further drew me to apply for this role. In my current position with XYZ Corp., I lead a team of 12 junior accountants managing a total of $10M+ in assets and cash. By setting up a new invoice system for contractors, I was able to reduce overhead by 8% and increase the efficiency of contracted projects by 6%. My proudest moment at XYZ, though, was finding a budgetary error that was bleeding over $15,000 monthly from the company. When I identified and fixed this problem, XYZ awarded me “Top Performer of the Month” in January 2020. With me, you get more than a regular CPA — you get a top-notch presenter who thrives in collaborative, deadline-driven work environments. I look forward to speaking more about how I can help XYZ achieve its goals in the years to come. Sincerely, Joanne Diggerly Johnston, HI 54321 (555) 432-1098 [email protected]

Like most documents, your cover letter should be aligned to the left. You should use 1-inch margins on all sides, but if you’re going over one page, then you can consider making the margins smaller. But really, if you’re sticking to our cover letter length guidelines (more on that below), then you should have no issues with standard 1-inch margins.

At no point should you indent any of your paragraphs. And don’t go bigger than 1-inch margins, because it’s going to look super obvious that you’re trying to make the letter’s content look beefier than it is.

If you’re writing your cover letter in Microsoft Word, you can change margins by pressing Page Layout followed by Margins . If you’re writing your cover letter in Google Docs, you can change margins by pressing File and then Page Setup .

A good rule of thumb is to make your cover letter as aesthetically similar to your resume as possible. That means using the same font. Basic, everyday fonts like Times New Roman, Arial, Helvetica, or Calibri are all good options.

Font size should generally be 12-point. If you’re trying to include more content, you could consider bringing that down to 10-point, but play around with margins as well to see which option allows you more space while keeping the letter visually pleasing .

Things to avoid like the plague are: underlining, highlighting, colored lettering, and CAPITALIZING. You can consider using bold or italicized text but use these sparingly to emphasize the key points of your cover letter. And if you choose to use bold, don’t also use italics (and vice versa).

Tip: Look at whether your prospective company uses “serif fonts” (tails at the end of letters, like in Times New Roman) or “sans serif” fonts (no tails at the end, like Arial). Then, use a font in the same style for your resume and cover letter.

If you’re sending your cover letter as a file, make sure to give it an appropriate name. For example, “John-Doe-Cover-Letter” tells the recipient exactly what the file is.

Be advised that many companies use an applicant tracking system when reviewing resumes and cover letters, so using a compatible file format like PDF or .doc is your best bet.

Sending your application documents as PDFs ensures that formatting will remain consistent across devices and operating systems. That makes it a strong choice most of the time, unless the employer specifically asks you not to send a PDF. Instructions directly from the employer always trump any advice we give here.

Cover letter spacing and margins might be the last thing on your mind, but they’re the first thing that a hiring manager or recruiter is going to notice. A bit of creativity is great when you’re applying for jobs, but some standards exist for a reason.

Stick to 1-inch margins and single-spaced, unindented paragraphs, and you’ll be off to a great first impression .

Careerservices.illinoisstate.edu. “ PDF .”

Owl.purdue.edu. “ Quick Formatting Tips // Purdue Writing Lab .”

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Matthew Zane is the lead editor of Zippia's How To Get A Job Guides. He is a teacher, writer, and world-traveler that wants to help people at every stage of the career life cycle. He completed his masters in American Literature from Trinity College Dublin and BA in English from the University of Connecticut.

Matt Warzel a President of a resume writing firm (MJW Careers, LLC) with 15+ years of recruitment, outplacement, career coaching and resume writing experience. Matt is also a Certified Professional Resume Writer (CPRW) and Certified Internet Recruiter (CIR) with a Bachelor of Science in Business Administration (Marketing Focus) from John Carroll University.

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Cover Letter Spacing – A Complete Guide

In This Guide:

What's the proper cover letter spacing?

Use a cover letter template

Key takeaways on cover letter spacing.

We all love the feeling of sending in the perfect cover letter, complete with an impressive list of qualifications and skills.

However, many of us focus our attention on the content without considering the format and correct cover letter spacing.

As silly as this may seem, employers look for applications that display meticulous organization. They want to know that their employees can follow instructions and write professionally.

Too much or too little white space in a cover letter can disorient the reader. Luckily, there is an easy way to ensure your cover letter is perfect.

Are you ready to take your cover letter to the next level? In this article, you'll learn:

• How to space your cover letter
• Where to add extra spaces
• How to change spacing settings on Google Docs and Microsoft Word
• Why use a cover letter template
• Where to get a cover letter template

What's the proper cover letter spacing?

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You should format cover letters in single spacing. However, you must leave one extra space between each paragraph.

It includes spacing between the greeting and opening paragraph, the final paragraph and closing, and the closing paragraph and your name.

View these cover letter examples for a clear picture of spacing.

Those using Google Docs can set the default spacing on your document before beginning.

• Click on the "Format" drop-down menu at the top of the document
• Select "Line & Paragraph Spacing"
• Select "Single"

Those using Microsoft Word can follow these steps before beginning:

• Click "Design" on the top menu of the document
• Select "Paragraph Spacing"
• Select "No Paragraph Space"

If you forgot to set single spacing before typing, you could adjust spacing later. Select all of the text and follow the steps above to match your document type.

If you need more tips, here are our guidelines for how to format a cover letter .

Most of us are applying to multiple jobs at once. Finding and applying to jobs can be exhausting, and you must tailor every cover letter to the company and position to which you are applying.

Luckily, there is a shortcut. You can build each one from a cover letter template .

Several other benefits of cover letter templates include:

• Prioritization: It can be challenging to know which information matters most to employers. Templates will show you where each section belongs.
• Professionalism: Templates are well-organized and pleasing to the eye. Hiring managers who view countless applications daily will appreciate your attention to detail.
• Saves time and effort: Cover letter templates are easy to use. They allow you to breeze through formatting and move on to the more important content.

When you write your next cover letter, remember these tips:

• Ensure that you single space your document.
• Set single spacing as the default on your document, or adjust spacing at the end.
• Add extra spaces in between each paragraph.
• Consider cover letter templates.
• Prioritize your information.

Your professional cover letter will make a great first impression on your future employer.

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Cover Letter Format (w/ Examples & Free Templates)

Give someone who knows nothing about cooking the ingredients to a perfect meal and you’ll end up with a disorganized, very possibly inedible, meal. 

The same disorganized, quite possibly tasteless, fate awaits your cover letter if you don’t know how to properly format it. 

Getting the cover letter format right is the same as having those coveted cooking skills that can turn the right ingredients into a meal that leaves you wanting more.

Now, if you’re wondering whether your formatting skills are enough to impress recruiters, there’s no need to worry. 

This article is going to show you exactly how to format a cover letter the right way. 

Here’s what we’re going to cover: 

• What Should Go On a Cover Letter?
• How to Format Your Cover Letter
• (Free) Cover Letter Templates You Can Use
• How to Format Your Cover Letter When Sending It Via Email

The Best Cover Letter Format - What Goes on a Cover Letter

Your cover letter’s format is both how your cover letter looks and how it’s structured. 

So, cover letter formatting includes everything from page margins, spacing, and font size to how long your cover letter should be, how many paragraphs it should have, and what each paragraph should contain. 

Pretty substantial, if you ask us - which is exactly why we’ll go over these elements one by one. Before we do, however, let’s first get the essentials out of the way. 

What exactly goes into a cover letter? The short answer is as follows:  

• A header , which contains your contact information and the employer’s or recruiter’s contact information.
• A greeting to the recruiter and the opening paragraph , which you want to use to grab the reader’s attention.
• The body of your cover letter , which is between 1-3 paragraphs.
• A closing paragraph , which usually contains a call to action.
• A formal salutation .

And here’s what that looks like in practice: 

A Look into Your Cover Letter Format, by Section

In theory, all these rules are pretty straightforward...

But if you’ve ever written a cover letter before, you’ll probably agree with us that actually writing one ain’t all that simple.

In this section, we’ll take you through the entire process of creating a cover letter, section by section!

Starting with:

#1. Header 

Your cover letter’s header should contain your contact info, the date, and the hiring manager’s or employer’s contact info. 

If you’re wondering which contact information you should include and which you should leave out, here are the essentials: 

• Full name and professional title (where applicable) 
• Phone number
• Name and professional title of the hiring manager
• Name of the company you’re applying to 
• Company address 

Here’s a visual representation of this: 

If you want to know more about header formatting, such as what you can optionally include and what you should definitely leave out, head over to our guide on how to start a cover letter . 

#2. Greeting 

After listing your contact information, it’s time to address the cover letter . 

First things first: the impersonal and overly popular “To Whom It May Concern” and “Dear Sir/Madam” are yesterday’s news. They’re impersonal and just about every other applicant uses them. 

And you want your cover letter to stand out, right?

So, greet the hiring manager directly, instead. For example: 

Dear Mr. Brown, Dear Mrs. Waldorf,

If, however, you are unsure about their title, gender, marital status, or pronouns, use their entire name to avoid any mistakes, such as: 

Dear Alex Brown, Dear Blair Waldorf,

Alternatively, the recruiter may hold a title, such as Doctor, Professor, or sergeant, or you might be addressing a letter without a contact person. 

In such cases, here are some do-s and don’t-s to keep in mind: 

Dear John Doe, Dear Mr./Mrs. Doe, Dear Dr. Leonard, Dear Rev. Owen, Dear Marketing Hiring Team, Dear Director of Marketing,

To Whom It May Concern, What’s Up Hiring Team, Dear Sir/Madam, Hey John, Hi there Hiring Team,

#3. Opening Paragraph 

The opening paragraph of your cover letter is where the recruiter first gets to really hear your voice. As such, you’ve got to make it count and grab their attention before they move on to the next applicant.  

And how exactly do you do that? Well, for starters, avoid being generic. You don’t want your opening paragraph to sound as if you’re applying to dozens of jobs with the same letter.

Instead, you want your opening paragraph to mention:

• Your name, profession, and years of experience.
• 1-2 of your top achievements (to help you stand out).
• The name of the firm and position you’re applying for.

Here’s what this would look like in a cover letter:

My name is Ellen and I’d like to join Company X as a marketing expert. I believe that my 5+ years of experience as a marketing specialist, as well as my skills in PPC management and copywriting, will help me drive new users to your platform Additionally, I believe that my past experience in the financial industry will help me excel at the role.

Struggling with writing your own cover letter introduction? Check out our guide on how to start a cover letter effectively! 

#4. Cover Letter Body 

The body of your cover letter usually consists of 1-3 paragraphs and is where you convince the recruiter that you're the right person for the job.

We have a few pointers to help you do that:

• Don’t just rehash your CV. The recruiter already read it. Instead, use your cover letter to elaborate on your achievements and back them up with even more evidence. 
• Understand the job requirements. Check the requirements for the position in the job listing, see how you can match them with your strengths and qualifications, and use the body of your cover letter to show you’re a good fit for the job. 
• Research the company. Also important is to show that you match the company’s culture. Read up about the company you’re applying for and learn what’s their product/service, what are they known for, what kind of culture they have, and so on. Then, in your cover letter, mention a bit about the company’s culture and talk about how you’re a good fit.

And here’s hows the body of your cover letter would look like in practice: 

In my previous role as a Marketing Expert, I also handled the company’s Digital Marketing. During the course of one year, I managed the company’s monthly Facebook ad budget, which amounted to $20,000+ and the process of ad creation and management end-to-end. The process involved creating ad copies, images, picking out the targeting, running optimization trials, and so on. 

In addition to Facebook advertising, I am also knowledgeable in other Pay Per Click channels, such as: 

I actually learned a lot about PPC management basics from your company YouTube channel, and really admire how you guys manage your ad accounts. Since I’m already familiar with how Company X handles ads, I believe that I’d be able to really excel at the role.

#5. Closing Paragraph (And a Call to Action) 

Now, how you end a cover letter is just as important as how you start it. 

As you wrap up your cover letter, it’s important to do the following:

• Mention anything that you couldn’t in the previous paragraphs . If you have anything left to say, mention it here. 
• Thank the hiring manager for their time . Good manners go a long way. 
• Finish the cover letter with a call to action . Your cover letter’s last sentence should be a call to action, such as asking the hiring manager to take some sort of action. 

Here’s an example of that: 

In conclusion, thank you for considering my application. I hope I have the chance to help your company take its marketing initiatives to the next level. It would be great to discuss how my experience so far can make that a reality. 

As for your formal salutation, you can use any of the following “tried and tested” greetings: 

• Best Regards,
• Kind Regards,

Cover Letter Format Guide 

We went over what goes in your cover letter section by section. However, how your cover letter looks on the outside is just as important. 

Following some standard formatting tips will show the hiring manager that you took the time and put in the effort to hand in the best version of a cover letter, which is sure to help your case. 

Here are the rules that you need to follow: 

• Keep your cover letter between half and one page in length to make sure the recruiter actually reads the whole thing (if you had to read 100+ cover letters, you’d want applicants to stick to one page too). That’s between 250-400 words long . 
• Use 1 or 1.5 line spacing throughout your text , and double spacing between paragraphs. 
• Go for a simple and readable font and set your font size to 11 or 12 pts . Using custom fonts may seem like a good idea, but there’s no guarantee the hiring manager’s computer will have that specific font installed.
• Save your cover letter in PDF format to make sure the layout stays the same despite the type of software or Operating System (OS) that opens it. 

Or Choose One of Our Cover Letter Templates 

The cover letter is an inseparable part of any application package. As such, you want your cover letter format to be as impeccable as possible. 

And while the formatting rules we’ve listed above aren’t complicated to follow, you’d rather not take any risks with your cover letter format.  

Want to make sure that your cover letter format is impeccable?

Just use a cover letter template!

The format is done for you - all you have to do is fill in the contents. 

Our cover letter templates are well-designed and guaranteed to leave a good impression on the recruiter!

On top of that, all of our templates come with a matching resume template , ensuring that your job application stands out from the rest.

Sending Your Cover Letter Via Email? Here’s How To Do It! 

It’s safe to assume that nowadays, most cover letters are sent via email. That means that you’re probably submitting your email in one of two ways: 

• Sending it as an email attachment.
• Uploading it to the company’s webpage.

If that’s the case, you’re good with the formatting rules listed above. 

If, however, you’re sending your cover letter in the body of the email, here’s what you need to do differently: 

• Write a professional subject line. The best and safest formula is “Name - Position you’re applying to” (e.g. “Helen Simms - Application for Marketing Expert Position”).
• Remove the header. As the hiring manager’s contact details and the date are no longer necessary, remove the header altogether and place your contact information underneath the formal salutation. 
• Look out for typos. Check your cover letter and then double-check it. Typing on a keyboard can be tricky; sometimes, a typo might just be a matter of fast typing. Avoid that by being extra careful. 

And you’re about ready to press “Send.”

Key Takeaways

Your cover letter format is a big part of the impression your job application can make. As such, it’s important to get the formatting right. 

Here are the main points this article covers to achieve that: 

• Make sure to structure your cover letter the right way. 
• Address your cover letter the right way and write an attention-grabbing opening paragraph.
• Wrap up your cover letter with a call to action. 
• Pay attention to the margins, space lining, font size, and cover letter length.
• If you’re sending your cover letter as the body of your email, make sure to tweak the formatting accordingly.  

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Cover Letter Paragraph and Margin Guidelines

Cover Letter Paragraph Guidelines

Cover letter margin settings, how to adjust page margin settings in microsoft word, how to adjust page margin settings in google docs, use your cover letter to make the best impression.

Every resume you send out to a potential employer should be accompanied by a tailored, well-crafted cover letter. Most hiring managers will review cover letters to decide whether it’s worth their time to read the attached resumes. Thus, your cover letter is your “teaser,” the all-important first introduction that explains why you are the right candidate for the job.

When writing cover letters, your paragraphs should be concise, grammatically flawless, and should focus on your qualifications for the job. Ideally, they should also convey an impression of your own unique personality.

A cover letter should include three paragraphs:

• Introduction
• Body/selling pitch

First Paragraph

The first paragraph explains why you are writing. It is your first impression and should contain a basic explanation of who you are and why you are writing. It is also acceptable to describe how you found the position, such as through an online job listing or a recommendation from a professional contact, and why you are interested in the job.

Use the qualifications on the job announcement as a guide for explaining how your past experience makes you a suitable candidate for the job.

Second Paragraph

The second paragraph, known as the  body , explains why you are qualified for the position. It is the part of the letter where it is most appropriate to highlight your experience, skills, and attributes that make you a perfect candidate for the job. Don’t restate your entire resume; rather, focus on the most important factors that make you desirable.

Because you don’t have a lot of space for elaboration in your cover letter, the best way to choose which qualifications and experience to highlight is to use the employer’s job announcement as your guide. Take note of the top attributes they list in their advertisement's “Qualifications Section,” and make sure you mention examples that demonstrate how your knowledge, experience, or training has prepared you to fulfill these requirements. 

As an eye-catcher, incorporate a list within this second paragraph that provides examples that quantify, through the use of percentages, numbers or dollar figures, the contributions you’ve made in this job role for previous employers. 

Third Paragraph

The third paragraph is a brief conclusion, thanking the employer for their time and consideration. This is where you should enthusiastically reiterate your interest in the position and describe how you will next follow up. Be sure to leave a space between each paragraph in your cover letter.

When writing a cover letter for a job, the ideal margins should be approximately 1 inch all around. The left and right margin should be set at 1 inch and the top and bottom margins should also be set at 1 inch. This gives your cover letter an uncluttered look and provides plenty of white space, which helps with readability.

You should align your text to the left; this is how most documents are aligned, so it will make your letter readable.

When You Need More Space for the Letter

If you have more text than fits on a single page, you can tighten up the margins slightly rather than writing a two-page letter. Keep the margins consistent, so your letter is balanced on the page. For example, if you adjust your margins to .70 inches, it will give you more lines and space for the letter content.

Another option is to reduce the left and right margin to .70 inches and leave the top at 1 inch. Try several options to see which looks best.

When You Need Less Space for the Letter

If your letter is short, you can make the margins larger, so the letter looks balanced on the page without too much white space. In that case, try 1.5 inches for each of the margins.

To adjust the margins in Microsoft Word:

• Select  Page Layout > Margins > Normal   (for 1-inch margins).
• There are a variety of other selections, or you can set your own margins by selecting Page Layout >  Margins Custom .

To adjust the margins in Google Docs:

• Select  File > Page Set Up .
• You can adjust all the margins⁠—left, right, top and bottom⁠—from this window.

A cover letter is extremely important in the hiring process , as it's your initial introduction to a prospective employer. It determines the employer's next move in either reading about you further or moving on to the next candidate.

Therefore, make sure your cover letter clearly and succinctly explains why you are right for the job. This will increase your chances of a callback and perhaps an interview.