Do You Need to Indent Paragraphs in a Cover Letter?

When it comes to crafting the perfect cover letter, job seekers often wonder about the finer details, such as whether or not to indent paragraphs. The answer to this question is simple: No, you do not need to indent paragraphs in a cover letter. By not indenting your paragraphs, you create a cleaner, more modern format and save space to discuss your qualifications and skills. This article will dive deeper into formatting best practices for a polished and professional cover letter. We'll begin by exploring the history of indentation in formal writing, discuss different cover letter styles, and then delve into the best practices for formatting a cover letter that will leave a lasting impression on potential employers.

The History of Indentation in Formal Writing

Indentation has been a hallmark of formal writing for centuries, with its roots in the ancient practice of beginning each paragraph with a decorative initial letter. As writing evolved, indentation served to visually separate paragraphs and create a clear structure within a document. However, as technology and design preferences have progressed, the use of indentation in modern writing has diminished. The shift away from indentation can be attributed to the rise of digital communication and the preference for cleaner, more streamlined document formatting. As a result, current formatting trends in cover letters have moved away from indentation, opting instead for a more contemporary approach.

Cover Letter Styles

There are various cover letter styles, each with their own formatting guidelines, but indentation is generally not necessary in modern cover letters. Below, we'll detail three common cover letter styles:

Full-block style : This style features left-aligned text without indentation, and is considered the most modern and clean format. In a full-block style cover letter, all elements of the letter are aligned with the left margin, creating a streamlined appearance.

Modified-block style : Similar to the full-block style, the modified-block style also has left-aligned text without indentation. However, the date, your closing, and your signature are aligned with the right margin, creating a slightly more traditional look.

Modified-block style with indented paragraphs : This style is less common in modern job applications, and is characterized by right-aligned dates, closings, and signatures, as well as indented paragraphs. While this style may be considered more traditional, it is less popular due to the preference for cleaner, non-indented formats.

The full-block and modified-block styles without indentation are the most prevalent formats in modern job applications, with the former being the most widely preferred.

Formatting Best Practices

Proper formatting, including spacing, margins, and alignment, is crucial for creating a professional and polished cover letter. Here are some best practices to follow:

Length : Keep your cover letter to one page, focusing on your most relevant qualifications and experiences.

Spacing : Single-space your cover letter, but add a blank line between each section of your cover letter, such as after your address, the date, their address, your salutation, and each paragraph ( source ).

Margins : Use one-inch margins on all sides of your cover letter to maintain a clean and balanced appearance.

Alignment : Align your text to the left margin for a full-block style cover letter, or use a combination of left and right alignment for a modified-block style cover letter.

By adhering to these formatting best practices, you'll create a cover letter that is visually appealing and easy to read, without the need for indentation.

The Impact of Correct Formatting

The way you format your cover letter can have a significant impact on the reader's perception of you as a candidate. A well-formatted cover letter is easier to read and demonstrates your attention to detail and professionalism. For example, a hiring manager once shared a story about two equally qualified candidates; however, one had a poorly formatted cover letter with inconsistent spacing, while the other's was perfectly formatted. The hiring manager ultimately chose the candidate with the impeccably formatted cover letter, as it showcased their professionalism and attention to detail.

In some cases, employers may specify their preferred formatting for cover letters in the job posting. It's crucial to adhere to these preferences, as it shows that you can follow instructions and care about meeting the employer's requirements. Moreover, a properly formatted cover letter creates a positive first impression, which is vital in setting the tone for the rest of your application.

Common Formatting Mistakes to Avoid

Being aware of common formatting mistakes in cover letters can help you avoid potential pitfalls and create a polished, professional document. Some of these mistakes include:

Inconsistent spacing : Ensure that the spacing between paragraphs and sections is consistent throughout your cover letter.

Inappropriate font choice : Stick to professional, easy-to-read fonts like Arial, Times New Roman, or Calibri, and avoid using overly stylized or decorative fonts.

Excessive or insufficient margins : Maintain one-inch margins on all sides of your cover letter for a balanced appearance.

Incorrect alignment : Ensure that your text is aligned correctly, whether you're using a full-block or modified-block style cover letter.

Overuse of bold, italics, or underlining : Use these formatting tools sparingly to emphasize specific points, but don't overdo it, as it can make your cover letter appear cluttered.

Proofreading and editing your cover letter for formatting errors is essential to ensure a polished final product. Additionally, seeking feedback from trusted sources, such as friends or career counselors, can help you identify and correct any formatting issues before submitting your application. By avoiding common mistakes and adhering to formatting best practices, you'll create a cover letter that leaves a lasting impression on potential employers.

In conclusion, indentation is not necessary in modern cover letters, and proper formatting can greatly impact the reader's perception of the applicant. This article has provided a comprehensive overview of the history of indentation in formal writing, various cover letter styles, formatting best practices, the impact of correct formatting, real-life examples of well-formatted cover letters, expert opinions, and common formatting mistakes to avoid.

To reiterate, you do not need to indent paragraphs in a cover letter. Instead, focus on adhering to formatting best practices, such as consistent spacing, appropriate font choice, and one-inch margins. By following the guidance provided in this article, you can create a polished, professional cover letter that effectively showcases your qualifications and skills, ultimately increasing your chances of securing the job you desire.

As you embark on your job search, remember the importance of creating a well-formatted cover letter and the impact it can have on your application. With attention to detail and a commitment to excellence, you'll be well on your way to crafting a cover letter that stands out from the competition. Good luck on your job search journey!

  • Presentation and Formatting

To Indent or Not to Indent Paragraphs

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Chelsea, a reader of my monthly e-newsletter, Better Writing at Work,  asked me to write about indenting paragraphs in business letters . She wrote, “When writing letters, what is the ‘proper’ protocol on indenting?”

There are several proper ways to format a traditional business letter. Only one of them indents paragraphs, and it is not popular these days. I have described three ways below.

Graphic illustrating whether to indent or to indent paragraphs. If you want to appear traditional and old-fashioned, the modified block style with indented paragraphs is preferred.

Modern and sleek: the full-block style.

These days most business letters follow the full-block style, with nothing indented. In this style, everything (the date, inside address, salutation, body, close, and signature block) begins at the left margin. The only content that might be indented in the full-block style is bullet points or long quotes. Both of those would be indented as a block, though, not just the first line, like this:

This is an example of a paragraph that is block indented. The whole paragraph is indented, not just the first line.

Most businesses use the full-block style because it is easy to type–no indenting! Also, it looks modern and sleek on the page.

An example of the full-block style

Less modern and sleek: the modified-block style.

Paragraphs are not indented in the modified-block style. However, the date, closing, and signature block are indented–to begin at the center of the line. It requires the business writer or typist to create a template with the correct indention of the date, closing, and signature block. Some organizations use this style, which looks neat but not sleek.

An example of the the modified-block style

Fussy and dated looking: the modified-block style with indented paragraphs.

The only style with indented paragraphs is known as “the modified-block style with indented paragraphs.” In it, the date, closing, and signature block begin at the center, as in the modified-block style. However, each paragraph is indented a half-inch (1.27 cm). This is the fussiest looking letter, with no sleek lines. It is not popular these days but was common decades ago.

An example of the modified-block style with indented paragraphs

If your organization wants to come across as up to date and elegant, choose the full-block style. If you want to appear up to date yet a bit traditional, consider the modified-block style. If you want to appear traditional and old-fashioned, the modified-block style with indented paragraphs might work, but remember that it doesn’t look elegant.

Some letterhead is already very left-heavy. If your company’s letter is designed with a very strong left line, you might want to use the modified-block style for a more balanced look. Check with your communications department.

Before anyone asks, the answer is no–paragraphs are NOT indented in email . On the screen, people focus on the left margin, so it makes no sense to indent paragraphs in email.

Chelsea, I hope this post answers your question. To indent or not to indent paragraphs? It’s up to you.

Thank you very much for replying to my question. I am always learning so much from you and I really appreciate it!

You’re welcome! Thanks for letting me know you read the post.

There are many styles of writing and one completely differ from the other and different organizations follow different styles. Before starting to write, one should learn the style of that particular firm.

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Quick Formatting Tips for Cover Letters

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This page provides a down-and-dirty guide to writing cover letters. Here you will find brief answers and lists of what you should include in a cover letter, how to order and format such a letter, and what to do before sending it out.

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.)

Do You Indent Paragraphs In A Cover Letter

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Do you indent paragraphs in a cover letter?

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Yes, it is common to indent paragraphs in a cover letter. This helps to visually separate the different sections of the letter and makes it easier to read. Typically, the first paragraph of the letter should be left-aligned, and each subsequent paragraph should be indented by about half an inch.

This can be done by using the "tab" key on a keyboard, or by adjusting the paragraph formatting in a word processing program.

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7 Essential Tips on How to Format a Cover Letter

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7 Essential Tips on How to Format a Cover Letter was originally published on Resume.io .

should cover letter paragraphs be indented

When you come to writing one of the most important letters in your life, you may need a few ground rules to help you to get started with the format of your cover letter.

That blank page can look awfully daunting otherwise.

Here are some must-follow tips around the structure and content of your cover letter:

Well-designed header

The header section of the cover letter should be attractive and space efficient. Graduates might be tempted to select a header design that reduces the amount of space that they need to fill for their cover letter, but you will have more to say than you think.

The header should contain all essential contact details (in addition to those on your resume) – full name, email, and mobile. You don’t have to include your full address and you definitely don’t have to include the “inside address” of your employer.

Mouthwatering intro

The intro of a recent grad or early career cover letter should be far more than a “this is what I want out of my career.” The hiring manager understands that you want the job – applicants need to prove to them that they are worthy of it. Make a compelling case.

The cover letter introduction should lead with your most relevant accomplishment for the role in question, with a hint of personality around how you achieved it. Avoid a generic cover letter that you send to everyone – you might not have much experience, but you should still strive to be as selective as possible.

Only relevant career stories with context

The length and content of your cover letter should be dictated by the amount of relevant experience that you have to share. Do not feel that you need to fill a page by parroting the responsibilities of the role or long lists of skills and personality traits without evidence.

Empty space is better than empty words – employers will value quality over quantity for the early career professional. What they want to understand in the cover letter is that you understand the demands of the role and can justify why you think you will do a good job.

Conclusion with call-to-action

End the conclusion of the early-career cover letter with a final detail about your personality and motivation and share your interest in learning more about the role. Saying that you hope to have the opportunity of an interview to learn more about the role is a powerful call-to-action which demonstrates your belief in yourself. Remember to keep the tone hopeful.

After the raw content come the syntax and visual choices:

Powerful action verbs

When you only have a certain number of sentences to create a favorable impression, your choice of verb can have a surprising impact on how your messages are received. Insightful action verbs can add a new level of meaning. Did you “manage” or “orchestrate” a project?

A word of warning: sprinkle action verbs and other buzzwords liberally. The cover letter should read like a conversation starter, so ensure that it sounds natural enough.

Impactful fonts, sensible sizes, and shot paragraphs

Increasingly the font size to take up more space on the page will fool no one. Stick with a standard 10 or 12 size and choose a suitable professional font that is easy to read.

Use short 2-4-line non-indented paragraphs and leave a line between each one. Give the reader a natural break between each of your career stories and consider using bullet points for your greatest accomplishments (the ones that you can ideally quantify with numbers). The cover letter should be strictly no more than one page – ideally aim for 3/4 of a page.

Right choice of template

Finally, very few cover letters or resumes are send as a blank word document these days. There are a wide choice of resume and cover letter templates – it is a great idea to use the same visual look for both your cover letter and resume. When a hiring manager is viewing a large number of candidates, this association will stick in their minds.

There is a subtle art to writing a persuasive cover letter when you do not have experience.

Strike a balance between outlining hopes for the future and sharing the greatest hits from your past. Your future employer will want to understand both.

If you are curious to explore further (you should be), the following article from Resume.io provides substantial further food for thought: “ How to Format a Cover Letter in 2022: Examples and Tips ”

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A Guide to Indenting Paragraphs

A Guide to Indenting Paragraphs

4-minute read

  • 9th July 2022

Indentation refers to the gap between the left-hand margin and the beginning of text on the page or screen. Like font choice and line spacing , indentation might seem like a trivial formatting decision, but using indentation effectively makes your writing more professional-looking and easier to read.

In this guide, we’ll summarize the rules for indentation given by three of the most common style guides. Then we’ll explain the simplest way to apply paragraph indentation in Microsoft Word. First though, what are the different types of indentation?

Indentation Options

Microsoft Word offers three choices of indentation style:

●  Standard: Each line of text is indented by a specified amount. This type of indentation is useful for block quotes and other sections of text that you want to set apart.

●  First line: Indentation is applied to the first line of each paragraph. This provides a visual clue to readers that you’re shifting focus or introducing a new idea.

●  Hanging: An indent is applied to the second and subsequent lines of each paragraph. Hanging indentation is most often used in works cited lists and bibliographies, as it enables readers to easily scan the list of authors.

Indentation in APA Style

In APA , you should indent the first line of each paragraph by 0.5” (1.27 cm). This rule also applies to the abstract, except for the first line, which should be left aligned.

Standard indentation of 0.5” is applied to block quotations, and if the quote runs to more than one paragraph, you must indent the first line of the second and subsequent paragraphs by a further 0.5”.

The entries in an APA reference list should have a hanging indent of 0.5”.

Indentation in MLA Style

The guidelines for MLA are very similar to those of APA with a slight difference in the formatting of block quotes. In MLA, the first line of the second and subsequent paragraphs of block quotes should be indented by only 0.25”. Moreover, if the beginning of the first paragraph of the block quote begins a paragraph in the source text, it too should be indented by 0.25”.

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Indentation in Associated Press Style

The Associated Press Stylebook says that you should not use indentation to indicate the start of a new paragraph. Instead, you should hit the Enter key twice at the end of a paragraph (like we do in our blog posts). Block quotes should have standard indentation of 0.5”.

How to Apply Indentation in MS Word

One quick way to indent text is to hit the Tab key when the cursor is at the beginning of a line. This will indent the line by 0.5”. Pressing Tab again will increase the indent by a further 0.5” and so on. However, if you want to apply a consistent indentation style throughout a section or an entire document, it’s more efficient to use the options in the Paragraph section of the Home tab.

To automatically apply indentation to the first line of every paragraph, select Paragraph Options on the Home tab, then choose First line from the list of special indentations. Finally, enter the size of indentation you require in centimeters (e.g., 1.27).

Hanging indentations work in much the same way. You simply choose Hanging instead of First line .

For block quotes, you can use the Increase Indent button, which appears on the Home and Layout tabs. Each time you press it, the indent increases by 0.5”. You can then reduce or remove the indent with the Decrease Indent button.

Alternatively, you could create a custom style for block quotes using the Styles feature. To do this, follow these steps:

  • Select the relevant text and apply indentation either with the Increase Indent button or by entering the required size in Paragraph Options .
  • With the text still selected, click on the Styles Pane and select New Style.
  • A Create New Style from Formatting box should appear. Enter a name for your newly created style (e.g., Block quote ).

You will then be able to choose the same style and easily apply it to all of the block quotes in your document.

Flawless Formatting

We hope you now feel confident about when and how to apply indentation in your writing. When you upload a document to us for proofreading , you can add full formatting as an extra option. Or, if your writing has already been checked for errors, we offer a formatting-only service— contact us today for a quote.

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Canadian Psychological Association

Paragraph Rotational and Indentation

APA Choose includes guidelines for paragraph alignment and indentation to ensure that papers are formal within a consistent and readable manner. All writers must follow these guidelines.

Paragraph alignment

Align that text of an APA Style paper to the left margin. Leave to right margin uneven, or “ragged.” Do doesn benefit full justification required student books or manuscripts beings submits for publication. First Paragraph: Indicate the purpose for writing or one title of the position that you are applying. Identify where you located the job opening and/or who ...

Do nope insert hyphens (manual breaks) stylish words at the end of line. However, it be acceptable if your word-processing program automatically inserts breakage in long hyperlink ( as as in a DOI or URL is a reference drop entry ).

Edit indentation

Insertion the first run of each item of text 0.5 in. from the left rear. Utilize the click key or the automatic paragraph-formatting function of your word-processing program to achieve the indentation (the custom setting are probability already 0.5 in.). Do not use the space bar into create indentation.

Exclusions to these paragraph-formatting requirements are as follows:

  • title page: For professional credentials, the title (in bold), byline, and affiliations should be centrical on the title page . For student papers, an tracks (in bold), avocation, affiliations, course number and name, instructor, and assignment due date should be centered on the designation front .
  • section labels: Unterabteilung labels (e.g., “Abstract,” “References”) should must cented (and bold).
  • abstract: The first line regarding the abstract should be flush left (not indented).
  • block quoting: Indent a whole block quotation 0.5 in. for the left margin. If the block quotation spans more than one paragraph, the first-time line of the second additionally any subsequent paragraphs of the block quotation should be deepened another 0.5 in., such that ones first lines are indented one total of 1 in.
  • headings: Level 1 headings should be centered (and in bold), and Level 2 and 3 directions should be left-aligned (and in bold or bold italic, respectively). Level 4 and 5 headings represent indented likes regular paragraphs.
  • tables and figures: Key and figure numbers (in bold), titels (in italics), and notes should being rinse gone.
  • reference pick: Related list entries need have a hangs indent out 0.5 in.
  • appendices: Appendix labels and titles should be centered (and bold).

Paragraph alignment and indentation belong covered at and seventh edition APA Stylistic manuals in the Publication User Chapters 2.23 and 2.24 and the Pithy Guide Sections 1.22 real 1.23

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should cover letter paragraphs be indented

Letter Wave

Do You Indent When Writing a Letter? Find Out Here

When it comes to letter writing, you might be wondering if you need to indent your paragraphs. Indentation has traditionally been used to indicate a new paragraph in formal letters, books, and essays. However, with various changes in modern writing styles and digital communication, this typical rule is no longer as common as it once was.

Nowadays, you have other formatting options at your disposal. One example is using block formatting, which means not indenting your paragraphs and leaving a line break between them instead. This style is particularly popular in online communication and professional settings. It’s essential to understand the context and purpose of your letter to determine the best approach regarding indentation.

In essence, whether or not to indent when writing a letter depends on the format and style you choose to follow. By keeping in mind the purpose of your letter and the preferred formatting, you’ll be able to make an informed decision on indentation usage.

Understanding Letter Formats

When it comes to writing a letter, it’s essential to understand the different formats available. You’ll find that indentation plays a significant role in presenting the content effectively. Below, we’ll discuss the three primary letter formats and how indentation varies in each.

Block Format

The block format is the most commonly used style in modern letter writing. Here, you’ll write the entire letter with single-spaced lines and left-align all paragraphs. There’s no need to indent the paragraphs in this format. Instead, you’ll leave a blank line between each paragraph to keep the content visually organized. Major components of a block format letter include:

  • Sender’s address
  • Recipient’s address

Modified Block Format

A slight variation of the block format, the modified block format, features different alignments for some elements. This style maintains left alignment for the body paragraphs, date, and closing, but the sender’s address, sign-off, and signature lines are right-aligned. Similar to the block format, you don’t need to indent paragraphs here. Remember to leave a blank line between each paragraph for proper spacing.

Indented (Semi-block) Format

As the name suggests, the indented format includes indentation for the paragraphs in the body. You’ll indent the first line of each paragraph by about half an inch to an inch. This traditional style is less common in modern correspondence, but it’s still used for formal letters such as business or legal documents. Apart from paragraph indentation, other components of the letter follow similar alignments to block and modified block formats.

To sum up, understanding letter formats helps you decide whether to indent paragraphs in your letter. The block and modified block formats are widely used today, with no indentation for paragraphs, while the indented format features paragraph indentation for a more traditional look. Consider the purpose of your letter and choose the format that best suits your needs for a polished and professional appearance.

Indenting in Business Letters

When it comes to writing business letters, you want to ensure that your formatting is professional and easy to read. One aspect to consider is whether to use indentation. In the past, it was common practice to indent paragraphs in letters, but these days, that is no longer the case. Let’s dive into the specifics of indenting in business letters and how to format them.

Block format is the preferred style for modern business letters. In this format, you do not indent paragraphs. Instead, you keep the entire letter left-justified, creating a clean, uniform appearance. To separate paragraphs, leave an empty line between them. Here’s an outline of the block format structure:

  • Your contact information
  • Recipient’s contact information
  • Body (with paragraphs separated by a line space)
  • Complimentary close
  • Enclosures (if any)

If you’re using the semi-block format (generally less common), then you’ll indent the first line of each paragraph by about half an inch (0.5 inches) from the left margin. However, this format can appear less modern and might be reserved for personal or informal business letters.

It’s essential to remain consistent with your choice of format throughout the letter. Switching between block and semi-block format can make your letter look disorganized and less professional.

To sum up, here are the key points to remember about indenting in business letters:

  • For a contemporary look, use the block format and do not indent paragraphs.
  • For a more informal or personal letter, use the semi-block format with indented paragraphs (0.5 inches from the left margin).
  • Ensure consistency in your chosen format throughout your letter.

Ultimately, your choice of indentation in business letters depends on the format you find most suitable for your specific needs. In today’s professional world, the block format is widely accepted, but it’s essential to keep your audience in mind when determining how to format your letter. By paying attention to these details, you’ll create a polished and well-structured business letter that leaves a lasting impression.

Block Style Formatting

When writing a letter, it’s important to consider the format. One popular choice is block style formatting . With this type of formatting, you’ll find it efficient and easy to follow. Let’s break down the key components of block style formatting.

In a block style letter, all text is left-aligned and there’s no indentation. This means you’ll start each paragraph at the left margin, without having to hit the “Tab” or “indent” key. The uniform appearance gives your letter a clean and professional look.

Additionally, block style formatting calls for line spaces between paragraphs, instead of indenting. You’ll leave a single blank line after each paragraph, which makes your letter easy to read and provides a clean visual separation between the paragraphs.

Here’s a quick summary of block style formatting rules:

  • All text is left-aligned
  • No indentation
  • Single line spacing between paragraphs

It’s useful to note that block style formatting is commonly used for business letters . So, when you’re writing a formal document such as a cover letter or official correspondence, this is the format you should go for. However, it can also be used in personal letters if you prefer a tidy format.

For block style formatting, there’s a standard structure to follow. Below you’ll find the key sections to include in your letter:

  • Sender’s Address : Your address comes first, placed at the top left corner. Make sure to include your name, street address, city, state, and zip code, each on a separate line.
  • Date : Write the date a few lines down from your address.
  • Recipient’s Address : Add the recipient’s name, title, company (if applicable), and address a few lines below the date, keeping the same left alignment.
  • Salutation : Use a formal or informal greeting (such as “Dear Mr. Smith”, “Dear Jane”), followed by a colon or comma, depending on your preference.
  • Body of Letter : Compose the main content of your letter, following block style formatting rules (left-aligned, no indentation, and single line spacing between paragraphs).
  • Closing : Sign off the letter with a closing (such as “Sincerely”, “Best Regards”) and a comma, followed by a few lines for your signature.

Remember to keep your tone and language appropriate for the purpose of your letter. Following these guidelines, your block style letter will achieve a polished and professional appearance, ensuring your message is clearly understood.

Modified Block Style Approach

When crafting a letter, the Modified Block Style Approach is a popular choice, and it’s important to understand the formatting nuances to create a polished and professional piece of correspondence. In this style, you’ll find that certain elements are indented while others are not. Let’s dive into the specifics and ensure that you nail the formatting every time.

Typically, in a modified block style letter, the text remains left-aligned, except for the date and the closing, which are placed toward the center or the right margin. In comparison to the traditional block style, modified block style provides more flexibility and a slightly less formal appearance. Here’s a breakdown of the key components:

  • Sender’s address : Align it to the left margin, and don’t forget to include your name, street address, city, state, and zip code.
  • Date : It’s positioned two lines below the sender’s address and can be aligned towards the center or the right margin.
  • Recipient’s address : Also known as the inside address, keep it left-aligned, two lines below the date, with the recipient’s name, title, company, street address, city, state, and zip code.

Now, let’s look at where indenting comes into play:

  • Salutation : You’ll find it two lines below the recipient’s address, left-aligned. Common salutations include “Dear Mr./Ms./Dr. [Last Name],”
  • Body : In the modified block style, the paragraphs are not indented. They are single-spaced and left-aligned, with a double space between each paragraph.
  • Closing : Unlike the body and the salutation, the closing is indented – situated two lines below the body, and aligned toward the center or right margin. Typical closings include phrases like “Sincerely,” “Best regards,” or “Yours truly,” followed by your typed name and, if applicable, your title and company name.

Here’s a recap of key points to remember for the Modified Block Style Approach:

  • Left-aligned text, with the exception of the date and closing
  • Salutation and body paragraphs are not indented
  • Only the closing is indented

By incorporating these formatting tips, your communications will display a sense of professionalism and clarity, ensuring your message resonates with the recipient. Familiarizing yourself with the Modified Block Style Approach will guarantee your letters are always well-structured and well-received.

Indented Format for Personal Letters

When you’re composing a personal letter, it’s important to keep in mind that formatting plays a significant role in its presentation. The indented format is one such option that you may choose to adopt. In this format, each paragraph begins with an indentation to distinguish it from the preceding text.

First and foremost, when using the indented format, you need to follow these basic guidelines:

  • Keep a left-aligned margin
  • Use a consistent indentation of a few spaces or half an inch for each paragraph

Typically, the indented format is reserved for informal correspondence such as personal letters to friends or family members. It adds a touch of formality, without being too rigid like a business letter.

To create an indented personal letter, start with these essential components:

  • Your return address – Uppercase your street address, city, and state, followed by your ZIP code.
  • The date – Write out the date in full, including the day of the week if you wish.
  • The inside address – Write the recipient’s name, title (if applicable), and address in lowercase.
  • The salutation – Use a friendly, informal greeting, such as “Dear [Recipient’s name],” or “Hello [Recipient’s name].”

Now that the opening formalities are out of the way, it’s time to dive into the body of the letter. Here are some tips for constructing the different sections:

  • Use short, concise sentences and paragraphs to maintain clarity
  • Break up longer paragraphs with bullet points or numbered lists, if relevant
  • Ensure each paragraph is indented as follows:

Lastly, wrap up your letter with a heartfelt closing , such as “Best regards,” “Your friend,” or “Sincerely yours.” Remember to sign your name underneath the closing, and you’re all set with your indented personal letter!

Remember, it’s not just the content of your letter that matters, but the presentation as well. Using the indented format can give your personal letters a polished and organized appearance, which is sure to create a lasting impression on your recipient.

Managing Paragraph Indents

When you’re writing a letter, the way you indent your paragraphs can make a big difference in the overall appearance and readability of the finished product. In this section, we’ll explore various ways to manage paragraph indents and make your letter look polished and professional.

One common method for managing indents is to use block formatting . With block formatting, you’ll start your paragraphs flush with the left margin, maintaining a consistently aligned left edge throughout the letter. This style is popular as it’s:

  • Easy to follow
  • Visually appealing
  • Emphasizes a clean and minimalistic aesthetic

Another approach to consider is the first-line indent . With this technique, you’ll indent the first line of each paragraph while keeping the rest of the paragraph aligned along the left margin. This can be achieved using either a tab or a predetermined number of spaces, usually between three and five. This style is great for:

  • Distinguishing between paragraphs
  • Giving your letter a more traditional look
  • Facilitating a smooth reading experience

Alternatively, you can opt for a hanging indent , a technique where the first line of the paragraph is flush with the left margin, and all subsequent lines are indented. This style is particularly useful for:

  • Making bulleted or numbered lists
  • Presenting references or citations

Keep in mind that consistency is key when it comes to managing paragraph indents in your letter. Whichever method you choose, make sure to stick with it throughout the entire letter to maintain a polished and coherent appearance.

It’s also important to remember the purpose and tone of your letter. If you’re writing a formal business letter, adhering to the standard conventions of block formatting or first-line indents is highly advised. However, if you’re crafting a personal or informal letter, you may have more flexibility to experiment with different indent styles.

To sum up, managing paragraph indents effectively can significantly enhance the visual appearance and readability of your letter. Take the time to familiarize yourself with various indent styles and choose the one that best suits your letter’s purpose and tone. Once you’ve made your choice, ensure consistency throughout your writing for a polished, professional finish.

Applying Hanging Indents

When writing a letter, applying hanging indents can be an effective technique for achieving a polished and organized appearance. So, what exactly is a hanging indent? It’s the indentation of a paragraph where the first line extends to the left margin, while the subsequent lines are indented. This formatting style is commonly used in bibliographies, reference pages, and block quotes to emphasize readability.

To apply a hanging indent in your letter, follow these simple steps:

  • Choose the paragraph where you’d like to use a hanging indent.
  • Highlight the paragraph by clicking and dragging over the desired text.
  • Access the paragraph formatting options on your word processor. In Microsoft Word, this can be found by navigating to the “Paragraph” section under the “Home” tab.
  • Adjust the indent settings by selecting “Hanging” from the “Special” dropdown menu.

Applying hanging indents can help you achieve three key objectives in your letter:

  • Highlight important points : By setting apart specific sections or emphasizing quotes, a hanging indent helps to draw the reader’s attention to critical information.
  • Enhance visual appearance : Utilizing hanging indents can create a clean and professional look, making your letter appear more organized and easier to scan.
  • Improve readability : With a hanging indent, your reader will have an easier time distinguishing between different sections or sources in your letter.

When incorporating hanging indents in your letter, be mindful of your audience and the purpose of your letter. For instance, if you’re writing a formal letter like a cover letter or a reference list, a hanging indent may be appropriate. On the other hand, a casual letter or personal correspondence might not require this type of formatting.

In short, applying hanging indents can be an advantageous formatting tool, depending on the context of your letter. Keep your specific purpose and audience in mind as you decide whether or not to implement this technique for better organization and readability.

Electronic Communication and Indents

In the digital age, electronic communication has quickly become the go-to method for sending messages, including letters. From formal emails to casual messages, the rules surrounding indents in electronic communication have changed slightly compared to traditional handwritten or typed letters.

When writing emails, you’ll likely find that indentation is not widely used. In most cases, people prefer block formatting , meaning that all paragraphs start at the left margin with no indent. Instead, you should leave a line space between paragraphs to make your message easier to read. This format aligns paragraphs neatly, giving your email a professional and organized appearance.

On some occasions, you might decide to use an indent in your email. If you choose to do so, keep the indent size consistent throughout your message. A typical indent size for electronic communication is between 1.25 to 2.5 centimeters, or 0.5 inches, from the left margin.

Below is a table that summarizes the differences between block formatting and indenting:

While email is the most common form of digital correspondence, you might also be writing on platforms like text messaging, social media, or online forums. The rules here are even more relaxed than in email:

  • For informal messaging, like texting or posting on social media, indentation doesn’t play a significant role. Often, the focus is on brevity, and minimal formatting is the norm.
  • In online forums, you’re likely to see a mix of formatting styles. Some participants may use indentation to make their posts easier to read, while others may not bother.

To sum it up, the use of indents in electronic communication largely depends on the context and purpose of your message. While block formatting without indents is the standard for emails and most other digital platforms, incorporating indents can be useful in certain situations. Ultimately, what’s most important is ensuring that your message is clear, concise, and easily readable to your audience.

Common Letter

Final thoughts on letter indents.

Indentation in letter writing can enhance the presentation and readability of your content. Nevertheless, it’s important to understand when and how to use indents appropriately. Below are some key points to consider.

  • In traditional and formal letters, indentation is utilized in the first lines of each paragraph. However, modern and casual letters often opt for block formatting, with no indents and spaces between paragraphs instead.
  • Certain professional correspondence, like cover letters, may require specific formatting standards. Research those guidelines and follow them closely to ensure the proper presentation of your letter.
  • Remember that consistency is crucial. If you choose to indent paragraphs, make sure to do so throughout the entire letter.
  • Double-check for any specific formatting requirements in your letter’s context, such as academic or professional guidelines or any submission criteria you need to follow.

In summary, indenting paragraphs in a letter can depend on various factors, including the style of the letter, its purpose, and specific formatting requirements. Identifying these factors will enable you to choose the best formatting style for your letter, ensuring a professional presentation and easy-to-read content. Just remember to stay consistent and adhere to any requirements provided.

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Word  - Indents and Tabs

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Word: Indents and Tabs

Lesson 8: indents and tabs.

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Introduction

Indenting text adds structure to your document by allowing you to separate information. Whether you'd like to move a single line or an entire paragraph, you can use the tab selector and the horizontal ruler to set tabs and indents .

Optional: Download our practice document .

Watch the video below to learn more about how to use indents and tabs in Word.

Indenting text

In many types of documents, you may want to indent only the first line of each paragraph. This helps to visually separate paragraphs from one another.

paragraphs with first line indents

It's also possible to indent every line except for the first line , which is known as a hanging indent .

Works Cited page with hanging indents

To indent using the Tab key:

A quick way to indent is to use the Tab key. This will create a first-line indent of 1/2 inch .

insertion point at the beginning of a paragraph

  • Press the Tab key. On the Ruler, you should see the first-line indent marker move to the right by 1/2 inch .

first line indent in a paragraph

If you can't see the Ruler, select the View tab, then click the checkbox next to the Ruler .

enabling the Ruler

Indent markers

In some cases, you may want to have more control over indents. Word provides indent markers that allow you to indent paragraphs to the location you want.

indent markers on the Ruler

The indent markers are located to the left of the horizontal ruler, and they provide several indenting options:

first-line indent

To indent using the indent markers:

selecting multiple paragraphs

To indent using the Indent commands:

If you want to indent multiple lines of text or all lines of a paragraph, you can use the Indent commands . The Indent commands will adjust the indent by 1/2-inch increments .

selecting text in a resume

To customize the indent amounts, select the Layout tab near the desired values in the boxes under Indent .

customizing indent amounts

Using tabs gives you more control over the placement of text. By default, every time you press the Tab key, the insertion point will move 1/2 inch to the right. Adding tab stops to the Ruler allows you to change the size of the tabs, and Word even allows you to apply more than one tab stop to a single line. For example, on a resume you could left-align the beginning of a line and right-align the end of the line by adding a Right Tab , as shown in the image below.

example of tab stops

Pressing the Tab key can either add a tab or create a first-line indent , depending on where the insertion point is. Generally, if the insertion point is at the beginning of an existing paragraph, it will create a first-line indent; otherwise, it will create a tab.

The tab selector

The tab selector is located above the vertical ruler on the left. Hover the mouse over the tab selector to see the name of the active tab stop .

tab selector

Types of tab stops:

left tab stop

Although Bar Tab , First Line Indent , and Hanging Indent appear on the tab selector , they're not technically tabs.

To add tab stops:

selecting text

Removing tab stops

It's a good idea to remove any tab stops you aren't using so they don't get in the way. To remove a tab stop, first select all of the text that uses the tab stop. Then click and drag it off of the Ruler.

removing a tab stop

  • Open our practice document .
  • Use the Tab key to indent the beginning of each paragraph in the body of the cover letter. These start with I am exceedingly interested , While working toward , and Enclosed is a copy .

Indents Challenge 1

  • Scroll to page 2 .
  • Select all of the text below Training & Education on page 2.
  • Place a right tab at the 6" (15.25 cm) mark.
  • Insert your cursor before each date range, then press the T ab key . These dates include 2008 , 1997-2001 , and 1995-1997 .
  • Select each job description under the Experience section, and move the left indent to the 0.25" (50 mm) mark.

Indents Challenge 2

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Top Ten Mistakes When Writing A Cover Letter

When unemployment is high, competition for the few positions available gets fierce. This means your application has to be perfect to give you a chance at an interview. Any mistakes on your cover letter could cost you the job. Here are ten of the most common errors to avoid.

Spelling and Grammatical Errors

This is the biggest mistake anyone can make with a job application cover letter. Proofread your letter and ask a friend to do so as well. Take care over the letter.

A simple spelling mistake effectively says to the prospective employer, “I do not care about what I do, and I will be this sloppy or careless in work I will do for you too.” You certainly would not consider employing anyone who said this in an interview, so why should a prospective employer bother to interview you, if you cannot bother to double check what you wrote in your cover letter.

Starting Every Sentence with, “I”

While you want to market your skills and abilities to the prospective employer, starting every single sentence with “I can do…”, “I have done…” etc, is tedious to read and is not effective. You need to add interest to the letter by writing in a way that avoids repetition, and starting every sentence or paragraph the same way.

Try other sentence beginnings, such as, “In my role as xxx, I achieved …” or “My experience in xxx is extensive, or “With 20 years experience in xxx, I will provide your company with …”, or “This role is similar to my position at xxx.”

As well as not starting every sentence with “I” or the same style of beginning, avoid the use of “I” too many times in the letter.

Creative Desktop Publishing

This is a business letter, not a brochure. Avoid using desktop publishing programs such as Microsoft Publisher and adding clip art, effects, or fancy fonts . Choose an accepted generic font like Arial, Times New Roman, or Verdana. Keep sub-headings to a minimum and use a simple bold to accentuate the sub-headings, rather than italics or any other fancy font. The font size should be a visible 12 point.

Making the Letter Too Short

A cover letter is supposed to be a vehicle to explain to prospective employers why you should be employed and how you meet the selection criteria for the position. Simply stating, “Please find my attached CV in application for the position of Managing Director,” will not win you an interview for the job. Make sure you address the selection criteria mentioned in the job advertisement or position description. A cover letter should be one to two pages at the most, properly formatted. Writing concisely is good, but ensure you include enough detail to market yourself to a prospective employer.

The 500 Word Paragraph

Break up your paragraphs. A cover letter should not be one lengthy paragraph with a salutation at the top and a signature at the bottom. Try to address one or two selection criteria that go together in each paragraph. Each sentence should have between eight to 15 words, and each paragraph should contain two to three sentences.

Talking Nonsense or in Strange Language

No-one actually says, “Please find enclosed herewith my CV.” Although the job application is a formal document, use every day language. “My CV is attached for your information,” is fine.

Another common error is trying too hard to sound impressive, and ending up not making sense at all. Re-read your sentences and ensure you have not said something strange, or a sentence that cannot be understood by a normal business person. One teacher wrote the following in a real cover letter, “I am a conduit for mainstream educational formal connections and I work to build an individual’s creative forms.” Huh? Write in every day language to make your letter clear.

Making the Reader Squint

You know that a cover letter should never be more than two pages long, but you have so much to say that you reduce the font down to such a small size to make your letter fit. Instead of reducing the font, write your letter using concise language and use fewer words. A good cover letter should have a wide margin of two or three centimetres on both sides, and will use 12 point size font.

Using Handwriting

The only place handwriting should appear on the cover letter is your signature. Handwriting a cover letter shows a lack of interest in the position, especially in a technological era where computers are easily accessible. Borrow a computer if you have to but always type or word process your cover letter. It looks more professional. One of the worse mistakes people make is handwriting a couple of sentences on a post it note and sticking it on the resume as if it was a cover letter. Write a proper letter or don’t bother applying for the job.

Not Including All Required Details

Often job applicants forget to include all contact details on the cover letter, or assume that the resume will have these details. However, it is possible for prospective employers to separate cover letters from resumes. Therefore, you need to make sure all the details are included in the cover letter.

Cover letters should start with your contact details including your name, a full address (not a post office box as this makes it look as if you are a transient), email contact and telephone contact numbers. This should appear on the top right hand side of the page. Below this, with a line space in between, the receiver’s contact details including name, position, company name and address should appear on the left hand side of the page.

Leave a space line after the address and then insert the date, spelling out the month in full. Leave another space line before the salutation. You should include the details of the position you are applying for, in case the company is currently recruiting for several jobs. Include a handwritten signature at the bottom of the cover letter.

Justifying Right and Bad Formatting

Justifying text right means that big gaps appear in the cover letter and this makes the letter harder to read. Keep a professional appearance to the cover letter with plenty of ‘white space’. Every paragraph should be separated by a line of white space, as this makes the letter easier to read. You do not want a prospective employer deciding not to interview you, simply because your letter was too hard to read due to bad formatting. Make sure the letter looks professional.

Avoiding these ten common mistakes will help you to write a better cover letter. Proofread and double check what you are sending, before you sign the bottom of the page. Your cover letter is an important facet of the job application process and you need to spend some time and care on writing the cover letter properly.

With 20+ years of experience writing CVs, it still puts a smile on my face when I hear a client has secured an interview Lee Tonge - Founder and Director

Email: [email protected] Phone: (01904) 894 210

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IMAGES

  1. How To Write A Cover Letter: Useful Tips, Phrases and Examples • 7ESL

    should cover letter paragraphs be indented

  2. Sample Business Letter Indented Style

    should cover letter paragraphs be indented

  3. How Long Should a Cover Letter Be? (+Formatting Tips)

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  4. Cover Letter Spacing & Margins (Double Space or Not?)

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  5. Business Letter Format Indented Paragraphs

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  6. How to Write a Cover Letter in 2021

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VIDEO

  1. Heading writing in calligraphy style || How to write heading in Assignment file || File heading

  2. Heading and Paragraph

  3. Why to never use paragraphs in your cover letters #jobsearch #career #coverletter

  4. WRITE YOUR OWN LOR

  5. Writing a Paragraph

  6. How to indent paragraphs in Publisher

COMMENTS

  1. Do You Need to Indent Paragraphs in a Cover Letter?

    The answer to this question is simple: No, you do not need to indent paragraphs in a cover letter. By not indenting your paragraphs, you create a cleaner, more modern format and save space to discuss your qualifications and skills. This article will dive deeper into formatting best practices for a polished and professional cover letter.

  2. Do you indent paragraphs in a cover letter?

    No, you do not indent paragraphs in a cover letter. Simply skip a line when you start a new paragraph. Indenting your body paragraphs is optional, but by not indenting your paragraphs, you allow yourself more space to talk about your relevant achievements, qualifications, and skills.

  3. To Indent or Not to Indent Paragraphs

    Paragraphs are not indented in the modified-block style. However, the date, closing, and signature block are indented-to begin at the center of the line. It requires the business writer or typist to create a template with the correct indention of the date, closing, and signature block.

  4. 6 Tips for Formatting a Cover Letter, With Examples

    Set margins to one inch on all sides. Use 1.15 line spacing throughout and insert a blank line between each paragraph. Format your cover letter as a PDF. Name your cover letter file with your first name, last name, the words "cover letter," and the job title or company name.

  5. How To Format a Cover Letter (With Outline and Examples)

    A cover letter usually is three paragraphs long and outlines why you are applying for a specific position, a brief overview of your professional background and what makes you uniquely qualified for the job. While some employers require a cover letter to apply, others make it optional. Read more: What Is a Cover Letter? Image description

  6. Quick Formatting Tips for Cover Letters

    Remember that the basic format of a cover letter follows that of a business letter. As you design the page, think about the following: Length. Keep it to one page. Write one introductory paragraph, one to three paragraphs to highlight your skills, and one concluding paragraph. Spacing. Single-space your cover letter.

  7. Do You Indent Paragraphs In A Cover Letter

    Yes, it is common to indent paragraphs in a cover letter. This helps to visually separate the different sections of the letter and makes it easier to read. Typically, the first paragraph of the letter should be left-aligned, and each subsequent paragraph should be indented by about half an inch.

  8. 7 Essential Tips on How to Format a Cover Letter

    Impactful fonts, sensible sizes, and shot paragraphs Increasingly the font size to take up more space on the page will fool no one. Stick with a standard 10 or 12 size and choose a suitable professional font that is easy to read. Use short 2-4-line non-indented paragraphs and leave a line between each one.

  9. how should I format a cover letter?

    What matters is that your letter is neatly formatted and professional looking. There are lots of different ways to achieve that — left justified text, full justified text, indented paragraphs, non-indented paragraphs, scanned signature, typed signature, letterhead, no letterhead — it really doesn't matter.

  10. Cover Letter Spacing & Margins (Double Space or Not?)

    Why we don't indent cover letters. Want to write your cover letter fast? Use our cover letter builder. Choose from 20+ professional cover letter templates that match your resume. See actionable examples and get expert tips along the way. Create your cover letter now

  11. A Guide to Indenting Paragraphs

    The Associated Press Stylebook says that you should not use indentation to indicate the start of a new paragraph. Instead, you should hit the Enter key twice at the end of a paragraph (like we do in our blog posts). Block quotes should have standard indentation of 0.5". How to Apply Indentation in MS Word

  12. Paragraph alignment and indentation / How To Format a Cover Letter

    abstract: The first limit of the abstract should be flush left (not indented). block quotations: Indent a whole blocker quotation 0.5 in. from the left seam. Is the bloc quotation spans more than only paragraph, the first line is the second and any subsequent paragraphs of that check free should be indented another 0.5 in., such that which ...

  13. When Do You Indent Paragraphs?

    Should you indent paragraphs as you type or simply skip spaces? What style guides have to say about indentation When in doubt, refer to a style guide to answer a question about formatting and sourcing content.

  14. Do You Indent When Writing a Letter? Find Out Here

    Indentation has traditionally been used to indicate a new paragraph in formal letters, books, and essays. However, with various changes in modern writing styles and digital communication, this typical rule is no longer as common as it once was. Nowadays, you have other formatting options at your disposal.

  15. How to create the perfect cover letter layout

    Always stick to basic black in workmanlike fonts such as Arial or Verdana. Skip cover letter fonts that are 'flowery' or hard to read. Aim for a font size or 11- or 12-point. Be mindful of spacing. Single space your cover letter, and add an extra space between greetings, each paragraph and your signature. This makes it easier to read.

  16. 7 Key Components of an Effective Cover Letter

    A great cover letter uses a logical progression of ideas to advertise your skills. There are seven sections that every cover letter should include to fit employer expectations and highlight your best qualities: 1. Header. All cover letters start with a header that includes your contact information. People often use the same header for their ...

  17. Word: Indents and Tabs

    Press the Tab key. On the Ruler, you should see the first-line indent marker move to the right by 1/2 inch. The first line of the paragraph will be indented. If you can't see the Ruler, select the View tab, then click the checkbox next to the Ruler. Indent markers In some cases, you may want to have more control over indents.

  18. Top Ten Mistakes When Writing A Cover Letter

    A cover letter should be one to two pages at the most, properly formatted. Writing concisely is good, but ensure you include enough detail to market yourself to a prospective employer. The 500 Word Paragraph. Break up your paragraphs. A cover letter should not be one lengthy paragraph with a salutation at the top and a signature at the bottom.

  19. Master Paragraph Indentation With These Writing Techniques

    Here's how to set paragraph indentation in Microsoft Word. (Note that this is for Word for Microsoft 365, Word 2021, Word 2019, Word 2016, and Word 2013.) 1. Format menu: Click Paragraph command. Right-click in your document to get the pop-up command box and select the Paragraph command. ‍.

  20. Q&A: What's the Ideal Cover Letter Length?

    4. Limit your cover letter to four paragraphs. Generally, your cover letter should be between half a page and one full page in length. Divide your cover letter into three or four short paragraphs that can be read in around 10 seconds or less. In these paragraphs, include a strong topic sentence and write just enough to prove that you're ...

  21. Paragraph Alignment and Indentation

    Indent the first line of each paragraph of text 0.5 in. from the left margin. Use the tab key or the automatic paragraph-formatting function of your word-processing program to achieve the indentation (the default setting is likely already 0.5 in.). Do not use the space bar to create indentation.

  22. Paragraphing : Punctuating Essays and Letters

    Every succeeding paragraph should be indented; the tab key on any keyboard will do this for you. For certain kinds of writing, such as technical reports and business letters, there is another format which is sometimes preferred. In this second format, every paragraph is separated from the next by a blank line, and no paragraphs are indented.

  23. Cover Letter Spacing & Margins (Double Space or Not?)

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