Professional Cover Letter Format: Complete Guide (2025)

Learn the correct format for a professional cover letter with examples, templates, and expert tips for every section.

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Standard Cover Letter Format

A professional cover letter follows a specific format that hiring managers expect. Here's the standard structure:

1
Your Contact Information — Name, email, phone, location
2
Date — Current date of writing
3
Employer Contact Information — Hiring manager name, title, company, address
4
Salutation — "Dear [Name]," or "Dear Hiring Manager,"
5
Opening Paragraph — Introduction and position you're applying for
6
Body Paragraphs (1-2) — Your qualifications and why you're a fit
7
Closing Paragraph — Call to action and thank you
8
Sign-off — "Sincerely," followed by your name

Cover Letter Formatting Rules

Typography & Spacing

  • Font: Arial, Calibri, Times New Roman, or Georgia
  • Font Size: 10-12 point (11pt is ideal)
  • Margins: 1 inch on all sides
  • Line Spacing: Single or 1.15 spacing
  • Paragraph Spacing: One blank line between paragraphs

Length & Structure

  • Length: 3-4 paragraphs, max 1 page
  • Word Count: 250-400 words total
  • Alignment: Left-aligned (not justified)
  • File Format: PDF (preferred) or .docx
  • File Name: FirstName_LastName_CoverLetter.pdf

Section-by-Section Breakdown

1. Your Contact Information

Start with your contact details at the top. Include your full name, phone number, email, and location (city and state).

John Smith
john.smith@email.com | (555) 123-4567
San Francisco, CA
linkedin.com/in/johnsmith

2. Date

Add a blank line, then write the current date. Use the full format: "January 15, 2025"

January 15, 2025

3. Employer Contact Information

Include the hiring manager's name (if known), title, company name, and address.

Sarah Johnson
Hiring Manager
Tech Solutions Inc.
123 Business Street
New York, NY 10001

4. Salutation

Address the hiring manager by name if possible. If unknown, use "Dear Hiring Manager," or "Dear [Department] Team,"

✓ Good: Dear Ms. Johnson,
✓ Good: Dear Hiring Manager,
✗ Avoid: To Whom It May Concern,
✗ Avoid: Hey there,

5. Opening Paragraph

State which position you're applying for, where you found it, and briefly mention why you're interested (1-2 sentences).

"I am writing to express my strong interest in the Senior Software Engineer position at Tech Solutions Inc., which I discovered on LinkedIn. With 7 years of full-stack development experience and a proven track record of building scalable applications, I am excited about the opportunity to contribute to your innovative team."

6. Body Paragraphs (1-2)

Highlight your relevant skills, experience, and achievements. Connect your background to the job requirements. Use specific examples with metrics.

"In my current role at StartupXYZ, I led the development of a microservices architecture that reduced API response times by 40% and improved system reliability to 99.9% uptime. I have extensive experience with React, Node.js, and AWS, which align perfectly with your tech stack requirements. Additionally, I implemented CI/CD pipelines that decreased deployment time from 2 hours to 15 minutes, enabling faster feature releases."

7. Closing Paragraph

Express enthusiasm, mention that you'd welcome an interview, and thank them for their consideration.

"I would welcome the opportunity to discuss how my technical expertise and problem-solving abilities can contribute to Tech Solutions Inc.'s continued growth. Thank you for considering my application. I look forward to speaking with you soon."

8. Professional Sign-off

End with a professional closing ("Sincerely," or "Best regards,"), leave space for signature (if printing), then type your name.

Sincerely,
[Your signature if printing]
John Smith

Visual Format Example

Jane Doe
jane.doe@email.com | (555) 987-6543
Boston, MA
January 15, 2025
Michael Brown
Head of Marketing
Creative Agency Co.
456 Market Street
Boston, MA 02101
Dear Mr. Brown,
[Opening paragraph introducing yourself and the position...]
[Body paragraph 1 highlighting relevant experience and skills...]
[Body paragraph 2 providing specific examples and achievements...]
[Closing paragraph expressing interest in interview...]
Sincerely,
Jane Doe

Common Formatting Mistakes to Avoid

Using decorative fonts or colors: Stick to professional, readable fonts in black text only.
Exceeding one page: Keep it concise. Hiring managers spend 30 seconds on average reading cover letters.
Using "To Whom It May Concern": This sounds impersonal. Do research to find the hiring manager's name.
Including photos or graphics: Unless specifically requested, keep cover letters text-only.
Dense paragraphs with no white space: Use short paragraphs (3-5 sentences) with blank lines between them.

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