Cover letter format: layout, font and spacing
The right format is the one nobody notices: a single, clean, left-aligned page that is easy to skim and impossible for software to misread. Here are the rules and the three accepted layouts.
Compare the three layouts
Full block: Everything aligned left, a blank line between paragraphs, no indents. The standard in the US and the safest choice for any printed or PDF letter.
Format settings at a glance
| Setting | Use |
|---|---|
| Length | One page; 250–400 words in the body |
| Font | Same as your résumé: Calibri, Arial, Helvetica, Georgia, Cambria or Garamond |
| Size | 10.5–12pt body; your name can be larger |
| Margins | 1 inch (2.5 cm) all round; never below 0.7 inch |
| Spacing | Single-spaced, one blank line between paragraphs, no indents |
| Alignment | Left-aligned, ragged right (not justified) |
| File | PDF unless the employer asks for .docx |
| File name | Firstname-Lastname-Cover-Letter.pdf |
The order of a cover letter
- Your header: name, phone, email, LinkedIn or portfolio link. Match your résumé header so the two look like a set.
- Date (printed or PDF letters only).
- Employer: hiring manager's name and title, company. Street address optional.
- Greeting: "Dear Ms. Patel," or "Dear Hiring Manager,". See how to address a cover letter.
- Opening paragraph: the role, the company and your hook.
- One or two body paragraphs: proof, with results.
- Closing paragraph: why them, thanks, next step.
- Sign-off and name: "Sincerely," or "Kind regards,". A scanned signature is optional.
Formatting that trips up applicant tracking systems
Most ATS software reads cover letters as plain text. Two-column designs, text boxes, tables, headers and footers, icons and images can come out scrambled or be dropped entirely. If you use a designed template, check it by copying all the text into a plain text editor: if it reads in the right order, you are fine. More in our ATS-friendly cover letter guide.
Ready to write? Use a fill-in template or the AI generator; both produce this format.
Frequently asked questions
What is the correct format for a cover letter?
One page, single-column, left-aligned (full block): your contact details, the date, the employer's details (optional online), a greeting, three or four short paragraphs with a blank line between them, and a sign-off with your name.
What font and size should a cover letter use?
A standard, readable font at 10.5–12pt, matching your résumé: for example Calibri, Arial, Helvetica, Georgia, Cambria or Garamond. Use one-inch (2.5 cm) margins and single line spacing.
Should I send my cover letter as a PDF or Word document?
PDF keeps your layout intact and is accepted almost everywhere. Send .docx only when the employer asks for it. Name the file clearly, for example Alex-Morgan-Cover-Letter.pdf.
Do I need to include the date and the employer's address?
For a printed or PDF letter, the date is standard and the employer's name and company are a nice touch; a full street address is optional. In an email or online form, skip both.