A well-written cover letter can be the key to landing your dream job. It helps you introduce yourself to the hiring manager and provides an opportunity to present your qualifications, personality, and enthusiasm for the role.
However, even the best content can be overlooked if the formatting isn’t up to par. A clean, professional, and easy-to-read cover letter reflects attention to detail and a level of professionalism that employers value. Whether you’re writing your first cover letter or fine-tuning your technique, ensuring your formatting is flawless can make all the difference.
Here’s a comprehensive cover letter formatting checklist to help you avoid common mistakes that could hurt your chances.
1. Stick to a Professional Format
The first and most important element of cover letter formatting is to use a professional layout. This means organizing the document in a way that is clear and easy to follow. Here’s a standard structure:
- Header: Your contact information followed by the employer’s contact information.
- Greeting: A professional salutation addressing the hiring manager by name, if possible.
- Opening Paragraph: A brief introduction explaining who you are and why you’re applying.
- Body Paragraphs: Expand on your qualifications and align them with the job requirements.
- Closing Paragraph: Reiterate your enthusiasm and provide a call to action, such as expressing interest in an interview.
- Signature: Sign off with a professional closing, like “Sincerely,” followed by your name.
2. Choose the Right Font and Size
Your choice of font may seem trivial, but it can greatly impact how your cover letter is perceived. Stick with clean, professional fonts such as:
- Arial
- Calibri
- Times New Roman
- Georgia
Avoid overly stylized fonts, such as Comic Sans or Papyrus, that can be difficult to read or look unprofessional.
Font size should be 10-12 points to ensure legibility without overwhelming the reader. Anything smaller may strain the eyes, and anything larger may appear unprofessional.
3. Use a Standard Page Margin
Margins play a crucial role in making your cover letter look balanced on the page. Stick with standard 1-inch margins on all sides. This ensures that there’s enough white space to make the letter readable and not too cluttered. However, if you find that your letter is running long, you can reduce the margins to 0.75 inches, but do so sparingly.
Large margins make your letter look sparse, while margins that are too small make it look cramped. Aim for a balance where the text sits comfortably on the page.
4. Keep It to One Page
A cover letter should be concise and to the point. Recruiters typically have a lot of applications to review, so they don’t have time to read lengthy documents. Aim to keep your cover letter within one page, with no more than 3-4 paragraphs.
5. Align Text to the Left
For a clean and professional look, ensure that all your text is left-aligned. Although some applicants may try to justify their text to make the letter appear fuller, this can create uneven spacing between words, making the letter more difficult to read. Left alignment is the industry standard, so it’s best to stick with it.
6. Address the Hiring Manager Personally
One of the easiest ways to make your cover letter feel more personal and engaging is by addressing the hiring manager directly. Whenever possible, find the name of the person responsible for hiring and address them by name. For example:
- “Dear Mr. Jones,”
- “Dear Ms. Lane,”
If you can’t find the name, you can opt for something professional and respectful like:
- “Dear Hiring Manager,”
7. Use Consistent Spacing
Spacing can often be overlooked, but it plays a huge role in the readability of your cover letter. Use single-spacing between lines of text, but leave a blank line between paragraphs for clarity.
Ensure there’s also enough space between your header (your contact information) and the salutation, as well as between your closing statement and your signature. This creates visual breaks, making the letter easier to read and more aesthetically pleasing.
8. Avoid Overusing Bold, Italics, and Underlining
Using bold, italics, or underlining excessively to emphasize key points in your cover letter can make it look cluttered or unprofessional. Use these elements sparingly:
- Bold for headers (like your name at the top).
- Italics to emphasize certain words or titles.
- Underlining is best avoided altogether unless it’s for hyperlinks.
A clean and minimalistic approach will keep your cover letter looking professional and polished.
9. Proofread for Typos and Grammar Mistakes
Even if your formatting is flawless, a single typo or grammar mistake can derail your chances of making a good impression. Employers expect professional communication, and errors in your cover letter can suggest carelessness or a lack of attention to detail.
After writing your cover letter, take the time to proofread it carefully. Consider using grammar-checking tools or asking a professional to review it for you.
10. Ensure Consistency with Your Resume
Your cover letter and resume should work in tandem, which means they need to have a consistent look and feel. Use the same font, font size, and formatting style in both documents. This creates a cohesive and professional package that is easy on the eyes and makes your application look well-organized.
Additionally, the content of your cover letter should complement your resume without repeating it verbatim. While your resume provides a detailed overview of your qualifications, your cover letter is an opportunity to highlight specific achievements or experiences that are particularly relevant to the job.
11. Use a Professional Closing
How you close your cover letter is just as important as how you start it. Finish on a strong note with a professional closing line. Some good examples include:
- “Sincerely,”
- “Best regards,”
- “Kind regards,”
With the cover letter formatting checklist in hand, you’ll be able to present a clean and effective document that highlights your qualifications effectively.
Need a compelling resume and cover letter? I’m here to help. Reach out via LinkedIn and take your application to the next level!
