how should a cover letter be spaced

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Cover Letter Spacing Guidelines

Cover Letting Spacing Overview

• Using Letter Samples and Templates
• Review Sample Formatted Cover Letters

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Technology has made it easier than ever to apply to jobs. But there’s one part of the process that’s hard to automate: cover letters.

Maybe that’s why so few candidates write them. Only 42% of applicants say that they submit this crucial document when they apply for a job. However, most hiring managers still want to see cover letters from job applicants. Even if they didn’t, it would be a shame to miss out on the opportunity to sing your praises to decision-makers. Write a thoughtful, professional cover letter, and you’ll stand out from the competition before you’ve even spoken with the hiring team.

If it’s been a while since you’ve written a cover letter—or any formal business correspondence—you might feel a little intimidated. Even the  formatting requirements  can feel confusing when you’re rusty.

The good news is that there’s a clear formula for organizing your cover letter. These cover letter spacing guidelines will help you compose a message that makes the best possible impression.

The format of a letter refers to the way the letter is arranged on the page. The format includes spacing, indentation, margins, and more.

When you're writing a cover letter, the spacing is important regardless of what form your letter is in. An email cover letter needs to be as properly formatted as a typed cover letter.

Read below for cover letter spacing and general formatting guidelines for both typed and email cover letters. Two sample cover letters, one for a typed letter and one for an email letter, are included.

• Format an email cover letter just like a traditional business letter, with spaces in between each paragraph and your signature.
• Align your cover letter to the left.
• Single-space the paragraphs in your cover letter or email message.
• When you're sending a typed letter, include a handwritten signature and a typed signature underneath it.
• When you're sending an email message, follow your signature with your contact information. If you have a formatted email signature, use this to close your message.

Your cover letter should be one page or less. Use a 10- or 12-point font that is easy to read, such as Times New Roman, Calibri, or Arial.

How to Use Letter Samples and Templates

Cover letter examples and templates  can help you visualize the layout of your letter. They also show you what elements you need to include, such as introductions and body paragraphs.

Along with helping with your layout, letter samples and templates can help you see what kind of content you should include in your document, such as a brief explanation of a layoff.

You should use a template or an example as a starting point for your letter. However, you should always personalize and customize your cover letter, so it reflects your skills and abilities, and the jobs you are applying for.

Remember that hiring managers want candidates who are passionate about this particular job, not just any job. Use your cover letter as a sales document to persuade the hiring team that you’re the right person for the job.

Review Sample Cover Letters

Here's an example of a properly spaced and formatted printed cover letter, as well as a sample email message.

Sample Spacing for a Printed Document

Your Name Your Street Address Your City, State Zip Code Your Phone Number Your Email Address

Dear Hiring Manager:

First Paragraph: The first paragraph of your letter should include information on why you are writing. Mention the position you are applying for.

Middle Paragraphs: The next paragraphs of your cover letter should describe what you have to offer the employer. Make strong connections between your abilities and their needs. Use several shorter paragraphs or bullets rather than one large block of text. Keep the paragraphs single-spaced but leave a space between each paragraph.

Final Paragraph: Conclude your cover letter by thanking the employer for considering you for the position.

Signature: Sincerely,

Signature (Handwritten)

Signature (Typed)

Sample Spacing for an Email Message

Subject: Your Name - Sample Position Application

Middle Paragraphs: The next section of your cover letter should describe what you have to offer the employer. Provide details on your qualifications for the job. Keep the paragraphs single-spaced but leave a space between each paragraph.

Final Paragraph: Conclude your cover letter by thanking the hiring manager for considering you for the job.

Signature: Include your contact information in your signature at the bottom of your email message.

Best Regards,

____________

FirstName LastName Email Address Phone LinkedIn Profile (Optional)

Jobvite. “ Job Seeker Nation Survey 2017 ,” Page 19. Accessed June 15, 2021.

Nancy M. Schullery, Linda Ickes, and Stephen E. Schullery. “ Employer Preferences for Résumés and Cover Letters ,” Business and Professional Communication Quarterly . Accessed June 15, 2021.

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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 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. In This Article    Skip to section 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 References Sign Up For More Advice and Jobs Show More Cover Letter Spacing Guidelines

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.”

Proper Cover Letter Length

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 .

Cover Letter Examples

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]

Margins and Alignment in a Cover Letter

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 .

Guidelines for Cover Letter Font

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.

Sending Your 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.

Final Thoughts

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 Design: 5+ Tips & Examples for Success

In This Guide:

Cover letter templates, why does design matter for a cover letter, what needs to go into my cover letter design, our favorite cover letter designs, frequently asked questions, cover letter design is about nailing the basics.

Quick Answer: The design of your cover letter matters as much as the content. Recruiters are under immense pressure to filter through all the applications they receive, so design can make the difference in terms of standing out. Optimize your header, update links, choose colors scheme thoughtfully, think how it looks on paper, be consistent with the design of your resume, and always keep a cover letter to a single page.

Recruiters go through hundreds of resumes and cover letters each day.

This means the key to getting hired is making it through their initial scanning methods.

This scanning involves checking the basics , and one of the most basic parts of your cover letter is how you design it.

The design you choose can help you stand out, direct the recruiter’s attention, and leave a lasting impression. What is there to consider when designing your cover letter?

Keep on reading below to find out!

Upload & Check Your Resume

Drop your resume here or choose a file . PDF & DOCX only. Max 2MB file size.

Check out these cover letter examples from 50+ different job titles to inspire your own writing.

Much like with your resume design , it all comes down to impression. Recruiters are under severe pressure to sort through all of the applications that come across their desks as quickly as possible.

This means it’s important to create an immediate impression.

One of the best ways to create an impression on someone who is on auto-pilot is to cause disruption.

You want to catch the recruiter’s attention, give them something that makes them pause and hold your application for an extra second, something that holds their eye and centers them. “Hold on, this one looks good”.

That’s what you’re going for.

Design choices are an excellent way to accomplish this.

Optimize your header

If you’re including a cover letter on top of your resume, your header will be the first thing the recruiter looks at . Think about what information recruiters want from your resume header. They want to find your name, contact information, and spot anything that individualizes your application.

This means your name should be the largest font of all text in your cover letter, and there should be clear sections dedicated to your contact information.

You can personalize your header by introducing a color scheme and resume headline .

Take a look at Marcellus’ header on his network engineer’s resume to see all of this in action.

Be sure to update any links you’re including in your cover letter as time goes on.

While we all know to update the body of your cover letter and ensure it’s specialized to each position you’re applying for, you may forget to update your contact information and header.

Ensure you’re including a professional email address and update your voicemail, too.

Think about your color scheme

As mentioned, the color you use in your cover letter can draw attention and convey personality. While I wouldn’t recommend using color in the main body of your cover letter, it can be used to accent essential sections. For example, your title can be included in color.

The key number is three. One color for main headings, one color for your body (I’d recommend one shade lighter than your main headings), and an accent color to highlight the important stuff.

When Pavel was applying for a job with Booking.com, he matched his resume colors to Booking’s famous blue.

Using photos

Beyond simply including a photo of yourself, including a photo of a personal logo can help a cover letter stand out.

Not only does this allow you to use photographs to your advantage in states where personal photographs are prohibited, but it’s also professional.

This is especially true for freelancers. You can go on to include personal photographs in your resume thereafter.

How does it look on paper?

Part of the design process is thinking about how your cover letter looks from beginning to finished product. This means checking how your design translates across different mediums.

Are your colors as vibrant in print as they were in design?

Is your font legible when printed out, can you read it without having to zoom in?

You never know what format the recruiter will request your application to be sent in, so you should ensure you’re putting your best foot forward every time.

Tip: Using different resume paper styles can add to the individuality of your application and cover letter!

Be consistent

Remember, your cover letter is the icing on the cake of your resume. They should compliment one another.

This doesn’t mean your cover letter should be designed in the exact same way as your resume, in fact, in most cases it shouldn’t be.

But, they should lie in the same design family. One great feature of Enhancv’s resume builder is the ability to write your cover letter and choose from the same great template, color, and text styles.

You can have a resume and cover letter that go hand-in-hand.

1. Default Cover Letter

The default cover letter design was our first, and we’ve never stopped loving it. It’s perfect for matching the Enhancv resume design you all know and love, and is functional for everything a cover letter should accomplish.

With the bold typeface, simple sections, and sleek backgrounds, the default cover letter is perfect for every job from entry-level all the way to executive.

2. Compact cover letter

Much like our compact resume template, the compact cover letter is direct and to-the-point. It can be used to give a quick introduction to the recruiter and further direct them to your resume where they can comb through the fine details.

This type of cover letter is perfect for when you’ve already been referred to a job and have already introduced yourself, or when for seasonal work.

3. Modern cover letter

The modern cover letter is the perfect middle-point between the compact and default cover letters. Each section is downsized to provide more room for the body of your cover letter, while still leaving room for your personal photo or logo.

This is perfect for applying to high-level senior roles where great detail of your prior accomplishments and desire to work for the organization is needed.

Why is the cover letter important?

Most jobs require you to submit a cover letter with your resume and application. A cover letter is important because it directly speaks to the employer, showing them why you’re the right fit for the job.

In this one-page cover letter, you can cover your main skills and achievements, your relevant experience to the position you’re applying for, and any other information that shows that you’re passionate about the role.

What font should you use in your cover letter?

Your cover letter should always be written in a standard, easy-to-read font like Times New Roman or Arial. It should be 12pt or slightly bigger.

Your cover letter is not the place to experiment with fun new fonts. It’s best to keep it professional.

Who should you address the cover letter to?

We recommend that you try to find the actual hiring manager’s name before defaulting to the “Dear Hiring Manager” line.

Check the job description first to see if they’ve listed the hiring manager’s name.

If their name isn’t there, you can do some research on LinkedIn to see if you can find the hiring manager there. Otherwise, you can call or email the company to ask them who you should address your cover letter to.

If neither is an option, it’s acceptable to address the cover letter as: “Dear Hiring Manager”.

Can a cover letter be two pages?

No, you should always keep a cover letter to one page. Hiring managers read a ton of job applications. They only have time to read one-page cover letters. If you make it two, they likely won’t read it.

Can a cover letter have bullet points?"?

Yes! Bullet points are a great way to organize your thoughts in a cover letter.

The entire cover letter shouldn’t be written with bullet points, but some parts of it can be. For example, when highlighting your accomplishments, you can list them off with bullet points to make a bigger impact.

Can a cover letter be an email?

Short answer, it doesn’t matter. Unless the hiring manager specifically said how they want the cover letter sent, you can either attach it to the email or write it as the body of the email. Up to you!

Should you sign your cover letter?

If you’re sending your cover letter over the computer, you don’t need to include a formal signature. Instead, use a professional sounding sign off, like “Sincerely”, and then type your full name underneath.

How should you export your cover letter?

Exporting your cover letter as a PDF is the best option. You’ll have confidence that your cover letter format won’t change, no matter what computer or browser the hiring manager is reading it from.

With your cover letter, it comes down to the basics. Make sure to provide enough space to the essential information you’re including by sectioning off your header where you can include your name and contact details.

Stick to three simple colors to direct attention, detail, and highlight important elements. You should ensure to match your cover letter to your resume so the recruiter gets you in one cohesive package.

Using Enhancv , you can pick the background, template, font, colors, and more to personalize both your resume and cover letter in this fashion. No need to worry about margins and spacing, we’ve got that covered!

Match your cover letter to your resume perfectly by using Enhancv’s resume builder . You can choose customizable resume templates that suit your style. Looking for inspiration on what to write? We have resume examples covering hundreds of different job roles.

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