Updated October 5, 2026.
In short: the standard cover letter format is a one-page, single-spaced business letter with one-inch margins, a blank line between paragraphs, and the same font as your resume. Top to bottom it has: your header (name and contact details), the date, the employer's name and address, a greeting ("Dear Ms. Patel:"), three or four short paragraphs (opening, one or two body paragraphs, closing), and a sign-off ("Sincerely,") with your name. Purdue OWL describes the same traditional layout — single-spaced, a space between paragraphs, standard one-inch margins (Purdue OWL) — and UW–Madison's career center says a cover letter typically does not exceed one page and should use the same font as your resume (UW–Madison) (both checked October 5, 2026).
What is the correct format for a cover letter?
| Part | What goes in it | Format notes |
|---|---|---|
| Header | Your name, phone, email, city and state; LinkedIn URL if you use one | Reuse the header from your resume so the two match |
| Date | The date you send it | Written out: October 5, 2026 |
| Employer details | Hiring manager's name and title, company, address | Skip the street address in an email or online form |
| Greeting | "Dear [First name] [Last name]:" or "Dear Hiring Manager:" | Colon or comma; see [how to address a cover letter](/blog/how-to-address-a-cover-letter) |
| Opening paragraph | The role, where you found it, and why you fit in one line | Two or three sentences |
| Body paragraph(s) | One or two pieces of evidence tied to the job's requirements | One or two paragraphs |
| Closing paragraph | Restate the fit, ask for a conversation, thank the reader | Two or three sentences |
| Sign-off | "Sincerely," or "Best regards," then your typed name | Leave room for a signature on a printed letter |
What are the formatting rules for a cover letter?
- Length: one page or less. Most letters land at three or four paragraphs; our guide to how long a cover letter should be gives word counts by situation.
- Spacing: single-spaced, with one blank line between paragraphs and between each block (header, date, greeting).
- Margins: one inch on all sides.
- Alignment: everything left-aligned; no need to indent paragraphs. Purdue OWL allows either flush-left paragraphs or indented first lines — pick one and keep it.
- Font: the same font and body size as your resume. For sizes, see resume font size; 10 to 12 pt body text works for the letter too.
- File: save as a PDF unless the posting asks for another format, and name it like your resume:
First-Last-Cover-Letter.pdf. UW–Madison recommends PDF so the employer sees the formatting you intended.
Cover letter format template
Copy this and replace every bracket:
[Your Name]
[City, State] · [Phone] · [Email] · [LinkedIn URL]
[Month Day, Year]
[Hiring Manager Name]
[Title]
[Company]
[Street Address]
[City, State ZIP]
Dear [Hiring Manager Name]:
[Opening: the role you're applying for, where you found it, and the one
reason you're a strong fit.]
[Body: your best piece of evidence for the job's top requirement — what
you did, how, and the result.]
[Body (optional): a second requirement and the evidence for it, or why
this company in particular.]
[Closing: restate the fit in one line, ask for a conversation, and thank
the reader.]
Sincerely,
[Your Name]How to write a cover letter
The format is the easy part; the paragraphs do the work. Purdue OWL splits a cover letter into four parts — heading, introduction, argument and closing — and the steps below follow that order.
1.Read the posting and pick two or three requirements you can prove. Those become your body paragraphs.
2.Find a name. Check the posting, the company's site and LinkedIn for the hiring manager. If you can't find one, "Dear Hiring Manager:" is fine.
3.Write the opening last. Once the body is done, the opening is a one-line summary of it: the role, and why you fit. Our guide to how to start a cover letter has opening lines.
4.Write one body paragraph per requirement. Use your resume as the source of facts, but don't repeat it: pick one result and explain how you got it.
5.Close with a clear next step. Restate the fit, ask for a conversation, thank the reader; see how to end a cover letter.
6.Proofread, then save as PDF. Read it aloud once; Purdue OWL suggests setting it aside and rereading before you send.
To see the format filled in for your field, browse cover letter examples by job title, or write my cover letter with the AI cover letter generator and edit the draft.
How do you format an email cover letter?
Drop the address block and the date. Put the job title (and your name) in the subject line — "Application: Marketing Coordinator — Jordan Lee" — start with the greeting, keep the same three or four paragraphs, and end with your name, phone number and LinkedIn URL under the sign-off. If you attach your resume, attach the letter as a PDF too, or paste the letter in the body and say the resume is attached.
Frequently asked questions
Should a cover letter be single or double spaced?
Single-spaced, with a blank line between paragraphs. Purdue OWL's sample letter is double-spaced only for readability and notes that professional letters should be single-spaced unless the employer asks otherwise.
How long should a cover letter be?
One page or less, usually three or four paragraphs. See how long a cover letter should be for word counts.
What font should I use for a cover letter?
The same font and size as your resume, so the two documents look like a set. UW–Madison's career center recommends using the same font as your resume.
Do I need to include the employer's address on a cover letter?
On a printed or uploaded letter in the traditional format, yes: name, title, company and address under the date. In an email or an online application box, leave it out.
Is a cover letter format different from a resume format?
Yes. A resume is a list of sections; a cover letter is a business letter written in paragraphs that explains how you meet the job's requirements. For the resume side, see what to put on a resume.