3 key takeaways
- Your cover letter format should follow a clear, organized structure to make a good impression.
- There are seven parts of a cover letter format you should focus on.
- Teal’s AI Resume Builder has cover letter generation that uses the best format so you can write and structure custom cover letters—faster.
A strong cover letter format doesn’t just organize your information—it helps highlight your skills in a way that makes a clear, positive impact.
When a hiring manager scans your cover letter, the format should guide them naturally through your most important qualifications, making it easy to connect your experience with the job you’re applying for.
While a poorly formatted letter can distract from your accomplishments, leaving your key points buried, a good cover letter format presents your information in a way that’s easy to follow and emphasizes why you're the right fit for a specific position.
In this article, you'll learn how to structure your cover letter for clarity and readability, breaking down each section so your experience and skills are front and center.
Struggling to format your cover letter? Try the Cover Letter Generator in Teal’s AI Resume Builder for free.
How to format a cover letter
A cover letter gives you the chance to build on the information in your resume, showcase your top achievements, and establish a personal connection with the hiring manager.
A strong cover letter should follow a clear, organized format to make a positive impression. By sticking to a specific flow, you can ensure your cover letter is professional, easy to read, and highlights your best and most relevant experience.
The basic flow of a cover letter starts with an introduction, followed by the body expanding on your skills and experience (connecting them to the JD and the company’s needs), and then concludes with a confident ending and call to action. That said, a specific cover letter format is more detailed than just those basics.
Cover letter format
Below, you’ll find a breakdown of how to format a cover letter—section-by-section—to structure it effectively.
Use a header
Incorporating a cover letter header is necessary because it gives hiring managers and recruiters the most important information—your name and contact details—right away. TLDR? Even having the perfect cover letter layout won't matter if the hiring manager can't reach you.
Key elements to include in your cover letter header
- Your full name
- Your phone number
- Professional email address
- The date
- The hiring manager’s name and company details (if known/optional)
- Your LinkedIn profile or professional website (optional)
Include a salutation or greeting
Addressing the hiring manager by name is a unique touch that shows you've taken the extra step to personalize your application. If you’re unsure of the recipient’s name, use a more general greeting.
Consider starting your cover letter greeting with “Dear [hiring manager’s name]” or “Dear Hiring Team.”
Pro Tip: If the hiring manager's name isn’t listed, research the company on Google, LinkedIn, or the company website to find the right person to address.
Write an introduction paragraph
Start your cover letter with a hook that grabs attention. You could mention how you found the job, express enthusiasm for the company, or reference a key qualification you bring to the table.
Keep this brief but impactful, highlighting your excitement for the role while mentioning your years of experience or an outstanding relevant accomplishment that ties to the job.
Include a body paragraph
The body of your cover letter is where you get into your experience and achievements that directly relate to the position. Rather than repeating your resume, focus on demonstrating how your skills align with the company's needs.
Use specific examples like leading successful projects or contributing to company goals.
For an even clearer impact, quantify your achievements. Numbers make your experience more compelling—like "increased sales by 25% in six months" or "managed a team of 10 to complete a project two weeks ahead of schedule."
The most important part of this section of your cover letter is tying your skills and experience back to the company's needs—using their job description to guide your content.
Write a closing paragraph
Conclude your cover letter by summarizing why you’re a strong fit for the role. Reiterate your enthusiasm for joining the team and highlight how your contributions can benefit the company. Think: you’ve done it before, and you can do it again for them in a way that meets their needs.
In your closing paragraph, consider including the following:
- A brief summary of your qualifications and experience
- Enthusiasm for the role and the company
- How your skills and contributions will benefit the organization
Use a call to action
Finally, encourage the hiring manager to take action by inviting further communication. A call to action tells the reader what to do next.
Examples of strong calls to action include:
"I look forward to discussing how my experience aligns with the role. I can be reached at [contact details]"
"Please feel free to contact me to arrange a time to talk. I can be reached at [contact details]."
"I'm available to provide more information or to schedule a conversation if you’re interested."
"Let me know if you'd like to explore how my skills can support your team."
"I’m happy to discuss how I can contribute and am available for a conversation at your convenience."
End with a professional signoff
Finish your cover letter with a professional closing.
Common choices include “Sincerely,” “Best,” or “Thank you.” After your signoff, list your full name and any optional contact details or links (with the URL) to your LinkedIn profile or professional website. This extra step makes it easy for the hiring manager to learn more about you or contact you in the moment.
Format your cover letter with Teal
Instead of manually writing and formatting your cover letter, Teal’s AI Cover Letter Generator can do the work for you—in a lot less time.
Teal’s AI Cover Letter Generator pulls details from a job description as well as information from your resume to create and format a personalized cover letter for every opportunity. You can also add relevant keywords, tone and length specifications, and custom prompts—all without toggling between external tools, your resume, and a JD.
What makes a good cover letter format?
A good cover letter format highlights your skills and qualifications in a clear and concise manner—making it easy and clear for a hiring manager to see how you’re a good fit for a specific job.
Writing a cover letter in a well-organized and structured manner shows you’re a professional and take the job application process seriously.
A poorly formatted cover letter, on the other hand, can appear disorganized or difficult to read. It may fail to highlight your relevant qualifications, make it hard for the hiring manager to follow your points, or come across as unprofessional.
Typos, inconsistent spacing, or generic content can also give the impression that you haven’t invested time or effort into the application, which can ultimately hurt your chances of landing an interview.
Cover letter formatting best practices
Formatting your cover letter correctly is just as important as the content itself. A well-formatted cover letter is easy to read, professional, and clearly presents your qualifications. Here are some best practices to consider:
Cover letter font
The font you choose can make a significant difference in how well your cover letter is received. ATS software might struggle to parse overly stylized or fancy fonts, and even if it makes it past the system, a hiring manager might find it difficult to read.
Using a simple, professional font ensures that your cover letter is both readable and ATS-friendly.
Professional fonts to use:
- Arial
- Times New Roman
- Calibri
- Georgia
- Garamond
- Helvetica
Cover letter spacing
Proper spacing in your cover letter ensures balance and readability. It helps break up large blocks of text, making it easier for the reader to digest your points.
Aim for single spacing between lines and include a blank line between sections, such as your introduction, body paragraphs, and conclusion. This simple adjustment keeps the letter neat and prevents it from feeling cramped or overwhelming.
Cover letter margins
Your cover letter margins should be similar to those on your resume for a cohesive look.
Keep your margins between 1 to 1.5 inches to ensure your cover letter is easy to read and not too dense. Consistent margins help create a polished document that’s aligned with the rest of your application materials.
Cover letter length
When it comes to cover letter length, less is often more. Aim to keep your cover letter short and to the point—ideally, no longer than one page. A well-crafted cover letter should consist of three to four brief paragraphs that highlight your qualifications and connect them to the job you're applying for.
A good rule of thumb is to limit your cover letter to around 250–400 words. This length allows you to provide enough relevant information without overwhelming the reader. Make sure each paragraph serves a clear purpose, whether it’s your introduction, detailing your experience, or explaining why you’re a strong fit for the role.
Select a compatible file format
Saving your cover letter (and resume) in a compatible file format is one of the most important boxes to check during the application process. How can a hiring manager learn about your amazing capabilities if they can't open the file?
As a rule, always save your files as a PDF, which is a universal format that is also easy to read.
How to make a fun cover letter
Depending on your industry, a fun cover letter format can bring a little personality to your application, especially for creative or less formal job postings. You can make a cover letter more engaging by weaving in personal anecdotes, showcasing your wit, or even using humor when appropriate. Mentioning your hobbies or unique skills can also add a personal touch, making your cover letter stand out.
Remember, hiring managers want to get a sense of who you are, so don't be afraid to let your personality shine. Just make sure your cover letter remains professional while showing why you're an awesome fit for the role.
Pro Tip: For more cover letter inspiration, check out our free cover letter templates.
How to make a professional cover letter
For more traditional or formal job opportunities, your cover letter should showcase your professionalism and ability to deliver results. The format needs to be polished and free from any spelling or grammatical errors. Be concise, focused, and align your experience with the job description, ensuring that you're highlighting key achievements and skills relevant to the role.
To ensure your cover letter is ATS-friendly, incorporate keywords from the job description, making it easy for both the software and hiring managers to recognize your qualifications.
Cover letter format examples
Below, you'll find different cover letter examples tailored to various industries and roles. These examples are meant to serve as a guide, showing how you can structure your cover letter depending on the job you’re applying for.
Each cover letter highlights different styles and formats, helping you see how to align your message with the needs of the employer—whether it's a traditional, professional, or creative role. Use these examples or Teal’s selection of cover letter templates to inspire your own and tailor it to fit your unique experience and a specific job.
Basic cover letter format
A basic or general cover letter follows a traditional structure and serves as a template that can be customized for a wide range of job applications. The goal is to provide a concise yet compelling summary of your qualifications while tailoring it to the role you're applying for
Standard cover letter format
A standard cover letter format is the go-to for most job applications. It follows a traditional structure—starting with a header, followed by a greeting, introduction, body, and closing. This format ensures your cover letter is clear, easy to follow, and professionally highlights your qualifications.
Professional cover letter format
For a more professional cover letter and buttoned-up job opportunities, you will need an application cover letter that showcases your professionalism to clearly communicate that you are a results-driven candidate.
Modern cover letter format
A modern cover letter can be jazzed up a little, depending on the job posting. You can include interesting anecdotes, use your wit, or incorporate fun data. Just remember, the people reading your cover letter are your potential employers, so they want to know about your experience and your personality (within reason).
Cover letter email format
If you plan to write an email cover letter, keep in mind that a cover letter email format will differ slightly from a traditional version.
Instead of a formal header, you'll start with a subject line that clearly states the position you're applying for. The body of your email should be concise and to the point, following the same structure as a traditional cover letter but condensed for quick readability.
Use Teal to format your cover letter in seconds
Your cover letter format should be clear and readable—making it easy for a hiring manager to see your value. But writing and formatting a unique cover letter for every opportunity is time-consuming.
Teal’s AI Cover Letter Generator streamlines this process by tailoring each cover letter to the specific role you're applying for. Teal pulls details from your resume and any job description to help you draft and format cover letters in less than thirty seconds—without the manual work or constant back-and-forth adjustments.
Want to give it a try?
Frequently Asked Questions
What is the ideal length for a cover letter, and how can I keep it concise?
The ideal length for a cover letter is between 250-400 words, fitting on one page. To keep it concise, focus on three to four short paragraphs that highlight your most relevant skills and experience, linking them directly to the job description.
What is the best way to format a cover letter?
The best cover letter format includes a clear structure: a header with your contact details, a personalized greeting, a concise introduction, a body that ties your experience to the job, and a confident closing with a call to action. Use a professional font, single spacing, and keep it to one page.
What is the proper format of a cover letter?
A proper cover letter format includes a header with your contact information, a personalized greeting, a compelling introduction, a detailed body paragraph connecting your qualifications to the job, and a closing paragraph with a call to action. End with a professional signoff like “Sincerely.”ally be one page long, with three to four paragraphs. Start with a strong opening statement, outline your relevant skills and experiences in the body, and conclude with a call to action. Be direct and focus on the most compelling information to keep it concise and impactful.
What are the 3 parts of a cover letter?
The three main parts of a cover letter are the introduction, where you grab attention and express interest; the body, where you connect your skills to the job; and the conclusion, where you summarize your fit and encourage further communication.
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