Cover Letter Format: Layout, Structure, and Spacing (2026)

A cover letter follows a simple business-letter format: a header with your contact details, the date, a greeting, three short body paragraphs, and a professional sign-off — all on a single page. Getting the format right makes you look organized before the reader takes in a single word of content.

Here is the standard structure, plus the spacing, margins, and font choices that keep it clean and readable.

The standard cover letter structure

• Header: your name, phone, email, and city — matching your resume’s header.
• The date, plus the company’s name and location if you have them.
• Greeting: "Dear [Hiring Manager’s Name]," — find the name wherever you can.
• Opening paragraph: the role and your single strongest reason you fit.
• Body (1–2 short paragraphs): match your achievements to the job’s needs.
• Closing paragraph: restate your interest and invite a conversation.
• Sign-off: "Sincerely," and your name.

Layout, spacing, and margins

• One page, 250–400 words, left-aligned, with a blank line between paragraphs.
• Margins of about 1 inch (2.5 cm) on all sides — do not shrink them to cram text.
• A clean 10–12pt body font that matches your resume for a consistent look.
• No indents needed; a blank line between paragraphs is enough separation.

Match it to your resume

Use the same header, font, and accent style on your cover letter as on your resume. A matching pair looks deliberate and professional — and it is effortless when both come from the same template.

Formatting for email vs upload

• Uploading a file: export to PDF so the layout holds, and name it clearly (Name-Cover-Letter.pdf).
• Pasting into an email body: drop the address block, keep the greeting and paragraphs, and put the role in the subject line.
• Whatever the posting specifies, follow its instructions exactly.

Quick format checklist

• One page, three to four short paragraphs, 250–400 words.
• Addressed to a person where possible — never "To whom it may concern".
• Consistent font and header with your resume.
• Saved as a text-based PDF unless told otherwise.

Put it into practice: browse resume examples by role, start from a free ATS-friendly template, and generate a tailored letter with our AI cover letter generator.