Hi there! If you’re looking for the best way to structure and format a cover letter plus cover letter examples, you’ve come to the right place. Today we’ll show you:
- What to include in a cover letter
- How to format a cover letter
- Cover letter examples
What to include in a cover letter
Basically, a cover letter consists of five parts:
- Cover letter header
- Salutation and “the hook”
- Your motivation and offer
- Call to action
- Sign off
This means that the formatting of a cover letter is simple. You just follow the steps above. The content is a whole different matter. Luckily, we’ve written an entire blog post about just that.
But let’s look a little closer at the parts of a cover letter. A cover letter is a formal type of communication - it’s a so called business letter. As such there are certain business letter formatting you always need to include in your cover letter. The first part is the cover letter header.
1. Cover letter header
The main purpose of your cover letter header is to provide the hiring manager with your contact information. Therefore, you should add this information:
- Your name
- Your address
- Your phone number
- Your (professional) email address
- Your online profile (optional)
Next, add today’s date, the name of the hiring manager, the company you’re applying for a position in, and the job title for the position you’re applying for.
2. Salutation and “the hook”
Next up is the salutation you use for initiating your cover letter and the hook you’ll use to get him or her - well - hooked. Remember, you only get one chance at making a great impression here, so make it count.
If you know the first name of the hiring manager, use it! Write “Dear Holly” or “Dear James”. Using a person’s first name grabs their attention and creates a personal vibe.
Pro tip: if you’re not able to find the name of the hiring manager, use a phrase like this instead: “Dear Hiring Manager” or “Dear [department you’re applying for] Team Hiring Manager”. Avoid using “To Whom it may Concern” or “Dear Sir or Madam”.
Now to “the hook”. What is that? If the personal salutation from before is what will grab the attention of the hiring manager, the hook is what will keep it. The hook is the first paragraph of your cover letter which ideally showcases your most relevant career win.
“Seeing that Company XYZ was looking for a Content Marketing Manager made my heart skip a beat. I helped grow Company ABC’s revenue with 85% by adding content marketing to our online presence and I am confident I can do the same for you.”
Your hook can be based on other things than one of your achievements. It can also be based on one of the following:
- A fact you love about the company
- A reference within the company to name-drop
- A relevant fact that shows your passion about the position
3. Your motivation and offer
The third part of your cover letter is also the most central one. This is where the real juicy content is. Your focus here should lie in what you can offer the company. Not the other way around. You’ll want to make them feel special.
How to format a basic job cover letter:
- Read the job ad carefully
- Highlight anywhere it mentions the challenges the company is facing
- Explain and exemplify how you are able to solve their challenges
- Use bullet points to break up your text so it’s less text heavy
- Highlight your achievements by adding your results - numbers will speak for themselves
- Explain your motivation - why do you want to work for them?
This paragraph is by far the most difficult one. For more tips on what to write, check out our How To Write a Cover Letter guide. We’ve also written an extensive guide with lots of great cover letter examples ready to take inspiration from.
4. Call to action
You’re still with me? Awsome! The next part is the closing paragraph - also called the call to action. This is where you thank the hiring manager for her time and finish your cover letter strong.
Make sure you include the following:
- Thank the hiring manager for her time and consideration of your application
- A compelling call to action where you prompt the hiring manager to invite you in for an interview
- Brief reiteration of what makes you the ideal candidate for the position
For example check out this close from an enthusiastic yet professional candidate: “Thank you for your time in reading this. I'd be thrilled to learn more about this job opening, and show you how I can help XYZ grow through a strategic content marketing effort.”
5. Sign off
Lastly, you need a proper and professional way to sign off. We recommend using one of the following:
- Best regards
- Yours respectfully
And finish with your full name.
Congratulations! You have now created a perfect cover letter format. Next up we’ll show you the aesthetics of a cover letter - how to format a cover letter.
How to format a cover letter
Below are our recommendations to how to format a cover letter. We’re going to finish the whole thing off with some great cover letter examples.
Go for a classic font like Arial, Calibri or Cambria. Use a sans serif font to increase your chances of getting past the Applicant Tracking Systems.
When it comes to the size of your font, you’ll want to go for the middle. Stick to between 12 and 10 point depending on your font type. Too large a font and you’ll seem unprofessional. Too small and you risk causing the hiring manager to strain her eyes.
Keep your margins at about 1.5”. This ensures plenty of white space and makes your cover letter nice and clean. You’ll definitely want to avoid having a “crowded” look to your cover letter.
Pro tip: all our cover letter templates use a 1.5” margin.
Keep a nice and orderly left alignment in your cover letter. It is pleasing to the eye - and to the Applicant Tracking Systems.
If you, like 99% of all applicants, are sending out your job applications electronically, we recommend you send your cover letter as a pdf file. Why? Because a pdf file cannot be altered, it’s compatible, and it’s ATS friendly. Remember to name your cover letter pdf appropriately like for instance Your-Name-Cover-Letter.pdf.
Don’t exceed a one-pager. Usually a cover letter length will be between a half and a full page - approximately 250-400 words.
Cover letter examples
Check out the structure and formatting on this finished cover letter example to get an idea of how it should look like:
For more cover letter examples, check out our blog.
Also check out some other great advice worth a read: