Your contact information

A proper cover letter format begins with a header that contains your current contact information. Use the same resume header for consistency.

Your cover letter header should include the following information:

• Your cover letter header should include the following information:
• Your full name
• City, state and ZIP code
• Phone number
• Professional email address

Recipient’s contact information

Every business letter includes the recipient’s contact information. Your cover letter should include the hiring manager’s contact information in the following format:

Date
Hiring manager’s name
Company name
Company address

City, state, ZIP code

Place the date, followed by a paragraph space and then align the receiver’s information to the left of your document, just under the cover letter heading. The examples below will show you how this step looks.

Salutation

The job application letter format calls for a professional and formal greeting. Use “Dear” and address the reader by name. Avoid “Hello” or “Hi” in your cover letter salutation.

Do not use formal titles, such as “Mr.” “Miss” and “Ms.” to avoid misidentifying the person you’re addressing. Instead, use their full name, like “Dear Charlie Jackson” or “Dear Leslie James.”

If you do not have a person to address, research the company for a match. Can’t find a name to refer to? Then it’s acceptable to greet your reader by their title, like “Dear Professor” or “Dear Doctor.”

You may also address a department, like “To the Hiring Manager” or “To the Human Resources Department.” Avoid writing a generic greeting like “To Whom It May Concern.”z

Opening paragraph

Cover letter formats start with a brief but engaging opening paragraph. In three to four sentences, grab the hiring manager’s attention by enthusiastically making an opening “pitch” in which you tell them what you can do for them and then back it up. Convey passion for the work and confidence in your abilities.

The format of a cover letter introduction follows a basic formula: Brief introduction, why you’re interested in the position and why you are the best person for the job.

This cover letter formatting example shows what that looks like in practice:

Body paragraphs

It’s time to provide details about your skills and job experiences. A good cover letter format will have two or three body paragraphs that connect your top job qualifications with the requirements and responsibilities detailed in the job description.

Take a look at this cover letter format example paragraph to see what we mean:

Cover letter body paragraphs are also where you can show you’ve done your homework on the company, underscoring your interest and enthusiasm.

While you’re at it, mention specific aspects of the job and organization that attract you, like this:

Call to action

Conclude your cover letter with a single paragraph of around three to four short sentences. These should confidently recap why you’re the best candidate for the role.

Thank the reader for their time, reiterate genuine interest in the job, and invite the hiring manager to follow up with you for an interview.

For example:

Sign off

The standard cover letter format for a sign-off is a simple formal phrase followed by a comma, then a space, and your name.

Wrap up your cover letter with phrases like “Best regards,” “Regards,” “Respectfully,” or “Sincerely,” for your sign-off.

Don’t use informal terms like “Thanks!” Take care,” “Cheers!” or “Have a nice day!”

Create a professional subject line:

If the employer doesn’t give you specific instructions for submitting a cover letter for a job application, put the title of the position you’re interested in and your name in the subject line.

Start with the salutation:

When you format a cover letter for an email message, you don’t need to include the employer’s mailing address. Skip straight to writing a formal greeting (e.g., “Dear Mrs. Jones”).

Include your contact information at the bottom:

A professional format for a cover letter places your contact information underneath your sign-off in this order:

• Your full name
• City and state of residence
• Email address
• Phone number
• Job profile link (if available)