Cover Letter Format
Your cover letter should be in a professional format. You can use the automatic formatting on Microsoft Word for business letters. For an example, see our sample cover letter and cover letter template.
Basics of Format
- Include the name and address of the company to which you are applying. This is generally placed above the “To” line, and aligned to the left. Use a specific name of the person to whom you are applying. You might want to include the name of the department as well.
- Include your name and address. You can have this at the very top of the page, centered, just like your resume.
- Be sure to put the date on your cover letter. To see one way of formatting this information, see our template and our sample cover letter.
To…
- “To Sir or Madam” just doesn’t cut it anymore. You have to specifically address your letter to an employee at the company.
- You can write “To Mr. Smith” or “To Ms. Baker,” however, if you are unsure of the marital status or sex of the person you are addressing, use a first name and a last name: for instance, “To Robin Carr.”
- Use the politically correct Ms., not Mrs. or Miss.
First Paragraph
- Describe what position you are applying for (be specific). Rather than saying, “I am seeking employment at your company,” state, “I am interested in a full-time sales representative position at Company X.”
- Clarify when you would be able to begin the job if you have limitations.
- Mention any connections you have to people in the company, or if you have had a working connection with the company in the past.
Body Paragraph(s)
- Take a few sentences here to outline why you are qualified for this position. Use industry buzzwords and words from the job ad.
- Do not repeat sections of your resume verbatim. Use this opportunity to elaborate on any skills that you have or any part of your resume that you feel is particularly relevant. Explain the relevance of your experience and how you can benefit your employer.
- Keep is short: no more than two body paragraphs. Use short, simple sentences. Don’t allow your paragraphs to run too long (no more than six lines of text as a general rule).
Concluding Paragraph
- Describe what response you expect from the company.
- You might also write what you will do as a follow-up, such as call the company. If you indicate you will call them on a specific date, be sure to follow through. If you are unable to reach someone, be sure to leave a message.
Sign-Off
- Sign-off professionally. Remember, also, to physically sign your cover letter before you hand it in with your applications.
