A cover letter is a written document that accompanies a resume or CV, and provides additional information on the applicant’s qualifications, experience, and interest in a specific role or company. Typically, a cover letter is one page long and is addressed to the hiring manager or recruiter.

Having an effective cover letter is important because it can increase the chances of an applicant being called for an interview. It is the first opportunity to make a good impression on the hiring manager and showcase why an applicant is the best fit for the position.

A well-written cover letter can differentiate an applicant from other candidates, highlight their strengths, and demonstrate a genuine interest in the company and the role. It can also provide context for any gaps in employment, explain a career change, or highlight relevant experience that may not be included in the resume.

In short, a cover letter is a crucial component of a job application, and a well-crafted one can make or break an applicant’s chances of moving forward in the hiring process. In the following sections, we will explore the best practices for formatting and structuring a cover letter to make it stand out and impress hiring managers.

Basic Elements of a Cover Letter

When it comes to writing a cover letter, there are certain basic elements that you need to include to make it effective. In this section, we’ll go over these elements one by one and discuss how to format them properly.

Heading and Contact Information

Your Cover Letter is a professional document, and thus, your contact information needs to be presented in a professional format. The header should include your name, address (or city/state), phone number, and email address, centered at the top of the page.

Date

Make sure to include the date after your contact information. This should be aligned to the left margin, just below your contact information.

Recipient’s Name and Address

It is important to address the letter to the specific individual who will be reading it. If you don’t know the name of the person you’re addressing, you may use “Hiring Manager” as a general greeting. The recipient’s name and address should be placed below the date and aligned to the left margin.

Salutation

The salutation is a greeting that should be addressed to the person who will be reading your letter. If you don’t know the name of the individual, you can use “To Whom it May Concern” or “Dear Hiring Manager.” Make sure to follow the salutation with a colon.

Opening Paragraph

Your opening paragraph should be brief and engaging. You want to capture the reader’s attention and introduce yourself and your reason for writing. You might start by mentioning the job you are applying for and why it interests you.

Middle Paragraph(s)

In the middle of the Cover Letter, you’ll want to provide more specific information about your experience, skills, and qualifications that make you an excellent candidate for the position. You can also draw from specific achievements or examples that align with the job posting.

Closing Paragraph

Your closing paragraph should end with a call to action, inviting the reader to schedule an interview, contact you with any questions, or leave your contact information. You want to come across as enthusiastic and confident that you are the best fit for the job.

Signature

End the letter with a professional closing, such as “Sincerely” or “Best Regards,” followed by a space for your signature (if the letter is printed). If you are sending the letter via email, it’s appropriate to include your name, typed out in full.

A Cover Letter is an essential part of a job application, and understanding the correct formatting and structure can significantly increase your chances of landing an interview. Use this guide as a reference to help you create a professional and impactful Cover Letter.

Cover Letter Formatting Tips

When it comes to cover letter formatting, several factors determine the quality of your document. The success of your cover letter depends on different aspects of formatting, including font size and style, margins, alignment, spacing, and length. In this section, we will discuss these elements in detail and provide tips on how to format your cover letter for the best results.

1. Font Size and Style

The font size and style that you use for your cover letter determine how easy it is to read and whether it looks professional. Ensure that the font size is between 10-12 points, as using a smaller font size may make it hard for the recruiter to read. Also, select a font style that is easy on the eyes, like Arial or Times New Roman. Using decorative fonts can be distracting and may make your cover letter appear unprofessional.

2. Margins

When submitting your cover letter, ensure that there are consistent margins on all sides. The standard margin size is one inch, and it should not go below 0.5 inches. The consistency in margin size makes your cover letter look neat and professional.

3. Alignment

Alignment refers to the positioning of text in your cover letter. The alignment of your content should be consistent throughout, with each section aligned correctly. Ensure that your text is aligned to the left, with no stretching or shrinking of letters. Doing this makes your cover letter more organized and easier to read.

4. Spacing

Proper spacing in a cover letter provides a balance between readability and professionalism. Use single spacing between sentences and double spacing between paragraphs. This creates an ample amount of white space that provides an appealing appearance and makes your cover letter more inviting to the eye.

5. Length

The length of the cover letter should not exceed one page. A short and concise cover letter is more effective than a lengthy cover letter. You can achieve this by getting straight to the point and highlighting the most important information only. Unlike the resume that can go up to three pages, the cover letter requires a short and focused approach.

It is important to consider the formatting of your cover letter. Applying the formatting tips discussed above enhances the overall appearance of your document and ensures that it is easy to read while maintaining a professional look.

Common Cover Letter Formats

When it comes to writing a cover letter, the format you choose can make a big difference. The three most common cover letter formats are the chronological format, the functional format, and the combination format. Each has its own strengths and weaknesses, and the one you choose will depend on your individual circumstances.

Chronological Format

The chronological format is the most traditional cover letter format, and it works well for most job seekers. With this format, you start with your contact information at the top of the page, followed by the date and the employer’s contact information. You then move on to the body of the letter, which should be divided into three paragraphs.

In the first paragraph, you introduce yourself and explain why you are applying for the job. In the second paragraph, you highlight your relevant skills and experience, focusing on what you can bring to the role. In the final paragraph, you wrap up by expressing interest in the position and thanking the employer for considering your application.

Functional Format

The functional format is best suited for job seekers who are changing careers or have gaps in employment history. With this format, you still start with your contact information and date, but instead of focusing on your work history, you focus on your skills and accomplishments.

In the first paragraph, you introduce yourself and explain why you are applying for the job. In the second paragraph, you highlight your relevant skills and experience, organized by category. For example, if you are applying for a management position and you have experience leading teams, you might have a section titled “Leadership Skills” where you explain your experience and accomplishments in this area. In the final paragraph, you wrap up by expressing interest in the position and reiterating your qualifications.

Combination Format

The combination format is a hybrid of the chronological and functional formats. With this format, you start with a brief introduction, followed by a section that highlights your skills and accomplishments, and then a section that details your work history.

In the introduction, you explain why you are applying for the job and briefly highlight your qualifications. In the second section, you go into more detail about your relevant skills and experience. This section should be organized by category, similar to the functional format. In the final section, you detail your work history, emphasizing your most relevant positions and accomplishments.

The combination format can be especially effective for job seekers who have a strong work history and want to focus on their skills and accomplishments without downplaying their experience.

Ultimately, the format you choose will depend on your individual circumstances and the job you are applying for. Consider your work history, skills, and accomplishments carefully, and choose the format that best showcases your strengths and makes you stand out as a candidate.

Tailoring Your Cover Letter to the Job

When it comes to crafting an effective cover letter, one of the most important steps is tailoring your content to the specific job you’re applying for. This means taking the time to research the company you’re applying to, analyzing the job posting, and aligning your skills and experience with the job requirements.

Researching the Company

Before you even begin writing your cover letter, it’s important to do some research on the company you’re applying to. This will help you get a better sense of the company’s values, mission, and culture, as well as the specific needs and challenges they may be facing.

To research the company, you can start by visiting their website and reading through their About Us, Mission, and Values pages. You can also check out their social media profiles, as well as any news articles or press releases about the company. This will help you get a sense of what the company is all about, and what they’re looking for in an ideal candidate.

Analyzing the Job Posting

Once you have a better sense of the company you’re applying to, you can then turn your attention to the job posting itself. This is where you’ll find specific details about the role and responsibilities, as well as the qualifications and skills required for the job.

When analyzing the job posting, be sure to read through it carefully, paying close attention to any keywords or phrases that are repeated throughout the posting. These will give you a better idea of the skills and qualifications the company is looking for, and can help you tailor your cover letter accordingly.

Aligning Your Skills and Experience with the Job Requirements

With a better understanding of the company and the job posting, you can now begin aligning your skills and experience with the job requirements. This means highlighting specific experiences or accomplishments that demonstrate your ability to excel in the role, and showing how your past accomplishments can translate into success in the new role.

When aligning your skills and experience with the job requirements, be sure to use specific examples and data to support your claims. This will help demonstrate that you’re not just saying you have the skills and experience, but that you can back up those claims with concrete evidence.

The key to tailoring your cover letter to the job is to take the time to understand the company and the job posting, and then to show how your skills and experience make you the ideal candidate for the role. By doing so, you can create a more targeted, effective cover letter that stands out to potential employers.

Cover Letter Structure for Different Situations

When it comes to cover letters, there isn’t a one-size-fits-all approach. The structure and content of your cover letter should be tailored to the situation you’re in.

Applying for a Job vs. Inquiring about Opportunities

If you’re applying for a specific job, your cover letter should be targeted towards that job. Mention the job title, and explain why you’re interested in the position and what you can bring to the table. On the other hand, if you’re just inquiring about opportunities, your cover letter should be more general. Explain your relevant skills and experience, and express your interest in the company.

Responding to a Job Posting vs. Sending a Cold Cover Letter

If you’re responding to a job posting, make sure to read the job description carefully and highlight how your skills and experience match the requirements. If you’re sending a cold cover letter, you should focus on showcasing your skills and explaining why you’d be a good fit for the company, even if there aren’t any current job openings.

Sending a Cover Letter via Email vs. Mail

If you’re sending your cover letter via email, keep it concise and to the point. Use a clear subject line, address the recipient by name, and attach your resume and cover letter in PDF format. If you’re sending your cover letter via mail, use a professional-looking envelope and paper, and make sure to include your contact information in the header.

The structure and content of your cover letter will depend on a variety of factors. By tailoring your cover letter to the situation, you’ll maximize your chances of landing the job or opportunity you’re after.

Addressing Cover Letter Gaps and Challenges

When writing a cover letter, addressing gaps or challenges in your employment history can be a tricky task. Here are some tips on how to address three common challenges:

Addressing Employment Gaps

If you’ve had a period of time where you were not employed, it’s important to address this in your cover letter. Be honest but strategic – you don’t want to give the impression that you’re unreliable or unemployable.

One way to frame an employment gap is to explain that you took the time to pursue a personal project or skill-building opportunity. For example:

“After leaving my previous position, I took the opportunity to travel and immerse myself in different cultures. This experience allowed me to develop a new perspective on problem-solving, which I believe will benefit me in my next role.”

Alternatively, you can use the cover letter as an opportunity to explain that you were dealing with a personal issue that has since been resolved. Be brief and don’t overshare; the goal is to give context without making the employer uncomfortable.

Explaining Employment Changes

If you’ve had multiple jobs in a short period of time, you may be concerned about giving the impression that you’re a job-hopper. Again, honesty is important – but so is emphasizing your adaptability and desire to find the right fit.

You can explain a job change by emphasizing your interest in the specific company or position. For example:

“After researching your company’s focus on [specific industry or skill], I knew I wanted to be a part of the team. Although my previous role was rewarding, I believe that my experience and skills make me uniquely qualified for the position at [company].”

Handling Overqualification or Underqualification

If you feel like you’re either overqualified or underqualified for a position, your cover letter is the perfect opportunity to address those concerns. The key is to focus on how your experience can benefit the company, regardless of whether it aligns perfectly with the job description.

For example, if you’re overqualified, you can explain that your experience will allow you to hit the ground running and make a significant impact quickly:

“While my background includes senior-level roles in [specific industry or skill], I’m excited about the opportunity to join a dynamic team and utilize my experience to help [company] grow and achieve its goals.”

Similarly, if you’re underqualified, focus on your willingness to learn and grow in the position:

“Although I don’t have direct experience in [specific skill or industry], I am confident that my transferable skills and dedication to learning will allow me to quickly become a valuable asset to [company].”

By addressing potential gaps or challenges upfront in your cover letter, you’re showing that you’re proactive and thoughtful – two qualities that employers value. Keep these tips in mind and you’ll be well on your way to writing a compelling cover letter that sets you apart from the competition.

Mistakes to Avoid in Your Cover Letter

When it comes to submitting a cover letter for a job application, there are several mistakes that you should avoid at all costs. Here are some of the most common issues that you’ll want to steer clear of:

Grammatical Errors and Typos

One of the quickest ways to turn off a potential employer is by submitting a cover letter filled with grammatical errors and typos. Make sure to proofread your letter thoroughly before sending it, and consider asking a trusted friend or family member to review it as well.

Repeating Your Resume

Your cover letter is an opportunity to showcase skills and experiences that don’t necessarily come through on your resume. Avoid simply restating your resume in your cover letter, and instead use it as a chance to highlight your personality, enthusiasm, and unique qualities.

Using Clichés and Vague Language

Clichés and vague language can make your cover letter come across as generic and uninspired. Avoid using overused phrases like “hard-working” and “detail-oriented,” and instead focus on specific examples or experiences that demonstrate those traits.

Focusing Too Much on Yourself and Not the Employer

While it’s important to showcase your strengths and accomplishments in your cover letter, make sure that you’re also addressing how your skills align with the needs of the employer. Show that you’ve done your research on the company and the position in question, and explain how you can contribute to their success.

While it can be tempting to include personal details in your cover letter in an attempt to build a personal connection with the employer, avoid oversharing. Stick to professional details and examples, and avoid discussing personal matters like family, health issues, or political views.

By avoiding these common mistakes, you can create a compelling cover letter that stands out from the crowd and increases your chances of getting hired.

Cover Letter Examples and Templates

Crafting a well-written cover letter is essential for job seekers to make a great first impression on potential employers. Choosing the right format and showcasing your relevant skills and experiences can set you apart from the rest. Here are five different cover letter examples and templates to help guide you in creating the perfect cover letter for your job search:

Chronological Cover Letter Example:

Use a chronological format if you have a consistent work history with relevant experience in the field. This format showcases your professional growth and progression throughout your career.

Functional Cover Letter Example:

A functional format emphasizes your skills and abilities rather than your employment history. This is a great option if you are changing careers or have gaps in your work history.

Combination Cover Letter Example:

This format is a blend of chronological and functional formats and highlights both your skills and work history. This is helpful for job seekers with relevant experience across multiple industries.

Job Inquiry Cover Letter Example:

Use this format to express your interest in a company that may not have a current job opening. This type of cover letter highlights your knowledge of the company and how you can add value to their team.

Cold Cover Letter Example:

A cold cover letter is sent to companies without any job postings. This format showcases your skills and experiences and expresses your interest in future opportunities within the company.

Email Cover Letter Example:

Today, many cover letters are sent via email. This format is similar to the traditional cover letter format but should include a subject line, salutation, and email signature.

Choosing the right format and following a template can help you create a professional cover letter that showcases your qualifications and increases your chances of landing an interview. Use the above examples as a guide to help you tailor your cover letter to the specific job you are applying for.

Cover Letter Format: Layout & Format for Your Cover Letter