The Ultimate Cover Letter Format & Structure Guide (+ Examples)

A cover letter (sometimes also referred to as a “letter of motivation” or “job application letter”) is a formal document sent along with your resume or CV. It provides additional information besides what is written in your resume to express yourself further in a more personal way. 

Recruiters can tell a lot about you from your cover letter. Aside from the information you disclose through the content of your cover letter, recruiters can also infer your soft skills, such as how attentive to detail you are, how good you communicate through written language, and more through how you format your cover letter.

When writing a professional cover letter, you need to pay attention to the following elements:

• Cover letter format (i.e., structure, header, layout) 
• Cover letter style (block or semi-block)
• Cover letter line spacing 
• etc.

This article will guide you through everything you need to know about writing a convincing cover letter. Keep reading for more!

What Is a Cover Letter and Why Does It Matter?

A cover letter accompanies your resume or CV when you apply for a job as a tool to promote or market yourself through written communication to the recruiter before you meet them face-to-face. There is a general cover letter format for job applications that you can always follow and never go wrong with. However, it is still essential to remember that different employers might have different specific requirements for applications. So, make sure to read the job posting carefully.

Depending on the requirements, you will need different cover letter formats, such as: 

• Email cover letter format: Cover letters are written as the email content when sending an application via email.
• Digital or electronic cover letter format: Cover letters are saved as a DOC or PDF file and sent as email attachments. 
• Printed cover letter format: Cover letters are printed out as a hard copy along with a printed resume to a mailing address.

Mastering the Cover Letter Structure: How to Write an Effective One

Recruiters usually will read your cover letter before your resume. Therefore, creating a good first impression with a properly written cover letter format is essential. This part will show you what elements should be included in a proper cover letter format.

1) Date written 

The date is a small yet important aspect of the cover letter header format and deserves as much attention as any other detail. Depending on the country you are in, the date format may vary. However, the most common format is [Month] [Day], [Year].

2) Contact information

In printed or digital cover letter formats, the sender's and receiver's contact information is typically placed at the top of the cover letter header. However, including your contact information at the bottom, along with your name and signature, is common for email cover letters. Regardless of the format, ensure you use a professional email address and provide accurate contact details.

3) Salutation or opening greeting

You should directly address the person reviewing your application for this position. The person could be the hiring manager or the head of the department.

“Dear” and “Hello” are the safest greetings. They sound friendly yet maintain a professional tone. If the name of the hiring manager is known, use: “Dear Mr. [Their Name],”. If only the team or department is known, use: “Dear Hiring Manager,” or “Dear [Name of Department] Department Team,”. If the recipient is unknown, use: “Dear Sir/Madam,”.

You might think, "How about using 'To Whom It May Concern'?" Surprisingly, this salutation is no longer considered appropriate for application letters as it is needlessly formal and doesn't directly address a specific person.

4) Opening paragraph

The goal of the opening paragraph is to explain to the reader who you are and why you're writing this letter. 

Think of it as the first introduction about yourself that will immediately grab the hiring manager’s attention and stand out from the crowd. If written boringly, they may never even get to the second paragraph, and you don’t want that.

5) Middle or body paragraph

Here comes the most crucial section for job applications in the cover letter format. 

In this part, explain why you think you're qualified for the role in terms of expertise, work experience, and skills. You're selling your candidacy to the reader, so it's essential to be as specific and concise as possible. Here are some extra tips to remember when crafting the body paragraph of your cover letter:

• Make strong connections between your qualifications and the job requirements. 
• Use several shorter paragraphs or bullet points instead of one large text block.
• Avoid repeating all information that’s already mentioned in your resume. You can choose the proudest achievements or most relevant experience you want to highlight and invite recruiters to open your resume for further details.

Here's an example of a cover letter body paragraph:

6) Closing paragraph

In the closing paragraph of your cover letter, emphasize the value you can bring to the organization. Additionally, expressing enthusiasm about joining the team can highlight your genuine interest in the role. Don’t forget to thank the hiring manager for their time and consideration.

Here’s an example of how to craft a compelling closing paragraph for your cover letter:

7) Sign-off

Now, it's time to finish with a professional sign-off. You can end your cover letter with a formal complimentary closing, followed by your signature. Since you're writing a formal document, avoid using casual language and tone like “Yours truly,” “With love,” or “Take care.”

For an email/digital cover letter format, you should put your contact info below your signature. For a printed cover letter format, make sure your signature is handwritten.

Examples of appropriate sign-offs to use in a standard cover letter format:

• Sincerely,
• Best,
• Kind regards,
• Best regards,
• Best wishes,
• With gratitude,
• Respectfully,
• Cordially,

Expert Tips on Formatting Your Cover Letter Professionally

Below are five key elements to keep in mind for crafting a well-formatted cover letter:

1. Font

Just like your CV or resume, it’s important to choose a professional font for your cover letter.

2. Spacing

Proper spacing is crucial for creating a clean and professional layout. It helps employers quickly grasp key information and makes the cover letter visually appealing.

How to format spacing correctly:

• Leave a blank line between sections (e.g., date, recipient’s address, salutation, body paragraphs, closing, and sign-off).
• Use business letter spacing, typically 1 or 1.15 line spacing.

3. Margins & Alignment:

• Align all text to the left for a clean and professional look.
• Use standard margins of 1” to 1.5” on all four sides. If space is tight, you can slightly adjust the margins but ensure it still looks balanced.

4. Full Block Format

There are three common letter formats: block, modified block, and semi-block. For cover letters, the full-block format is the most professional and widely preferred.

How to use full block format:

• Align all elements of the letter (e.g., text, dates, recipient information) to the left margin.
• Separate each paragraph with a blank line for clarity and readability.

5. Cover Letter Length

Keep your cover letter concise and informative, ideally between 250–400 words or half a page to one full page. This ensures it’s thorough yet easy to read.

Cover Letter Template & Real-Life Examples

Now that you know what a cover letter format for job applications looks like, let’s review these cover letter examples.

Graphic Designer Cover Letter

Strategy Analyst Intern Cover Letter

Marketing Performance Executive (Fresher) Cover Letter

Product Owner Cover Letter 

Financial Analysis & Planning (FA&P) Cover Letter

Common FAQs about Cover Letter

After reading this article, you might still have some questions or concerns. That's perfectly normal, and we’re here to help! Below, you'll find an FAQ section addressing some of the most common questions people have when crafting their cover letters. 

1) How do I write my availability in a cover letter?

When writing your availability in a cover letter, keep it clear and concise. Include this information in the closing paragraph of your letter. Include your availability in the closing paragraph so the employer knows immediately if your timeline aligns with their needs. You might phrase it as "I am ready to start right away" or "I am prepared to begin work on (specific date)”. This helps the employer evaluate your fit and demonstrates your straightforward communication skills — an attribute that many companies value.

2) How do I include salary expectations in a cover letter?

If the job posting requests salary expectations, it's best to address this directly but carefully in your cover letter. A good approach is to provide a range while also expressing your flexibility. You can mention your expected salary range while expressing your openness to negotiation. 

For example: "Based on my experience and the industry standard, my expected salary is within the range of (amount) to (amount). However, I am flexible and open to discussing this further." Employers appreciate when candidates are honest but flexible, indicating a collaborative spirit.

3) How do I sign an electronic cover letter?

Signing an electronic cover letter is simpler than you might think. A simple digital signature will do—just end with "Sincerely," followed by your full name. If you want to take it a step further, you can add an electronic signature image, but it’s optional. The key is consistency and professionalism. Employers care more about the content of your letter and the impression it leaves, so focus on delivering a strong message rather than worrying too much about how you sign it.

4) What is the main goal of a cover letter?

Beyond what’s in your resume, the cover letter is a warm touch – your opportunity to introduce yourself to a potential employer. It goes beyond the bullet points of your resume by showing your enthusiasm for the position and highlighting specific skills that make you the ideal candidate. Think of it as a narrative that ties together why you’re interested in the job and how your background makes you a great fit. The cover letter adds depth, allowing you to explain the "why" behind your application and tailor your message to the company’s needs — something that can make a huge difference in competitive job markets.

5) What should a cover letter include?

A good cover letter should include several key elements: an introduction that expresses your interest in the position, a summary of relevant experience or skills, and why you are interested in the company. Finish with a call to action, like expressing your interest in an interview, and sign off professionally. The letter should also be tailored to the specific job description, showing that you’ve taken the time to understand the company’s needs.

6) Are cover letters becoming obsolete?

Not exactly! Cover letters are evolving rather than becoming obsolete.  In some industries—such as tech—cover letters might be less common, but in fields like consulting, education, or creative roles, they still hold considerable value. A well-written cover letter can convey your enthusiasm and show that you’re not just mass-applying for jobs. Even if it’s optional, submitting a thoughtful cover letter can make you stand out in a competitive job market. It’s all about knowing your audience.

7) Do employers read cover letters?

Yes, many employers do read cover letters, especially when they are narrowing down candidates for an interview. A well-crafted cover letter can distinguish you from other applicants and show that you have taken the time to understand the company’s needs. While some recruiters may focus mainly on your resume, others will appreciate the added context a cover letter provides, especially if it addresses how your experience aligns with their specific challenges.

8) Should I use AI to write a cover letter?

Using AI to draft a cover letter can be a helpful starting point, especially if you're unsure where to begin. AI tools can generate a structure and suggest content. However, to make a genuine impact, personalize the draft to reflect your authentic voice and specific experience. Hiring managers are skilled at spotting generic letters, so adding a personal touch—highlighting your enthusiasm for the role and how your skills meet the company’s needs—is essential.

9) Should I include a cover letter if the application says "optional"?

If the cover letter is "optional," consider submitting one if you genuinely want the job. A well-written cover letter can show your enthusiasm and provide details that your resume may not fully convey. It's an opportunity to distinguish yourself from other candidates, especially in competitive markets like Singapore or Taiwan. Unless you're under tight time constraints, submitting a cover letter when optional can only help your chances.

10) What should I write in a cover letter if I don’t have work experience?

If you don’t have work experience, focus on the skills and experiences you do have—such as your education, internships, volunteer work, or relevant projects. Highlight the transferable skills you’ve developed, like teamwork, problem-solving, or leadership, and tie them to the requirements of the job. Employers are often more interested in your potential and your enthusiasm for the field. 

11) What should I write in a cover letter if I’m a career changer?

As a career changer, your cover letter is the perfect place to explain why you’re making the switch and what makes you a strong candidate for this new path. Emphasize transferable skills from your previous roles—like communication, problem-solving, or management—that are relevant to the new industry. Show that you’re enthusiastic about the change, and mention any steps you’ve taken to bridge the gap, such as courses, certifications, or projects. Explain why you are interested in the new field and how your previous experience brings a unique perspective. 

For instance, if you're transitioning into IT from a retail background, emphasize your problem-solving abilities, customer service experience, and adaptability. Show that you've done your homework and convey your enthusiasm for embracing new challenges in this career path.

12) What should I write in a cover letter if I’m a returning parent?

If you’re a returning parent, acknowledge your career break briefly and then quickly shift the focus to your value as a candidate. Mention the skills you’ve developed during your time away—such as multitasking, organization, and resilience—and relate them to the position you’re applying for. Many employers appreciate the skills parents develop during their gap. Emphasize your excitement to rejoin the workforce and how your past experience, paired with your life skills, makes you an excellent candidate for the role.

— Written by May Luong, Optimized by Andrea Do —