Cover Letter Format: How to Format a Cover Letter in 2023

Your contact information

A proper cover letter format begins with a header that contains the job seeker’s contact information. Your contact information should match your resume, and it must be current and professional. Leave the silly email addresses like catlady2020@mail.com for personal correspondence and have a professional email address like YourName@mail.com ready for job applications.

Contact information in a cover letter format should include:

• Your full name
• City, state and ZIP code
• Phone number
• Email address
• A link to your LinkedIn profile, professional website or portfolio if you have them

Hiring manager’s contact information

Every business letter includes the recipient’s contact information. A cover letter address format looks like this:

Salutation

A job application letter format calls for a professional and formal greeting. Use “Dear” rather than “Hello” or “Hi” in your cover letter salutation, and address the reader by name. Do your best to find the name through their website, LinkedIn or by searching online.

Don’t use formal titles such as “Mr.” “Miss” and “Ms.” unless you know the person’s gender; otherwise, you run the risk of misidentifying the person you’re addressing. Instead, use their full name, like “Dear Bruce Jackson.”

If you can’t find the hiring manager’s name after doing some research, it is 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.” Never write a generic greeting like “To Whom it May Concern.”

Opening paragraph

Like all business letters, 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 — they won’t be able to turn away!

The format of a cover letter introduction follows a basic formula: Brief introduction + why you’re writing + 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 matching 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:

Closing paragraph with a call to action

How do you close a cover letter? As they say in show business, “leave them wanting more.”

The format for a cover letter closing is one paragraph consisting of three to four short sentences that confidently recap why you’re the best candidate for the role. It’s also a good idea to thank your reader for their time, reiterate genuine interest in the job, and — to finish with a flourish — invite the hiring manager to follow up with you for an interview.

For example:

Signoff

The cover letter standard format for a signoff is a simple formal phrase, followed by a comma, then a space, then the writer’s name.

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

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