Cover letter guide
Cover letter format for 2026
Six sections, one page, and a short list of specifications you can apply in five minutes. Formatting will not win you the job, but bad formatting loses you the read.
Anatomy of a cover letter
- 1
Header
Your name, phone, email, city and LinkedIn URL — the same block, in the same font, as the header on your resume. No street address is needed in 2026.
- 2
Date and recipient
The date, then the hiring manager's name, title and company. If you cannot verify a name, use “Dear Hiring Manager” rather than guessing.
- 3
Opening paragraph (2–3 lines)
The role you are applying for, and the single strongest reason you fit it. No “I am writing to express my keen interest”.
- 4
Body (1–2 paragraphs)
The posting's two headline requirements, each answered with one specific, measurable example from your own experience.
- 5
Closing paragraph (2–3 lines)
Availability, and a direct request for a conversation. Optional: one sentence on why this company specifically, if you have something real to say.
- 6
Sign-off
“Sincerely” or “Best regards”, then your typed name. A scanned signature is unnecessary.
The specification
| Length | 250–400 words, one page, never two |
|---|---|
| Font | Same family as your resume — Calibri, Helvetica, Arial, Garamond or Georgia |
| Font size | 10.5–12pt body, name up to 16–18pt |
| Margins | 1 inch (2.54cm) all round; 0.75in is the minimum before it looks cramped |
| Line spacing | 1.0–1.15, with a blank line between paragraphs |
| Alignment | Left-aligned. Justified text creates uneven word gaps |
| Paragraphs | 3–4, none longer than five lines |
| File type | PDF unless the posting asks for .docx |
| File name | firstname-lastname-cover-letter-company.pdf |
Formatting mistakes that cost you the read
- Running to two pages — the second page is almost never read.
- Repeating the resume verbatim instead of explaining the two things that matter most.
- Shrinking the font below 10pt or the margins below 0.75in to force a fit.
- Tables and text boxes, which ATS parsers frequently drop entirely.
- A file named coverletter-final-v3.pdf.
- Addressing it to “To Whom It May Concern”.
Common questions
- What is the correct cover letter format?
- Header matching your resume, date and recipient, an opening paragraph naming the role, one or two body paragraphs answering the posting's main requirements with evidence, a short closing with your availability, and a sign-off. Total 250–400 words on one page.
- What font and size should a cover letter use?
- The same font as your resume, at 10.5–12pt for the body. Calibri, Helvetica, Arial, Garamond and Georgia are all safe. Consistency between the two documents matters more than the specific choice.
- What margins should a cover letter have?
- One inch on all sides. You can go to 0.75in if you are slightly over a page, but below that the letter looks crowded and prints badly.
- Should a cover letter be PDF or Word?
- PDF, unless the job posting specifically asks for .docx. PDF preserves your layout everywhere; modern ATS platforms parse it without trouble.
- Do I need an address block on a cover letter?
- No. Your city and state or country is enough — full street addresses are a holdover from posted letters and add nothing for an employer.
- How many paragraphs should a cover letter be?
- Three or four. Opening, one or two body paragraphs, and a close. More than that and you are past the length a recruiter will read.
Formatted correctly, written for you
Hirelu drafts the letter from your saved resume and the job description, already within these limits — you edit and export.