Cover Letter

Writing a motivation letter to a university, scholarship committee or charitable organization that accompanies your resume and outlines exactly why you want to be there will be far more powerful than a letter which focuses on your (sometimes less relevant) practical experiences. They will be included in your resume, in any case.

It is important to note that a motivation letter is not a cover letter.

Cover letters are used to accompany a resume during a job application and often delve deep into an applicant’s career experience. Previous work experience is less important when applying for university, a scholarship or an intern role, so your “why” has to shine through that little bit more in a motivation letter.

So, how do I write a motivational letter for a job, internship or educational opportunity? This guide will look at the following questions allowing you to write a great motivation letter:

• What is a motivation letter?
• Is it the same as a cover letter?
• How to structure a motivational letter
• Writing tips for a motivation letter
• Example of a motivational letter for university
• Sample of a motivation letter for scholarship
• Example of a motivational letter for internship

In the case of a university, scholarship or internship application, there will be countless others with similar qualifications. Explaining your motives in a compelling and memorable motivation letter will move your application to the top of the pile. Our guide and motivation letter examples will show the way.

What is a motivation letter?

A motivation letter is a one-page personal pitch of 200-400 words that documents your background, skills and motivations for a course of study at university or college, a scholarship application, internship opportunity or volunteering proposal.

Is a motivation letter the same as a cover letter? No, they are different. A motivation letter is used in specific circumstances to accompany an experience-led resume, and unlike a cover letter (which is used for paid employment) the motivation letter offers more of a glimpse into the motivation of an applicant. The motivation letter answers the question of why you want this opportunity and how you can fit in, collaborate, grow and contribute.

Educational institutions and charitable organizations require only the most dedicated students and volunteers, so it is critical to convey the depths of this personal dimension and make a connection on an emotional level.

How to structure a motivation letter

While a motivation letter is different in purpose and application than a cover letter, they do have a similar structure, which contains:

• A motivation letter header
• The greeting / salutation
• The motivation letter introduction
• The middle part that conveys the story, reasoning and motivation
• Motivation letter closing (with a call-to-action).

Like any piece of persuasive writing, a motivation letter should hook the reader with a compelling introduction, contain emotionally impactful examples in the body of the text and finish with a sense that there is so much more to tell. 

Requesting a scholarship or internship interview in the concluding call-to-action of the motivation letter will not seem presumptuous if it is structured in such a way.

Compile a list of motives

Firstly, you have to get all those complex emotions in your mind onto paper. 

Before you begin the process of constructing compelling arguments for the specific opportunity at hand, it helps to work out exactly what you want to get out of your next move. Some of your motivations may not fit with the specifics of what is on offer, so an initial brainstorming session will help to flesh out your story. 

Write down an exhaustive list of what you want from the scholarship / university place or volunteering role. Nothing is off limits, so take yourself to the most mentally creative place possible and just let go. This is a huge next step in your life, so what are the motivations that will keep you going when you have an impossible deadline or seemingly unachievable funding goal?

This list of personal motives will likely be bigger than you think, and many will form the core of your motivation letter.

Choose the correct letter greeting

The motivation letter greeting takes up the smallest amount of text compared to other elements but it’s still vitally important. While in most cases, you really can’t go wrong with the traditional “Dear Mr. / Ms. / Mrs.”, you should always remember two important rules:

• Choose the correct tone and level of formality (depending on the recipient organization)
• Always address the recipient by name if at all possible.

The name of the game here is research. Motivation letters can be sent to a variety of organizations so the tone can be very different. If you’re sending a motivational letter to a university / college, the tone is likely going to be more formal with the traditional greeting, use of the recipient’s last name and even his or her job title. However, in some less formal organizations such as volunteer initiatives or for internship positions in forward thinking companies, there may be more freedom for using first names or phrases like “Greetings, Tom!”. The signal for such informal salutations has to come from the recipient however (in the internship listing for example). If in doubt - err on the side of caution.

Research via google, company website or social media will also help with addressing the recipient by name. “To whom it may concern” became stale about half a century ago. Make sure to address the correct person and establish a personal connection. This can often be the difference between success and failure.

How to start a motivation letter

Before you sit down to start writing the motivation letter, it is vital to consider exactly how you want the reader to feel as they read it. Your motivation when considering how to start a motivation letter should be clear from the first lines, hitting them like a sledgehammer right between the eyes. This isn't a winding journey of discovery - you know what you want and it is their job that will complete your career contentment. Leave them in no doubt as to why you want to work with them.

The start of a motivation letter also needs to focus on their needs as well as your needs. How can those first few lines set the scene from their perspective and position your motivations as their rocket fuel?

Write a motivation letter introduction

After you have included your contact details in the header of the motivation letter, and addressed the letter to the correct person, the introductory paragraph is your first opportunity to grab a reader’s attention.

Put yourself in the place of the educational institution or organization. How do they want people to feel when they come to study or work? What opening gambit can you come up with that will set you apart from the other applicants? 

Show them just how they can become a deeply meaningful part of your journey.

Craft an emotional story for the middle part of the letter

The body of the motivation letter gives you the chance to outline exactly how your motivations fit the opportunity that is on offer. 

If you are applying for a PhD programme, go deep into why you are passionate about your subject. If you are seeking a volunteer position, don’t spare the details about why you follow the cause. If you are looking for a scholarship, go beyond your academic record to explain how your education will contribute to your future.

The nature of a free-form motivation letter offers the opportunity to influence a reader in an entirely different way to a resume. A resume appeals to their logical left brain and makes them think: “yes, that makes sense.” A motivation letter appeals to their emotionally-charged right brain, making them think: “do you know what? I feel you.”

The words that you choose for the body of your motivation letter will frame the emotional narrative of your interview. Be true to yourself and the right kinds of opportunities will be sure to come your way.

Lastly, ensure that your motives fit with the ethos and goals of the school or organization that you are applying for. Even the most emotionally appealing story loses impact if you do not come across as “one of us.”

How do you end a motivational letter?

The end sentences of your motivational letter should culminate in a crescendo of enthusiasm rather than an apologetic “what do you think?”

The depths of your motivation run far deeper than these few brief words could possibly describe, and the call-to-action of an interview request is not so much a job search formality rather than a plea to make your case further.

The conclusion of a motivation cover letter is one last chance to sell your attitude, so avoid repeating yourself. When there is so much more than meets the eye, any repetition can make you seem somewhat one-dimensional. Leave one last powerful story for the final sentence and leave the reader wanting to know more.

Having said this, ask for the interview in hope rather than anticipation. You cannot possibly know the hiring manager’s mind and no matter how impressive your motivations, you should never presume that you are the perfect fit.

Writing tips for a motivation letter

A motivation letter is a carefully crafted piece of persuasion, and while our cover letter templates provide the perfect backdrop for your story, the content is nonetheless critical. Let’s explore a few writings tips that you may wish to consider:

• Write the motivational letter in your voice
• Mirror the values of the organization
• Talk about achievements when context is required
• Paint a picture of your future as well as your past
• Proofread and edit your motivational letter

What is the motivation for applying for a job and how do I write a perfect motivation letter? Fitting your story around the following ideas might help.

Write the motivation letter in your voice

Imagine that you are sitting in front of the scholarship committee or head of volunteering and you have three minutes to make your case.

What would you choose to say? What words would come naturally to describe that about which you are most passionate? 

A motivation letter that speaks directly to the reader in your voice will be far more effective than one written in stilted and formal language.

Mirror the values of the organization

Motivation is meaningless to an educational establishment or volunteering organization unless it tallies with their values. They want a body of like-minded students or passionate volunteers who will pull together to accomplish their goals together. 

We have all been in study groups with a disruptive student or worked with people in a team who are simply dancing to their own tune. Research the values and mission of the school or organization that you are joining and make sure that your motivation letter hits the right notes.

Talk about achievements when context is required

While your resume will do the heavy lifting in terms of your (sometimes basic) career achievements, there is still a place to sprinkle some achievements into your motivation letter to offer some context.

You need to anchor your motivations to some quantifiable aspects of your life so that your motivation letter does not seem like wishful thinking. The examples don’t have to be directly related to your future activity, but they do need to be relevant to the motivations that you wish to illustrate.

If you send an introductory email with your resume and cover letter attached, it is an additional opportunity to sell yourself. Why wouldn't you? This email cover letter should never replace your cover letter PDF document (as emails are easily deleted), but it should not be a simplistic "please find my documents attached" one-liner, either.

So, where do the potential opportunities of an email cover letter lie?

The following chapters are designed to help you:

1. Decide whether to send your cover letter in the body of an email or as an attachment
2. Analyze a real cover letter sample to model your email cover letter
3. Write the best email cover letter for your prospective employer
4. Create an email job application sample that increases your chances of hearing back

What is an email cover letter?

The definition of an email cover letter is pretty straightforward: it’s a cover letter sample sent in the body of an email as opposed to one that’s sent through an online application portal or as an attachment to an email.

Email job application sample

To get you started, here’s an email job application sample (or email cover letter sample) that was designed based on real hiring practices and recruiter experience:

To determine whether you might choose to insert a similar cover letter into the email directly or send it as an attachment, read on below.

Do you write a cover letter in an email or attach it?

The answer to whether you should paste your cover letter into the body of the email or attach it largely depends on the job description. A hiring manager will usually instruct you as to how they want the cover letter to be delivered. Some job postings will even tell you which subject line to use. Make sure to follow the instructions exactly, since any deviation may cause a hiring manager to pass over your application.

If submitting as an attachment: This is the easier of the two options since you’ll simply need to attach your existing cover letter file to the email. You should still write a few introductory sentences in the body space of the email in order to bring the hiring manager’s attention to the attached cover letter (and other application materials.) Just how much information you include in the body of the email itself is up to you.

You can refer to the email cover letter example in the chapter directly above this one when you’re submitting a cover letter as an attachment.

And here’s a simple idea of what you can write in the body for that same email cover letter example.

If sending in the body of the email: You’ll have to pay a bit more attention to how you send your cover letter in the body of an email. Brevity is key, so you’ll want to pick and choose only the most relevant examples from your full cover letter. Keep your email cover letter sample to a maximum of three short paragraphs plus the greeting and signature. 

Here are the steps:

1. Address the hiring manager by name whenever possible or use “Dear Hiring Manager.”
2. Introduce yourself and mention the position you are applying for.
3. Offer 1-2 related accomplishments or skills that make you an excellent candidate.
4. Finish your email cover letter with a call to action that invites the hiring manager to contact you.

Here’s an short email cover letter example for an attached resume:

How do you write an email cover letter?

When it comes to how you should write an email cover letter, there are a few adjustments you may want to make in terms of formatting and tone.

Email cover letter format:

One major distinction of an email cover letter format is that it lacks a header. Therefore, it’s important that you incorporate key pieces of personal information into the final sentences. Sign off with your full name and include your phone number in your call to action or in your email’s automatic signature. That’s also a great place to link to your LinkedIn, relevant social media accounts, online portfolio or personal website.

Just like with a standard cover letter, your email cover letter format should also be highly readable. Use standard email font styles and sizes with the color black. Don’t forget to include a blank space (or maybe two) between each paragraph. 

The right tone for an email job application sample:

There are a number of reasons why your email job application sample may be more flexible in tone than a traditional cover letter submitted through an online application portal.

First of all, if you have a hiring manager’s email address, you likely have their name. In many industries, you won’t want to deviate from the standard greeting of “Dear” followed by the proper salutation and last name. In certain fields, however, using a last name can come across as overly formal and out of touch. If that’s the case, you may want to use “Hi” or “Hello” followed by a first name for a more personal touch.

Another reason you might be emailing your job application sample is because you already know the hiring manager. Maybe you’ve worked at the company previously or have another connection that afforded you the opportunity to apply directly. In that case, you don’t want your email job application sample to sound like it’s coming from a complete stranger! Adjust your tone based on your previous relationship so that your email cover letter sample sounds natural and friendly.

Key Takeaways

While you do not want a hiring manager to waste their time reading the same information in your email cover letter that is included in the cover letter document that you have attached, there is great value in making the two slightly different and taking the additional opportunity of impressing them.

• Make sure that you follow the typical rules for cover letter content
• Include many of the same accomplishments, but present them slightly differently
• Understand that the tone of an email can be slightly warmer and less formal than a cover letter
• Include all contact information and social links in the footer section of the email (not at the top)
• write one if you know the hiring manager, but be careful as others may read it as well

Now that you've successfully written an email cover letter, take a peak at our field-tested cover letters. These professional cover letter templates follow the exact ‘cover letter rules’ employers look for. 

The cover letter ending should carry a unique impact. If your cover letter has been read after your resume, it will be the last thing that a hiring manager remembers about you. If it is read beforehand, the cover letter closing paragraph will dictate whether the resume is read at all.

If your future boss is reading the closing, then your cover letter has definitely ticked a few boxes. However, if you get the conclusion wrong, you can ruin all that impressive work. Let’s explore how to end a cover letter and make the hiring manager send that interview invite:

1. Exploring powerful how to end a cover letter examples.
2. Questions to ponder about the tone of your cover letter closing.
3. Terrible ways how to end a cover letter.
4. Checklist to finish a cover letter.

There is nothing more useful than examining a few different ways to end a cover letter by analysing some examples in various scenarios:

5 powerful how to end a cover letter examples

Candidates will have varying strengths and differing motivations that they may wish to highlight, so there is no single recipe for a perfect cover letter ending. 

There will often be a sentence that looks forward (hopefully, not presumptuously) to the possibility of an interview, but aside from that there are a number of options for what else a cover letter ending could include. Here are the top 5 tactics of ending your cover letter to land an interview:

1. End your cover letter by addressing the hidden needs of the hiring manager.
2. Link your personal “why” to their culture in the cover letter closing.
3. End your cover letter using the mechanism of repetition to create an impact.
4. Begin a story in the conclusion of your cover letter. Aim to continue that story during the interview.
5. Mention a personal connection at the end of the cover letter.

Let’s explore in a little more detail below with some example sentences:

1. End your cover letter by addressing the hidden needs of the hiring manager.

Every hiring manager wants an employee who understands their needs. If you show that this is the case as you end your cover letter (before you have even met them), you will put yourself in pole position to secure an interview.

Why it works: If you are able to take the time to sit back and think deeply about why exactly the hiring manager needs you by their side, you will be doing something that most employees don’t even contemplate. End your cover letter by showing empathy and understanding and your future boss will view you as a rare breed indeed.

2. Link your personal “why” to their culture in the cover letter closing.

There is nothing more impressive than a candidate who can articulate why they want the job, not because of money or status, but because it is where they feel they might belong. Understanding our personal “why” is a feat in itself; but connecting it to a career or a way of life is a whole different level of awesome.

Why it works: There is something incredibly seductive in meeting someone who is self-aware enough to understand their place in the world and what they want to do with their life. If you can make that calling relevant to the mission of your future employer in the cover letter closing, you will leave the very best impression and it will create an immediate talking point early on in the interview process.

3. End your cover letter using the mechanism of repetition to create an impact.

You might like to think that the hiring manager would have savoured every word of your cover letter, but the reality is that they are busy people, so will have likely skim-read it. Ending your cover letter by repeating some key points is a way of ramming home your value-add.

Why it works: Repeating certain messages (using different words) helps to lodge them into our memory banks that little bit firmer. There is a certain confidence in repeating the key points of an argument in a closing statement and the effectiveness of this oral technique is proven. Knock the hiring managers' socks off once and then do it again for good measure as you end your cover letter.

4. End your cover letter with the beginning of a story. Intrigue the recruiter and aim to finish that story during the interview.

There is nothing more intriguing than beginning a story and then letting the listener hang on for the punchline. Beginning a story at the conclusion of your cover letter is the equivalent of a soap opera cliff hanger.

Why it works: When you only have 300 words to weave a narrative about your career, it is only natural to leave a few loose ends. If you leave one of your most powerful stories until the conclusion of your cover letter, it is a great way of letting the hiring manager sense that there is much more to come during the interview stage.

5. Mention a personal connection at the end of the cover letter.

The aim of the cover letter is to establish the fit with the role, so finishing by highlighting a more personal connection can serve to cement the application. It may be a person that you are acquainted with or an affinity with the company - describe how it has made a difference to you.

Why it works: When the hiring manager starts reading the cover letter, they do not know you from Adam. You are a total stranger. Then, after your story has drawn them in, ending on a personal note can make them consider that maybe you are not such a stranger after all. The more they think that you could be “one of them,” the more likely you are to get that elusive interview invite.

Questions to ponder about the tone of your cover letter closing

While the tone of the whole cover letter should be positive and optimistic, the cover letter closing lines are particularly important in creating a lasting impression. The “goldilocks rule” very much applies – strike a balance between self-confidence and hope to get it just right. Here are three important questions to consider regarding the tone of your cover letter:

• How should the cover letter closing make a hiring manager feel?
• Should you conclude a cover letter in hope or expectation?
• Do you ask for an interview in your cover letter closing remarks?

How should the cover letter closing paragraph make the hiring manager feel?

There are all manner of adjectives to describe how a hiring manager would want to feel after reading a cover letter that could inform the tone of how it ends:

1. Comforted that they are making the right choice.
2. Intrigued to find out more about the candidate.
3. Excited about what you can bring to the table.
4. Reassured that you understand what the job entails.
5. Inspired by your story and impressed with what you have done.

Decide how this specific hiring manager might want to feel about you and write a cover letter closing paragraph that will press all the right buttons.

Should you conclude a cover letter in hope or expectation?

Many years of experience writing recruitment content and reading posts on social media have taught me that humility is an incredibly attractive trait in a job seeker.

The tone of your ending should therefore verge on the side of hope rather than expectation. You can’t possibly know that you will be better than all of the other candidates and you definitely won’t be able to read the mind of the hiring manager to know what they are looking for, so you can’t possibly adopt the position that you are “perfect for the role.” Most job descriptions are also sorely lacking, so ending the cover letter with a sense of hope seems to be a much more sensible and balanced attitude.

Do you ask for an interview in your cover letter closing?

The short answer is: yes, actually. The whole purpose of the job application process is to prove your suitability for the role, and it would be strange if a candidate did not express a desire to meet the hiring manager and find out more about them and the opportunity. 

If you have written a strong cover letter format and have opted for a sentence or two like the ones in the examples above, you have every right to say: “I would welcome the chance of an interview to discuss….” or something along those lines.

What can I use instead of sincerely?

Terrible ways how to end a cover letter

We hope that this guide contains plenty of sound advice, but it would be remiss of us not to point out some of the ways in which your cover letter closing can turn off a hiring manager rather than turn them on. 

If you don’t think about the impact of the words you are using, this sort of thing is all too easy to write – especially if you consider that the ending of the cover letter is not important:

Certainly, don’t write the same as everyone else. But don’t be too different!

Avoid ending on a needy, apologetic whimper.

Don’t waste the final impact with a list of unsubstantiated adjectives.

Don’t come across as pushy or over-confident.

Most of us have a second sense when something doesn’t quite sound right. When it comes to writing a cover letter closing, check and double check how it might sound to a hiring manager. If it comes across as any of these things, press that delete button and start again.

Writing the bad examples is far easier than writing the great examples. I wonder why that is?

Checklist to finish a cover letter

As with any piece of writing, the editing stage is often the part where you have to slice and dice your musings before you can come up with a final masterpiece that achieves everything that you need it to.

Hopefully, this final checklist will be a way of making sure that your cover letter closing is on the right track. Your cover letter ending should aim to accomplish these goals:

1. Touch on one or two of the example categories in terms of your motivation
2. Hit the right tone to make the hiring manager feel the way they would want to
3. Adopt a hopeful approach while still being brave enough to ask for an interview
4. Reflect the essence of who you are and why you would be great at the job.

A letter of interest and a cover letter have much in common — they are both letters that job seekers send to employers in hopes of obtaining employment. 

But there are key differences you should be aware of, such as the circumstances when one or the other is appropriate, and how exactly they should be written.

What is a cover letter vs. a letter of interest?

The differences between a cover letter and a letter of interest are pretty simple:

• A cover letter is a one-page letter sent with a resume when applying for an open job that is publicly advertised in a help-wanted ad or some other kind of job listing.
• A letter of interest is a one-page letter sent to an employer that is not advertising an open job you want — but you really want to work for that employer anyway, that’s why another name for it is an expression of interest. You’re writing to let the employer know what skill sets you have that appear to match its needs, and to inquire whether there might be any openings that match your qualifications.

So if you’re a lion tamer, and you find a job listing for a circus that’s seeking an experienced lion tamer, you need to write a cover letter to send to the circus with your resume, applying for this specific job opening.

But if you’re a lion tamer and you’re not aware of any job openings in your field — BUT you’re aware of a popular circus that has lion shows and employs lion trainers — why not launch a pre-emptive strike and reach out to the circus first? 

That’s where you need a letter of interest (also known as a “letter of intent,” a “letter of introduction” or an “expression of interest”). So what is a letter of interest exactly? It is a way of expressing your interest in working for a specific company in your field that you admire or respect, even if it hasn’t announced that it’s hiring.

Or if you’re toiling round-the-clock for a failing tech startup somewhere in Silicon Valley, perhaps what you’d really like is a job with Google, Facebook or Apple. Maybe you have a specialized skill that could be useful to any or all of these companies, but you’ve scoured their job listings and nowhere do they mention an opening for your specific “superpower.” This is where you need a letter of interest.

How to write a letter of interest vs. a cover letter

The idea behind a cover letter is pretty straightforward: it provides a personal appeal for the job, showcasing your character, offering reasonable arguments regarding your value as a professional and aims to connect with the hiring manager on a human level. The letter of interest, however, has one additional element in its writing: a direct offer to take you on as an employee, with you as the initiator of this procedure.

Here’s an example to highlight the idea in practical terms:

A private school in Schenectady, New York, has posted an opening for a high school Spanish teacher, and it just so happens that you’re an out-of-work high school Spanish teacher in Schenectady, New York! All you have to do is apply for the job.

But maybe you’re friends with the lady from Peru who currently teaches Spanish there, and she’s told you that the Spanish classes are completely overwhelmed, they’re turning students away, they need another Spanish teacher, and they’re thinking of promoting French teachers from within who don’t really excel in Spanish. So they haven’t yet posted any job opening for a new candidate, but they really need one.

Your letter of interest to the administration of this school, offering your services as a Spanish teacher in Schenectady, might look like a gift from heaven to the principal, superintendent and school board. Why should they post the job at all if they’ve already found the perfect candidate?

Here’s an example of the lead paragraph of a letter of interest you might send:

Or you might not have any inside intel on a potential job opening, but you’ve identified a reputable company at which you know your skills would be a good fit:

Do your homework

A key difference between a cover letter and a letter of interest is that one is solicited and one is not. If an architectural firm posts an opening for a junior architect, then it’s going to expect to receive multiple applications from people responding to the ad.

But if an architectural firm never posted any openings — yet you send a letter of interest out of the blue — then the onus is on you to explain what you like about this company, how it got your attention and why you want to work there.

You’ve got one big advantage: You’re showing great initiative in reaching out to a company you’ve noticed that isn’t necessarily hiring. But you’ve got one big disadvantage: The company isn’t necessarily hiring. 

So it’s essential in writing a letter of interest that you research the company in depth, learn everything you can about it, and be prepared to explain why you want to work there.

Should I include a resume with a letter of interest?

In a word, yes, you should include a resume with a letter of interest. Why wouldn’t you? 

Including a resume is not considered an absolute must when sending a letter of interest, while it is with a cover letter format . But if you pique an employer’s interest with an exploratory letter, wouldn’t the hiring manager want to see more information about your work experience, education and job skills? 

It’s best to give your target employer more than one way to review your qualifications — to linger on the thought of whether you might be a possible hire. 

Covering the basics in a cover letter or letter of interest

Whether you’re writing a cover letter or a letter of interest, some things don’t change. Despite the differences described above, here are some basic rules that apply to both cover letters and letters of interest:

1. Use an attractive header that includes your name, occupation, address, phone number and email. Review the free cover letter templates at ResumesMadeHere, find one you like and make it your own. You can use these templates for either a cover letter or a letter of interest.
2. Use an appropriate greeting, like “Dear Ms. Barr,” that identifies the person responsible for hiring by name. “Dear Sir or Madam” is not going to work here —you need to research the company you’re targeting and figure out who makes the hiring decisions.
3. Write a provocative introduction in which you introduce yourself, identify the type of job you’re seeking, and provide a compelling preview of your qualifications for this job.
4. Use the body of your letter to highlight your work experience, education and skills, and also to identify why you want to work for this company specifically. You can’t just write one cover letter OR letter of interest and send the same letter to 50 different employers.
5. Conclude your letter with a final paragraph that contains some kind of call to action, respectfully urging the recipient to get back to you to discuss how to follow up on your proposal.
6. Close with an appropriate sign-off, such as “Sincerely” (or an equivalent phrase), followed by a return and your full name.

Whether you need to write a cover letter or a letter of interest, the templates, examples, guides and occupation-specific job-search advice at ResumesMadeHere are always available to you. 

Best of luck in your job hunt!

What is the best font for cover letters? There's no single correct answer to this frequently asked question. But when it comes to choosing the right font for your own cover letter, you have quite a few great options.

The best fonts to use in a cover letter are those that are attractive, clean and easy to read. 

You want hiring managers to take one glance at your cover letter and think “Looks good!” before they even start reading. Then you want them to read every word, focusing on your content — not distracted by a strange font choice or a font size that’s too big or too small.

If you choose some odd-looking, avant garde font to make your cover letter stand out, it will — but for all the wrong reasons. The recruiter is likely to frown and wonder why you chose such a weird font, and you’ve already got one strike against you. 

Choosing between serif and sans serif fonts

Your choice of cover letter font ultimately comes down to two basic font types: serif and sans serif.

Serif fonts: A serif is a decorative flourish, a small line or stroke added to the letters of the alphabet. For example, a capital A in a serif typeface will have a small horizontal line at the bottom of the two diagonal lines that form the primary part of the letter — they look like tiny pedestals that form a base for the letter. 

Serifs are added to the parts of letters that end in mid-air; for example, a lowercase “i” as in “ice” will generally have a serif at the top pointing left and a serif at the bottom pointing both right and left. But you’ll probably never see a serif on the letter “o” because it’s a circle where no part of the letter ends in mid-air. 

Sans serif fonts: Sans serif fonts don’t use serifs, so they look more like the alphabet displayed above the blackboard in an elementary school classroom. For example, if you print the letter “i” on a piece of paper with a pencil, you probably just draw a straight vertical line and add a dot on top of it. That’s sans serif. But if you add little decorations to the vertical line, those are serifs.

Should you use a serif or a non-serif font for cover letters?

There is no right or wrong answer to the question of using a serif or non-serif cover letter font, as long as it's easy on the eyes and doesn't distract your reader. Perhaps with the exception of header text only, you should use the same font consistently throughout.

It can be a matter of personal preference, as well as compatibility with the occupation, employer and industry. In terms of “personality,” serif fonts tend to be perceived as more traditional, formal, mature and reliable, while sans serif fonts are commonly described as sleek, modern and clean.

A list of good fonts for cover letters

Here is our top 8 list of good fonts for cover letters:

Fonts to NOT use in your cover letter

Unless you’re really loving unemployment, don’t use these fonts in a cover letter:

Situational fonts for cover letters

You’ll hear conflicting advice on certain fonts, these are generally considered situational fonts and you need to consider the image, character and context for the job:

Helvetica: There’s nothing wrong with the world’s most famous font, but it’s so old that many consider it yesterday’s choice.

Times New Roman: Same goes for this classic serif font: It still works after all these years, but you won’t get points for originality.

Roboto, Open Sans, Ubuntu: These are clean and legible fonts that are widely used in the tech/IT industry, but they may not be as popular with more traditional jobs and employers. You can feel a bit safer using these when applying to a software company or an IT startup.  Just be advised that you might end up with an overly sleek and techy feel to your document.

Cover letter font size and spacing

Whatever font you choose, do not make the mistake of running it too big or too small. Too big and it looks childish; too small and the reader needs a magnifying glass. And you can always count on ResumesMadeHere for occupation-specific advice and a top-of-the-line online cover letter builder to boost your career!

What is the correct font size for a cover letter?

A good rule of thumb is to start with a 12-point font size. Font size depends on the font style; for some fonts, 12 points could be too large or 10 points too small. Getting it right may take some trial and error. 

People sometimes ask if an 11-point font is OK for a cover letter, and the answer is yes. Font sizes are typically described in even numbers, but there’s no reason you can’t make your font size 11, or even 11.3, as long as it looks good on the page.

Cover letter spacing and white space

In addition to choosing the right font size for your application letter, you need to set appropriate cover letter margins — one inch on the top, bottom, left and right is a good rule. 

Another consideration is cover letter spacing. Every typeface comes with a default amount of “leading” (rhymes with “sledding”), which means the amount of space between lines. This setting is adjustable, but don’t downsize it to squeeze your letter onto one page. Allow for an appropriate amount of white space in your cover letter, or it will look like you’re trying to cram 12 pounds of stuff into a 10-pound bag. 

Application letter? Isn't that a cover letter, but twice the length? What is that you say? Some people use it to replace a resume and a cover letter? Why on earth would you want to do that?

Job search jargon can be difficult, especially when different words mean different things in various parts of the world. So let's take a look at the general differences and similarities between an application letter and a cover letter.

In this article we will explore:

• What is an application letter?
• Three situations when you might choose to write an application letter
• What is the difference between an application letter and a cover letter?
• What is the purpose of a letter of application?
• An application letter example
• The format and structure of a job application letter
• How do I write an application letter?

What is an application letter?

An “application letter” is used in very limited circumstances in a job search as a replacement for a resume and cover letter. 

These two pages have to encompass the highs and lows of your career as well as describe why you would be a great hire for a potential employer. Tough ask.

Many in human resources view this as recruitment heresy; but hear us out. The specific job application format, despite its unwieldy nature, has a reason to exist. The job application letter is vanishingly rare, but certain people do decide to use it.

A resume is a strictly formatted, factually based document, while a cover letter adds a personal touch to the application process. But with a single job application letter that does both jobs, where do you start to impress a recruiter?

Is there one occasion in a hundred when a job seeker might choose this option? Might it make a difference to you one day? 

When to use an application letter

Before we explore all the reasons why a resume + cover letter combo is usually better for job seekers than a single application letter, an examination of online recruitment wisdom does highlight a few occasions when a job application letter might prove a valid choice. So what are the three types of application letter?

1) Application letter when there is no job opening

When the job market is tight, potential hiring managers and recruiters will have even less time to consider job applications, especially if there is no job posting. 

If job applicants have a genuinely compelling story to tell, some candidates might decide to send over their sales pitch in application letter form (as an attachment in an email or in a forum like LinkedIn), because they know that someone won’t spend the time digging through their formal resume for the relevant details. Our application letter sample at the end of this chapter offers a flavor of how it might be worded. 

Job application letters will never match the factual accuracy and coverage of a resume, but a small number of candidates do decide to use them as a tactic to get their foot through the door.

2) Job application letter for academic programs

When there is a requirement to describe depth of academic experience, a longer-form letter is sometimes employed in academic circles instead of a resume. 

Again, this is a rare occurrence, but for an academic who is looking to connect with a like-minded hiring manager (outside of the confines of HR oversight), an application letter gives them the opportunity express why they would be a fit for that new job.

3) Longer application letter for internships

There is genuine merit for an intern to view the following example of application letter with a little more interest. 

Interns will not have the experience to flesh out a two-page resume, but a one-page resume may not be enough space to describe the passion that they have for their desired role. As social media has brought interns ever closer to potential future bosses, a less formal job application letter might be able to do the job of both a cover letter and a resume. 

Application letter sample

Meet Lana. She is writing a speculative application letter to get a job at a new retail outlet that is opening up. She doesn't know when they might be hiring, so this one-shot application letter sample is her best shot of getting on their radar early on. They are unlikely to read both a cover letter and her resume at such a stage. 

We had to dig deep into various professional cases to come up with the best example, but with our desire to provide the most comprehensive set of resources for job seekers, we felt that sharing an example of a job application letter was worth doing.  

The following job application letter sample is a good attempt at what such a letter might look like, but it will quickly become obvious that the format is far from ideal. You have to have a really good story to keep a hiring manager reading beyond the second paragraph. 

Having said all that, here is an example of an application letter:

Job application letter format and structure

The format of an application letter is difficult to define. While we have created advice guides for all sorts of cover letters, the bloated nature of the application letter format means that almost anything goes.

However, we would like to compare and contrast the structure of the two formats.

Greeting

After starting the header of the letter with your contact information, the greeting section needs to be addressed to the correct person and begin the letter with a personal connection. Everyone likes being called by their name. 

Additionally, make sure that you use the correct form of address. “Dear Mr. / Mrs. / Ms. Surname” is the safest option to get the letter off to a solid start. ”To Whom It May Concern” is never acceptable, though if you can't find out the name of the hiring manager, you can opt for a more generic greeting like “Dear XYZ Hiring Team.” This advice applies to both cover letters and application letter.

Introduction

The introduction of a cover letter should be a short opening paragraph to grab the attention and focus on one standout aspect of the candidate’s experience. It is the one sentence that you want to remain in the hiring manager’s mind for the rest of the recruitment process.

The introduction for the application letter format has to work a bit harder. Because there is no factual resume to fall back on, the application letter introduction should be more practically oriented, leaving the reader in no doubt as to the suitability of the candidate.

Where a hiring manager has the option to find a candidate's value in the depths of a resume, candidates have to be mind-readers to work out exactly what to highlight in their application letter intro. It is a really tough ask and very easy to miss the mark.

Body

The body of the perfect cover letter should contain a couple of brief insights into the personal qualities and professional achievements of a candidate, outlining why they are a fit for the role and backing that up with quantifiable numbers. It is eminently possible to create a lasting impression in the space of two or three paragraphs. In communication skills terms, brevity is the soul of wit.

Conversely, it is difficult to know where to start in suggesting how to structure the body of an application letter.

First, the job application format should ideally retain an aspect of the chronological nature of a resume. You don’t want the reader jumping back and forth through your career timeline as they read it and you should include dates of employment where possible. 

Elements of personality and culture fit can also be sprinkled throughout the writing. Try to lead with your most relevant characteristics, with the most recent examples at the beginning of the letter.

Conclusion

For a cover letter , the conclusion is a one-paragraph call to action, intended to persuade the employer to invite you to an interview. It's the cherry on top of your job application. 

The length of the application letter format means that such a pithy closing paragraph might seem a little apologetic. In this case, it is worth reminding the potential employer of the key aspects of your candidacy. They may be a bit lost in such a long letter, and repetition can be an effective device (if you are repeating the right things, that is).

Tips for writing a great application letter for a job vacancy 

If you are determined to write an application letter, or if someone has asked you to put down your thoughts on your suitability for the role in an email (for example), here are five suggestions for making the most of an imperfect format: 

Convey resume facts in letter form. 

Weaving the facts of your resume into the broader narrative of an application letter for employment is crucial to getting your work experience across. 

Factual details are far easier to pick out on a resume, so they risk getting a little lost in the depths of an application letter. But if you put the more important facts toward the beginning of paragraphs, hiring managers will be more likely to notice.

Highlight your achievements alongside personality and context.

As an application letter is a mix of fact and personality, you can mix up your factual achievements with descriptive adjectives and more context than a resume typically contains. 

Much is discussed about storytelling in the recruitment process and if you can manage to merge these factors, your story has a chance of being finished. However, two pages of solid text is a lot of story to take in.

Signpost each part of the letter. 

A resume has distinct sections for each part of your experience, and a cover letter usually has a set format to add the extra details. It is therefore essential for job applicants to signpost the content of every paragraph in the first sentence of an application letter. 

Some people might decide to use mini-titles, but this often comes across as being too simplistic and may break up the flow of the story.

Make sentences shorter and minimize descriptive language. 

Two pages might seem a lot for an application letter, but when you consider that it has to be written in full sentences and with acceptable English, suddenly the simplicity and brevity of skills lists on a resume (for example) seem very appealing. 

Keep your sentences as short and impactful as possible. Otherwise you might find yourself not having enough space for some of your achievements and experiences.

Ensure the application letter is heavy on factual detail.

While the purpose of a cover letter is to weave a more emotionally appealing story because the resume has covered the factual bases, the limitations of the job application letter format mean that it should contain as much factual detail as possible. 

Devices such as bullet-pointed lists are a great way of getting fact-heavy accomplishments across. Put simply, make sure that you don't waffle.

But what if I decide to write a cover letter after all?

Do your research on the employer, choose the right tone for the letter and immerse yourself into the culture to imagine what sort of employee they are looking for. 

The best cover letters are a wonderful medium to complement a resume, yet their impact is often overlooked. A perfectly targeted cover letter can genuinely make the difference between a first interview for that dream job and another rejection. We have a wide range of guides and cover letter samples for multiple professions that bring the reality of the letter to life. 

If you compare the cover letter examples with the application letter example, you will see why most employers would prefer the cover letter plus a resume to create the ideal first impression.

But if you decide to stick with the tried-and-true combo accepted by recruiters worldwide, make sure to check out our online resume tools for resumes and cover letters (complete with pre-generated phrases, a grammar checker and more).  

Save your time, avoid stress and uncertainty. There’s no reason not to empower your job search with convenient solutions!

When job seekers sit down to think about how to write a cover letter, most break into a cold sweat. Writing a cover letter is different to a resume: you have to inject some personality and set the tone for your future conversations. 

A cover letter is written as a competitive advantage for your application, as it covers career gaps, provides personal context and establishes a connection with the hiring decision-makers.

In this guide, we will show you the tricks and strategies of cover letter writing that will leave hiring managers and recruiters rushing to press the send button on that invite. Whether you are writing a cover letter for a contract tracer or for a finance manager, we will explore every avenue:

• Exploring the cover letter format
• Why is a cover letter important?
• How to start the cover letter
• Writing the cover letter middle part
• How to end a cover letter
• How to write a cover letter and avoid mistakes

We have  75+ FREE cover letter examples  and guides with profession-specific advice to demonstrate what we consider to be best practice, but, as every application is different, we hope that the following advice on how to write a cover letter will cover the main considerations. 

Exploring the cover letter format

While the basic structure of most cover letters will be similar, there are a myriad of nuances in  how to format a cover letter. We will explore the cover letter format in great detail together over the remainder of the blog, but to start with, here is an example of a resumei.io cover letter format that has been broken into individual components:

• Header
• Greeting
• Introduction
• Cover letter middle paragraphs (body)
• Conclusion

Why is a cover letter important?

A cover letter compensates for the weakness of a resume by expanding on gaps, adding context, establishing an emotional connection with the hiring manager and last but not least - standing out from other candidates in today’s competitive job market.

Cover letters are as important as resumes. Fact.

An infamous Jobvite survey in 2015 concluded that only 10% of cover letters are read, but if you consider that a cover letter will likely only be read if a resume has ticked the right boxes, is this statistic really that useful for a strong candidate? 

Do you know how many speculative applications are made for each position where candidates have little to no hope of success? Lots and lots. Now put that 10% of cover letters being read into perspective.

The only time that you should not send a cover letter is when you are explicitly told not to in the job description. If that instruction isn’t there, get thinking about how to write your cover letter.

How to start a cover letter

A cover letter starts with three main elements: the header, the cover letter greeting and the cover letter introduction. Each of these elements has their own purpose and function, which we will discuss in more detail below.

If you are sitting there staring at a blank screen wondering  how to start a cover letter , you can take comfort in the fact that you are not alone. There will definitely be a few pressing questions at the front of your mind about how to begin:

• What do I put in the cover letter header section?
• How to write a cover letter greeting?
• What should I include in the introduction?
• What tone of voice should my cover letter adopt?
• How can I make sure it is relevant for the job description?

Don’t neglect the cover letter header

If the employer is considering inviting you for an  interview , you have to make the process as easy as possible. Applicant tracking systems will expect your contact information (including your full name, phone number, email and even LinkedIn profile if required) to be in the cover letter header section (or near it, depending on the cover letter design), and even the white space that the header creates will cause the reader’s mind to pause before they take in the genius of your letter.

If you are sending the cover letter via Gmail or uploading it to a job board, your contact information can be added at the end after your sign-off /  cover letter ending .

How to write a cover letter greeting / salutation

I’m not sure how many times we have mentioned this in our various cover letter guides, but getting the simple things right is essential in avoiding unwelcome distractions. Finding the correct variant of greeting plus surname (or name of team) is key to striking the right initial note.

Most letters should start with a variant on “Dear Mr. Jones”, "Dear Hiring Team" or "Dear Company ABC Team". Alternatively, "Dear Company ABC Family" or "Greetings” might be more suited to a more informal culture. Just as you wouldn’t turn up on a suit when everyone is casually dressed, so your greeting should match the culture.

Starting a letter  with “To whom it may concern” is an immediate turn-off, no matter how much effort you have put into the letter itself. Scientific studies have shown that people have positive neurological responses to seeing or hearing their own name.

How to write a cover letter introduction

After the salutation, the first paragraph is where the rubber hits the road. Does your cover letter introduction really deserve to be in the race for this job? Grab their attention, keep it brief and make them want to read more. 

Surprise them with an incredible achievement, include a number for maximum impact or name drop an impressive previous employer or how you won an award. You need to make them want to read more and while your career  is far more than this one sentence, you have to create some momentum that leads to them inviting you to interview.  

The introductory paragraph of a cover letter should make your future employer want to know more. In a cover letter for a contact tracer position, let them know just how determined you are to get the job done. Whether you share a jaw-dropping contribution, pull back the curtain on a personal story or simply highlight your years of experience, the introductory few lines need to be show-stoppers.

The middle part of a cover letter

After you have written a powerful opening introduction, you have the freedom to explore the aspects of your career story that you feel are most relevant for the role in the middle part of your cover letter (the cover letter’s middle paragraphs).

Base the middle paragraphs of your cover letter around the role requirements and describe how hiring you would make a difference. Use examples to back up your claims and be confident in your assertions. 

These couple of paragraphs will be viewed as the central part of your application, so choose your examples and words carefully. In a cover letter for a contact tracer position, you would need to share examples of where you stuck with a difficult task until completion, with an eagle eye for detail and an unshakable belief in what you were doing.

Using bullet points in this section can create a powerful impact and it allows you to address different achievements in a short section of the page. Feel free to use bold cover letter fonts  in certain header sections to draw the eye.

How to write accomplishments in a cover letter

A cover letter should not be a list of previous responsibilities or duties. It should be all about the achievements. How to write accomplishments in a cover letter is a conundrum that has stumped many a job seeker, but with the help of some sound advice and a few suitable action verbs, we are sure that you will smash it.

• How can you prove that you can hit the KPIs of your future role?
• Which stories do you want to tell in more detail at the interview?
• What tasks did you take on and how did the outcomes benefit your company?
• What different sorts of accomplishments might you be able to share?
• How to write a cover letter with powerful action verbs.
• What about the timescale and context of your accomplishments?

Be selective, only choose the most relevant accomplishments to share and you will be sure to be discussing them in more detail during an interview.

Choose the best action verbs for your cover letter

The best accomplishments always start with a unique action verb. We selected 300+ of the most impactful across 15 different categories to help you choose the best action verbs  for your cover letter.

• You elevate your accomplishments when you use evocative vocabulary
• Avoiding cliched or passive language will set your cover letter apart
• You can use “better” but similar verbs to those in the job description

15 categories such as teamwork, communication, achievement and creativity can be found in our extensive blog on the subject, with 20 bespoke action verbs per category and real examples to demonstrate their impact. What are the best action verbs for a cover letter for a contract tracer position? Identified, chased, reached, persevered.

Make the most of cover letter bullet points

The cover letter bullet point is an incredibly powerful literary device in any piece of persuasive sales text. When you are selling your achievements to a potential employer (when space is at a premium), there is no better way to bring across the quantifiable aspects of your application when considering how to write a cover letter.

When a hiring manager sees bullet points on a cover letter, they expect to read impressive numbers and percentages. It might arguably be the part of the  letter  that sticks in their mind the longest. Here are some examples from varying roles:

• On shelf availability averaged 99.2% and shrinkage kept under 0.5% (1% target).
• Created award-winning cloud invoicing and activity tracking system for 800+ temps.
• Lead analyst on $850m M&A of US/Saudi natural resources acquisition.
• Annual sales uplift of 120%, driven by a + 50% customer increase and +30% ATV.

After reading your bullet points, the employer should be nodding inwardly and imagining what you might be able to achieve with them.  

How to end a cover letter

The conclusion of your cover letter is your call to action. Rather than limp to an uninspiring finish, it is vital that you put as much thought into  how to end a cover letter  as you do into the introduction and the middle part.

• There are multiple sentiments on which you may wish to end.
• It is important to get the tone right to finish on the right note.
• How do you want the hiring manager to feel after the cover letter ending?
• There is no shame in saying that you are looking forward to an interview.
• What can I use instead of “sincerely” or “best regards”?

After the middle part of the cover letter has laid out the persuasive arguments and the bullets have outlined the undeniably impressive facts, the conclusion offers a final opportunity to describe some of your more personal characteristics. 

Call-to-action in a cover letter

The whole point of a resume and a cover letter (and going through the rigors of the application process) is that you think you would be able to do a great job. 

Any cover letter that ends with a “What do you think? Am I any good?” tone would be viewed with suspicion. Be confident in your application. A cover letter for a contract tracer position would end with a rallying cry to help mitigate the horrific impact of the pandemic.

Mistakes to avoid for great cover letter writing 

Sometimes, what you don’t do is as powerful as what you do. When it comes to cover letters, there are definitely a few things to steer clear of if you want to get a new job that's worth the effort.

1. Typos  

Basic grammar mistakes such as typos are cited among the top reasons candidates are rejected. Imagine that your application is neck and neck with three others going into the final interview stage. Sadly, the potential employers have noticed the various spelling and grammatical errors and reject you because of your lack of care.   

This happens more than you can imagine, based on our recruitment experience. If you cannot take the time to check your application, what does that say about your attention to detail?

Print out your cover letter and read it aloud. Double-check and triple-check the spelling, get a friend to proofread it. Alternatively, use a cover letter builder that has a built-in spell-check function.  

2. Formatting errors

This is an aspect of job search that is often forgotten. Just because you can read your resume on your device, it doesn’t mean that it will look exactly the same for the various recipients. Some applications will require a PDF and some will ask for a Word document, but typically PDF is the safest variant and using a proven template will show you exactly how a reader will view your application. 

Avoid large blocks of text where possible, as they are hard to digest when on a screen. Keep sentences short and limit paragraphs to three or four sentences. If you please the eyes first, it will make it easier to engage the brain. 

Our  resume templates  allow candidates to match their cover letter designs to their resume templates. Adding a professional sheen to your application couldn’t be easier.

3. Generic copy and paste

Everyone wants to feel that they are special. Imagine that you receive a love letter but get the sense that the same words had been written to dozens of people before. That would make anyone feel unloved, for sure. 

The generic “I am writing to apply for the role of X at company X” is just one example of the copy/paste language that should be avoided like the plague. Tailor your language for each application.

4. Too much personal information

When we suggest  personalising the cover letter , we mean to make it a personal application for a specific role. We don’t mean that you should spill the beans on your personal life. By law, there is no requirement to share detail on race, age or marital status (at least in North America), so leave those aspects until a later stage. You should not and hopefully will not be judged on such matters. 

Also, much as they might be delighted to hear about your Pokemon collection, love of Jeff Goldblum or the dietary requirements of your cats, you can leave the personal details to the very latest stages of the interview process. You have to impress them enough before you can try to bond on that personal level.

5. Too many words

According to a survey by Saddleback College, almost 70% of employers want a cover letter to be less than one page. 24% say the shorter, the better.

As a general rule, your cover letter should be 200-400 words or about four to five short paragraphs long, on a single page. In an emailed version, where you might be able to include links to a portfolio or website, it could be even shorter. 

In our experience, three-quarters or a page offers ample “white space” to give the reader time to pause and think about what they have read.

3 industry-specific cover letter examples (and why they are effective)

What we like about this example: In any cover letter, it is important to write it with the employer’s needs in mind. If you demonstrate an understanding of their pain points, you elevate yourself above the typical “this is what I have done, what do you think?” approach of most job seekers. However, any marketing letter needs to go one step further. You should consider the needs of the employer’s clients and customers. That will get the employer imagining you in the role before you even walk into the interview room.

What we like about this example: Retail is detail. Any retail cover letter should show a grasp of the numbers as that is the only way that you are going to quantify how you are serving your customers. Percentage sales growth is typically a more effective approach than simple numbers as the turnover of any business can vary significantly. This extract explores the impressive detail of this employee’s impact on his customers over thirteen years – these “wow” moments can make all the difference to get you on that interview list.

What we like about this example: A cover letter that comes from the heart is a piece of writing that will be hard to resist. It is important to show that you are suited to the role as well as explaining your motivations, but when the job in question is relatively simple it comes down to desire and drive. So many cover letters for contract tracer positions will have been written over the past few years and many people will have grown  a great deal from the experience.

Key Takeaways

Everyone knows that a job search can be a long and mentally draining process, but it is well worth finding some hidden reserves to compose the best possible cover letters.

Too many people fall into the trap of thinking that a generic cover letter will be fine and that you will have a chance to tell your story at the interview. 

If you take this approach and your competition ace their cover letters, there may not even be an interview to attend….

Writing an amazing cover letter is an opportunity that is too good to miss. Dedicate yourself to coming up with something truly compelling (maybe with the help of one of our examples) and use one of our cover letter templates to make it look visually stunning.

What are you waiting for? Get your dream job now! Start building your own cover letter.

It just might be the most important letter you’ll ever write. Your carefully crafted cover letter could lead to lifelong job satisfaction, could buy you a house, could put your kids through college. And so you wonder if cover letter format is important? 

You know your field, you know your skills, and you know the people you want to work for. Now all you have to do is write them a one-page letter. Every journey to a dream job begins with a standout resume and a stellarcover letter.

But whether you’re a rocket scientist or a railroad worker, you may experience brain freeze when faced with this blank piece of paper and this seemingly simple task. And it IS a simple task, though it isn’t necessarily easy. 

It’s actually one of the ultimate feats of persuasive writing — a one-page letter so irresistible that it lands the writer a new job. It’s the kind of letter that can change your life. So what are the secrets to getting this crucial part of your job application right? What is the appropriate format for a cover letter? How do you start and end a cover letter? What do employers look for in a cover letter?

Here are our top 10 tips to cover letting formatting, writing and design. 

1. Start with a well-designed cover letter header.

Good cover letter layout starts with a header, an electronic version of what used to be called a letterhead. This is the space at the top of the page containing your name, address, phone number and email. (Sometimes the mailing address is omitted, and sometimes people add their contact info for LinkedIn or other platforms.) 

The main purpose of the header is to convey your critical contact information so that the potential employer knows how to reach you. 

But the secondary purpose of the header is also important: to provide an attractive design element at the top of the page. Everything below the header will be black body text, which hopefully will be interesting to read but unfortunately isn’t very interesting to look at. 

The header is critical because it’s the one place on the page where you have any real design options. You can opt for color, creative use of typography and other touches that start your page off with a visual bang. That doesn’t mean it should be garish or loud, but it should be pleasing to the eye. 

You can check out Resume.io’s collection of cover letter format examples to get an idea of some good design options for your header. 

2. Engage the hiring manager with an appropriate cover letter greeting.

In old-timey days, it used to be OK to write “To Whom It May Concern,” “Dear Sir or Madam,” or even “Gentlemen” in a cover letter greeting . But those days are long gone. 

Always try to address your letter to a specific person. If the job posting doesn't mention the hiring manager's name, do some research, and make a call if necessary, to find out who the decision maker is on the job you want. (But don’t even THINK of misspelling that person’s name, and be sure you know if it’s a “Mr.” or a “Ms.”)

Psychologists have found that people get a little thrill from reading their own names, and it makes them tend to sit up and pay attention. Also, a letter addressed to a specific person is more likely to be answered than a letter sent to an entire department. In some cases you may find that the name of the hiring manager or recruiter is purposefully undisclosed, and if so, you might need to say something more generic like “Dear Hiring Manager” or “Dear (Company Name) Hiring Team.”

3. Write an irresistible cover letter introduction.

In the opening paragraph of your cover letter, you need to make an opening statement that sets up a make-or-break case. Find a way to introduce yourself, identify the job you are seeking, and provide a preview of why you are eminently qualified for this job. Your cover letter introduction should strike the right tone of voice from the outset — friendly, enthusiastic, confident, competent, but never arrogant or conceited. Your introduction should grab the reader’s attention, but for the right reasons. 

Above all, your opener should make a positive first impression and give your reader a reason to read on. 

Here’s an example of a decent cover letter introduction :

4. Make your case in the body of the cover letter.

In the body of your cover letter, you must build a persuasive case that you are the right candidate for the job. You might need to boast a little bit, and that’s OK, because if you don’t promote your candidacy for this job, nobody else will. 

Talk about your work experience, and be specific about your accomplishments in past jobs. Wherever possible, use facts and figures (numbers, dollar figures, percentages) to quantify your achievements and work history. Also, go where your resume can’t by relating an anecdote about a problem you once faced and how you resolved it. 

A commonly asked question is: Are bullet points acceptable in a cover letter? The short answer is yes. The longer answer is: Use them sparingly and think about whether they benefit the visual look and reading flow of your cover letter. What you don’t want is to turn your cover letter into a second resume. 

The body of your letter can also mention your education, certifications and relevant skills. And you may choose to discuss your aspirations for the future, specifically as they relate to the position you’re applying for. Be sure to study the job description carefully, and demonstrate that you meet the job requirements. (But obviously, you need to remain truthful, because any falsehoods in a job application will come back to haunt you.)

The tone of your writing is also important. To match the language and the level of formality, check out your prospective employer’s website, social media accounts and any other material you can find. 

Here’s an example of the body of a cover letter:

5. Conclude your cover letter with a call to action.

Your closing paragraph can include a recap, a thank you and anything else important that you haven’t said yet. But your conclusion should also contain a call to action — a suggestion that you would be delighted to come in for an interview, or even just to talk by phone. You might also want to say that you’re always reachable at the contact info provided.

Make it clear from your close that you’re serious about this job and that you are genuinely eager to follow up.

Finish up with an appropriate sign-off phrase, such as “Sincerely,” “Respectfully” or “Best regards.”Then type your name below that, or add your signature if you’re planning on mailing this letter or delivering it in person.

Be sure to proofread your letter carefully, and ideally find a good editor to revise it for you. Typos and other English errors are among the top reasons cover letters and resumes are rejected. 

Here’s an example of how you might write the conclusion of your cover letter:

6. Make a sensible font your first formatting choice.

Good formatting choices for a cover letter start with a good font. Use a modern, attractive, easy-to-read cover letter font, nothing too flashy or exotic, nothing that calls attention to itself. You want people to be reading your text, not staring at your odd font choice. Take a moment to read our article on “What are the best fonts for cover letters?”

Choose a font size between 10 and 12 points — any smaller and it’s hard to read, any larger and it starts to look like a Mother Goose book.

Align text left, in a style known as “ragged right” because it leaves space to the right of the last word in each line. Justifying text from margin to margin makes the page look like it’s filled with solid blocks of black text, and it sometimes stretches words horizontally to reach the margin. 

7. Keep paragraphs short.

Keep paragraphs short, add a space between them, and do not indent. 

It used to be OK to send a business letter with no spaces between paragraphs, provided you indented each paragraph. But these days, unless you’re typesetting a book, you need non-indented paragraphs with a space between them. 

And you need to keep the paragraphs fairly short, and make their lengths consistent.  If you received a one-page letter containing 400 words that were all in the same paragraph, would you look forward to reading it? The eye needs a break, and the brain does too. That’s why paragraphs were invented.

8. Use 1-inch margins. 

Leave room for  1-inch margins on the top, bottom, right and left of your cover letter.

There’s a saying among page designers, both print and digital: “White space is your friend.” Every design, illustration or art element needs to incorporate a certain amount of negative space that contains nothing at all. 

Designers will also tell you to avoid “trapped white space,” meaning an inconvenient blank in the center of your design. That’s why white space should be “pushed to the outside” — providing a sort of an invisible frame that allows the central image to dominate.

This is the whole idea behind margins — it’s a white frame that surrounds and highlights your content.

9. Stick to one page.

You might as well consider it a cardinal rule that your cover letter length cannot exceed one page. Yet anyone who’s tried to write one could probably testify that the first draft is usually too long.

You may be tempted to reduce the font size, shrink the margins or get rid of all the white space.  But please resist the urge to atone for your verbosity by tweaking the formatting. Trim the fat from your text before resorting to measures that will make the letter denser and harder to read.

10. Use a professionally designed cover letter template.

There’s a simple way to sidestep the potential pitfalls of formatting a cover letter, and that’s to use a professionally designed template . 

A cover letter template is a pre-designed framework that already has an eye-catching cover letter header, appropriate typography and an adequate use of white space. All you have to do is replace the existing text with your own, and your letter is done.