Cover letter format
A cover letter fits on one page: your details at the top, then the date, the employer’s details, a greeting, three or four short paragraphs and a sign-off, all left-aligned with a blank line between paragraphs. The diagram below shows exactly what goes where.
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What goes where on the page
- 1 Header. Your name, then phone, email and town on one line. LinkedIn or a portfolio link is optional. No full home address needed for emailed applications.
- 2 Date. Written in full: 4 October 2026 (UK) or October 4, 2026 (US).
- 3 Employer. Hiring manager’s name and title, company, and address if you are posting or the ad asks for it.
- 4 Subject line. Optional but helpful: “Application for Payroll Administrator (ref. FIN-204)”.
- 5 Greeting. “Dear Ms Okafor,” if you know the name; otherwise “Dear Hiring Manager,”.
- 6 Opening. 2 to 3 sentences: the job, where you saw it, and your strongest reason to read on.
- 7 Why you fit. The longest paragraph, 4 to 6 sentences: evidence for the two or three things the ad asks for most.
- 8 Why this company. 2 to 4 sentences: something specific you know and like about them.
- 9 Closing. Thanks, availability, and a polite request for an interview.
- 10 Sign-off. “Yours sincerely,” (named) or “Yours faithfully,” (Dear Sir or Madam), a gap for a signature if printing, then your name.
Length, margins, font and spacing
- Length
- One page. About 250 to 400 words, in three to five paragraphs.
- Margins
- 2 to 2.5 cm (0.75 to 1 inch) on all sides.
- Font
- The same font as your CV, 10.5 to 12 pt. Plain sans-serif (like Inter or Arial) or a classic serif (like Georgia).
- Spacing
- Single or 1.15 line spacing, with one blank line between paragraphs. No indents.
- Alignment
- Left-aligned throughout (block format). Avoid justified text: it creates uneven gaps.
- File
- PDF, named clearly: Firstname-Lastname-Cover-Letter.pdf.
Format for email and online forms
Most applications today are uploaded or emailed, and the format adapts. When you upload a file, send a PDF with the full layout above. When a form gives you a text box, paste plain text: leave out the header and address block, start with the greeting, and keep the blank lines between paragraphs so it stays readable. When you email an application, put a two or three sentence version in the email body and attach the full letter and your CV.
Use a clear subject line for emails: the job title, the reference number if there is one, and your name.
UK, US and international differences
- UK and Ireland: date as 4 October 2026, "Yours sincerely" after a name and "Yours faithfully" after "Dear Sir or Madam", A4 paper.
- US and Canada: date as October 4, 2026, "Sincerely" in all cases, US Letter paper. Titles like "Ms." take a full stop.
- Nigeria, Ghana, Kenya and India: many employers still expect the formal block format with both addresses and an underlined subject line. See our application letter page for that layout.
Common format mistakes
- Running onto a second page. Cut the weakest paragraph rather than shrinking the font.
- A different font or colour from your CV, so the two look unrelated.
- Long blocks of text with no paragraph breaks.
- Leaving the employer’s name or job title from a previous application in the letter. Check every name before you send.
- Sending an editable document that opens with odd spacing on the employer’s computer. Send a PDF.
Frequently asked questions
What is the standard cover letter format?
Block format: everything left-aligned, single-spaced, with a blank line between paragraphs. From top to bottom: your details, date, employer details, greeting, three or four body paragraphs, sign-off and your name. Keep it to one page.
Should my cover letter match my CV?
Yes. Use the same font, colour and header so the two look like a set. The CompleteCV cover letter builder has styles that match each free CV template.
Do I need addresses on a cover letter?
For emailed or uploaded applications, usually not: your phone, email and town are enough. Add full addresses for posted letters or when the employer or local convention expects them. Formal application letters in Nigeria, India and Ghana usually include both addresses.
What is the difference between "Yours sincerely" and "Yours faithfully"?
In British English, use "Yours sincerely" when you greeted someone by name and "Yours faithfully" after "Dear Sir or Madam". In US English, "Sincerely" works for both.
Can I send my cover letter in the body of an email?
Yes, if the employer asks for applications by email. Paste a shorter version into the email, leave out the address block, and attach your CV. The builder’s "Copy as text" button gives you a clean version to paste.