The best cover letter format (2025)

Whether you’re writing a cover letter for the first time, or refreshing your existing copy, you can make a strong first impression simply by using best practice and the right cover letter format.  With over 60% of hiring managers requiring a cover letter for job applications, a well-written and easy to read cover letter can set you apart from other applicants. Read on to learn how you can showcase your best attributes, top skills and achievements using accurate cover letter formatting guidelines with Microsoft Word.   

How to format a cover letter

Formatting a one-page cover letter correctly is a valuable element to any job application. The right cover letter format will make your application, resume, or CV more professional, easier to read, and application tracking system (ATS) approved. Well-written cover letters should include a header, greeting, opening paragraph, main body, closing paragraph, and salutations.  

Cover letter outline

Let’s take a look at the best structure for a cover letter below. If you are after writing tips, go to how to write a cover letter.

1. Header

The first element at the top of your cover letter should always be a header, containing the following information:  

• Date: add the date of when you are submitting your cover letter in a clear format e.g. August 20, 2025.  

• Name: write your full name e.g. Sarah Jane Smith.  

• Contact number: include your personal phone number and area code.  

• Email address: use a professional email address such as yourname@microsoft.com.  

• LinkedIn profile or website: include a link to your personal website, portfolio, or LinkedIn profile.  

2. Opening greeting and salutation

After your header, add a salutation to whom your cover letter is addressed to such as ‘dear hiring manager’ or ‘to whom it may concern’. Follow it with a short opening paragraph sharing valuable information as to why you’re wanting the job role. Explain if you’re new to the industry, your focus, and why the role appeals to you.  

Examples of appropriate cover letter salutations:

• Dear Jane Smith,

• Dear Hiring Manager,

• Dear Ms. Smith,

• Dear Head of Human Resources,

Examples of how not to open a cover letter:

• Hi John,

• Hello Jane,

• Hi there,

• Hey Hiring Manager,

3. Middle paragraph

Your middle paragraph serves to showcase your notable achievements and elaborate on your beneficial skills to help stand out to hiring managers. Highlight how and why your personal values align with the company and industry, while presenting any important information that resonates with the specific job role or title.  

4. Closing call to action

Express confidence and conclude your cover letter with a strong call to action (CTA). Make sure to thank the hiring manager for taking the time to review your cover letter and consider you as a candidate.  

5. Professional sign-off

Conclude your cover letter with a professional sign-off like ‘sincerely’ or ‘best regards’. Share thanks to the hiring manager and sign off your cover letter with your full name.  

Examples of appropriate cover letter salutations

• Sincerely,

• Regards,

• Respectfully,

• Thank you,

Examples of how not to close a cover letter

• Cheers,

• Yours faithfully,

• Goodbye now,

• Thanks, bye,

Cover letter formatting guidelines

Seamlessly create recruiter and ATS-friendly cover letters following these best formatting practices.  

• Use a professional font and size: select a non-distracting and easy to read font that matches your resume or CV. Find the best cover letter fonts in Word like Times New Roman, Helvetica, Arial, and Calibri. We recommend using font size 11 or 12 for the body of your cover letter.   

• Format with correct spacing and margins: use the 1.15 line spacing or single-spacing when writing the body paragraphs of your cover letter. Make sure to align the text to the left side of the Word document to maintain a consistent margin.  

• Keep to the right page length: a cover letter is a one-page document between 250 – 400 words.  

• Use correct naming convention: save your cover letter with a clear and professional name to help hiring managers easily identify who you are. We recommend using the following formula, ‘[your full name] - [job title] - Cover letter]’.  

• Export in the right file format: share your cover letter to hiring managers with ease by exporting as a PDF from Word. PDF cover letters can be easily attached to emails, shared on job seeker portals, and sent via the web.  

Still unsure how to format a cover letter? Start writing with the best cover letter format using a professionally made template by Word. All cover letter examples are made with industry standard best formatting practices, so all you have to do is add your personal information to the template.  

Cover letter formatting examples for different job types

Create a cover letter that best suits your job role or industry using the expert cover letter format examples by Word. Get inspired with thousands of popular industry specific cover letters such as teaching, internship, project manager, office manager, and more.   

Healthcare cover letter format example

Showcase your dedication to patient care by tailoring this colorful and minimalist design to suit your specialty and experience in the medical field. 

See it in action: Healthcare cover letter

Industry manager cover letter format example

Highlight your leadership skills and adapt this ATS-friendly and streamlined format to focus on your knowledge and experience for management positions.

See it in action: Industry manager cover letter

Graphic designer cover letter format example

Balance aesthetic and essential information with this sleek and stylish graphic designer template, featuring clean and colorful font styling with economy for a large title and headshot.

See it in action: Graphic designer cover letter

Web developer cover letter format example

Emphasize your work history in front and back-end development while ensuring readability with this clean design, formal layout, and modern color scheme.

See it in action: Web developer cover letter template

HR cover letter format example

Keep it simple and lead with your experience and qualifications using this clear & compact template designed to be efficient, direct, and save hiring managers’ time.

See it in action: HR cover letter template

Accountant cover letter format example

Stand out from other applicants with this monochrome accountant cover letter template and its clutter-free layout.

See it in action: Accountant cover letter template

Rewrite a cover letter template with AI 

Always write in the best cover letter format for any industry with AI-powered tool Copilot. Proofread and edit your cover letter template using the intuitive suggestions made by Copilot, based off your job specific prompt.   

How to format a cover letter in Word

Follow the steps below to format a cover letter for free using a template in Word.  

1. Open Word on your device then click File > New 

2. In the search box, type in ‘cover letter ‘or ‘resume’  

3. Double click on the free cover letter template you want to use  

4. Replace the text with your personal information  

5. Save, print, and send your cover letter as a PDF 

Make a strong first impression by creating a comprehensive cover letter with a unique cover letter format template by Word.  

For more ways to assist your job search, check out how to write a resume or explore writing a cover letter with AI.