A well-formatted cover letter organizes a job application letter in a clear order from the contact details through to the closing. Readable fonts, even spacing, and a header that matches the resume give a letter a polished look and connect it to the rest of the application.
Easily build a cover letter in Microsoft Word that follows that structure from the first line, using ready-made templates, formatting tools, and Copilot in Word.
Explore the step-by-step process and a complete example for formatting with AI cover letter generator in Word online.
How to format a cover letter from scratch
Selecting a cover letter template in Word gives a professional page format from the start. Simply replace the placeholder text with personal details, experience, and achievements, without needing to edit document format or structure.
Word online also gives you the option to format a cover letter from scratch. Follow the steps below to seamlessly format a clear cover letter.
Open Word for the web and create a new blank document.
Select an easy to read font like Calibri or Arial, in a size 11 or 12.
Click on the Layout tab to apply one-inch margins to the page.
Click on the Home tab to set a single or 1.15 line spacing with space after each paragraph.
Add a header at the top of the page, with a date, full name, phone number, email address, and LinkedIn profile or website, each on a separate line. Follow the cover letter example outline below for more details.
Write a greeting on a new line under the header and keep body paragraphs left-aligned.
Leave space before a professional sign-off, with room for a signature above the typed name.
Export the cover letter as a PDF for easy print and sharing.
How to format a cover letter with AI
Turn a rough draft into a polished cover letter format using Copilot in Word. Note that Copilot features will vary by Microsoft 365 subscription, license, and organization settings.
Open an existing cover letter draft or document in Word.
Chat with Copilot by describing what formatting changes you would like to make. For example, edit the entire page into a professional cover letter format, change the font size, or make the body spacing easier to read.
Copilot will reformat any document for you. Review the suggested changes, and keep, regenerate, or discard each one.
Proofread a cover letter with document editor to check grammar and spelling.
Save and export the cover letter as a PDF to preserve page formatting.
Cover letter format example to follow
1. Header
Place the date at the top of the letter, followed by the full name, phone number, email address, and LinkedIn profile or website, each on its own line. A clear header helps recruiters quickly see who the applicant is and how to make contact and keeps cover letters consistent with the resume formatting.
Follow the steps below to format a cover letter header:
Date: August 20, 2026
Name: Sarah Jane Smith
Contact number: 123 456 7890
Email address: yourname@example.com
LinkedIn profile or website: link to personal website, portfolio, or LinkedIn profile
2. Opening greeting and salutation
Address a cover letter professionally, using a greeting and name. Place the greeting on its own line after the header and leave one line of space before the opening paragraph. Keep the greeting in the same font and size as the body text.
Appropriate cover letter greeting examples:
Dear Jane Smith
Dear Hiring Manager
Dear Ms. Smith
Dear Head of Human Resources
3. Middle paragraph
Use short, clearly separated paragraphs or bullet points to highlight key achievements. Keep spacing consistent and connect each point to a requirement in the job description. For more information about what to include, read how to write a cover letter.
Format the middle paragraph with:
Two or three short paragraphs, each focused on one point
A short bulleted list of key accomplishments with measurable outcomes
The same font, size, and spacing as the opening paragraph
Short, structured points so readers can find key details quickly
4. Closing paragraph
Keep the closing paragraph left-aligned, in the same font and spacing as the body paragraphs, so the letter reads as one consistent block. Leave one line of space between the closing paragraph and the sign-off.
5. Professional sign-off
End a cover letter with a professional closing such as 'Sincerely' or 'Regards,' rather than a casual sign-off.
Appropriate cover letter sign-off:
Sincerely
Regards
Respectfully
Thank you
Seven key cover letter formatting guidelines
Try professional cover letter fonts: choose clear, accessible fonts such as Calibri, Arial, Georgia, Times New Roman, or Helvetica. These options support readability for hiring managers.
Use an appropriate text size: aim for size 11 or 12 for most cover letters. This keeps text readable across devices and print formats.
Format cover letters with margins and spacing: use one-inch margins, single or 1.15 line spacing, and left-aligned text to create a clean layout. Consistent spacing improves scanning and keeps the structure simple.
Keep to one page: adjust the font size, margins, or spacing within the ranges above so the letter fits on a single page without crowding the text.
Match the resume: use the same font, header layout, and colors as the resume so the cover letter and resume share a consistent look. Browse resume templates to find a layout that matches the cover letter.
Label with a clear naming convention: save the file using a straightforward name such as Sarah-Smith-Marketing-Manager-Cover-Letter.pdf.
Proofread and export as a PDF: check spelling and grammar, then save as a PDF to preserve the formatting and layout.
Try a well-formatted cover letter template
Create a cover letter that suits any job type or career path using a professional cover letter template. Each template follows an ATS-friendly format and layout that is easy to customize in Word online.
Healthcare cover letter format example
This healthcare template uses a clean and minimalist layout that highlights clinical experience and patient care strengths. It is ideal for nursing, allied health, and medical support roles where clarity and professionalism are essential.
Graphic designer cover letter format example
This modern graphic designer template balances color, style, and readability. It features a clean layout with space for visual elements, making it a strong choice for design, creative, or branding roles that benefit from a refined but simple format.
Web developer cover letter format example
A structured and clearly formatted web developer template that emphasizes technical skills, frameworks, and project results. The clean layout improves readability for engineering, software development, and front-end or back-end roles.
HR cover letter format example
This compact and efficient HR template presents experience, qualifications, and people-focused skills clearly. It is suitable for HR coordinators, recruiters, and operations professionals who want a straightforward and professional layout
Accountant cover letter format example
A monochrome and clutter-free template designed for financial roles. The clear formatting highlights accuracy, organization, and attention to detail, making it useful for accounting, audit, and financial analyst positions.
Consistent cover letter formatting and a layout that matches a resume helps hiring managers find key details in an application. Get started with a cover letter template or use Copilot to help format and refine an existing draft in Microsoft Word.
Explore how to write a cover letter for more guidance or learn how to write a matching resume with AI.
Frequently asked questions
- What font and size should a cover letter use?
A cover letter reads clearly in a professional font such as Calibri, Arial, or Georgia at size 11 or 12. Apply one font across the whole letter from the Font group on the Home tab or start from cover letter templates with a readable font.
- What margins and spacing should a cover letter use?
Most cover letters use one-inch margins, which match the Normal setting under Margins on the Layout tab. Single or 1.15-line spacing, with space after each paragraph, keeps every section distinct on one page.
- How to format a cover letter header?
A cover letter header places the date, full name, phone number, email address, and LinkedIn profile or website at the top of the page. Matching the header layout to the one on the resume keeps the application consistent. Explore the resume templates in Word to find a matching resume.
- Should a cover letter match a resume?
A cover letter sharing the font, colors, and header layout of the resume gives both pages a consistent look. Choosing a Microsoft Word cover letter template and a resume template with the same design keeps the styling aligned.
- How to format a cover letter for an internship?
Start with a simple design from the cover letter templates gallery, apply the same formatting principles as a standard cover letter, and add internship-specific details within the structured layout. Focus on coursework, projects, volunteering, or part-time work showing relevant skills.
