Cover Letter Design Tips: Layouts, Formatting, and Visual Best Practices

Your cover letter’s content matters most, but design and formatting significantly influence how that content is perceived. A poorly formatted cover letter can undermine strong writing, while clean, professional design enhances your message and demonstrates attention to detail. Here’s how to create cover letters that look as good as they read.

Why Cover Letter Design Matters

First Impressions Form Quickly

Before reading a single word, hiring managers form impressions based on visual presentation. Cramped text, odd fonts, or chaotic layouts signal sloppiness—even if your qualifications are excellent.

Readability Affects Comprehension

Good design guides the reader’s eye through your content. Poor design creates friction that may cause readers to skim or skip sections entirely.

Professionalism Is Expected

In most industries, professional document presentation is a baseline expectation. Meeting this expectation through proper formatting demonstrates competence.

Brand Consistency

Your cover letter and resume should feel like matching documents from the same applicant. Inconsistent design suggests scattered thinking or rush jobs.

Essential Formatting Elements

Margins

Standard Margins: 1 inch on all sides

This is the safest choice for most situations. One-inch margins provide adequate white space while maximizing usable space.

Acceptable Alternatives:

• 0.75 inch: If you need slightly more space for content
• 1.25 inch: For shorter letters needing more visual balance

Avoid:

• Margins under 0.5 inch (looks cramped)
• Uneven margins (looks unprofessional)
• Margins over 1.5 inch (suggests padding thin content)

Font Selection

Professional Serif Fonts:

• Times New Roman: Classic but somewhat dated
• Georgia: Modern, highly readable
• Cambria: Clean Microsoft alternative
• Garamond: Elegant, slightly more distinctive

Professional Sans-Serif Fonts:

• Arial: Universal and clean
• Calibri: Modern Microsoft default
• Helvetica: Clean and professional
• Verdana: Excellent screen readability

Font Size Guidelines:

• Body text: 10.5-12 point
• Your name/header: 14-18 point
• Section headers (if used): 12-14 point

Avoid:

• Decorative or script fonts
• Comic Sans, Papyrus, or overly casual fonts
• Fonts below 10 point
• More than two font families in one document

Line Spacing

Recommended: Single spacing (1.0) or 1.15

Single spacing keeps your letter compact and professional. The 1.15 option provides slightly more breathing room without appearing sparse.

Paragraph Spacing: Add one blank line between paragraphs rather than indenting first lines. This modern approach improves readability.

Text Alignment

Left-aligned (ragged right) is standard and recommended.

Left alignment is easier to read than justified text, which can create uneven word spacing. Centered text works only for your header, not body content.

Length and Page Count

One page maximum—no exceptions for cover letters.

If your cover letter exceeds one page, you’re including unnecessary information. Edit ruthlessly. A typical cover letter runs 250-400 words.

Cover Letter Layout Options

Traditional Business Letter Format

This classic format works for conservative industries and formal applications.

[Your Name]
[Your Address]
[City, State ZIP]
[Phone Number]
[Email Address]

[Date]

[Recipient Name]
[Title]
[Company Name]
[Company Address]
[City, State ZIP]

Dear [Recipient Name],

[Opening paragraph: Why you're writing and your interest in the position]

[Body paragraph(s): Your qualifications and fit for the role]

[Closing paragraph: Call to action and thank you]

Sincerely,

[Your Signature]
[Your Typed Name]

Best for:

• Traditional industries (legal, banking, government)
• Very formal company cultures
• When mailing physical letters

Modern Professional Format

This streamlined format is appropriate for most contemporary applications.

[Your Name]
[Email] | [Phone] | [LinkedIn URL]
[City, State]

[Date]

[Recipient Name]
[Company Name]

Dear [Recipient Name],

[Opening paragraph]

[Body paragraph(s)]

[Closing paragraph]

Best regards,

[Your Name]

Best for:

• Most corporate environments
• Digital submissions
• Tech, marketing, creative industries

Header-Matching Format

This format uses a header that matches your resume for brand consistency.

┌────────────────────────────────────────────────────────────┐
│                        JENNIFER CHEN                        │
│  San Francisco, CA | [email protected] | 415-555-0123 │
│            linkedin.com/in/jenniferchen                     │
└────────────────────────────────────────────────────────────┘

March 15, 2025

Mr. David Park
Hiring Manager
Innovative Tech Company

Dear Mr. Park,

[Body of letter]

Best regards,

Jennifer Chen

Best for:

• Applications where resume and cover letter are submitted together
• Creating cohesive personal branding
• Standing out while remaining professional

Visual Design Elements

White Space

White space isn’t wasted space—it’s essential for readability. Ensure your cover letter has:

• Adequate margins
• Space between paragraphs
• Visual breathing room around headers
• Balanced text distribution on the page

A cover letter that fills every available pixel looks desperate and exhausting to read.

Dividers and Lines

Subtle horizontal lines can effectively separate your header from body content:

JENNIFER CHEN
San Francisco, CA | [email protected] | 415-555-0123
─────────────────────────────────────────────────────────────

Guidelines:

• Use sparingly (one line maximum)
• Keep lines subtle (thin, gray rather than thick black)
• Ensure lines don’t create ATS parsing issues (simple solid lines are safest)

Color Usage

For most applications: Use color minimally or not at all.

If using color:

• Limit to one accent color (typically in your name or subtle header elements)
• Choose professional colors: navy, dark gray, burgundy, dark green
• Avoid bright, neon, or overly playful colors
• Ensure sufficient contrast for readability
• Test that color prints well in black and white

Industries where color is more acceptable:

• Creative (design, marketing, advertising)
• Startups and tech companies with casual cultures
• Media and entertainment

Industries where color should be avoided:

• Legal, accounting, finance
• Government
• Traditional corporate environments
• Healthcare (clinical roles)

Bold and Italic Text

Use sparingly for emphasis:

Bold works for:

• Your name in the header
• Company name (optional)
• Key achievements you want to highlight

Italic works for:

• Publication titles
• Foreign phrases
• Subtle emphasis (less strong than bold)

Avoid:

• Underlining (looks dated, can suggest hyperlinks)
• ALL CAPS for emphasis (reads as shouting)
• Excessive formatting (more than 1-2 bold items per paragraph)

Template vs. Custom Design

Using Templates

Templates provide professionally designed starting points. They’re helpful for:

• Ensuring proper structure
• Maintaining consistency with your resume
• Saving time on formatting decisions

Where to Find Quality Templates:

• 0portfolio.com offers matching resume and cover letter templates
• Microsoft Word and Google Docs built-in templates
• Professional resume builder platforms

Template Cautions:

• Customize extensively—don’t submit obvious templates unchanged
• Avoid overly elaborate designs that might confuse ATS systems
• Ensure the template fits your industry norms

Custom Design

Creating your own design allows personalization but requires more attention:

Custom Design Checklist:

• Professional font choices
• Consistent spacing throughout
• Matching style with your resume
• Clean, uncluttered appearance
• Test in multiple formats (PDF, printed)

Technical Formatting Details

Date Formatting

Standard formats:

• March 15, 2025
• 15 March 2025 (common in international contexts)

Avoid:

• 03/15/25 (ambiguous, informal)
• 15/03/2025 (ambiguous between US and international standards)

Recipient Information

When you know the recipient:

Ms. Sarah Johnson
Director of Marketing
XYZ Corporation

When you don’t know the specific person:

Hiring Manager
Marketing Department
XYZ Corporation

When you have minimal information:

XYZ Corporation
Attention: Hiring Team

Salutation Options

Best options:

• Dear Ms. Johnson, (when you know the name)
• Dear Hiring Manager, (when you don’t know the name)
• Dear [Department] Team, (when addressing a group)

Avoid:

• To Whom It May Concern (outdated, impersonal)
• Dear Sir or Madam (outdated, assumes binary gender)
• Hi there! (too casual for most applications)
• Hey [Name], (too informal)

Closing Options

Professional closings:

• Sincerely,
• Best regards,
• Kind regards,
• Thank you for your consideration,

Acceptable alternatives:

• Respectfully, (more formal)
• Best, (slightly casual but acceptable in many contexts)
• Regards, (neutral)

Avoid:

• Love, (too personal)
• Cheers, (too casual for applications)
• Thanks! (too casual)
• XOXO (never)

Industry-Specific Design Guidance

Creative Industries

More design flexibility is acceptable:

• Subtle color accents
• Unique header treatments
• Personal branding elements
• Slightly unconventional layouts

But maintain professionalism—your cover letter should complement your portfolio, not compete with it.

Traditional/Conservative Industries

Stick to classic formats:

• Traditional business letter layout
• Black text, white paper
• Standard fonts (Times New Roman, Arial)
• No design embellishments
• Maximum formality

Tech and Startups

Modern, clean formats work well:

• Streamlined headers
• Sans-serif fonts
• Matching resume branding
• Minimal but thoughtful design
• Focus on content over decoration

Academia

Formal but not corporate:

• Clear, readable formatting
• Emphasis on content over design
• Longer letters are more acceptable
• Include academic-specific elements (research interests, teaching philosophy)

Common Design Mistakes

Overcrowding

Problem: Shrinking margins and font size to cram in more content.

Solution: Edit your content instead. A cover letter should highlight key points, not provide comprehensive documentation.

Inconsistent Formatting

Problem: Different fonts, sizes, or spacing in different sections.

Solution: Choose your formatting standards and apply them uniformly. Use styles in Word or Google Docs to maintain consistency.

Excessive Design Elements

Problem: Borders, graphics, icons, multiple colors, decorative fonts.

Solution: Unless you’re a designer applying for a creative role, keep design minimal. Let your content shine.

Poor File Formatting

Problem: Sending .docx files that render differently on different systems, or image-based PDFs.

Solution: Always send PDFs unless specifically requested otherwise. PDFs preserve your formatting exactly as intended.

No Proofreading of Formatting

Problem: Widows (single words on last lines), uneven spacing, header running onto second page.

Solution: Print your cover letter and review the physical document. Issues invisible on screen become obvious on paper.

Digital Submission Considerations

PDF vs. Word

PDF (Preferred):

• Preserves exact formatting
• Universal compatibility
• Professional appearance

Word (.docx):

• Required by some ATS systems
• Allows for editing (which you don’t want)
• May display differently on recipient’s system

When in doubt: Submit PDF unless the application specifically requests Word format.

File Naming

Professional file naming helps organization:

Good examples:

• Jennifer_Chen_Cover_Letter_Marketing_Manager.pdf
• Chen_Jennifer_CoverLetter_XYZ_Company.pdf

Avoid:

• coverletter.pdf (generic, gets lost)
• final_FINAL_v3_revised.pdf (suggests disorganization)
• Cover Letter 2025.pdf (doesn’t identify you)

Email Body vs. Attachment

When emailing applications:

If attaching your cover letter: Include a brief email body: “Please find attached my resume and cover letter for the Marketing Manager position. I look forward to hearing from you.”

If pasting in email body:

• Remove header formatting (sender/recipient address blocks)
• Ensure email-friendly formatting
• Keep signature simple

Creating Matching Documents

Your cover letter and resume should clearly belong together:

Elements to Match

• Font choices (same fonts for headers and body)
• Header design and layout
• Color accents (if used)
• Margin sizes
• Contact information formatting

Creating Visual Cohesion

Simple approach: Use identical headers on both documents:

JENNIFER CHEN
San Francisco, CA | [email protected] | 415-555-0123 | linkedin.com/in/jenniferchen

More designed approach: Create a personal letterhead that appears on both documents, using subtle design elements that brand your materials without overwhelming the content.

Final Checklist

Before sending your cover letter, verify:

Formatting:

• One page maximum
• 1-inch margins (or close to it)
• Professional font in appropriate size
• Consistent spacing throughout
• Left-aligned body text

Layout:

• Clear header with contact information
• Proper salutation
• Well-organized paragraphs
• Professional closing
• Adequate white space

Technical:

• Saved as PDF (unless otherwise specified)
• Professional file name
• Prints correctly (no cut-off text)
• Matches resume styling

Polish:

• No widows or orphans
• Consistent formatting throughout
• Clean, professional appearance
• Proofread on paper

Good cover letter design is invisible—it supports your content without drawing attention to itself. When hiring managers finish reading, they should remember your qualifications, not your formatting choices. That’s the goal.