Cover Letter Spacing Guide: Perfect Formatting for Professional Documents

The content of your cover letter matters enormously—but so does how it looks on the page. A cover letter with excellent content but poor spacing appears unprofessional and can undermine even the strongest messaging. Conversely, well-formatted cover letters communicate attention to detail and professionalism before readers even digest a single word.

Proper spacing affects readability, visual appeal, and the overall impression your cover letter creates. This comprehensive guide covers every aspect of cover letter spacing, from line spacing and paragraph formatting to margins and section separation. Master these fundamentals, and your cover letters will look as polished as they read.

Why Spacing Matters

Before diving into specific guidelines, understand why spacing deserves your attention.

First Impressions Form Instantly

Hiring managers form impressions within seconds of seeing your cover letter. Before reading any content, they notice whether the document looks professional. Poor spacing signals carelessness; proper spacing signals competence.

Readability Affects Comprehension

Cramped text is difficult to read. When hiring managers must work harder to process your content, they’re less likely to engage with your message. Proper spacing creates visual breathing room that makes your letter easier to absorb.

Professional Standards Exist

Business correspondence follows established conventions. Cover letters that deviate significantly from these standards appear unprofessional—even if the differences seem minor. Meeting expectations demonstrates your understanding of professional norms.

ATS Considerations

Applicant tracking systems parse documents based on formatting. While spacing itself rarely causes ATS issues, the overall formatting approach you take—including how you handle spacing—affects how well your document processes through automated systems.

Line Spacing Fundamentals

Line spacing—the vertical distance between lines of text—is one of the most important spacing decisions you’ll make.

Single Spacing Within Paragraphs

Use single line spacing (1.0) within paragraphs. This is the standard for business correspondence and creates the professional appearance employers expect. Double-spacing within paragraphs wastes space and makes documents look like academic papers rather than professional letters.

In Microsoft Word: Select your text, go to Line Spacing options, and choose 1.0 or Single.

In Google Docs: Select text, click Format > Line & paragraph spacing > Single.

Avoiding Excessive Spacing

Some word processors default to spacing larger than single spacing—often 1.15 or 1.5. Check your settings and adjust to true single spacing. The difference may seem subtle, but it affects how much content fits on the page and how professional the result appears.

Paragraph Spacing

While lines within paragraphs should be single-spaced, add space between paragraphs for visual separation. Standard practice is to leave one blank line between paragraphs, which equals hitting Enter/Return twice after the final sentence of each paragraph.

Alternatively, you can set paragraph spacing in your word processor’s settings:

Microsoft Word: Format > Paragraph > Set “After” spacing to 6-12 points (or one line).

Google Docs: Format > Line & paragraph spacing > Add space after paragraph.

Margin Guidelines

Margins frame your content and affect how much text fits on each page.

Standard Margins

The standard margin for cover letters is one inch (1”) on all sides—top, bottom, left, and right. This creates a balanced, professional appearance that works for most situations.

Acceptable Range

If you need more space for content, margins can be reduced to 0.75 inches or even 0.5 inches at minimum. Going smaller than 0.5 inches looks cramped and unprofessional, and may cause printing or display issues.

If your content is sparse, you can increase margins slightly—up to 1.25 inches—to center your text more comfortably on the page. However, if you have so little content that you need 1.5-inch margins, you probably need to add more substance.

Setting Margins

Microsoft Word: Layout > Margins > Select preset or Custom Margins.

Google Docs: File > Page setup > Set margins.

Mirror Margin Considerations

If your cover letter will be printed and physically bound or placed in a folder, slightly larger left margins (to account for binding) may be appropriate. For electronic submissions—the vast majority of modern applications—equal margins on all sides is standard.

Header and Contact Information Spacing

The header of your cover letter—your contact information and the employer’s details—requires careful spacing attention.

Your Contact Information

Your contact information typically appears at the top of the letter. Two common approaches work well:

Centered Header

John Smith
123 Main Street, Apt 4B
City, ST 12345
[email protected] | (555) 123-4567

[One blank line]

May 15, 2025

Left-Aligned Header

John Smith
123 Main Street, Apt 4B
City, ST 12345
[email protected]
(555) 123-4567

May 15, 2025

In both cases, no extra spacing between lines of your contact information is needed—single spacing keeps the block compact.

Date Placement

The date appears after your contact information, separated by one blank line. It should be written out fully: “May 15, 2025” rather than “5/15/25.”

Employer’s Information

After the date, leave one blank line, then include the employer’s information:

May 15, 2025

[One blank line]

Jane Williams
Director of Marketing
ABC Company
456 Corporate Drive
City, ST 67890

Lines within the employer’s address block are single-spaced with no additional spacing between them.

Salutation Spacing

After the employer’s address, leave one blank line before your salutation:

City, ST 67890

[One blank line]

Dear Ms. Williams:

After the salutation, leave one blank line before beginning your first paragraph:

Dear Ms. Williams:

[One blank line]

I am writing to express my interest in...

Body Paragraph Spacing

The body of your cover letter typically includes three to four paragraphs. Proper spacing makes this content readable and professional.

Between Paragraphs

Separate paragraphs with one blank line. This visual break makes the document easier to scan and prevents text from appearing as an overwhelming block.

...my qualifications make me an ideal candidate for this position.

[One blank line]

In my current role at XYZ Corporation, I have successfully...

Paragraph Indentation

In modern business correspondence, block format—no indentation at the beginning of paragraphs—is standard. Each paragraph starts at the left margin. The blank line between paragraphs provides sufficient visual separation.

If you prefer indented paragraphs (a more traditional style), indent the first line of each paragraph by 0.5 inches and omit the blank line between paragraphs. Choose one approach and apply it consistently.

Block Format Example

I am writing to express my interest in the Marketing Manager position posted on your website.

With over seven years of experience in digital marketing, I bring proven expertise in campaign development, analytics, and team leadership.

My most significant achievement was leading a rebranding initiative that increased brand awareness by 40% while reducing marketing spend by 15%.

Indented Format Example

     I am writing to express my interest in the Marketing Manager position posted on your website.
     With over seven years of experience in digital marketing, I bring proven expertise in campaign development, analytics, and team leadership.
     My most significant achievement was leading a rebranding initiative that increased brand awareness by 40% while reducing marketing spend by 15%.

Block format is more common in contemporary business communication and is generally recommended.

Closing and Signature Spacing

The closing section of your cover letter requires consistent spacing for a polished finish.

Before the Closing

Leave one blank line between your final body paragraph and your closing:

...I welcome the opportunity to discuss how I can contribute to your team.

[One blank line]

Sincerely,

Signature Space

For printed letters that you’ll physically sign, leave three to four blank lines between the closing and your typed name to allow room for your signature:

Sincerely,




[Three to four blank lines for signature]

John Smith

For electronic submissions where you won’t physically sign, reduce this to one or two blank lines:

Sincerely,

[One or two blank lines]

John Smith

After Your Name

If including additional information below your name (phone number, email, LinkedIn URL), these lines are single-spaced with no extra space between them:

John Smith
[email protected]
(555) 123-4567
linkedin.com/in/johnsmith

Complete Cover Letter Spacing Example

Here’s how all spacing elements come together in a properly formatted cover letter:

John Smith
123 Main Street, Apt 4B
City, ST 12345
[email protected] | (555) 123-4567

May 15, 2025

Jane Williams
Director of Marketing
ABC Company
456 Corporate Drive
City, ST 67890

Dear Ms. Williams:

I am writing to express my strong interest in the Marketing Manager position at ABC Company. With over seven years of experience leading successful marketing campaigns and a proven track record of driving measurable results, I am confident in my ability to contribute to your team's continued success.

In my current role as Senior Marketing Specialist at XYZ Corporation, I have developed and executed comprehensive marketing strategies that increased brand awareness by 40% and generated over $2 million in new revenue. I led a cross-functional team of designers, copywriters, and analysts to deliver campaigns on time and under budget consistently.

Your posting mentioned the importance of data-driven decision making, which aligns perfectly with my approach. I implemented a new analytics framework that improved campaign ROI measurement by 60%, enabling more strategic resource allocation. I am excited about the opportunity to bring this analytical mindset to ABC Company.

I would welcome the opportunity to discuss how my experience and skills can contribute to ABC Company's marketing objectives. Thank you for your time and consideration, and I look forward to speaking with you soon.

Sincerely,


John Smith
[email protected]
(555) 123-4567

Adjusting Spacing for Length

Sometimes you need to adjust spacing to fit your content appropriately on the page.

When Your Letter Is Too Long

If your cover letter extends past one page, consider these adjustments:

Reduce margins to 0.75 inches (avoid going smaller than 0.5 inches) Ensure you’re using true single spacing (1.0), not 1.15 or 1.5 Reduce font size slightly (from 12 point to 11 point) Edit content to be more concise—often the best solution

Avoid reducing the spacing between paragraphs or sections, as this makes the document harder to read.

When Your Letter Is Too Short

If your letter looks sparse with excessive white space:

Increase margins slightly (up to 1.25 inches) Increase font size slightly (from 11 point to 12 point) Add relevant content—more detail on qualifications, additional examples Consider whether you’re conveying enough value to merit application

Be careful not to artificially inflate content just to fill space. A concise, substantive letter is better than a padded one.

Font Considerations Related to Spacing

Your font choice affects how spacing appears on the page.

Recommended Fonts

Use professional fonts that are easy to read at standard sizes:

Calibri Arial Times New Roman Georgia Cambria Helvetica

Font Size

Standard font size for cover letters is 10.5 to 12 points. Twelve point is most common and provides excellent readability. Going below 10.5 points creates a cramped appearance; going above 12 points wastes space and may appear amateurish.

Line Spacing and Font Interaction

Different fonts have different natural line heights. A font with tall characters may appear more cramped at single spacing than a more compact font. After setting your spacing, review the visual result to ensure readability.

Special Formatting Situations

Certain situations require adjusted spacing approaches.

Email Cover Letters

When sending cover letters in email bodies rather than as attachments:

Spacing may need adjustment since email clients render text differently Extra blank lines may be needed for visual separation Skip employer address and date if they’re redundant with email headers Test how your formatting appears by sending to yourself first

PDF Submissions

Always save final cover letters as PDFs for submission:

PDFs preserve your exact formatting across devices Word documents can display differently on different systems PDF ensures your careful spacing choices appear as intended

Matching Resume Formatting

For a cohesive application package, cover letter formatting should complement your resume:

Use the same font in both documents Use consistent margin widths Match header formatting if practical Aim for visual consistency without being identical

Creating consistently formatted application materials demonstrates professional attention to detail. Resources like 0portfolio.com can help you develop a cohesive visual presentation across all your job search documents.

Common Spacing Mistakes

Avoid these frequent spacing errors that undermine professional appearance.

Inconsistent Spacing

Different amounts of space between similar elements—like varying space between paragraphs—appears sloppy. Establish consistent spacing rules and apply them throughout.

No Spacing Between Paragraphs

Running paragraphs together without spacing creates an unreadable block of text. Always separate paragraphs with blank lines.

Excessive Spacing

While some candidates cram text together, others space elements too far apart in an attempt to fill the page. Excessive spacing looks like padding and suggests weak content.

Wrong Line Spacing

Using 1.5 or double spacing within paragraphs is inappropriate for professional correspondence. Always use single spacing within paragraphs.

Inconsistent Alignment

Mixing left-aligned, centered, and right-aligned elements without clear purpose creates visual confusion. Establish a clear alignment approach and maintain it.

Margin Extremes

Margins smaller than 0.5 inches or larger than 1.25 inches stand out as unusual. Stay within the standard range for professional appearance.

Technical Tips for Consistent Spacing

These technical approaches help ensure consistent spacing throughout your document.

Use Styles

In Microsoft Word and Google Docs, use built-in styles (Normal, Heading 1, etc.) to maintain consistent formatting. Set spacing values in the style definition rather than adjusting manually each time.

Check Hidden Formatting

Use “Show/Hide” formatting marks in Word (¶ button) or “View > Show” in other programs to see exactly where spacing exists. This helps identify inconsistent spacing.

Remove Extra Paragraph Marks

It’s easy to accidentally add extra blank lines. Review your document with formatting marks visible to identify and remove unneeded paragraph marks.

Test Print Preview

Always check Print Preview before finalizing. What looks correct in editing view may appear differently when printed or converted to PDF.

Convert to PDF and Review

Before submission, convert to PDF and review the final result. Formatting issues sometimes appear during conversion that weren’t visible in the source document.

Platform-Specific Guidance

Different word processors handle spacing slightly differently.

Microsoft Word

Word provides extensive spacing control through Format > Paragraph. Set line spacing, paragraph spacing before and after, and indentation options here. Be aware that Word’s default paragraph spacing often includes space after paragraphs—adjust to your preferences.

Google Docs

Google Docs offers spacing options through Format > Line & paragraph spacing. Custom spacing allows precise control over line height and paragraph spacing. Note that Google Docs defaults may differ from Word.

Pages

Apple’s Pages handles spacing through Format > Spacing or the Format inspector. Line spacing, paragraph spacing, and margins are all adjustable.

Online Application Systems

When pasting cover letters into online application text boxes, formatting is often stripped. Consider these text-only versions where extra blank lines and clear paragraph breaks become even more important for readability.

Final Checklist

Before submitting your cover letter, verify these spacing elements:

Line Spacing

• Single spacing (1.0) within paragraphs
• One blank line between paragraphs
• Consistent spacing throughout

Margins

• 0.75 to 1 inch margins on all sides
• Consistent margins throughout
• Content fits comfortably on one page

Header Elements

• One blank line after contact information
• One blank line after date
• One blank line before salutation
• One blank line after salutation

Body

• Block format (no indentation) or consistent indentation
• One blank line between each paragraph
• No excessive spacing anywhere

Closing

• One blank line before closing
• Appropriate signature space
• Contact information single-spaced

Overall

• Document fits on one page
• Visual appearance is professional
• Consistent formatting throughout
• PDF preserves formatting correctly

Conclusion: Spacing as Professionalism

Proper spacing in your cover letter is about more than aesthetics—it’s about demonstrating professionalism, attention to detail, and understanding of business conventions. Hiring managers notice formatting, even if they don’t consciously analyze it. A well-spaced cover letter creates a positive impression before any content is read.

The guidelines in this article represent established professional standards. Single spacing within paragraphs, one-inch margins, blank lines between sections—these conventions exist because they work. They create documents that are readable, professional, and visually appealing.

Take the time to format your cover letter properly. Check your settings, review your document carefully, and test the final PDF before submission. This attention to detail extends beyond your cover letter—it signals the care you’ll bring to your work as an employee.

Combined with strong content, proper spacing creates cover letters that make the right impression from the moment they’re opened. Your words deserve professional presentation. Give them the formatting they merit, and let your qualifications shine through perfectly spaced, beautifully formatted documents.