What Does a Cover Letter Look Like? A Complete Visual Guide

If you’ve never written a cover letter before—or haven’t written one in years—you might be wondering exactly what this document should look like. Unlike resumes, which have become increasingly visual and varied in design, cover letters follow a more standardized format rooted in traditional business correspondence. Understanding this format is essential before you begin writing.

This comprehensive visual guide will show you exactly what a cover letter looks like, breaking down each component so you can create a professional, properly formatted document that makes the right impression on hiring managers.

The Basic Visual Structure

A standard cover letter consists of distinct visual sections arranged in a specific order from top to bottom:

┌─────────────────────────────────────────────┐
│                YOUR HEADER                   │
│    (Name, Contact Info, Optional Links)      │
├─────────────────────────────────────────────┤
│                    DATE                      │
├─────────────────────────────────────────────┤
│           EMPLOYER INFORMATION               │
│   (Name, Title, Company, Address)            │
├─────────────────────────────────────────────┤
│                 SALUTATION                   │
│           (Dear [Name]:)                     │
├─────────────────────────────────────────────┤
│                                             │
│              OPENING PARAGRAPH               │
│    (Hook + Position + Why You're Writing)    │
│                                             │
├─────────────────────────────────────────────┤
│                                             │
│           BODY PARAGRAPH(S)                  │
│    (Qualifications + Achievements +          │
│     Specific Value You Bring)                │
│                                             │
├─────────────────────────────────────────────┤
│                                             │
│             CLOSING PARAGRAPH                │
│    (Call to Action + Thank You)              │
│                                             │
├─────────────────────────────────────────────┤
│                 SIGN-OFF                     │
│          (Sincerely, + Name)                 │
└─────────────────────────────────────────────┘

Now let’s examine each section in detail.

Section 1: The Header

Your header appears at the very top of the cover letter and contains your contact information. There are two common approaches:

Traditional Header Style

John Smith
123 Main Street
Chicago, IL 60601
(555) 123-4567
[email protected]

This format places your name prominently at the top, followed by your address, phone number, and email on separate lines.

Modern Header Style

JOHN SMITH
(555) 123-4567 | [email protected] | Chicago, IL | linkedin.com/in/johnsmith

The modern style uses a single line (or two) with separators, often omitting the full street address. This style matches contemporary resume headers.

Header Design Considerations

• Font size for name: 14-16 points (larger than body text)
• Font size for contact info: 10-11 points
• Alignment: Centered or left-aligned (match your resume)
• Style: Bold name, regular weight for contact details
• Color: Name can include subtle color accent (optional)

Tip: Your cover letter header should match your resume header exactly, creating a unified personal brand across your application materials.

Section 2: The Date

Below your header, with a blank line of space, you include the date you’re sending the letter.

October 15, 2025

Formatting rules:

• Write the full date (not abbreviated)
• Left-align the date
• Use month-day-year format for US applications
• Include one blank line above and below

Section 3: Employer Information

This section includes the recipient’s information, formatted like a traditional business letter:

Sarah Johnson
Senior Recruiting Manager
ABC Corporation
456 Business Avenue, Suite 200
New York, NY 10001

What to include (in order):

1. Hiring manager’s name (if known)
2. Their title
3. Company name
4. Company address (street, city, state, ZIP)

What if you don’t know the hiring manager’s name?

You can use:

Hiring Manager
ABC Corporation
456 Business Avenue, Suite 200
New York, NY 10001

Or for a specific department:

Marketing Department
ABC Corporation
456 Business Avenue, Suite 200
New York, NY 10001

Section 4: The Salutation

The salutation is your greeting to the reader:

Best practice (when you know the name):

Dear Ms. Johnson:

Acceptable alternatives:

Dear Sarah Johnson:
Dear Hiring Manager:
Dear Marketing Team:
Dear Talent Acquisition Team:

Format notes:

• Use a colon (:) in formal business letters, though a comma is acceptable
• “Ms.” is preferred for women unless you know their preferred title
• Include one blank line after the salutation before beginning your first paragraph

Avoid these:

• “To Whom It May Concern” (outdated)
• “Dear Sir or Madam” (assumes binary gender)
• “Hey there” or “Hi” (too casual)
• “Dear Sirs” (outdated and gendered)

Section 5: Opening Paragraph

The first paragraph of your cover letter should be 2-4 sentences that accomplish three things:

1. State the position you’re applying for
2. Express enthusiasm
3. Provide a compelling hook or reason to keep reading

What it looks like:

I am writing to express my strong interest in the Senior Marketing Manager 
position at ABC Corporation. With eight years of experience driving digital 
marketing campaigns that have generated over $10 million in revenue, I am 
excited to bring my strategic expertise to your growing team. Your recent 
campaign for Product X demonstrated exactly the innovative approach I've 
championed throughout my career.

Visual characteristics:

• Indentation: None (block format) or 0.5” indent (traditional)
• Spacing: Single-spaced within paragraphs
• Length: 3-5 lines maximum
• Alignment: Left-justified

Section 6: Body Paragraph(s)

The middle section of your cover letter contains 1-2 paragraphs that demonstrate your qualifications. This is the “meat” of your letter.

What it looks like:

In my current role at XYZ Marketing Agency, I lead a team of six marketers 
in executing multi-channel campaigns for Fortune 500 clients. Last year, I 
developed a content strategy that increased organic traffic by 150% and 
improved conversion rates by 35%. My expertise in data-driven marketing, 
combined with my ability to translate complex analytics into actionable 
insights, has consistently delivered measurable results for my clients.

What particularly excites me about ABC Corporation is your commitment to 
innovative marketing approaches. I've followed your brand evolution over 
the past two years and admire how you've positioned yourself as an industry 
leader while maintaining authentic customer connections. I believe my 
experience in brand storytelling and performance marketing would contribute 
meaningfully to your upcoming initiatives.

Visual characteristics:

• One blank line between paragraphs
• Each paragraph: 4-6 lines
• Total body section: 8-12 lines across paragraphs
• Can include brief bullet points (optional, see below)

Optional: Using Bullet Points in the Body

Some cover letters incorporate a brief bulleted list to highlight key achievements:

My qualifications align well with your requirements:

• Increased lead generation by 200% through targeted LinkedIn campaigns
• Managed $2M annual marketing budget with 15% cost reduction
• Led successful rebrand initiative recognized with industry award
• Built and mentored team that achieved 120% of quarterly targets

Bullet point guidelines:

• Use sparingly (3-5 bullets maximum)
• Keep each bullet to one line if possible
• Use consistent punctuation
• Don’t let bullets dominate—paragraphs should still be primary

Section 7: Closing Paragraph

The final paragraph wraps up your letter with a call to action and expression of gratitude.

What it looks like:

I am enthusiastic about the opportunity to bring my marketing expertise to 
ABC Corporation and would welcome the chance to discuss how my background 
aligns with your team's goals. Thank you for considering my application. I 
look forward to the possibility of speaking with you soon.

Visual characteristics:

• Length: 2-4 sentences
• Tone: Confident but not presumptuous
• Include: Gratitude + interest in next steps

Section 8: Sign-Off and Signature

The closing of your letter includes a complimentary close and your name:

For printed/mailed letters:

Sincerely,


John Smith

(Leave 3-4 blank lines for handwritten signature)

For email/digital submissions:

Sincerely,

John Smith

(One blank line between close and name)

Acceptable complimentary closes:

• Sincerely,
• Best regards,
• Kind regards,
• Respectfully,
• Thank you,

Avoid:

• Cheers,
• Best,
• Warmly, (unless you have a relationship)
• Thanks! (too casual)

Visual Example: Complete Cover Letter

Here’s what a complete cover letter looks like:

---

JOHN SMITH (555) 123-4567 | [email protected] | Chicago, IL | linkedin.com/in/johnsmith

October 15, 2025

Sarah Johnson Senior Recruiting Manager ABC Corporation 456 Business Avenue, Suite 200 New York, NY 10001

Dear Ms. Johnson:

I am writing to apply for the Senior Marketing Manager position at ABC Corporation, as advertised on your careers page. With eight years of progressive experience in digital marketing and a track record of campaigns that have generated over $10 million in revenue, I am excited to bring my strategic expertise to your innovative team.

In my current role as Marketing Manager at XYZ Agency, I lead a team of six in executing multi-channel campaigns for Fortune 500 clients. Key accomplishments include developing a content strategy that increased organic traffic by 150% and implementing a data-driven approach that improved conversion rates by 35%. My combination of creative vision and analytical rigor has consistently delivered measurable results.

What particularly attracts me to ABC Corporation is your commitment to pushing creative boundaries while maintaining marketing effectiveness. I’ve admired your recent brand evolution and believe my experience in both brand storytelling and performance marketing would contribute meaningfully to your continued growth. I’m especially interested in your expansion into emerging markets, an area where I have relevant experience.

I would welcome the opportunity to discuss how my background and skills align with ABC Corporation’s needs. Thank you for considering my application. I look forward to speaking with you.

Sincerely,

John Smith

---

Page Layout and Formatting Specifications

Margins

Standard margins for cover letters:

• Top: 1 inch (0.75-1 inch acceptable)
• Bottom: 1 inch
• Left: 1 inch
• Right: 1 inch

If you need to fit more content, you can reduce margins to 0.75 inches, but never go smaller.

Font Choices

Professional fonts for cover letters:

Serif fonts (traditional):

• Times New Roman
• Georgia
• Garamond
• Cambria

Sans-serif fonts (modern):

• Arial
• Calibri
• Helvetica
• Verdana

Font size: 10-12 points for body text

Line Spacing

• Within paragraphs: Single-spaced
• Between paragraphs: One blank line (double space)
• Between sections: One blank line

Length

A cover letter should fit on a single page. Typically, this means:

• 250-400 words
• 3-4 paragraphs
• 15-20 lines of text

Formatting Styles: Block vs. Modified Block

Block Format (Most Common)

All elements are left-aligned with no indentation:

[Header - left aligned]

[Date - left aligned]

[Employer info - left aligned]

[Salutation]

[Paragraph 1 - no indent]

[Paragraph 2 - no indent]

[Closing paragraph - no indent]

[Sign-off]
[Name]

Modified Block Format

Header and closing are right-aligned or centered, with traditional paragraph indentation:

                                        [Your Header - right aligned]

                                        [Date - right aligned]

[Employer info - left aligned]

[Salutation]

     [Paragraph 1 - indented first line]

     [Paragraph 2 - indented first line]

     [Closing paragraph - indented first line]

                                        [Sign-off - right aligned]
                                        [Name - right aligned]

Recommendation: Block format is preferred in modern business communication for its clean, consistent appearance.

What NOT to Include

A professional cover letter should NOT look like it has:

• Graphics or images (unless you’re in a creative field)
• Multiple colors (stick to black text, possibly one accent)
• Decorative borders or boxes
• Multiple font styles (two maximum: one for headers, one for body)
• Tables (inappropriate for letters)
• Headers/footers (unnecessary)
• Page numbers (it’s one page)

Email vs. Document Format

Cover Letter as Email Body

When submitting via email, your cover letter becomes the email itself:

Subject: Application for Senior Marketing Manager - John Smith

Dear Ms. Johnson:

[Opening paragraph]

[Body paragraph(s)]

[Closing paragraph]

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

Note: Skip the traditional header and employer address when the cover letter IS the email.

Cover Letter as Attachment

When attaching your cover letter as a document:

• Use the full traditional format
• Save as PDF for consistent formatting
• Name the file professionally: “John_Smith_Cover_Letter.pdf”

Matching Your Resume

Your cover letter and resume should look like they belong together. Ensure consistency in:

• Header design: Same layout and style
• Fonts: Same font families
• Colors: Same accent colors (if any)
• Contact information: Identical details
• Paper: Same quality if printing

Creating a matching set with tools like 0portfolio.com ensures your application materials present a cohesive, professional image to employers.

Quick Reference Checklist

Before submitting, verify your cover letter looks right:

• Header contains name and contact information
• Date is spelled out fully
• Employer’s information is accurate
• Salutation uses appropriate title and name
• Paragraphs are properly spaced
• Body text is 10-12 point font
• Margins are approximately 1 inch
• Everything fits on one page
• Font is professional and consistent
• Sign-off is formal and appropriate
• No spelling or grammar errors
• Format matches resume style

Conclusion

A professional cover letter follows a clear, structured format that has evolved from traditional business correspondence. While there’s room for subtle personalization in design choices—particularly in matching your resume’s style—the fundamental structure remains consistent: header, date, employer information, salutation, opening paragraph, body content, closing paragraph, and sign-off.

Understanding what a cover letter looks like gives you the foundation to focus on what matters most: the content. With the formatting handled correctly, you can concentrate your energy on crafting compelling paragraphs that showcase your qualifications and enthusiasm for the role.

Keep this visual guide handy as you create your next cover letter, and remember that clean, professional formatting allows your qualifications to shine through without distraction.