email cover letter rules

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Nine rules for writing emails and cover letters that get interviews.

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Make every word count to land the interview!

Perhaps you've experienced the disappointment of carefully crafting an email or cover letter asking for a meeting only to get no response or turned down. In fact, all too often these messages are not even read, because the email subject line or the content doesn’t resonate or the message is too dense. Clients who have applied the following nine rules, however, have seen big improvements in their email response rates.

1. Make your letter easily scannable

The workplace is too fast-paced to allow time for reading through a long, dense letter.  As with your resume , make your email a quick, easy read by applying these formatting techniques:

• Use short paragraphs.
• Use bullet points.
• Use bold-face and/or underlining of key phrases (sparingly).
• Consider the use of sub-headings.
• Minimize repetition, and make every word count.

2. Always include your message in the body of the email

Do this even if you're including the message as an attachment as well. Many people don’t like to open email attachments, especially from strangers.

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Trump vs. harris 2024 polls: trump virtually tied with harris in harrisx/forbes poll and new wsj poll, olympics drag queen ‘last supper’ sparks outrage from musk, catholic leaders, gop pundits, 3. engage the reader with the email subject line.

The more specific and relevant the subject line, the more likely the email will be read. “Hello” is not a good subject line. Examples of good subject lines include:

• Your article about Database Marketing in AdWeek
• Referred by Julieta Jimenez, re: Latin American expansion
• Open to discussing Fundraising at New York University?

4. Make sure your email address looks professional

[email protected] won’t cut it. [email protected] will make a better impression and improve the odds of your email getting past the spam filters.

5. Focus on the recipient's needs

I get so many drafts that are all about “me me me,” when instead the focus should be on the recipient. Examples of language to use include “Our meeting could be mutually beneficial…” or “Your company’s mission to…resonates” or “My background in … could be of help, given your expansion into Health Care.”

Try to make the meeting you are seeking  mutually beneficial,  for example: “I would be happy to introduce you to my LinkedIn network…”

If you're asking for help or advice, show appreciation, as in “I would greatly appreciate…” A simple “thank you” can go a long way. Sounds easy and obvious but too many clients forget these basic relationship rules in their drafts.

6. Communicate your purpose early on

Be sure to share the reason for your reaching out to them in the first or second paragraph. Otherwise your letter may not be read all the way through.

7. Include your pitch

A resonant pitch can really get the reader interested in tallking with you. Summarize your background in one or two sentences, link it to how you can help them, and then share some relevant background highlights by including two-to-five bulleted accomplishments.

8. End with a clear call to action

Say “Would you have 15-20 minutes available to talk?” Everyone has that time somewhere on their calendar. Check out  this blog post  to see how to follow up effectively with a phone call.

9. Avoid Spelling & Grammar mistakes!

I review many drafts with run-on sentences, spelling mistakes, omitted words and more. Don't sabotage your great content with these avoidable mistakes.

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Email Cover Letter

How do you establish rapport with an employee and get an interview with one single email? Put into the email an effective cover letter created using our inside guide.

How to apply for a job by email so that the response is not lost? A cover letter is rarely attached to resumes by job seekers. Although to email cover letters for resume is a good way to establish contact with the employer, to interest him and to show your personality. If you submit your resume through job search sites , you usually use a lightweight form of job posting. And you do not need to think about what to write in the subject line of the email, where to attach the cover letter and what recipient address to enter. But sometimes you have to contact the employer, recruitment agency or recruiter directly. In this case, you need to remember a few simple and important rules for sending a resume and a cover letter by email so that it is not lost and must be considered.

How to Write an Email Cover Letter

A cover letter can advantageously supplement and explain your main document for employment— a resume. Writing an email cover letter is also a good way to show your interest in a job, convince the employer to invite you for an interview, and generally increase the likelihood of a positive decision. First of all, a it is a document. And like any document, it has its own rules for compilation. Get Cover Letter systematized the most popular mistakes of applicants and prepared simple and effective tips about how to send an email with a cover letter and resume.

Fill the body of the letter with a cover sheet

Sending an empty letter to an employer with a resume attached to it has long been considered a bad form. Use the body of the message to place a cover text in it. When you send a cover letter in email make sure it does not duplicate the resume, but contain useful additions. Show your awareness of the work of the company, tell why you want to work in it, what you can bring to its work. You can explain the big break in the experience, if any exists. If you formally do not have enough work experience, for example, a job requires 3 years of work experience, and you have worked in this specialty only for 2 years, then a letter is a great way to prove that you have enough experience to cope with your duties.

Do not abuse smiles

Emoticons or emoji language is very popular in correspondence. But do not forget that the stage of sending a resume has a business and formal nature of communication, and you probably do not even know the recipient of your letter. Save emoticons in the form of real emotions for an interview.

Check your grammar errors

Make sure that there are no grammatical errors or typos in the text of the letter. Errors in such a letter are unacceptable: check it using a special speller. This assistant may not notice all the errors, but it is much worse without it.

A lot of vacancies are filled daily, but the best one is still waiting for your job application.

Sample Email Cover Letter for Job Application

Review a sample email message:

How to Send a Cover Letter by Email

Indicate the subject of the letter.

The first and important rule which according to recruiters is neglected by many people. The field for the topic must be filled. Indicate in the subject, for example: “Response to a vacancy...”, or “Cover letter for a position ...”, or write directly—“I am a designer”. So your letter will go through a spam filter and the recipient will understand that he received an appeal on the topic of his interest at the moment.

Sending Email Cover Letters with Attachments

A file with a resume, portfolio or other documents indicated in the body of the letter must be attached to your email with the cover letter. If you forget to attach the desired file, this will not make the best impression. Double-check also that attached documents and a letter are outdated or oriented to a different position. Never name the file simply “resume.doc”. The best option is to indicate your name and the name of the vacancy. For example, "Billy Brooks CV Sales Manager ." An employer can receive many emails with the same name of the attached file in one day and save all of them in the same folder, so your CV can simply be lost. For a more attractive format, the resume can be saved in PDF.

Sending Email Cover Letters Without Attachments

It happens that some employers do not accept attachments and ask not to send the attached files. In such cases, you can copy the text of your resume from the file and paste it into the body of the email just after your cover letter. It is better to use a simple font and not use unusual formatting so that the employer does not have problems reading the text. Do not use HTML.

Fill in the recipient address last

Doing this last is the best guarantee that the letter will not go away by mistake, for example, after accidentally pressing the wrong key. Also, you do not need to add any more recipients when sending a resume, even in a copy. You’re writing a letter to respond to a specific vacancy, right?

Create a professional email address to use solely for business negotiations and job search . You may comprise it of your first and last name, birth year, or your profession, for example. It’s better to indicate your name, so that the recruiter can quickly find your email in his inbox. Combine the words, toggle their order, do as you think best, but remember to keep it short and simple.

Mistakes To Avoid When Cover Letter for Email

A good resume and cover letter are an interview ticket. Get Cover Letter has prepared a list of errors to watch out for so you could get that ticket.

Inappropriate and incorrect information

When you email the cover letter for job it is better to adapt it for a specific vacancy so that the employer sees exactly the information about you that is important for this position. Thus, it will get rid of excess text, which will increase its readability, and the employer will be sure that you are the one he needs. Check all the information carefully times before you email the cover letter. Make sure that all dates are correct, there are no errors in phones and other contacts.

What is excluded:

• detailed biography;
• boasting and pathos;
• tabloid vocabulary and the absence of formal boundaries.

Poor formatting

Your cover text should be easy to read. It does not matter if it is in electronic form or in paper. We recommend creating a detailed resume and a brief cover letter. This will take a little longer, but will make the resume better, which will increase your chances of getting a good job.

Attention to size, not content

If you are just starting your career, it is unlikely that a cover letter can occupy more than one page. But you do not need to try to increase it, deliberately adding unnecessary information or making the font larger. Focus on the content, not the number of lines. Do not think that the employer will consider you an experienced professional if the letter will occupy five pages. In this case, quantity is not quality. A photo in the cover letter greatly simplifies the life of a recruiter. The main condition: no sea and expensive cars in the background, swimsuits, vases with flowers, provocative poses and passport options. A lively open look, high-quality portraiture, a sufficient photo size to see your face is a big and bold plus to the first step towards. Courage, honesty and less silly conventions of the clerk of the middle hand. Talk to HR, he is also a person.

The Best Electronic Cover Letter Example

Here are some email cover letter templates . You already know that when sending by email the resume should be in an attached file, and the cover letter is written in the body of the document (electronic message); when sending in printed form it should be on a separate sheet (form).

Let nothing keep you away from the desired position anymore!

Conclusions

Summing up, let's say the main things: stay yourself, be professional and don't be afraid to seem funny or not experienced enough. Everything will work out if you refuse the stereotypes imposed by someone. And remember, recruiters do not want to read template blanks, they can only be interested in a competent, full cover letter and a non-trivial story about you. If you’re in search of a proven and effective cover letter, then Get Cover Letter is the right place. Here you will receive both unique content for the cover text, based on your desired position, and a visual design thanks to readable templates. We help our clients with identifying key qualities, skills, knowledge and experience suitable for the position and present this information to the employer. We are not just resume writers, we are a team of HR and recruiters with extensive experience in finding and hiring candidates and working with employers. We know what aspects to pay attention to and what recruiters want.

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How to write a great cover letter in 2024: tips and structure

A cover letter is a personalized letter that introduces you to a potential employer, highlights your qualifications, and explains why you're a strong fit for a specific job.

Hate or love them, these brief documents allow job seekers to make an impression and stand out from the pile of other applications. Penning a thoughtful cover letter shows the hiring team you care about earning the position.

Here’s everything you need to know about how to write a cover letter — and a great one, at that.

What is a cover letter and why does it matter?

A professional cover letter is a one-page document you submit alongside your CV or resume as part of a job application. Typically, they’re about half a page or around 150–300 words.

An effective cover letter doesn’t just rehash your CV; it’s your chance to highlight your proudest moments, explain why you want the job, and state plainly what you bring to the table.

Show the reviewer you’re likable, talented, and will add to the company’s culture . You can refer to previous jobs and other information from your CV, but only if it helps tell a story about you and your career choices .

What 3 things should you include in a cover letter?

A well-crafted cover letter can help you stand out to potential employers. To make your cover letter shine, here are three key elements to include:

1. Personalization

Address the hiring manager or recruiter by name whenever possible. If the job posting doesn't include a name, research to find out who will be reviewing applications. Personalizing your cover letter shows that you've taken the time to tailor your application to the specific company and role.

2. Highlight relevant achievements and skills

Emphasize your most relevant skills , experiences, and accomplishments that directly relate to the job you're applying for. Provide specific examples of how your skills have benefited previous employers and how they can contribute to the prospective employer's success. Use quantifiable achievements , such as improved efficiency, cost savings, or project success, to demonstrate your impact.

3. Show enthusiasm and fit

Express your enthusiasm for the company and the position you're applying for. Explain why you are interested in this role and believe you are a good fit for the organization. Mention how your values, goals, and skills align with the company's mission and culture. Demonstrating that you've done your research can make a significant impression.

What do hiring managers look for in a cover letter?

Employers look for several key elements in a cover letter. These include:

Employers want to see that your cover letter is specifically tailored to the position you are applying for. It should demonstrate how your skills, experiences, and qualifications align with the job requirements.

Clear and concise writing

A well-written cover letter is concise, easy to read, and error-free. Employers appreciate clear and effective communication skills , so make sure your cover letter showcases your ability to express yourself effectively.

Demonstrated knowledge of the company

Employers want to see that you are genuinely interested in their organization. Mention specific details about the company, such as recent achievements or projects, to show that you are enthusiastic about joining their team.

Achievements and accomplishments

Highlight your relevant achievements and accomplishments that demonstrate your qualifications for the position. Use specific examples to showcase your skills and show how they can benefit the employer.

Enthusiasm and motivation

Employers want to hire candidates who are excited about the opportunity and motivated to contribute to the company's success. Express your enthusiasm and passion for the role and explain why you are interested in working for the company.

Professionalism

A cover letter should be professional in tone and presentation. Use formal language, address the hiring manager appropriately, and follow standard business letter formatting.

How do you structure a cover letter?

A well-structured cover letter follows a specific format that makes it easy for the reader to understand your qualifications and enthusiasm for the position. Here's a typical structure for a cover letter:

Contact information

Include your name, address, phone number, and email address at the top of the letter. Place your contact information at the beginning so that it's easy for the employer to reach you.

Employer's contact information

Opening paragraph, middle paragraph(s), closing paragraph, complimentary close, additional contact information.

Repeat your contact information (name, phone number, and email) at the end of the letter, just in case the employer needs it for quick reference.

Remember to keep your cover letter concise and focused. It should typically be no more than one page in length. Proofread your letter carefully to ensure it is free from spelling and grammatical errors. Tailor each cover letter to the specific job application to make it as relevant and impactful as possible.

How to write a good cover letter (with examples)

The best letters are unique, tailored to the job description, and written in your voice — but that doesn’t mean you can’t use a job cover letter template.

Great cover letters contain the same basic elements and flow a certain way. Take a look at this cover letter structure for ref erence while you construct your own.

1. Add a header and contact information

While reading your cover letter, the recruiter shouldn’t have to look far to find who wrote it. Your document should include a basic heading with the following information:

• Pronouns (optional)
• Location (optional)
• Email address
• Phone number (optional)
• Relevant links, such as your LinkedIn profile , portfolio, or personal website (optional)

You can pull this information directly from your CV. Put it together, and it will look something like this:

Christopher Pike

San Francisco, California

[email protected]

Alternatively, if the posting asks you to submit your cover letter in the body of an email, you can include this information in your signature. For example:

Warm regards,

Catherine Janeway

Bloomington, Indiana

[email protected]

(555) 999 - 2222

2. Include a personal greeting

Always begin your cover letter by addressing the hiring manager — preferably by name. You can use the person’s first and last name. Make sure to include a relevant title, like Dr., Mr., or Ms. For example, “Dear Mr. John Doe.”

Avoid generic openings like “To whom it may concern,” “Dear sir or madam,” or “Dear hiring manager.” These introductions sound impersonal — like you’re copy-pasting cover letters — and can work against you in the hiring process.

Be careful, though. When using someone’s name, you don’t want to use the wrong title or accidentally misgender someone. If in doubt, using only their name is enough. You could also opt for a gender-neutral title, like Mx.

Make sure you’re addressing the right person in your letter — ideally, the person who’s making the final hiring decision. This isn’t always specified in the job posting, so you may have to do some research to learn the name of the hiring manager.

3. Draw them in with an opening story

The opening paragraph of your cover letter should hook the reader. You want it to be memorable, conversational, and extremely relevant to the job you’re pursuing. 

There’s no need for a personal introduction — you’ve already included your name in the heading. But you should make reference to the job you’re applying for. A simple “Thank you for considering my application for the role of [job title] at [company],” will suffice.

Then you can get into the “Why” of your job application. Drive home what makes this specific job and this company so appealing to you. Perhaps you’re a fan of their products, you’re passionate about their mission, or you love their brand voice. Whatever the case, this section is where you share your enthusiasm for the role.

Here’s an example opening paragraph. In this scenario, you’re applying for a digital marketing role at a bicycle company:

“Dear Mr. John Doe,

Thank you for considering my application for the role of Marketing Coordinator at Bits n’ Bikes.

My parents bought my first bike at one of your stores. I’ll never forget the freedom I felt when I learned to ride it. My father removed my training wheels, and my mom sent me barrelling down the street. You provide joy to families across the country — and I want to be part of that.”

4. Emphasize why you’re best for the job

Your next paragraphs should be focused on the role you’re applying to. Highlight your skill set and why you’re a good fit for the needs and expectations associated with the position. Hiring managers want to know what you’ll bring to the job, not just any role.

Start by studying the job description for hints. What problem are they trying to solve with this hire? What skills and qualifications do they mention first or more than once? These are indicators of what’s important to the hiring manager.

Search for details that match your experience and interests. For example, if you’re excited about a fast-paced job in public relations, you might look for these elements in a posting:

• They want someone who can write social media posts and blog content on tight deadlines
• They value collaboration and input from every team member
• They need a planner who can come up with strong PR strategies

Highlight how you fulfill these requirements:

“I’ve always been a strong writer. From blog posts to social media, my content pulls in readers and drives traffic to product pages. For example, when I worked at Bits n’ Bikes, I developed a strategic blog series about bike maintenance that increased our sales of spare parts and tools by 50% — we could see it in our web metrics.

Thanks to the input of all of our team members, including our bike mechanics, my content delivered results.”

5. End with a strong closing paragraph and sign off gracefully

Your closing paragraph is your final chance to hammer home your enthusiasm about the role and your unique ability to fill it. Reiterate the main points you explained in the body paragraphs and remind the reader of what you bring to the table.

You can also use the end of your letter to relay other important details, like whether you’re willing to relocate for the job.

When choosing a sign-off, opt for a phrase that sounds professional and genuine. Reliable options include “Sincerely” and “Kind regards.”

Here’s a strong closing statement for you to consider:

“I believe my enthusiasm, skills, and work experience as a PR professional will serve Bits n’ Bikes very well. I would love to meet to further discuss my value-add as your next Director of Public Relations. Thank you for your consideration. I hope we speak soon.

Tips to write a great cover letter that compliments your resume

When writing your own letter, try not to copy the example excerpts word-for-word. Instead, use this cover letter structure as a baseline to organize your ideas. Then, as you’re writing, use these extra cover letter tips to add your personal touch:

• Keep your cover letter different from your resume : Your cover letter should not duplicate the information on your resume. Instead, it should provide context and explanations for key points in your resume, emphasizing how your qualifications match the specific job you're applying for.
• Customize your cover letter . Tailor your cover letter for each job application. Address the specific needs of the company and the job posting, demonstrating that you've done your homework and understand their requirements.
• Show enthusiasm and fit . Express your enthusiasm for the company and position in the cover letter. Explain why you are interested in working for this company and how your values, goals, and skills align with their mission and culture.
• Use keywords . Incorporate keywords from the job description and industry terms in your cover letter. This can help your application pass through applicant tracking systems (ATS) and demonstrate that you're well-versed in the field.
• Keep it concise . Your cover letter should be succinct and to the point, typically no more than one page. Focus on the most compelling qualifications and experiences that directly support your application.
• Be professional . Maintain a professional tone and structure in your cover letter. Proofread it carefully to ensure there are no errors.
• Address any gaps or concerns . If there are gaps or concerns in your resume, such as employment gaps or a change in career direction, briefly address them in your cover letter. Explain any relevant circumstances and how they have shaped your qualifications and determination.
• Provide a call to action . Conclude your cover letter with a call to action, inviting the employer to contact you for further discussion. Mention that you've attached your resume for their reference.
• Follow the correct format . Use a standard cover letter format like the one above, including your contact information, a formal salutation, introductory and closing paragraphs, and your signature. Ensure that it complements your resume without redundancy.
• Pick the right voice and tone . Try to write like yourself, but adapt to the tone and voice of the company. Look at the job listing, company website, and social media posts. Do they sound fun and quirky, stoic and professional, or somewhere in-between? This guides your writing style.
• Tell your story . You’re an individual with unique expertise, motivators, and years of experience. Tie the pieces together with a great story. Introduce how you arrived at this point in your career, where you hope to go , and how this prospective company fits in your journey. You can also explain any career changes in your resume.
• Show, don’t tell . Anyone can say they’re a problem solver. Why should a recruiter take their word for it if they don’t back it up with examples? Instead of naming your skills, show them in action. Describe situations where you rose to the task, and quantify your success when you can.
• Be honest . Avoid highlighting skills you don’t have. This will backfire if they ask you about them in an interview. Instead, shift focus to the ways in which you stand out.
• Avoid clichés and bullet points . These are signs of lazy writing. Do your best to be original from the first paragraph to the final one. This highlights your individuality and demonstrates the care you put into the letter.
• Proofread . Always spellcheck your cover letter. Look for typos, grammatical errors, and proper flow. We suggest reading it out loud. If it sounds natural rolling off the tongue, it will read naturally as well.

Common cover letter writing FAQs

How long should a cover letter be.

A cover letter should generally be concise and to the point. It is recommended to keep it to one page or less, focusing on the most relevant information that highlights your qualifications and fits the job requirements.

Should I include personal information in a cover letter?

While it's important to introduce yourself and provide your contact information, avoid including personal details such as your age, marital status, or unrelated hobbies. Instead, focus on presenting your professional qualifications and aligning them with the job requirements.

Can I use the same cover letter for multiple job applications?

While it may be tempting to reuse a cover letter, it is best to tailor each cover letter to the specific job you are applying for. This allows you to highlight why you are a good fit for that particular role and show genuine interest in the company.

Do I need to address my cover letter to a specific person?

Whenever possible, it is advisable to address your cover letter to a specific person, such as the hiring manager or recruiter. If the job posting does not provide this information, try to research and find the appropriate contact. If all else fails, you can use a generic salutation such as "Dear Hiring Manager."

Should I include references in my cover letter?

It is generally not necessary to include references in your cover letter. Save this information for when the employer explicitly requests it. Instead, focus on showcasing your qualifications and achievements that make you a strong candidate for the position.

It’s time to start writing your stand-out cover letter

The hardest part of writing is getting started. 

Hopefully, our tips gave you some jumping-off points and confidence . But if you’re really stuck, looking at cover letter examples and resume templates will help you decide where to get started. 

There are numerous sample cover letters available online. Just remember that you’re a unique, well-rounded person, and your cover letter should reflect that. Using our structure, you can tell your story while highlighting your passion for the role. 

Doing your research, including strong examples of your skills, and being courteous is how to write a strong cover letter. Take a breath , flex your fingers, and get typing. Before you know it, your job search will lead to a job interview.

If you want more personalized guidance, a specialized career coach can help review, edit, and guide you through creating a great cover letter that sticks.

Ace your job search

Explore effective job search techniques, interview strategies, and ways to overcome job-related challenges. Our coaches specialize in helping you land your dream job.

Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

3 cover letter examples to help you catch a hiring manager’s attention

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The Difference Between a Cover Letter and the Email You Send With Your Application

When it comes to making a job change, getting it right truly matters. You need to get the keywords right , the messaging right , the formatting right . You’ve got to find the right people to endear yourself to, and the right words for your cover letter and follow-up correspondence.

And, for the love of it all, you’ve got to nail the approach.

But, my oh my, there are so many considerations—so many things we all second guess ourselves on when applying for a job.

Should you make the cover letter the body of the email, or attach it separately? (Or both?) Do you address the person by first name, or go with Mr. / Ms. So-and-So? (And, does same rule apply for both?) How casual or formal do you need to be? Is there a right or wrong format for cover letters and emails? Does the cover letter need to be a page or less? How long should the intro email be?

Holy Hannah—it’s enough to make the coolest cucumbers among us start to feel like crazy people. And that’s even before you’ve made an introduction.

Deep breaths, everyone. Deep breaths. Let’s break this cover letter stuff down into manageable chunks. Here’s what you need to know:

Should the Cover Letter Be an Attachment or Just the Body of Email?

The short answer is: either. Not both, either.

If you ask 10 recruiters of hiring managers which they prefer, you’ll probably get five who say attachment and five who say email. But here’s the good news: Nearly all will report that it’s not going to make or break you either way. So, don’t let this topic unravel you.

I happen to be a proponent of “cover letter as body of the email,” and here’s why: It gives you the opportunity to make a strong, memorable first impression the millisecond that reviewer’s eyes open their inbox. You can draw someone in with an incredible opening line, and then showcase the ways in which you could contribute to the team.

If, instead, you decide to go with cover letter as attachment, you should be brief and point the reader to the attachments.

I’ve learned you are seeking a senior project manager with e-commerce experience and knowledge of Jira. That’s me. My attached resume and cover letter outline my qualifications for the role. Thank you very much for your consideration. I hope to hear from you soon!

Keep it brief if you go this route. Those on the receiving end won’t appreciate having to plow through a super long email and all your attachments.

Lastly, don’t even think about replicating the cover letter in both the email and the attachment. That’s just ridiculous (and, makes you look totally indecisive).

Now that we got that figured out, let’s answer the other questions that are probably eating at you:

Do I Use a First Name Salutation—or a More Formal One?

This is best answered with, “It depends”—for both the cover letter and the accompanying email. (I know, just doing my part to make things simple here.)

In all seriousness, it’s best to evaluate the tone and style of the organization you’re attempting to join, and then guess which salutation would be most would the appropriate and appreciated. You can do this pretty easily by reviewing the company’s website and social media presence.

Remember, you’re going to be hired for that next role if (and only if) you’re a “yes” to these three questions

• Do we think she can do this job?
• Do we like her?
• Do we think she’ll fit in around here?

That said, if you can introduce yourself in a way that implies right out of the gates that you’re a triple yes, you’re in business.

Is a Conversational Style Allowed?

In general, I think that job seekers get a bit too revved up about “proper” and end up losing sight of the fact that there’s an actual person at the receiving end of this (assuming you’re emailing your application directly).

Guess what? People like engaging, conversational reading. They notice when an applicant seems genuine, personable, and interesting. They appreciate when plowing through their pile of candidates doesn’t feel like total drudgery.

That being the case, unless you’re applying for a role within an extremely conservative or structured industry or organization, heck yes, a conversational style is allowed. Certainly, this is not your time to bust out a bunch of slang or (gasp) use language that could offend, but it’s a-ok to make your cover letter or intro email read like you’re a real person.

Just be sure and make it clear—in both cases—why you want to work for that company and what, specifically, you can walk through their doors and deliver.

Is the One Page Rule for Cover Letters Still True? What About in an Email?

Hard and fast “rules” make me crazy in general, so I’m not going to announce the exact length that your cover letter or your intro email need to be. I will simply suggest that you get in there, quickly endear yourself to the recipient, and then spell out, specifically, how and why you make perfect sense for the role you’re pursuing. And then wrap it up.

If you can pull it off with a one-page cover letter, absolutely. If you need a page and a half? So long as you’re peeling out any and all unnecessary blabber, knock yourself out. (And this article tells you how to cut it down to make it as effective as possible.)

For the email, again, get to the point and don’t be redundant if you’re also attaching a cover letter.

You can get these things right, for real. Nail the big stuff, sweat the details that truly matter, and get right to the business of making your grand entrance, well, one that’s grand.

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• Career Planning
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• Cover Letters

Cover Letter Spacing Guidelines

Cover Letting Spacing Overview

• Using Letter Samples and Templates
• Review Sample Formatted Cover Letters

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Technology has made it easier than ever to apply to jobs. But there’s one part of the process that’s hard to automate: cover letters.

Maybe that’s why so few candidates write them. Only 42% of applicants say that they submit this crucial document when they apply for a job. However, most hiring managers still want to see cover letters from job applicants. Even if they didn’t, it would be a shame to miss out on the opportunity to sing your praises to decision-makers. Write a thoughtful, professional cover letter, and you’ll stand out from the competition before you’ve even spoken with the hiring team.

If it’s been a while since you’ve written a cover letter—or any formal business correspondence—you might feel a little intimidated. Even the  formatting requirements  can feel confusing when you’re rusty.

The good news is that there’s a clear formula for organizing your cover letter. These cover letter spacing guidelines will help you compose a message that makes the best possible impression.

The format of a letter refers to the way the letter is arranged on the page. The format includes spacing, indentation, margins, and more.

When you're writing a cover letter, the spacing is important regardless of what form your letter is in. An email cover letter needs to be as properly formatted as a typed cover letter.

Read below for cover letter spacing and general formatting guidelines for both typed and email cover letters. Two sample cover letters, one for a typed letter and one for an email letter, are included.

• Format an email cover letter just like a traditional business letter, with spaces in between each paragraph and your signature.
• Align your cover letter to the left.
• Single-space the paragraphs in your cover letter or email message.
• When you're sending a typed letter, include a handwritten signature and a typed signature underneath it.
• When you're sending an email message, follow your signature with your contact information. If you have a formatted email signature, use this to close your message.

Your cover letter should be one page or less. Use a 10- or 12-point font that is easy to read, such as Times New Roman, Calibri, or Arial.

How to Use Letter Samples and Templates

Cover letter examples and templates  can help you visualize the layout of your letter. They also show you what elements you need to include, such as introductions and body paragraphs.

Along with helping with your layout, letter samples and templates can help you see what kind of content you should include in your document, such as a brief explanation of a layoff.

You should use a template or an example as a starting point for your letter. However, you should always personalize and customize your cover letter, so it reflects your skills and abilities, and the jobs you are applying for.

Remember that hiring managers want candidates who are passionate about this particular job, not just any job. Use your cover letter as a sales document to persuade the hiring team that you’re the right person for the job.

Review Sample Cover Letters

Here's an example of a properly spaced and formatted printed cover letter, as well as a sample email message.

Sample Spacing for a Printed Document

Your Name Your Street Address Your City, State Zip Code Your Phone Number Your Email Address

Dear Hiring Manager:

First Paragraph: The first paragraph of your letter should include information on why you are writing. Mention the position you are applying for.

Middle Paragraphs: The next paragraphs of your cover letter should describe what you have to offer the employer. Make strong connections between your abilities and their needs. Use several shorter paragraphs or bullets rather than one large block of text. Keep the paragraphs single-spaced but leave a space between each paragraph.

Final Paragraph: Conclude your cover letter by thanking the employer for considering you for the position.

Signature: Sincerely,

Signature (Handwritten)

Signature (Typed)

Sample Spacing for an Email Message

Subject: Your Name - Sample Position Application

Middle Paragraphs: The next section of your cover letter should describe what you have to offer the employer. Provide details on your qualifications for the job. Keep the paragraphs single-spaced but leave a space between each paragraph.

Final Paragraph: Conclude your cover letter by thanking the hiring manager for considering you for the job.

Signature: Include your contact information in your signature at the bottom of your email message.

Best Regards,

____________

FirstName LastName Email Address Phone LinkedIn Profile (Optional)

Jobvite. “ Job Seeker Nation Survey 2017 ,” Page 19. Accessed June 15, 2021.

Nancy M. Schullery, Linda Ickes, and Stephen E. Schullery. “ Employer Preferences for Résumés and Cover Letters ,” Business and Professional Communication Quarterly . Accessed June 15, 2021.

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