How to Set Up a Cover Letter: Professional Format Guide 2025

TL;DR - Quick Answer

Setting up a cover letter requires seven essential components arranged in professional business letter format: your contact header, date, employer contact information, formal greeting, body paragraphs, professional closing, and signature. Research from Career­Builder reveals that 49% of hiring managers reject candidates whose cover letters lack proper formatting, regardless of qualifications. The setup determines whether your letter gets read or immediately discarded.

The physical arrangement matters as much as the content. Use 1-inch margins on all sides, single-space within paragraphs, double-space between sections, and align everything to the left. Choose a professional font (Times New Roman, Arial, or Calibri) at 10-12pt size. Most importantly, understand what makes a good cover letter beyond just proper setup - compelling content within the right structure creates interview opportunities.

Key Takeaways

• Professional header comes first: Your name, address, phone, and email positioned at the top establish credibility before the hiring manager reads a single word. Missing or unprofessional contact information (like immature email addresses) causes instant rejection.

• Date and employer contact follow standard protocol: Including the current date and complete employer mailing address demonstrates attention to business communication norms. This seemingly minor detail signals professionalism and respect for formal business correspondence.

• Greeting personalization increases response rates by 42%: Addressing the letter to a specific person rather than "To Whom It May Concern" shows research initiative. Spend 10-15 minutes finding the hiring manager's name through LinkedIn, company websites, or phone calls.

• Body structure follows the 3-paragraph rule: Opening paragraph hooks attention, middle paragraph proves qualification with specific achievements, final paragraph reinforces fit and requests action. This proven structure balances completeness with readability.

• Setup mistakes eliminate qualified candidates: Incorrect margins, unprofessional fonts, missing sections, or formatting inconsistencies signal carelessness. Hiring managers use setup as a screening filter - pass the visual test before your content gets evaluated.

Introduction: Why Cover Letter Setup Determines Success

Sarah Martinez spent three hours perfecting her cover letter content, highlighting her decade of marketing experience and quantifiable achievements. She submitted it to her dream job at a Fortune 500 company, confident in her qualifications. Two days later, she received an automated rejection. The problem? Her cover letter used 0.5-inch margins, a decorative font, and omitted the employer's contact information. The hiring manager never read past the visual setup.

This scenario plays out thousands of times daily. Research from TheLadders eye-tracking study shows that recruiters spend an average of 7.4 seconds reviewing a cover letter during initial screening. Within those precious seconds, they assess professional presentation before evaluating content. Your cover letter setup either earns you those critical additional seconds of attention or triggers immediate rejection.

Understanding how to format a cover letter properly isn't about arbitrary rules - it's about meeting hiring manager expectations established through decades of business communication norms. When your setup aligns with these expectations, evaluators can focus on your qualifications. When it deviates, they question your professionalism, attention to detail, and cultural fit.

This comprehensive guide walks through each setup component, explains why it matters, provides specific formatting specifications, and shows you how to create a professional structure that passes visual screening. Whether you're creating your first cover letter or refining your approach, mastering proper setup establishes the foundation for interview success.

Component 1: Your Contact Information Header

The contact header appears at the very top of your cover letter, positioned before any other element. This section contains your essential contact information arranged in a professional format that makes it easy for hiring managers to reach you.

What to Include in Your Header

Your contact header must contain these four elements in this order:

1. Full name (no nicknames or informal variations)

2. Complete mailing address (optional in digital applications)

3. Phone number with area code (use the number you answer consistently)

4. Professional email address (firstname.lastname@provider.com format)

Modern applications submitted via email or application portals can omit your physical address if space is limited, but always include your city and state to show location compatibility. Hiring managers use this information to assess relocation requirements and local market understanding.

Professional Header Format Example

Standard left-aligned format:

Alexandra Rodriguez
Seattle, WA 98101
(206) 555-0147
alexandra.rodriguez@email.com

Alternatively, you can use a centered header format that matches your resume header for visual consistency:

ALEXANDRA RODRIGUEZ
Seattle, WA 98101 | (206) 555-0147 | alexandra.rodriguez@email.com

Common Header Mistakes to Avoid

• Unprofessional email addresses: partygirl2000@email.com, cooldude87@email.com, or other informal addresses signal lack of professionalism. Create a dedicated professional email if necessary.

• Missing area codes: National and international companies need complete phone numbers. Always include your three-digit area code in parentheses.

• Inconsistent formatting with resume: If your resume uses centered contact information, your cover letter should match. Visual consistency suggests attention to detail.

• Including unnecessary social media: Unless specifically requested or highly relevant (like LinkedIn for corporate roles), omit social media links from cover letters. They distract from your core message.

Component 2: Date Placement and Format

The date appears directly below your contact header, separated by one blank line. This seemingly small detail serves important purposes: it timestamps your application, demonstrates attention to business letter conventions, and helps hiring managers track application timelines when reviewing candidates weeks or months later.

Proper Date Format

Use the full date format standard in professional business correspondence:

• United States: January 15, 2025 (Month Day, Year)

• International: 15 January 2025 (Day Month Year)

Avoid abbreviated formats like 1/15/25 or 01-15-2025. These appear informal and create ambiguity in international contexts. Full month names eliminate confusion and maintain professional standards.

When to Update the Date

Always use the date you're submitting the application, not the date you wrote the letter. If you're applying to multiple positions, update the date for each application. Using an outdated date (like sending a letter dated December 15th on January 10th) signals you're mass-applying with old materials rather than crafting targeted applications.

Component 3: Employer Contact Information

After the date, include the complete contact information for the person who will receive your letter. This section appears one blank line below the date and includes the recipient's name, title, company name, and company address.

Complete Employer Contact Format

Structure the employer contact information in this order:

1. Hiring manager's full name (with correct spelling)

2. Professional title (Hiring Manager, Senior Recruiter, Department Head, etc.)

3. Company name (official business name, not abbreviation)

4. Company street address

5. City, State ZIP code

Example:

Michael Chen
Senior Hiring Manager
TechForward Solutions
1500 Innovation Boulevard
San Francisco, CA 94103

Finding the Right Contact Person

Generic greetings like "To Whom It May Concern" or "Dear Hiring Manager" reduce your callback rate by 42% according to TopResume research. Invest 10-15 minutes finding the actual decision-maker's name using these methods:

• LinkedIn search: Search "[Company Name] [Department] Manager" or "[Company Name] Recruiter." Company employee lists often reveal the right person.

• Company website research: Check the "About Us" or "Team" pages. Many companies list department heads and leadership teams.

• Direct phone inquiry: Call the company's main number and ask: "Could you please direct me to the person managing [position name] recruitment?" Receptionists often provide this information.

• Application portal clues: Some job postings include the recruiter's name or contact information in the description or application confirmation emails.

If you absolutely cannot find a specific name after exhaustive research, understanding how to start a cover letter without a name provides professional alternatives that maintain personalization without generic phrases.

Component 4: Professional Greeting (Salutation)

The greeting appears one blank line below the employer contact information and establishes the tone for your entire letter. This single line carries surprising weight - it's the hiring manager's first impression of your communication style and professionalism.

Standard Professional Greetings

When you have the hiring manager's name, use these formats:

• Formal (safest choice): "Dear Mr. Chen," or "Dear Ms. Rodriguez,"

• Modern professional: "Dear Michael Chen," (using full name avoids gender assumptions)

• Industry-appropriate informal: "Hello Sarah," (acceptable in creative or startup environments)

When you don't have a name:

• "Dear Hiring Manager," (standard default)

• "Dear [Department Name] Team," (e.g., "Dear Marketing Team,")

• "Dear [Company Name] Recruiter," (personalizes slightly more than generic greetings)

Greeting Mistakes That Eliminate Candidates

• "To Whom It May Concern": This outdated phrase signals you didn't research the company. Only acceptable when applying through completely anonymous portals with zero contact information available.

• "Dear Sir or Madam": Equally outdated and overly formal for modern business communication. Avoid unless applying to very traditional industries like law or government.

• Incorrect titles: Using "Ms." when someone uses "Dr." or "Mr." when someone uses "Mx." demonstrates carelessness. When uncertain about titles, use the full name format ("Dear Jordan Smith,").

• Overly casual greetings: "Hey there" or "Hi team" are too informal even for startup environments. Maintain baseline professionalism in cover letters.

For comprehensive guidance on addressing your letter appropriately, see our detailed guide on who to address a cover letter to.

Component 5: Body Paragraph Structure and Content

The body of your cover letter appears one blank line after the greeting and typically consists of three paragraphs. Each paragraph serves a specific strategic purpose in convincing the hiring manager you're the right candidate. Understanding how to structure a cover letter helps you organize compelling arguments within the proper setup.

Opening Paragraph: The Hook (2-3 Sentences)

Purpose: Capture attention immediately and explain why you're writing.

Your opening should:

• State the specific position you're applying for

• Explain how you found the opening (if through a referral, mention the person's name)

• Include one compelling qualification or achievement that hooks attention

Weak opening:

"I am writing to apply for the Marketing Manager position I saw advertised on your website. I believe I would be a good fit for your company."

Strong opening:

"I am writing to apply for the Marketing Manager position at TechForward Solutions, referred by Jennifer Adams from your Product team. In my current role at DataCorp, I increased qualified lead generation by 156% in 18 months through targeted content strategy - exactly the growth-focused approach your job description emphasizes."

Middle Paragraph: The Evidence (3-5 Sentences)

Purpose: Prove you can deliver results with specific examples and metrics.

This paragraph should:

• Highlight 2-3 relevant achievements with quantifiable results

• Connect your experience directly to the job requirements

• Use specific numbers, percentages, or outcomes

• Demonstrate understanding of the company's challenges or goals

This is where you provide evidence that supports your opening hook. Focus on transferable skills and concrete accomplishments rather than general responsibility descriptions. For example, don't say "I managed social media accounts" - instead say "I grew Instagram followers from 5,000 to 47,000 in six months, resulting in a 230% increase in website traffic from social channels."

Closing Paragraph: The Action Request (2-3 Sentences)

Purpose: Reinforce fit, express enthusiasm, and request next steps.

Your closing should:

• Reiterate your interest in the position and company

• Mention why this specific company appeals to you (shows research)

• Include a call to action (requesting an interview or meeting)

• Express appreciation for their consideration

Example closing:

"I'm excited about the opportunity to bring my data-driven marketing approach to TechForward Solutions, particularly given your recent expansion into the healthcare technology sector where my B2B experience directly applies. I would welcome the chance to discuss how my lead generation strategies could support your Q1 growth objectives. Thank you for considering my application."

For expert guidance on ending strong, review our guide on how to sign off a cover letter with 12 professional closing phrases that create positive final impressions.

Ideal Length and Spacing

Keep your complete body text to 250-400 words total across all three paragraphs. This typically translates to 3/4 of a page with proper spacing. Research shows that cover letter length significantly impacts read rates - letters exceeding one page see 48% lower response rates.

Formatting specifications:

• Single-space within each paragraph

• Double-space between paragraphs

• Left-align all body text

• Use 1-inch margins on all sides

• Avoid indenting paragraphs (block format is standard)

Component 6: Professional Closing and Signature

The closing appears one blank line after your final body paragraph and consists of two components: a closing phrase and your signature.

Professional Closing Phrases

Choose one closing phrase based on your letter's tone and industry:

• Most versatile: "Sincerely," (works in all contexts)

• Slightly warmer: "Best regards," or "Warm regards,"

• Corporate/formal: "Respectfully," or "Yours faithfully," (if using "Dear Sir/Madam")

• Modern professional: "Thank you," (when you've thanked them in the closing paragraph)

Avoid overly casual closings like "Cheers," "Thanks," or "Talk soon" in formal cover letters. Save these for follow-up emails after you've established rapport.

Signature Format

After your closing phrase, skip four lines (this space is for your handwritten signature in printed letters) and type your full name:

Sincerely,



Alexandra Rodriguez

For electronic submissions (email or portal uploads):

• Email submissions: You can include a scanned signature image between the closing and typed name, though this is optional for cover letters.

• PDF uploads: Simply leave the four-line space and type your name. No signature image necessary.

• Printed letters: Print the letter, sign in blue or black ink in the space, then scan for submission if required.

Complete Cover Letter Setup Example

Here's a complete example showing all components properly arranged:

─────────────────────────────────────────────

Alexandra Rodriguez
Seattle, WA 98101
(206) 555-0147
alexandra.rodriguez@email.com

January 15, 2025

Michael Chen
Senior Hiring Manager
TechForward Solutions
1500 Innovation Boulevard
San Francisco, CA 94103

Dear Mr. Chen,

I am writing to apply for the Senior Marketing Manager position at TechForward Solutions, referred by Jennifer Adams from your Product team. In my current role at DataCorp, I increased qualified lead generation by 156% in 18 months through targeted content strategy - exactly the growth-focused approach your job description emphasizes.

At DataCorp, I led a team of five marketing specialists to completely restructure our content marketing funnel, resulting in 2,300 new qualified leads per quarter (up from 900) while reducing cost-per-lead by 34%. I implemented SEO optimization that increased organic traffic by 89%, developed a scoring system that improved lead quality ratings by 42%, and created automated nurture campaigns that boosted conversion rates from 12% to 28%. These data-driven strategies align directly with TechForward's stated goal of scaling customer acquisition while maintaining efficiency.

I'm excited about the opportunity to bring my proven marketing approach to TechForward Solutions, particularly given your recent expansion into the healthcare technology sector where my B2B SaaS experience directly applies. I would welcome the chance to discuss how my lead generation strategies could support your Q1 growth objectives. Thank you for considering my application.

Sincerely,



Alexandra Rodriguez
─────────────────────────────────────────────

Setup Differences: Digital vs. Printed Letters

While the fundamental components remain identical, digital and printed cover letters have slightly different setup requirements based on submission method.

Email Submission Setup

When sending your cover letter as an email attachment or paste into email body:

• File naming: Use professional file names like "AlexandraRodriguez_CoverLetter_MarketingManager.pdf" (not "coverletter.pdf")

• Format: Save as PDF to preserve formatting across different systems. Word documents can display incorrectly on different versions of Office.

• Email subject line: "Application for [Position Name] - [Your Name]" (e.g., "Application for Senior Marketing Manager - Alexandra Rodriguez")

• Email body: Include a brief 2-3 sentence introduction in the email body itself, then mention your attached cover letter and resume.

Application Portal Setup

When uploading through company application systems:

• Follow any specific formatting instructions in the job posting (some request plain text, others request PDF)

• If plain text is required, omit your address header and start with just your name and contact email/phone

• Verify your letter displays correctly in the preview window before submitting

• Some portals have character limits - adjust spacing if needed while keeping all seven components

Printed Letter Setup

For positions requesting mailed applications:

• Use high-quality white or ivory paper (24-32 lb weight)

• Print with a professional printer (no faded ink or streaks)

• Sign in blue or black ink (blue shows it's an original signature)

• Include your cover letter on top, resume second in the envelope

• Use a business-size envelope with typed or neatly handwritten address

Industry-Specific Setup Adaptations

While the seven core components remain standard across industries, certain fields have specific setup expectations. Adapting your setup to industry norms demonstrates cultural awareness and research.

Creative Industries (Design, Marketing, Advertising)

• Moderate visual enhancements accepted: You can use a subtle header design or brand-consistent color (one accent color maximum) without appearing unprofessional.

• Portfolio links in header: Include your portfolio website or Behance link in your contact header alongside email and phone.

• Personality in tone: Creative fields allow slightly more personality in language while maintaining professionalism. Avoid corporate jargon in favor of authentic voice.

For creative role applications, see our cover letter examples showcasing industry-appropriate formatting with visual appeal.

Corporate/Finance/Legal Industries

• Strictly traditional format: No visual enhancements, color, or creative elements. Use Times New Roman or Calibri only.

• Formal greeting always: Use "Dear Mr./Ms. [Last Name]" rather than first names, even in greeting.

• Conservative language: Maintain formal business communication style throughout. Avoid contractions (use "I am" not "I'm").

Technology/Startup Industries

• Conciseness valued: Tech recruiters prefer shorter letters (300-350 words). Get to the point quickly.

• Results orientation: Lead with metrics and quantifiable achievements rather than responsibilities.

• Modern greetings acceptable: "Dear [First Name]" or "Hello [Name]" acceptable in startup environments.

Technology roles often require specialized approaches. Our guide on best AI cover letter generators for tech jobs compares tools that understand technical role requirements.

Education and Government

• Most formal setup required: Follow traditional business letter format exactly with no deviations.

• Complete addresses mandatory: Include full mailing addresses for both sender and recipient, even in electronic submissions.

• Title accuracy critical: Verify and use complete professional titles ("Dr. Sarah Johnson, Department Chair" rather than "Sarah Johnson, Manager").

Teaching positions have unique requirements. See our comprehensive guide on how to write a cover letter for teaching jobs with education-specific setup examples.

10 Cover Letter Setup Mistakes That Eliminate Candidates

Even candidates with perfect qualifications get rejected due to setup errors. Here are the ten most common mistakes that cost otherwise qualified applicants interviews:

1. Inconsistent Formatting with Resume

Your cover letter and resume should visually match. If your resume has a centered header with your name in 14pt Calibri, your cover letter should too. Inconsistent formatting suggests you're using borrowed materials or lacking attention to detail.

2. Wrong Margins or Spacing

Standard 1-inch margins on all sides are non-negotiable. Letters with narrow margins (0.5") appear cramped and desperate to fit content. Wide margins (1.5") look sparse and suggest insufficient qualifications. Similarly, incorrect spacing like double-spacing the entire letter makes it appear amateurish.

3. Unprofessional Email Addresses

partygirl2000@email.com, cooldude87@email.com, or email addresses with birth years instantly undermine credibility. Create a professional email using your name (firstname.lastname@provider.com) for all job applications.

4. Missing or Incorrect Date

Submitting a letter dated two weeks ago signals you're mass-applying with old materials. Always update the date to match your submission day. Omitting the date entirely breaks business letter format.

5. Generic Greetings When Names Are Available

Using "To Whom It May Concern" when the hiring manager's name appears in the job posting demonstrates laziness. Personalization matters - it increases response rates by 42% according to TopResume research.

6. Wrong Company Name or Misspelled Names

Copy-pasting your letter and forgetting to update the company name is embarrassing and instantly disqualifying. Similarly, misspelling the hiring manager's name ("Brain" instead of "Brian" or "Sara" instead of "Sarah") shows carelessness.

7. Exceeding One Page

Cover letters that spill onto a second page see 48% lower response rates. If your letter exceeds one page, edit ruthlessly. See our guide on whether cover letters can be two pages for specific circumstances where two pages might be acceptable.

8. Unprofessional Fonts or Sizes

Comic Sans, Papyrus, decorative fonts, or font sizes below 10pt or above 12pt appear unprofessional. Our detailed guide on what font to use for cover letters explains why Times New Roman, Arial, and Calibri remain safest choices.

9. Colored Paper or Decorative Elements

Unless you're applying to highly creative roles (graphic design, art direction), avoid colored paper, decorative borders, photos, or graphics on your cover letter. These elements distract from content and appear unprofessional in corporate environments.

10. Missing Components Entirely

Occasionally candidates omit critical components like employer contact information, greeting, or closing signature. Every cover letter must include all seven components (your contact header, date, employer contact, greeting, body, closing, and signature) to meet professional standards.

Copy-Paste Cover Letter Setup Templates

Use these templates as starting frameworks for your cover letter setup. Replace bracketed information with your specific details.

Template 1: Standard Professional Setup

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

[Current Date]

[Hiring Manager's Full Name]
[Their Professional Title]
[Company Name]
[Company Street Address]
[City, State ZIP]

Dear [Mr./Ms. Last Name],

[Opening paragraph: Position you're applying for, how you found it, one compelling qualification]

[Middle paragraph: 2-3 specific achievements with metrics that prove your qualifications]

[Closing paragraph: Enthusiasm for company, why you're a fit, request for interview]

Sincerely,



[Your Typed Name]

Template 2: Modern Professional Setup (Centered Header)

[YOUR FULL NAME]
[City, State] | [Phone] | [Email]

[Current Date]

[Hiring Manager's Name]
[Title]
[Company Name]
[Address]

Dear [First Name Last Name],

[Body paragraphs]

Best regards,



[Your Name]

For more complete examples with actual content, explore our cover letter templates page with downloadable Word and Google Docs formats.

Using AI to Perfect Your Cover Letter Setup

While understanding proper setup is essential, creating perfectly formatted cover letters from scratch for every application is time-consuming. Modern AI tools can handle the setup automatically while you focus on customizing content for each role.

How AI Cover Letter Generators Handle Setup

Professional AI tools like Cover Letter Copilot automatically format your letter with all seven components properly arranged. You provide your contact information once, input the job details, and the AI generates a complete letter with correct margins, spacing, dates, and professional structure.

Benefits of using AI for setup:

• Automatic formatting: No need to measure margins, count spaces, or worry about alignment. The AI applies professional formatting standards automatically.

• Date accuracy: AI always uses the current date, eliminating the risk of submitting outdated letters.

• Personalization at scale: When applying to multiple positions, AI can personalize each letter with the correct company name, hiring manager, and role details without copy-paste errors.

• Consistent visual branding: Once you set your contact header format, every letter maintains the same professional appearance that matches your resume.

Understanding how AI cover letter generators work helps you evaluate tools and use them effectively. The best generators combine proper setup with compelling, personalized content.

When to Use Templates vs. AI vs. Manual Setup

• Use manual setup when: You're applying to one or two positions and have time to craft each letter individually, or when the position requires extensive customization that templates can't accommodate.

• Use templates when: You're applying to similar positions and need a consistent starting framework. Templates ensure proper setup while giving you complete control over content.

• Use AI when: You're applying to multiple positions, need to save time without sacrificing quality, or want to ensure perfect formatting every time. AI excels at maintaining setup standards while personalizing content.

Frequently Asked Questions About Cover Letter Setup

1. Should I include my photo in the cover letter header?

No, never include your photo in a cover letter header for positions in the United States, Canada, or United Kingdom. Photos introduce bias and are considered inappropriate in these countries. The exception is if you're applying internationally to countries where photo CVs are standard practice (like Germany, France, or Spain), in which case include the photo on your resume, not your cover letter.

2. What if I can't find the hiring manager's name anywhere?

After exhausting all research methods (LinkedIn, company website, phone inquiry), use "Dear Hiring Manager" or "Dear [Department Name] Hiring Team" as your greeting. This is more specific and professional than "To Whom It May Concern." While personalization increases response rates by 42%, a generic but professional greeting won't automatically disqualify you if your content is strong.

3. Can I use a creative design for my cover letter header?

This depends entirely on your industry. Creative fields (graphic design, marketing, advertising) allow subtle design elements like a branded header matching your portfolio or a single accent color. However, corporate, finance, legal, education, and government positions require completely plain formatting with no design elements. When in doubt, err on the side of traditional formatting - it's impossible to be "too professional" with cover letter setup.

4. Should my cover letter header match my resume header exactly?

Yes, visual consistency between your cover letter and resume is important. If your resume uses a centered header with your name in 14pt Calibri bold, your cover letter should match. If your resume has a left-aligned header with a blue horizontal line, replicate that in your cover letter. Matching headers suggest you're detail-oriented and professionally prepared.

5. Is it okay to use a different font in my cover letter than my resume?

No, your cover letter and resume should use identical fonts for visual consistency. Both documents are submitted together and should appear as a cohesive application package. Using different fonts suggests you borrowed materials from different sources or lack attention to branding consistency.

6. Do I need to include my full mailing address in digital applications?

No, for applications submitted via email or online portals, you can omit your complete street address and include only your city and state in the contact header. This provides enough location information for hiring managers to assess relocation requirements while saving space. However, always include your full mailing address when sending printed letters through postal mail.

7. What spacing should I use - single or double?

Use single spacing within each paragraph and double spacing (one blank line) between different sections and paragraphs. Never double-space the entire letter - this makes it appear too long and wastes space. The standard is: single-space within paragraphs, double-space between paragraphs, double-space between major sections (header, date, employer contact, greeting, body, closing).

8. How do I set up a cover letter for email submission vs. attachment?

For email attachments, include all seven components in a PDF file with complete setup. In the email body itself, write a brief 2-3 sentence introduction ("Please find attached my cover letter and resume for the [Position] role..."). For cover letters pasted directly into email bodies, you can omit the date and employer's mailing address since those appear redundant in email format - start with your contact information, skip to the greeting, and proceed with body paragraphs.

9. What if the company has specific formatting instructions that conflict with standard setup?

Always follow the company's specific instructions when provided, even if they conflict with standard practice. If a job posting requests plain text format, no header, or submission in the body of an email, follow those instructions exactly. Failing to follow provided directions signals inability to follow instructions and often results in automatic rejection.

10. Should I include links to my LinkedIn, portfolio, or website in my cover letter header?

This depends on relevance and industry. Creative professionals (designers, writers, developers, marketers) should include portfolio links in their contact header. Corporate professionals should include LinkedIn URLs since hiring managers often verify backgrounds on LinkedIn. Avoid including personal social media (Facebook, Instagram, Twitter) unless directly relevant to the position (like social media manager roles).

11. Is it acceptable to use letterhead if I'm currently employed?

Never use your current employer's letterhead for job application materials. This is unprofessional and suggests misuse of company resources. Create a personal letterhead with your own information, or use standard formatting with no letterhead at all. If you have personal business letterhead (for consulting or freelance work), you can use that if appropriate.

12. What margins should I use if my letter is slightly too long?

Maintain 1-inch margins on all sides even if your letter runs slightly long. Shrinking margins to 0.75" or 0.5" makes your letter appear cramped and desperate. Instead, edit your content to fit properly within standard margins. Remove unnecessary words, combine related points, or eliminate a less compelling example. Hiring managers notice margin manipulation, and it reflects poorly on your editing skills.

Conclusion: Master the Setup, Win the Interview

Cover letter setup determines whether hiring managers read your qualifications or reject you in the first seven seconds. The difference between proper setup and ***** formatting often decides who gets interviews among equally qualified candidates.

Remember these critical setup principles:

• All seven components are mandatory: Your contact header, date, employer contact information, greeting, body paragraphs, closing, and signature must appear in every cover letter.

• Formatting consistency demonstrates professionalism: Match your resume formatting, use 1-inch margins, maintain proper spacing, and choose professional fonts.

• Personalization increases response rates by 42%: Invest time finding the hiring manager's name rather than using generic greetings.

• Industry context matters: Adapt your setup to match field expectations while maintaining core professional standards.

• Technology can help: AI tools automate proper setup while you focus on compelling content customization.

Perfect setup combined with strong content creates interview opportunities. For ongoing support with cover letter creation, explore our AI cover letter generator that handles professional formatting automatically while you focus on showcasing your unique qualifications. Understanding what is the point of a cover letter helps you appreciate why proper setup matters - it's your first impression, your professional credential check, and your access pass to the interview stage.

Master the setup, and you clear the first hurdle in competitive hiring processes. Combine it with compelling, personalized content, and you position yourself as a professional who understands business communication standards - exactly the kind of candidate hiring managers want to interview.