How to Type a Cover Letter: Complete Formatting Guide 2025
TL;DR - Quick Answer
Typing a cover letter requires choosing the right software (Microsoft Word or Google Docs), using professional fonts (Calibri, Arial, or Times New Roman at 11-12pt), and following proper formatting guidelines with 1-inch margins and single spacing. Save your completed letter as a PDF to preserve formatting and ensure ATS compatibility.
The best approach is to use templates that handle formatting automatically, or use AI-powered tools that generate properly formatted cover letters in seconds. This guide covers everything from software selection to final formatting touches, ensuring your cover letter looks professional and gets past applicant tracking systems.
Key Takeaways
Software matters: Use Microsoft Word or Google Docs for typing cover letters—both offer professional formatting tools and template libraries that handle spacing, margins, and font consistency automatically.
Font selection is critical: Stick to ATS-friendly fonts like Calibri (11-12pt), Arial (11-12pt), or Times New Roman (12pt). Avoid decorative fonts that may not render correctly in applicant tracking systems.
Formatting standards are non-negotiable: Use 1-inch margins on all sides, single spacing between lines, and double spacing between paragraphs. This creates a clean, professional appearance that's easy to read.
PDF is the professional standard: Always save and submit your cover letter as a PDF to preserve formatting across different devices and operating systems. Word documents can shift formatting unexpectedly.
Templates save time and prevent errors: Using professional templates or AI generators eliminates formatting guesswork and ensures your cover letter meets industry standards from the start.
Introduction: The Technical Side of Cover Letter Success
You've researched the company, identified your key qualifications, and know exactly what you want to say in your cover letter. But when you sit down to actually type it, you face unexpected questions: Which program should I use? What font looks professional? How do I format the header? Where do I put the date?
These technical details matter more than you might think. According to research by Jobscan, 75% of resumes and cover letters are rejected by applicant tracking systems (ATS) due to formatting issues before a human ever sees them. A poorly formatted cover letter—even with excellent content—can derail your application.
The good news is that typing a professional cover letter isn't complicated once you understand the standards. This comprehensive guide walks you through every step of the process, from selecting the right software to applying final formatting touches that make your letter stand out. Whether you're typing your first cover letter or your fiftieth, you'll learn the formatting conventions that hiring managers expect and the technical tricks that ensure your letter gets past ATS filters.
We'll cover software options, font selection, margin settings, spacing guidelines, header formatting, and file format requirements. By the end, you'll have a complete understanding of how to type a cover letter that looks polished, professional, and ready to submit.
Choosing the Right Software for Typing Your Cover Letter
Microsoft Word: The Industry Standard
Microsoft Word remains the most widely used software for typing cover letters, and for good reason. It offers robust formatting tools, extensive template libraries, and universal compatibility. Nearly every hiring manager can open and read .docx files, and Word's formatting translates reliably when converting to PDF.
Word's built-in cover letter templates provide professional starting points with pre-configured margins, fonts, and spacing. You can access these by selecting File > New > Cover Letter. However, many professionals prefer to start from scratch to ensure complete customization and avoid generic template designs that hiring managers see repeatedly.
Key advantages of Microsoft Word include: precise control over spacing and alignment, easy header and footer customization, built-in spell check and grammar tools, and seamless PDF conversion. The software costs $69.99 per year for Microsoft 365 Personal or is included with many work and school subscriptions.
Google Docs: The Free Alternative
Google Docs has emerged as a powerful free alternative to Microsoft Word, especially for job seekers who need to access their cover letter from multiple devices. It offers cloud-based storage, real-time collaboration features, and automatic saving that prevents lost work.
For typing cover letters, Google Docs provides all essential formatting tools: margin controls, font options, alignment settings, and line spacing adjustments. The template gallery (File > Template Gallery > Resumes) includes several professional cover letter formats that work well as starting points.
The main advantages are zero cost, automatic cloud backup, and access from any device with internet connection. The primary drawback is that Google Docs has slightly less precise formatting control than Word, and some advanced font features may not be available. However, for most cover letters, these limitations don't matter.
Other Options: Pages, LibreOffice, and AI Tools
Mac users often prefer Apple Pages, which offers elegant templates and intuitive formatting tools. Like Word and Google Docs, Pages handles all standard cover letter formatting needs and exports cleanly to PDF. It's free for Mac users and integrates seamlessly with the Apple ecosystem.
LibreOffice Writer provides another free, open-source alternative with formatting capabilities similar to Word. It's particularly useful for users who want offline access without purchasing Microsoft Office.
Increasingly, professionals are turning to AI-powered tools that handle both content creation and formatting automatically. These tools generate properly formatted cover letters from your resume and the job description, eliminating manual typing and formatting entirely. For technical details on setting up cover letter structure, refer to our comprehensive formatting guide.
Selecting Professional Fonts and Sizes
The Best Fonts for Cover Letters
Font selection significantly impacts both readability and ATS compatibility. The best fonts for cover letters are clean, professional, and universally recognized by applicant tracking systems. Our comprehensive cover letter font guide analyzes which fonts perform best in 2025.
The top three professional fonts are:
Calibri (11-12pt): Modern, clean, and the default font in Microsoft Word since 2007. Excellent readability and ATS compatibility.
Arial (11-12pt): Classic sans-serif font that works universally across all systems. Safe choice that never looks wrong.
Times New Roman (12pt): Traditional serif font preferred in conservative industries like law, finance, and government.
According to research by TopResume analyzing 1,000+ hiring manager preferences, 68% prefer sans-serif fonts (Calibri, Arial) for modern positions, while 32% favor serif fonts (Times New Roman, Georgia) for traditional roles.
Font Size Guidelines
The standard font size for cover letters is 11-12 points, with slight variations depending on the font family. Calibri and Arial work well at 11pt or 12pt, while Times New Roman should be 12pt due to its smaller x-height.
Never use fonts smaller than 10.5pt or larger than 12pt in the body text. Smaller sizes strain readability, while larger sizes look unprofessional and suggest you're padding length. Your name in the header can be 14-16pt for visual hierarchy.
Fonts to Avoid
Steer clear of decorative fonts (Comic Sans, Papyrus), script fonts (Brush Script, Lucida Handwriting), and narrow fonts (Arial Narrow). These fonts either look unprofessional, are hard to read, or cause ATS parsing errors. Similarly, avoid outdated fonts like Courier New, which resembles typewriter text and signals you're not current with professional standards.
Setting Up Margins and Spacing
Standard Margin Requirements
Professional cover letters use 1-inch margins on all four sides (top, bottom, left, right). This standard creates white space that makes your letter easy to read and looks balanced on the page.
In Microsoft Word, access margin settings through Layout > Margins > Normal. In Google Docs, use File > Page Setup and set all margins to 1.00 inches. Some templates use 0.75-inch margins to fit more content, but this can make your letter look cramped and crowded.
If your content exceeds one page with 1-inch margins, the solution is to edit your content, not reduce margins. Hiring managers rarely read beyond one page, so a concise, single-page letter with proper margins beats a cramped two-page letter every time.
Line Spacing Standards
Use single spacing (1.0 or 1.15 line height) within paragraphs, and add one blank line (double spacing) between paragraphs. This creates visual separation without wasting space.
In Microsoft Word, set line spacing through Home > Paragraph > Line Spacing Options > Single. Remove the extra space before/after paragraphs by unchecking "Add space after paragraph." Instead, manually press Enter twice between paragraphs.
In Google Docs, use Format > Line Spacing > Single, and again manually control paragraph breaks with double Enter presses. This gives you precise control over spacing and ensures consistency throughout your letter.
Paragraph Formatting
Use left alignment (not justified) for all body text in your cover letter. Justified text creates uneven word spacing that looks unprofessional and can be harder to read on screen.
Don't indent the first line of paragraphs. Modern business letters use block format with no indentation and blank lines between paragraphs. This clean style is easier to scan and looks contemporary.
Formatting the Header and Contact Information
Traditional Header Format
The traditional cover letter header includes your contact information at the top, followed by the date, then the recipient's information. Here's the complete structure:
Your Information:
Your Full Name
Your Address (optional in 2025)
Your Phone Number
Your Email Address
LinkedIn Profile URL (optional but recommended)
Date:
Use Month DD, YYYY format (e.g., January 15, 2025)
Recipient Information:
Hiring Manager's Name
Their Title
Company Name
Company Address
For detailed guidance on addressing your letter properly, see our guide on how to head a cover letter.
Modern Header Format
Many modern cover letters use a simplified header with just essential contact details in a single-line or two-line format at the top:
John Smith | (555) 123-4567 | john.smith@email.com | linkedin.com/in/johnsmith
This format saves space, looks clean, and matches modern resume styles. You can then skip the date and recipient address block, starting directly with "Dear [Hiring Manager Name]" or "Dear Hiring Manager." If you don't know the hiring manager's name, our guide on how to start a cover letter without a name provides professional alternatives.
Matching Your Resume Header
Your cover letter header should visually match your resume header for a cohesive application package. Use the same name format, font, font size, and layout in both documents. This consistency signals attention to detail and professionalism.
Typing the Body Content: Structure and Format
Opening Paragraph Format
After your header and greeting, your opening paragraph should immediately state the position you're applying for and include a compelling hook. Type this as a single, focused paragraph of 3-4 sentences.
Example format:
"I am writing to apply for the Senior Software Engineer position at Tech Innovations, as advertised on LinkedIn. With seven years of experience developing scalable cloud applications and a proven track record of reducing infrastructure costs by 40%, I'm excited about the opportunity to contribute to your engineering team's mission of building next-generation SaaS solutions."
Notice the specific details, quantified achievement, and direct connection to the company's goals. For more opening strategies, read our comprehensive guide on cover letter writing tips.
Body Paragraph Format
Type 1-2 body paragraphs that showcase your relevant qualifications with specific examples and metrics. Each paragraph should be 4-6 sentences and focus on a distinct theme:
Paragraph 1: Most relevant achievement or experience directly related to the job requirements
Paragraph 2: Additional qualifications, skills, or experiences that demonstrate fit (optional but recommended)
Use strong action verbs, quantify results when possible, and connect your experience to the specific job requirements. Type these paragraphs with clear topic sentences that make them easy to scan.
Closing Paragraph Format
Your closing paragraph should be 2-3 sentences that express enthusiasm, summarize your fit, and include a call to action. Type it as a confident conclusion:
"I'm enthusiastic about the opportunity to bring my cloud architecture expertise to Tech Innovations and contribute to your platform's continued growth. I would welcome the chance to discuss how my experience aligning with your team's goals. Thank you for your consideration."
End with a professional closing like "Sincerely" or "Best regards," followed by your typed name.
Length Guidelines: How Much to Type
A properly typed cover letter should be 250-400 words or roughly three-quarters of a page. This length provides enough space to make your case without overwhelming the reader.
When typing, aim for:
Opening paragraph: 75-100 words
Body paragraphs: 150-200 words total
Closing paragraph: 50-75 words
Research by Jobvite found that cover letters between 250-400 words have 41% higher interview rates compared to letters outside this range. Shorter letters lack substance, while longer letters lose reader attention.
As you type, watch your word count using your software's built-in counter (in Word: Review > Word Count; in Google Docs: Tools > Word Count). If you exceed 400 words, edit ruthlessly to remove redundancy and focus on your strongest points.
For AI-generated cover letters, length optimization is automatic. Learn more in our guide on how long AI cover letters should be.
Ensuring ATS Compatibility While Typing
What Applicant Tracking Systems Look For
Applicant tracking systems (ATS) scan your cover letter for keywords, parse formatting, and rank your application before human review. According to Jobscan, 75% of applications never reach human eyes due to ATS rejection.
When typing your cover letter, ensure ATS compatibility by:
Using standard fonts (Calibri, Arial, Times New Roman)
Avoiding tables, text boxes, headers, and footers for body content
Saving as PDF or .docx (never .pages or .odt)
Including relevant keywords from the job description naturally in your content
Using standard section headings if you include them (avoid creative titles)
Keyword Integration
As you type, naturally incorporate keywords from the job description. Don't stuff keywords awkwardly—instead, use them in context when describing your experience and qualifications.
For example, if the job description mentions "agile methodology," "cross-functional collaboration," and "data-driven decision making," work these phrases into your body paragraphs when describing relevant experience.
Our job description keyword finder tool identifies the most important keywords to include in your cover letter, helping you optimize for ATS while maintaining natural language.
Formatting Elements That Break ATS
Avoid these formatting choices that confuse applicant tracking systems:
Tables for layout
Text boxes or shapes
Headers/footers containing important information
Images or logos
Unusual bullet point symbols
Columns
Special characters or symbols
Stick to straightforward typing with basic formatting (bold, italics sparingly) and standard paragraph structure. Simple formatting parses reliably across all ATS platforms.
Proofreading and Editing Your Typed Letter
After typing your cover letter, thorough proofreading is essential. According to CareerBuilder, 58% of hiring managers reject candidates due to typos in application materials.
Use this systematic editing process:
Run spell check (Word: Review > Spelling & Grammar; Google Docs: Tools > Spelling)
Read aloud to catch awkward phrasing and repetition
Check for consistent verb tense (usually past tense for previous roles, present for current)
Verify all company and hiring manager names are spelled correctly
Confirm your contact information is accurate
Ensure formatting is consistent (same font throughout, consistent spacing)
Check that you've addressed the right company and position (easy to miss when using templates)
Take a break of at least 30 minutes between typing and proofreading. Fresh eyes catch more errors. Better yet, ask a trusted friend or colleague to review your letter for clarity and mistakes.
Grammar tools like Grammarly can help, but don't rely on them exclusively. They miss context-specific errors and may suggest changes that alter your intended meaning.
Saving and Exporting in the Right Format
PDF: The Professional Standard
Always save your typed cover letter as a PDF before submitting, unless the job posting specifically requests another format. PDF preserves your formatting exactly as you designed it, regardless of the recipient's device, operating system, or software.
In Microsoft Word, use File > Save As > PDF. In Google Docs, use File > Download > PDF Document. Name your file professionally: "FirstName_LastName_CoverLetter.pdf" (e.g., "John_Smith_CoverLetter.pdf").
PDFs also prevent accidental editing and look more polished than editable Word documents. According to a survey of 500 hiring managers by ResumeGo, 89% prefer PDF submissions for application materials.
When to Use Word Format
Submit a .docx file only when specifically requested or when applying through certain applicant tracking systems that explicitly ask for Word format. Some older ATS platforms parse .docx files more reliably than PDFs.
If submitting as .docx, use the latest Word format (.docx, not .doc) for best compatibility. Before sending, open the file on another device if possible to verify formatting translates correctly.
File Naming Best Practices
Never submit a file named "Cover Letter.pdf" or "Document1.pdf." Hiring managers download dozens of applications, and generic filenames get lost or overwritten.
Use this naming convention: FirstName_LastName_CoverLetter_CompanyName.pdf
Example: "Sarah_Johnson_CoverLetter_Microsoft.pdf"
This format makes your file easy to identify in the hiring manager's downloads folder and looks organized and professional.
Using Templates vs. Typing from Scratch
When Templates Make Sense
Cover letter templates save time and eliminate formatting guesswork. They're particularly valuable when you:
Need to apply to multiple positions quickly
Aren't confident in your formatting skills
Want to ensure professional appearance
Need consistency between your resume and cover letter design
Browse our professional cover letter templates for industry-specific formats with proper margins, fonts, and spacing pre-configured.
Customizing Templates
If you use a template, customize it thoroughly. Change all placeholder text, adjust examples to match your experience, and modify the tone to match the company culture. Generic template language is obvious to hiring managers and suggests lack of effort.
Replace template phrases like "I am writing to express my interest" with more specific openings that reference the company and position directly. Personalization transforms a template from generic to compelling.
The AI Alternative
Instead of typing from a template or starting from scratch, AI-powered cover letter generators create fully customized, properly formatted letters in under 60 seconds. You provide your resume and the job description, and the AI handles both content creation and formatting.
This approach combines the speed of templates with the personalization of custom writing. Try our AI cover letter generator to see how it automatically handles formatting, length optimization, keyword integration, and ATS compatibility while creating personalized content.
Industry-Specific Typing Considerations
Corporate and Finance Roles
For traditional corporate environments (banking, finance, law, consulting), stick to conservative formatting: Times New Roman 12pt, traditional header with full addresses, formal language, and absolutely no creative design elements.
Type your letter with formal greetings ("Dear Mr./Ms. [Last Name]"), avoid contractions, and maintain professional distance. Length should be closer to 400 words to demonstrate thoroughness.
Tech and Startup Positions
Tech companies and startups often prefer modern, concise formatting: Calibri or Arial 11pt, simplified headers, shorter paragraphs, and slightly more conversational tone.
You can use "Hi [First Name]" greetings if company culture is casual (research this first), and your letter can be on the shorter end (250-300 words). Focus on impact metrics and technical skills. See our best AI cover letter generator for tech jobs for tech-specific examples.
Creative Industries
For design, marketing, and creative roles, you have slightly more flexibility with formatting. You might use a creative header that matches your resume design, incorporate brand colors subtly, or use a modern sans-serif font like Helvetica.
However, don't go overboard. Your cover letter should still be primarily text-focused, easily readable, and ATS-compatible. Save your creativity for your portfolio, and keep your cover letter professional with subtle design touches.
Healthcare and Education
Healthcare and education sectors prefer traditional, straightforward formatting. Use standard fonts, formal structure, and conservative design. For nursing positions specifically, review our guide on how to write a cover letter for nursing jobs, which includes formatting examples for clinical roles.
Common Typing Mistakes to Avoid
Inconsistent Formatting
One of the most common mistakes is inconsistent formatting throughout the letter: mixing font sizes, switching fonts mid-document, or having irregular spacing between paragraphs.
Before submitting, scan your entire letter visually to ensure:
All body text is the same font and size
Spacing between paragraphs is consistent
Margins are uniform on all sides
Date and address formatting follows one style throughout
Overusing Bold and Italics
While strategic bolding can highlight key achievements, overuse makes your letter look cluttered and desperate. Limit bold formatting to perhaps one or two key metrics or achievements. Never bold entire sentences or paragraphs.
Italics should be used even more sparingly—typically only for job titles or publication names if relevant. Your content should be strong enough to stand out without excessive formatting.
Wrong File Names and Metadata
Submitting a file with the wrong name, or worse, metadata showing it was created for a different company, is embarrassing and suggests carelessness.
Before submitting, right-click your file, check Properties (Windows) or Get Info (Mac), and verify the filename and any embedded metadata are correct. When reusing a template, start with Save As to create a fresh file for each application.
Forgetting to Update Template Placeholders
If you use a template, meticulously replace every placeholder. Hiring managers regularly receive letters addressed to "[Company Name]" or referencing "[Job Title]" because applicants forgot to customize.
Create a checklist of all personalization points and check them off as you customize. Better yet, use AI tools that eliminate template placeholders entirely by generating fresh content for each application.
Frequently Asked Questions
Should I type my cover letter in Word or Google Docs?
Either Microsoft Word or Google Docs works perfectly for typing cover letters. Word offers slightly more advanced formatting control and is the industry standard, but Google Docs is free, cloud-based, and provides all essential formatting tools. Choose based on your budget and device preferences. Both export cleanly to PDF, which is how you'll submit your final letter. For professional applications, either option produces equivalent results when you follow proper formatting guidelines.
What font size should I use for my cover letter?
Use 11-12 point font for your cover letter body text. Calibri and Arial work well at either 11pt or 12pt, while Times New Roman should be 12pt due to its smaller character size. Your name in the header can be 14-16pt for visual hierarchy, but never go smaller than 10.5pt or larger than 12pt for body text. The standard 11-12pt range balances readability with professional appearance and ensures your letter fits on one page without looking cramped.
Can I use color in my cover letter?
Stick to black text on white background for the body of your cover letter. Some applicant tracking systems struggle with colored text, and many hiring managers find colored letters unprofessional. The only exception is if you're in a creative field and are using a designed template where your name or header includes a subtle brand color that matches your resume. Even then, all body text should be black for readability and ATS compatibility.
How do I type my cover letter on my phone?
While possible, typing a cover letter on your phone is not recommended for the final version. Phone apps for Word and Google Docs have limited formatting controls, small screens make it hard to see overall layout, and typing errors are more common on mobile keyboards. If you must use your phone, draft in Google Docs mobile app for cloud access, but switch to a desktop or laptop for final formatting, proofreading, and PDF conversion to ensure professional quality.
Should I include my address on my cover letter?
Including your full street address is optional in 2025. Many modern cover letters include only your city and state, phone number, and email address to save space and protect privacy. However, for traditional industries (law, government, education) or when applying to local positions where geography matters, include your full address. Match whatever format you used on your resume for consistency.
How do I convert my cover letter to PDF?
In Microsoft Word, use File > Save As and select PDF from the file type dropdown. In Google Docs, use File > Download > PDF Document (.pdf). Both methods preserve your formatting exactly. Always convert to PDF as the final step before submitting unless the job posting specifically requests .docx format. PDFs ensure your formatting appears identical on the recipient's device regardless of their operating system or software.
Can I use the same formatting for my cover letter and resume?
Yes, and you should. Your cover letter and resume should use the same font, font size, header design, and color scheme (if any) to create a cohesive application package. This consistency demonstrates attention to detail and professionalism. However, the body formatting differs—resumes use bullet points and section headers, while cover letters use paragraph format. Match the overall visual style while adapting the format to each document's purpose.
What margins should I use for my cover letter?
Use 1-inch margins on all sides (top, bottom, left, right) for your cover letter. This is the professional standard that creates appropriate white space and makes your letter easy to read. Never reduce margins below 0.75 inches to fit more content—if your letter exceeds one page with standard margins, edit your content instead. Proper margins are part of professional business letter format and demonstrate your understanding of document standards.
How do I make sure my typed cover letter is ATS-friendly?
Ensure ATS compatibility by using standard fonts (Calibri, Arial, Times New Roman), avoiding tables and text boxes, saving as PDF or .docx, and using simple formatting with standard section headings. Include keywords from the job description naturally in your content, keep your header simple, and avoid graphics, images, or unusual characters. Our job description keyword finder tool helps identify important keywords to include, and AI generators create ATS-optimized letters automatically.
Should I justify or left-align my cover letter text?
Always use left alignment for your cover letter body text. Justified alignment (where both left and right edges are straight) creates uneven spacing between words that looks unprofessional and can be harder to read, especially on screen. Left alignment with a ragged right edge is the standard for business letters, emails, and professional documents. Your header elements can be centered or left-aligned based on your design preference.
How do I type a cover letter if I don't know the hiring manager's name?
If you cannot find the hiring manager's name after thorough research, use "Dear Hiring Manager" or "Dear [Department] Team" (e.g., "Dear Marketing Team"). These professional alternatives are far better than "To Whom It May Concern," which sounds outdated and impersonal. Research shows personalized greetings increase response rates by 50%, so invest 10-15 minutes searching LinkedIn, the company website, and calling the company directly before resorting to generic greetings.
Is it better to use a template or type from scratch?
Templates are excellent for ensuring professional formatting and saving time, especially if you're applying to multiple positions. However, you must heavily customize the content—generic template language is obvious to hiring managers. Typing from scratch gives you complete control but requires strong formatting knowledge. The best option for most job seekers is using AI-powered tools that generate fully customized, properly formatted letters automatically, combining the speed of templates with personalized content quality.
Conclusion: Professional Typing Creates Professional Results
Typing a cover letter professionally requires more than just putting words on a page. The software you choose, fonts you select, margins you set, and file format you submit all contribute to the impression your application makes. By following the formatting standards outlined in this guide, you ensure your cover letter looks polished, reads easily, and passes through applicant tracking systems successfully.
Key takeaways for typing professional cover letters:
Use Microsoft Word or Google Docs with standard professional fonts (Calibri, Arial, or Times New Roman at 11-12pt)
Apply 1-inch margins, single spacing, and left alignment for clean, readable formatting
Keep your letter to 250-400 words on a single page
Save as PDF with a professional filename before submitting
Ensure ATS compatibility by avoiding tables, graphics, and unusual formatting
Match your resume header for a cohesive application package
Remember that while formatting matters, content remains king. A beautifully formatted cover letter with generic content won't get you interviews. Invest time in both professional formatting and compelling, personalized content that connects your qualifications to the specific role.
If typing and formatting feel overwhelming—or if you're applying to multiple positions and need efficiency—consider using our AI cover letter generator. It handles all formatting automatically while creating personalized, ATS-optimized content in under 60 seconds. You can then make final tweaks and submit with confidence, knowing both your content and formatting meet professional standards.
Whether you type from scratch, customize a template, or use AI assistance, the goal remains the same: creating a professional cover letter that showcases your qualifications and makes hiring managers want to interview you. Master these typing and formatting fundamentals, and you'll submit applications that stand out for all the right reasons.
