1 Zuzilkree

Correct Heading For A Cover Letter

Cover Letter Spacing Guidelines

Should you single space or double space a cover letter? How much spacing should there be between paragraphs? What about spaces between your closing and signature? How should an email cover letter be spaced? What else do you need to do to properly format a cover letter to send with a resume when applying for a job?

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 letter and email cover letters. Two sample cover letters - one for a typed letter and one for an email letter - are included.

Cover Letter Spacing Guidelines

  • Leave a space between your address and the date.
  • Leave a space between the heading and the salutation.
  • Leave a space between each paragraph.
  • Single-space the paragraphs in your cover letter or email message.
  • Leave a space between the final paragraph and your closing.
  • Leave a space between the closing and your signature.
  • When you're sending a typed letter, include a handwritten signature, and a typed signature underneath it.
  • When you're sending an email message, leave a space after your signature, with contact information. If you have a formatted email signature, use this for your contact information.
  • Your cover letter should be one page or less.
  • Use a 10- or 12-point font that is easy to read like Times New Roman, Calibri, or Arial.
  • Align your cover letter to the left. In Microsoft Word, select your letter and click on Align, Text, Left.
  • Format an email cover letter just like a traditional letter with spaces in between each paragraph and your signature.

How to Use Letter Samples and Templates

Letter examples and templates help you with 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 lay-off.

You should use a template or 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.                                                                                                       

Sample Mail Cover Letter Spacing

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

Date

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.

Sincerely,

Signature (Handwritten)

Signature (Typed)

Sample Email Cover Message Spacing

Subject: Your Name - Sample Position Application

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 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.

Best Regards,

Your Name
____________

FirstName LastName
Email Address
Phone
Cell Phone
LinkedIn Profile (Optional)

Cover Letter Articles and Advice

How to Address a Cover Letter

Addressing a cover letter can be tricky if you are responding to a job listing and either don’t have a contact person’s name or don't know the hiring manager's gender. 

First of all, take the time to try and find out the name and gender of the contact person. Some employers will think poorly of an applicant who does not take the time to find out the hiring manager’s name.

However, if you do some research and are still not sure to whom you are addressing your letter, it's better to be safe and use a generic greeting or none at all.

It's acceptable to start a letter without a greeting.

Read below for advice on how to address a cover letter, and example salutations.

Options for Addressing a Cover Letter

When you're not sure to whom to address your cover letters, you have a few options.

The first is to find out the name of the person you are contacting. If the name is not included on the job listing, you might look up the title of the employer or hiring manager on the company website. If there is a contact number, you might also call and ask an administrative assistant for the name of the hiring manager.

If you cannot discover the name of the contact person at the company, you can either leave off the salutation from your cover letter and start with the first paragraph of your letter, or use a general salutation.

Tips for Using a General Salutation

There a variety of general cover letter salutations you can use to address your letter.

 These general cover letter salutations do not require you to know the name of the hiring manager.

In a survey of more than 2,000 companies, Saddleback College found that employers preferred the following greetings:

  • Dear Hiring Manager (40%)
  • To Whom It May Concern (27%)
  • Dear Sir/Madam (17%)
  • Dear Human Resources Director (6%)

How to Address a Cover Letter for a Non Gender-Specific Name

If you do have a name but aren't sure of the person's gender, one option is to include both the first name and the last name in your salutation, without any sort of title that reveals gender:

  • Dear Sydney Doe
  • Dear Taylor Smith

With these types of gender-ambiguous names, LinkedIn can be a helpful resource. Since many people include a photo with their profile, a simple search of the person's name and company within LinkedIn could potentially turn up the contact's photograph.

Again, you can also check the company website or call the company’s administrative assistant to get more information as well.

What Title to Use

Even if you know the name and gender of the person to whom you are writing, think carefully about what title you will use in your salutation. For example, if the person is a doctor or holds a Ph.D., you might want to address your letter to “Dr. Lastname” rather than “Ms. Lastname” or “Mr. Lastname.” Other titles might be “Prof.,” “Rev.,” or “Sgt.,” among others.

Also, when you address a letter to a female employer, use the title “Ms.” unless you know for certain that she prefers another title (such as Miss or Mrs.).

“Ms.” is a general title that does not denote marital status, so it works for any female employer.

How to Format a Salutation

Once you have chosen a salutation, follow it with a colon or comma, a space, and then start the first paragraph of your letter. For example:

Dear Hiring Manager:

First paragraph of letter.

Spell Check Names

Finally, before sending your cover letter, make absolutely sure that you have spelled the hiring manager’s name correctly. That is the kind of small error that can cost you a job interview.

Cover Letter Examples

Here are examples of cover letters addressed to a hiring manager, cover letters with a contact person, and more samples to review.

How to Write a Cover Letter
This guide to writing cover letters has information on what to include in your cover letter, how to write a cover letter, cover letter format, targeted cover letters, and cover letter samples.

Leave a Comment

(0 Comments)

Your email address will not be published. Required fields are marked *