Cover letter format: structure, length, and layout that works
· 5 min read · By The ResumeEase Team
A cover letter follows a fixed shape: a header with your contact details, a greeting to a named person where possible, three short body paragraphs (why them, why you, why now), and a closing with a clear next step. The whole thing fits on well under one page (250 to 400 words) because its job is not to repeat your resume but to make one argument: this specific background fits this specific role. ResumeEase's cover letter builder generates drafts in exactly this structure.
The structure, part by part
- Header: your name, phone, email, and LinkedIn; the date; the hiring manager's name and company. In an email application, this collapses to a signature block.
- Greeting: "Dear [Name]" beats everything else. If ten minutes of searching (the posting, LinkedIn, the team page) yields no name, "Dear Hiring Manager" is fine; "To Whom It May Concern" is not.
- Opening paragraph: name the role and lead with your strongest relevant fact, not "I am writing to apply for..." which spends your best line saying nothing.
- Middle paragraph(s): one or two achievements chosen because they mirror the posting's top requirements, with numbers where honest. This is argument, not autobiography.
- Closing paragraph: restate the fit in one line, thank them, and state the next step you want ("I would welcome the chance to discuss how...").
- Sign-off: "Sincerely" or "Best regards," then your name.
Formatting rules that actually matter
- Length: 250-400 words, three to four paragraphs, one page maximum with room to spare.
- Font and margins: match your resume (same font family, similar margins) so the two documents read as a set.
- File format: PDF unless the posting asks otherwise, named like your resume ("Jane-Doe-Cover-Letter.pdf").
- ATS handling: cover letters are stored and sometimes keyword-searched alongside resumes, so plain single-column text applies here too. No columns, graphics, or text boxes.
Email application vs attachment
When a posting says to apply by email, the email body is the cover letter, do not attach a separate letter and leave the email empty, and do not do both. Trim the header block, keep the same three-paragraph argument, and put a specific subject line: "Application: Senior Accountant, Jane Doe." When applying through an ATS portal with a separate cover letter upload, use the full formatted version.
Frequently asked questions
How long should a cover letter be?
Between 250 and 400 words: three to four short paragraphs on well under one page. Hiring managers skim; a tight letter that makes one clear argument beats a full page every time.
How do I address a cover letter without a name?
Check the posting, LinkedIn, and the company team page first — a name is worth the search. If none turns up, use "Dear Hiring Manager" or "Dear [Team] Team." Avoid "To Whom It May Concern."
Should a cover letter be a PDF or in the email body?
If you apply by email, the email body is the cover letter. If you apply through a portal with a cover letter field or upload, submit a PDF formatted to match your resume.
Written by
The people who build ResumeEase: the AI resume editor, ATS checker, and career tools referenced throughout this site. Guides are written from firsthand experience building and testing that tooling, not just general advice.