How to Format a Cover Letter: Structure, Examples & Tips

A cover letter (also called a covering letter in British English) is your first direct communication with a potential employer. When written well, it persuades the reader to look at your CV with genuine interest. This guide explains exactly how to format a cover letter, with a complete example, a reusable template, and the most common mistakes to avoid.

What Is a Cover Letter?

Cover Letter Format

A formal cover letter follows the same basic layout as any formal letter. The steps below apply whether you are posting a printed letter or sending a document by email.

1. Your contact details (top right)
   Write your full name, address, phone number, and email address, aligned to the right of the page. Do not include your name as a heading - it will appear in your sign-off and at the top of your CV.
2. Recipient's name and address (left)
   On the left-hand side, below your own address, write the hiring manager's full name and job title, followed by the company name and address. If you do not know the specific person's name, use the department name or simply the company name.
3. Date
   Write the full date below the recipient's address, aligned left. In the UK, the preferred format is: 14 March 2025. In the US, write: March 14, 2025.
4. Salutation
   If you know the hiring manager's name, write Dear Mr Hall or Dear Ms Patel. If you do not know their name, use Dear Sir or Madam. For guidance on salutation conventions, see our formal letter writing guide.
5. Four-paragraph body structure
   The body of the letter should contain exactly four paragraphs:
   • Paragraph 1 - Opening: Name the role you are applying for and where you saw it advertised.
   • Paragraph 2 - Why them: Explain why you want to work for this particular organisation.
   • Paragraph 3 - Why you: Explain why your skills and experience make you suitable for the role.
   • Paragraph 4 - Closing: Express your availability and request an interview or further discussion.
6. Sign-off
   Use Yours sincerely if you addressed the letter to a named person. Use Yours faithfully if you used Dear Sir or Madam. For a full explanation of this rule, see our guide to formal letter sign-offs.
7. Signature
   Sign your name by hand above your printed full name. If sending the letter electronically, a printed name is standard.

Full Cover Letter Example

The following is a complete, realistic cover letter for a marketing coordinator role. Each section is annotated so you can see exactly how the format works in practice.

Sophie Alderton
42 Birchwood Avenue
Bristol, BS6 7PR
07812 334 901
sophie.alderton@email.co.uk

Ms Laura Chen
Head of People
Calloway & Bright Communications Ltd
18 Victoria Street
London, EC2A 4NR

7 March 2025

Dear Ms Chen,

[Opening - names the role and source]
I am writing to apply for the position of Marketing Coordinator, as advertised on your company website on 28 February 2025. Having followed Calloway & Bright Communications for some time, I was delighted to see this opportunity arise and believe my background makes me a strong candidate.

[Why them - specific, researched, not generic]
I am particularly drawn to Calloway & Bright because of your reputation for purpose-led campaigns. Your recent work with the Greenways environmental initiative demonstrated exactly the kind of thoughtful, audience-first approach to communications that I find most compelling. I am eager to contribute to an agency that treats creative integrity and measurable impact as equally important.

[Why you - skills and evidence]
In my current role as Marketing Assistant at Hartwell Digital, I have managed social media campaigns across four platforms, coordinated two product launches, and contributed to a 34 per cent increase in organic web traffic over the past year. I hold a BA (Hons) in Communications from the University of Exeter and have additional qualifications in Google Analytics and HubSpot content marketing. I am confident that my practical experience and collaborative approach would allow me to make a meaningful contribution to your team from the outset.

[Closing - request for interview, availability]
I would welcome the opportunity to discuss my application further at your convenience. I am available for interview at any time and can be reached by telephone or email using the details above. I look forward to hearing from you.

Yours sincerely,

[Handwritten signature]

Sophie Alderton

How to Write Each Paragraph

Paragraph 1: The Opening

Purpose: To tell the employer who you are, which role you want, and how you found out about it.

What to include: The exact job title as it appears in the advertisement; the source (company website, job board, referral); optionally, a single sentence signalling your enthusiasm.

What to avoid: Vague openings such as "I would like to apply for a role at your organisation" - always name the specific position. Do not begin with "My name is"; your name is already at the top of the letter.

Worked example:
I am writing to apply for the position of Project Manager, as advertised on LinkedIn on 1 March 2025.

Paragraph 2: Why This Organisation

Purpose: To demonstrate that you have researched the employer and have genuine reasons for wanting to work there.

What to include: A specific detail about the organisation - a recent project, a value they have publicly committed to, an aspect of their market position or culture that appeals to you.

What to avoid: Empty flattery ("I have always admired your company") and claims that could apply to any employer ("You are a leader in your field"). Employers can tell immediately when a paragraph has not been tailored.

Worked example:
I am especially interested in joining Meridian because of your commitment to expanding services in underserved communities - an objective that aligns closely with my own professional values and voluntary work experience.

Paragraph 3: Why You

Purpose: To give the employer two or three specific, evidenced reasons why you are the right person for the role.

What to include: Concrete achievements with numbers where possible; relevant qualifications; transferable skills that match the job description. Pick two or three strong points - do not list everything on your CV.

What to avoid: Unsupported adjectives ("I am a highly motivated self-starter"). Every claim should be backed by evidence. Do not restate your entire CV.

Worked example:
In my previous role I reduced client onboarding time by 20 per cent by redesigning the induction process, and I subsequently trained twelve colleagues in the new system. I hold PRINCE2 certification and have managed projects with budgets of up to £150,000.

Paragraph 4: The Closing

Purpose: To thank the reader, request next steps, and give them a clear way to reach you.

What to include: A polite request for an interview or further conversation; a note on your availability; a reference to your contact details.

What to avoid: Passive phrasings such as "I hope to hear from you" - these lack confidence. Also avoid demanding language; the tone should be courteous and professional throughout.

Worked example:
I would welcome the opportunity to discuss my application further and am available for interview at any time. I can be reached at the number and email address above.

Cover Letter Tips

• Tailor every letter. A generic cover letter is easy to spot and rarely succeeds. Mention the organisation by name, reference something specific about their work, and adjust your "why you" paragraph to reflect the language of the job description.
• Use keywords from the job description. Many organisations use applicant tracking software before a human reads your letter. Mirroring the exact language of the advertisement - for skills, tools, and role titles - improves your chances of passing that initial filter.
• Keep it to one page. Aim for 250–400 words. If your letter runs longer, edit it - do not reduce the font size or margins to make it fit.
• Match the organisation's tone. A letter to a law firm should read differently from a letter to a creative agency. Read the employer's website and job advertisement carefully before you write.
• Adjust for your career stage. If you are applying for an entry-level role, focus on education, internships, and transferable skills. For mid-level positions, lead with specific achievements and relevant experience. For senior or executive roles, highlight leadership and strategic contribution. If you are changing career, explain your motivation and show how your existing skills transfer to the new field.
• Do not repeat your CV verbatim. The cover letter explains and contextualises; the CV provides the detail. Choose two or three achievements from your CV and expand on them rather than summarising every line.
• Use the correct spelling conventions. If you are applying for a position in the UK, use British English throughout - organisation not organization, colour not color. If applying in the US, use American English.
• Proofread twice. A spelling error in a cover letter signals carelessness. Read the letter aloud to catch awkward phrasing, and ask someone else to check it before you send.

Common Cover Letter Mistakes

• Addressing it to the wrong person. Double-check the hiring manager's name and title. Getting either wrong signals that you have sent a template letter.
• Using the wrong sign-off. "Yours sincerely" with "Dear Sir or Madam" - or "Yours faithfully" with a named person - is a clear error that marks a writer as unfamiliar with formal letter conventions.
• Focusing on what you want, not what you offer. Sentences such as "This role would allow me to develop my skills" are employer-unfriendly. The letter should be primarily about what you bring to the organisation.
• Opening with "I." Many style guides advise against starting the first sentence of the body with the word "I." Rephrase where possible: "Please find enclosed my application for..." is a common alternative.
• Leaving in details from a previous application. When adapting a letter, check every sentence for references to the wrong company or role. This is one of the most damaging mistakes a candidate can make.
• Sending it without a subject. When submitting by email, always include a clear subject line - for example: Application: Marketing Coordinator - Sophie Alderton. A blank subject line can send your email to a spam folder.

Cover Letter Template

Use the template below as a starting point. Replace the guidance notes with your own content before sending. Download the Word version using the link beneath the template.

[Your Full Name]
[Your Address, Line 1]
[Your Address, Line 2]
[City, Postcode]
[Your Phone Number]
[Your Email Address]

[Recipient's Full Name]
[Recipient's Job Title]
[Company Name]
[Company Address, Line 1]
[Company Address, Line 2]
[City, Postcode]

[Date written in full - e.g. 7 March 2025]

Dear [Mr / Ms / Dr Surname] - or - Dear Sir or Madam,

Paragraph 1 - Opening. State the exact job title, where you saw it advertised, and the date of the advertisement. You may add a single sentence of genuine enthusiasm for the role.

Paragraph 2 - Why this organisation. Give a specific reason why you want to work for this employer in particular. Reference something concrete about their work, values, or reputation. Do not use flattery that could apply to any company.

Paragraph 3 - Why you. Provide two or three specific, evidence-based reasons why you are suited to the role. Include achievements with measurable results where possible. Refer to the job description to ensure your points are relevant.

Paragraph 4 - Closing. Express your availability for interview and invite the reader to contact you. Thank them for their time.

Yours sincerely, [if named recipient]
Yours faithfully, [if Dear Sir or Madam]

[Handwritten signature - omit for email]

[Your Full Name Printed]

Cover Letter: UK vs US Differences

The overall structure of a cover letter is the same in the UK and the US. The differences are mainly in formatting conventions and spelling.

• Date format: UK - 7 March 2025; US - March 7, 2025.
• Spelling: UK uses organisation, colour, licence (noun); US uses organization, color, license.
• Sign-off: UK formal sign-offs are Yours sincerely and Yours faithfully. US letters more commonly use Sincerely, Sincerely yours, or Best regards.
• CV vs résumé: In the UK, the document that accompanies a cover letter is called a CV. In the US, it is usually called a résumé (though "CV" is used in academic and research contexts).
• Email applications: In both countries, email applications are now standard. If you are unsure whether to attach the letter or paste it into the email body, attaching it as a PDF is the safer choice, as it preserves formatting.

Cover Letter FAQ