For most non-academic job applications, format a cover letter as a polished, one-page document with readable 11–12 point type, standard margins, and a layout that matches your resume. Include a clear opening, specific evidence of fit, and a concise close. If you are emailing the letter or submitting it through an application portal, follow that system’s instructions instead of forcing the document format.
Choose the format that matches how you are applying
Start with the employer’s directions: they determine whether you should attach a letter, paste it into a text field, put it in an email, or omit it. Keep the content tailored and easy to read in each format.
| Submission method | How to format it | What to check |
|---|---|---|
| Document attachment | Use a formal letter layout with your contact heading, date, recipient details when available, salutation, body, closing, and typed name. Match the resume’s heading and visual style. | Follow the requested file type and any instructions about length or content. |
| Email body | Use a clear subject line that identifies you and the job, and put the letter in the email body. Omit the formal address block and date; include your contact details in the email signature. | UT Austin Career Services recommends this approach for emailed materials, but the employer’s directions take precedence. |
| Application-system text field | Paste the letter into the requested field, adjusting line breaks if needed for readability. | Some systems request an upload, some request pasted text, and some do not request a cover letter; do only what the posting and platform ask. |
The formal one-page recommendation is aimed at non-academic applications. Faculty and other academic roles may use different conventions, so check the field’s guidance and the specific posting.
Set up a formal cover letter
For an attachment, use the following order. Do not invent a recipient name, title, or address if you cannot verify it.
#1 Best Overall
- Your name and contact details: Use the same heading as your resume so the two documents look like a set.
- Date: Add the date you are submitting the application.
- Recipient details: Include the hiring manager’s or recruiter’s name, title, and organization when available.
- Salutation: Address the person by name if you know it. Otherwise, use “Dear Hiring Manager,” “Dear Hiring Team,” or “Dear Hiring Committee.”
- Letter body: Use a brief opening, one or two focused middle paragraphs, and a closing paragraph.
- Closing and typed name: End with “Sincerely,” followed by your typed name.
For non-academic applications, the University of Pennsylvania Career Services recommends one page, 11–12 point type, and standard margins. The University of Victoria also recommends one page unless the posting says otherwise and advises matching the resume’s font and style. Treat these as practical defaults, not universal rules; a specific employer or field may require something different.
Write the letter in three parts
Opening: identify the role and your reason for applying
Name the position and, when useful, where you found it. Then give a genuine, specific reason the opportunity or organization interests you and signal the most relevant part of your background. Avoid generic praise that could be sent to any employer.
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Middle: connect a few requirements to evidence
Select two or three important requirements from the job posting. For each, describe a concrete action from work, education, volunteering, or an extracurricular activity, then explain how it relates to the role. Use examples to add context rather than repeating resume bullets or simply listing traits.
A useful structure is: “In [project or role], I [specific action] to address [relevant challenge]. That experience developed [skill named in the job description], which I would bring to [specific responsibility].” Replace every bracket with truthful details. Do not claim a result, credential, or skill you cannot support.
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Restate your interest, briefly connect the contribution you hope to make, and thank the reader. You may express interest in discussing your fit in an interview, but keep the closing concise.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Example: turn a broad claim into relevant evidence
Too general: “I am an organized team player with excellent communication skills.”
Rank #4
More useful structure: “In [project or role], I [specific action] to address [relevant challenge]. That experience developed [skill named in the job description], which I would bring to [specific responsibility].”
The second version gives the reader a basis for evaluating the claim and makes the connection to the job explicit. It is a framework, not a ready-made personal story: fill it with an accurate example from your own experience.
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Check the details before sending
- Confirm that the job title and employer name are correct.
- Make sure the examples address requirements in the posting and are not just copied from the resume.
- Use a neutral salutation such as “Dear Hiring Manager” or “Dear Hiring Team” if the recipient’s name is unknown; avoid “To Whom It May Concern.”
- Check spelling, grammar, contact details, and formatting, including how the letter looks in the format you are submitting.
- Follow instructions about the attachment, email, application fields, requested content, and whether a letter is needed at all.
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