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For a clean, readable cover letter, use single spacing within paragraphs, leave a blank line or modest space between paragraphs, set margins to about 1 inch, and choose a familiar 11- or 12-point font. Keep the letter to one page when possible. These are practical defaults, not universal rules: if the job posting or application portal gives formatting or file instructions, follow those first.
Recommended cover letter settings
Career-services guidance and Microsoft’s recommendations overlap on readable type, ordinary margins, and a concise presentation, but they do not establish one binding standard. The settings below are a defensible starting point for a standard, non-academic application letter.
| Setting | Practical default | What to watch |
|---|---|---|
| Line spacing | Single within each paragraph | Microsoft and St. John’s also allow 1.15 spacing. Avoid double-spacing the lines within body paragraphs. |
| Paragraph separation | A blank line or modest space between paragraphs | Use one method consistently. Do not press Enter several times to create oversized gaps. |
| Margins | 1 inch on all sides | A range of 0.5–1 inch is workable when needed; Penn’s guidance gives 0.65–1 inch. Reduce margins only enough to preserve readability and a one-page layout. |
| Font | A familiar font at 11–12 points | Readable 10–12-point type is also common guidance. Microsoft lists Calibri, Arial, Georgia, Times New Roman, and Helvetica. |
| Alignment | Left-aligned | Concordia recommends justified text, so there is no universal agreement. Choose a clean alignment and use it consistently. |
| Length | One page for a standard application letter | Microsoft suggests roughly 250–400 words; that is its recommendation, not a universal limit. |
Line spacing versus paragraph spacing
Line spacing is the distance between wrapped lines inside one paragraph. Paragraph spacing is the space between separate paragraphs. A cover letter can therefore have single-spaced paragraphs while still showing clear white space between them.
University of Minnesota Crookston recommends a blank line between paragraphs; Concordia recommends double spacing between paragraphs, meaning separation between blocks rather than double-spaced lines within each block. St. John’s permits single or 1.15 spacing between paragraphs. Pick a consistent approach that makes the letter easy to scan.
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- Set the body text to single line spacing, or 1.15 if that looks more comfortable with your font and page layout.
- Separate paragraphs with either one blank line or the paragraph-spacing controls. Avoid multiple empty returns, which can create uneven gaps.
- Set margins near 1 inch, then select a readable 11- or 12-point font. Do not shrink the type excessively to force a long draft onto one page.
- Review the page at normal viewing size. Check that the text is easy to scan, paragraph gaps are consistent, and the letter remains concise.
- If the cover letter and résumé are in one Word file and need different layout settings, Microsoft Support advises inserting a section break and applying layout changes to the later section.
- Export to PDF when the application accepts it. Microsoft says PDF export preserves formatting across devices and portals; use the employer’s requested file type if it specifies another format.
Make the spacing work with the content
Spacing cannot compensate for a letter that is too long or difficult to follow. Microsoft’s suggested sequence is a header, greeting, opening paragraph, middle paragraph, closing call to action, and professional sign-off. Penn and Minnesota Crookston advise tailoring the letter to the role and organization, using relevant or transferable examples, and avoiding a simple restatement of the résumé.
When to adjust the defaults
- The posting or portal specifies a format: Follow its instructions, including any page, file-type, or layout requirements.
- The letter runs beyond one page: Edit for relevance and concision first. A modest margin adjustment within the 0.5–1-inch range may help, but preserve comfortable type size and white space.
- The letter looks crowded: Add modest paragraph separation or use 1.15 line spacing, then recheck length and readability.
- You are matching a résumé: Keep the visual style consistent where practical, while ensuring each document remains clear and easy to read.
Microsoft Word Blog’s Christie Passaris summarizes its own recommendation this way: “Format cover letters with margins and spacing: use one inch margins, single or 1.15 line spacing, and left aligned text to create a clean layout.” This is vendor guidance, not a formal standard. Microsoft Word Blog
Sources: Microsoft Word Blog; Microsoft Support; University of Pennsylvania Career Services; St. John’s University Career Development; University of Minnesota Crookston Career Services; Concordia University Student Success Centre.
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