How to Format a Cover Letter in Word

A cover letter's formatting does half the work before a recruiter reads a single word. The right margins, font and spacing signal professionalism; bad formatting signals carelessness. This guide shows you exactly how to format a cover letter in Word — with the measurements, font choices and layout structure that make a strong first impression.

Cover letter formatting: the basics

A professional cover letter follows the same conventions as a formal business letter. The goal is a clean, readable page that's easy to scan. Here are the core settings to get right before you type a word:

  • Margins: 1 inch (2.54 cm) on all sides. If your letter runs long, you can reduce to 0.75 inch — but don't go smaller.
  • Font: Calibri, Arial or Garamond at 11pt or 12pt. Match the font to your resume for a consistent application.
  • Line spacing: single-spaced within paragraphs, with a blank line between each paragraph and section.
  • Alignment: left-aligned throughout (not justified). Justified text creates uneven spacing that looks awkward in short documents.
  • Length: aim for three to four paragraphs that fit comfortably on one page.

Cover letter layout: section by section

A standard cover letter has five sections, in this order:

  1. Your contact information — name, email address, phone number and optionally your LinkedIn URL or city. Place this at the top of the letter or in a simple header that matches your resume.
  2. The date — written in full: 29 July 2026, not 29/07/26.
  3. The employer's address — company name, the hiring manager's name and title (if known), and the address. If you're applying by email, you can omit the postal address.
  4. Salutation — 'Dear [Name],' if you know it. 'Dear Hiring Manager,' if you don't. Avoid 'To Whom It May Concern' — it's outdated.
  5. The body — three or four paragraphs covering why you're applying, what you bring, and a specific reason you want this company. Close with a call to action and a professional sign-off ('Yours sincerely' if you named the person, 'Yours faithfully' if you didn't).

How to format a cover letter in Word: step by step

  1. Open a cover letter template in FreeWordEditor.com, or start with a blank document from the editor.
  2. Set your margins: in the toolbar, find the Page Layout or Margins option and set all sides to 1 inch.
  3. Choose your font — Calibri 11pt or Arial 11pt are professional and widely compatible. Apply it to the whole document before you type.
  4. Type your header: your name in slightly larger text (14pt), followed by your contact details in regular size.
  5. Add the date, then the employer's address block, then your salutation.
  6. Write your letter body in single-spaced paragraphs, with a blank line between each one.
  7. Add your sign-off: 'Yours sincerely,' then skip three lines and type your name (the gap is where you'd sign a printed letter).
  8. Export as PDF for emailing, or keep as .docx if you need to tailor it for another application.

Cover letter formatting mistakes to avoid

These are the formatting errors that flag a cover letter as amateurish before the content gets a chance:

  • Using a different font or size from your resume — creates a mismatch that undermines your attention to detail.
  • Justified alignment — creates rivers of white space in short paragraphs.
  • Tiny margins to fit more text — a crowded page is harder to read, not more impressive.
  • Bold or italic used for emphasis throughout — pick one emphasis technique and use it sparingly.
  • Inconsistent spacing — some sections double-spaced, others single-spaced.
  • Starting every paragraph with 'I' — vary your sentence openings.
  • Forgetting to update the company name or job title when reusing a template.

Matching your cover letter to your resume

Your cover letter and resume should look like they belong together. Use the same font family, similar font sizes and the same margin settings. If your resume has a coloured header bar or accent colour, consider a subtle version of it in your cover letter — even just your name in the same colour.

When you submit both as PDFs, a recruiter should be able to tell at a glance that they're from the same application. This kind of consistency tells them you're organised and thoughtful — exactly the qualities every employer claims to want.

FreeWordEditor.com's resume and cover letter templates are already paired by design. Pick a template set, fill in your details, and both documents are ready to export with one click each.

Frequently asked questions

Should a cover letter be one page?

Yes, in almost every case. One page is the standard for cover letters. Recruiters spend very little time on initial reads — a concise, well-structured letter is better than a long one.

What font size is best for a cover letter?

11pt or 12pt for the body text. Your name in the header can be slightly larger — 13pt or 14pt — to make it stand out. Don't go below 10pt; it's hard to read and signals that you're trying to squeeze in too much.

Should I use 'Dear Sir/Madam' or 'Dear Hiring Manager'?

'Dear Hiring Manager' is the modern standard when you don't know the name. 'Dear Sir/Madam' is considered outdated. Always try to find the hiring manager's name first — LinkedIn and the company website often have it.

Do I need to include my address on a cover letter?

Not necessarily. Your email and phone number are what matter. A city or region is useful context. Full postal addresses are increasingly optional, especially for emailed applications.

Can I use a template and still make it personal?

Yes — templates handle the formatting and structure; you do the personalisation. The key is a specific opening paragraph that names the company and role, and at least one sentence about why this particular company interests you.