Cover letter format is about making the message easy to read and submit. A normal job-application letter needs a clear contact block, the recipient or role context, a greeting, a short body and a sign-off. Use the employer’s requested file type and limits. There is no universal ATS-approved cover letter template.
Start here
- Follow the application’s instructions before a generic format rule.
- Check page size and line wrapping in the actual exported file.
- Keep prompts, guidance and unused fields out of the finished letter.
Arrange the parts in a predictable order
Place your name and contact details first. Add the date and recipient details when you are preparing a formal attachment. Use a role title or job reference when it helps identify the application. Then add the greeting, body paragraphs, closing and your name.
Do not print instructions such as Opening, Experience and Closing inside the finished letter. Those are planning labels. Empty field prompts and writing advice should disappear from the file you send.
Choose paper size before adjusting spacing
A4 is 210 × 297 mm. US Letter is 8.5 × 11 inches. A4 is slightly narrower and taller, so the same text may wrap or break differently. Use the size requested by the employer; where no size is specified, choose the format appropriate to the document you need to submit.
Changing paper size is a layout choice. It does not change your nationality, the job market or the facts in your application. After switching, check the entire page and the export, including the closing and signature.
Keep typography consistent with the resume
Use a readable body font, a comfortable size and visible space between paragraphs. Matching the resume’s main typeface gives the two documents a coherent appearance. Avoid using several fonts to create hierarchy when a little weight or space will do.
For a first draft, ordinary document settings such as an 11- or 12-point body font and moderate margins are sensible starting points, not requirements. If the letter spills, remove repeated content before squeezing the type or margins. Inspect the result at normal reading size.
Separate the greeting from the body
A greeting is a short address to the reader, not the place for your whole introduction. Start the first paragraph below it. The body should explain your interest and relevant evidence, then end with a brief next step.
A simple planning layout is: contact details; date and recipient; greeting; role and interest; relevant contribution; another connection if useful; closing and name. Remove every planning label when writing the actual text.
Use a signature only when it adds something
A typed name gives a digital letter a clear ending. A drawn or uploaded signature is optional unless the recipient requests it. If you use an image, check that it stays with the closing, remains legible and does not cover text.
A signature image is not a substitute for a legally required signing process. For ordinary applications, follow the recipient’s instructions and avoid adding unnecessary personal information.
Adapt an email or application text box
If the employer wants the letter in an email body, use a descriptive subject and short paragraphs. You may not need the postal-address block used in a formal attachment. Keep a simple contact line after your name. A text box may strip formatting and impose a character limit; preview what you pasted.
If an attachment is requested, send that file rather than assuming an email body is interchangeable. Open the attachment separately, check all pages and confirm that copied text remains readable. A tidy editor view alone is not a final-file check.