Cover Letter Format For 2025 (Examples & Guide)

How to Format a Cover Letter

After understanding the proper technical format of a cover letter, it’s time to structure the content. There are several sections to include:

• • • • • Header
        • Greeting
        • Introduction
        • Body
        • Conclusion
        • Signature

Each section builds off the previous to create a logical flow of information that clearly outlines your qualifications and interest for the job.

Pro Tip: It’s important to remember your cover letter isn’t just here to restate your resume, but to expand upon specific skills or experiences that make you the best candidate for the position.

Header

The header of your cover letter is the first section and should include your contact information, the date, and the employer’s contact information. This section helps ensure your letter reaches the correct person and provides them with a way to contact you.

What to Include:

• • • • • Your Full Name
        • Your Address
        • City, State, ZIP Code
        • Your Email Address
        • Your Phone Number

• • • • • Date

• • • • • Employer’s Name
        • Employer’s Job Title
        • Company Name
        • Company Address
        • City, State, ZIP Code

Example

John Doe
123 Main Street
Anytown, NY 12345
john.doe@example.com
(123) 456-7890

July 26, 2025

Jane Smith
Hiring Manager
ABC Company
456 Elm Street
Othertown, NY 67890

Greeting

Addressing your cover letter properly shows professionalism and attention to detail. Always try to find the name of the hiring manager or the person responsible for hiring. If you can’t find a name, use a general but respectful greeting.

Example Greetings:

With Name:

• • • • • Dear Ms. Smith,
        • Dear Mr. Johnson,
        • Dear Dr. Brown,

Note: Only use Mr. or Ms. if you are certain of the hiring manager’s gender. Additionally, use Ms. if, whether or not you know they are married, as this is considered more professional.

Without Name:

• • • • • Dear Hiring Manager,

Introduction

The introduction is your chance to make a strong first impression. Start with a compelling opening sentence that grabs the reader’s attention and clearly states the purpose of your letter.

This is your first real chance to hook the reader in with your qualifications and interest in the position.

Much like a resume summary or objective statement, your introduction presents you as an exceptionally qualified candidate. You will want to explain why you are interested in the role and what it is about your skills or experience that makes you a great fit.

Example Introductions:

• • • • • “I am excited to apply for the Marketing Coordinator position at ABC Company, as advertised on your website.”
        • “With a passion for software development and a proven track record in project management, I am eager to bring my skills to the Developer role at XYZ Corp.”
        • “As a recent graduate with a degree in Graphic Design, I am thrilled to apply for the Junior Designer position at Creative Solutions.”

Body

The body of your cover letter should highlight your qualifications, relevant experience, and how you can contribute to the company. Use specific examples to demonstrate your skills and achievements.

It’s particularly important for the content of your body paragraphs to tell a story that validates a particularly relevant skill. Engage the reader with a narrative that shows your professional growth and expertise, adding a touch of personality to help make yourself unique among other applicants.

This means you will want to provide context and specific, quantifiable achievements that show what you can do.

Example Body Paragraphs:

“In my previous role as a Marketing Assistant at DEF Inc., I successfully managed social media campaigns that increased our online engagement by 30%. My experience in digital marketing and my ability to analyze data to drive strategic decisions make me a strong candidate for your team.”

“During my tenure as a Project Manager at GHI Corp., I led a team of 10 to deliver projects on time and within budget. My strong organizational skills and attention to detail ensure that projects run smoothly and meet all client requirements.”

“As an Administrative Assistant at JKL Ltd., I developed excellent multitasking abilities and honed my communication skills, consistently receiving praise for my efficiency and professionalism.”

“As an administrative assistant at ABC Realty, I have had to learn how to organize resources to improve our company effectively. Through my own initiative, I created an online marketing campaign that increased our client base by 30%. This required persistent management of materials provided by other employees, which gave them more time to focus on their work.”

Lists allow you to separate each accomplishment individually to bring equal attention to all of them.

They are also easier to read, so if you already have a text-heavy introduction and closing, a bulleted list is an excellent formatting choice.

This is how a bulleted body paragraph can look for an administrative assistant position:

“Although I struggled at first, with a persistent drive to improve, I have achieved many goals as an administrative assistant for ABC Realty, such as:

• • • • • Creating an online marketing campaign that increased our client base by 30%.
        • Improving our customer satisfaction ratings by 65% by providing concierge-level customer service.
        • Establishing an interactive online calendar to reduce appointment incompatibility and optimize realtors’
        • schedules, increasing monthly viewings by more than 65 listings.”

Conclusion

Your conclusion should reinforce your enthusiasm for the role and prompt the employer to take action. Express gratitude for their time and consideration.

Make sure to convey the following information:

• • • • • Recap why you’re applying for the job.
        • Provide the hiring manager with your most reliable forms of communication.
        • Offer the hiring manager your contact schedule.
        • Explain that you look forward to hearing back from the team.

Example Conclusions:

“I am excited about the opportunity to contribute to ABC Company and am confident that my skills and experiences make me a perfect fit for this role. Thank you for considering my application. I look forward to the possibility of discussing my qualifications further.”

“Thank you for reviewing my application. I am eager to bring my expertise in financial analysis to the team at XYZ Corp. Please feel free to contact me at your earliest convenience to discuss how I can contribute to your company’s success.”

“I appreciate your time and consideration and look forward to the opportunity to discuss how my background in customer service can be an asset to Creative Solutions. Thank you for your attention.”

Signature

The signature section includes a polite closing followed by your handwritten signature (for printed letters) or typed name (for electronic submissions).

Example Signatures:

Printed Letter:

Sincerely,

[Handwritten Signature]
John Doe

Electronic Submission:

Best regards,
John Doe