Cover letter format and layout: a clear one-page template

A cover letter should be one page with your contact details at the top, the date, the reader's name and company, a short subject line, three or four paragraphs, and a polite sign-off. Use the same font as your CV, left-aligned text and clear white space between paragraphs.

Key points

• One page, with a plain layout that matches your CV.
• Your details first, then date, recipient, subject line, greeting, body and sign-off.
• Three or four short paragraphs, each with one job to do.
• Match the greeting and sign-off: "Dear Ms Naidoo" with "Yours sincerely".
• If you send it by email, the body of the email can carry the letter.

What does the layout look like from top to bottom?

Here is the order, which you can follow almost line by line.

1. Your name and contact details: name, town, mobile number, email address.
2. Date: written in full, such as "14 March".
3. Recipient details: name of the person, job title, company, and town if known.
4. Subject line: the job title and reference number, if there is one.
5. Greeting: "Dear Mr Dlamini".
6. Body: three or four paragraphs.
7. Sign-off: "Yours sincerely" and your name.
8. Attachments line (optional): "Attached: CV".

For a formal letter in a document, put your details at the top left or the top right, and keep it consistent with the header on your CV. Many applicants match the look so the two documents feel like a set.

How do I set out the greeting and sign-off?

Match them. If you know the person's name, write "Dear Mrs Pillay" and finish with "Yours sincerely". If you do not know the name and write "Dear Hiring Manager" or "Dear Sir or Madam", use "Yours faithfully". This is the classic British and Commonwealth pattern, and it is common in South Africa. In some countries, such as the United States, "Sincerely" or "Best regards" is more usual.

When you are unsure of someone's title, use their full name: "Dear Jordan Smith". It is better than guessing.

What should each paragraph do?

Give each paragraph a single purpose so the reader can follow it quickly.

Paragraph	Job	Typical length
First	Name the role, where you saw it and your strongest fit in one sentence	Two to three lines
Second	Give evidence of what you have done that matches the advert	Four to six lines
Third	Show why this employer or why this field	Two to four lines
Last	Say you are available, thank them and point to your CV	Two to three lines

If you need a fifth paragraph for something such as a relocation or gap, keep it short.

How long should it be, and what font size?

One page, about 250 to 400 words. Use the same font as your CV at a size around 10 or 11 points, with single line spacing and a blank line between paragraphs. Keep margins at about 2 cm on all sides. Do not shrink the text to squeeze in more, because a cramped page is harder to read.

Should the text be justified, centred or left-aligned?

Left-aligned is the easiest to read. Justified text can create odd gaps between words, and centred text is harder to follow. Leave the right edge ragged. This also looks tidy when read on a phone.

How do I format a cover letter sent by email?

You have two options.

• Letter in the email body. Paste the text into the email and attach your CV. This is quick to read and avoids another file to open.
• Letter as an attachment. Attach the letter and the CV, and write a two-line message in the email body.

If the advert gives instructions, follow them. For subject lines, write the job title and your name: "Application: Stock Clerk, Alex Morgan". In the body, you can leave out the address block and date because the email already shows them.

What file name and format should I use?

Save the letter as a PDF unless the advert asks for Word. Use a simple file name with your name and the type, such as "Alex-Morgan-Cover-Letter". Avoid names such as "letter-final-3". If you attach both documents, give them matching names.

What about a sample layout I can follow?

Here is a short layout in plain text, using fictional details.

Alex Morgan Cape Town Mobile number and email address on this line

14 March

Ms Nomsa Naidoo Operations Manager, Harbour Supplies (example company) Cape Town

Subject: Application for Stock Clerk, reference SC-04

Dear Ms Naidoo

[Paragraph one: the job and your best-fit sentence.]

[Paragraph two: two examples that match the advert.]

[Paragraph three: why this company.]

[Paragraph four: availability and thanks.]

Yours sincerely Alex Morgan

This is a layout, not a script. Fill each paragraph with your own facts.

What common layout mistakes should I avoid?

• A header block that pushes the first paragraph to the middle of the page.
• Different fonts or sizes in the letter and the CV.
• Missing date or a wrong company name left from a previous letter.
• Dense paragraphs with no line breaks.
• Colours, borders or clip art.
• A very long subject line.

How do I check the final layout?

Look at the letter on screen and then zoom out. Do you see a clear top block, four short paragraphs and a sign-off? Then print or view it on a phone. If you need to zoom to read it, enlarge the text a little and trim some words.

Frequently asked questions

How long should a cover letter be on the page?

One page. Aim for three or four short paragraphs, about 250 to 400 words, with a font size around 10 or 11 points and a clear line between paragraphs. If it runs longer, cut repetition from your CV.

Should I put my address and the date on a cover letter?

Yes, for a formal letter you add your contact details and the date at the top. For an email letter, the email shows the date, so you can skip the date and keep only your name and contact line at the bottom.

What is the right sign-off for a cover letter?

Use "Yours sincerely" when you address a named person, and "Yours faithfully" when you write "Dear Sir or Madam" or a general greeting. These are the usual British and Commonwealth forms. In some countries a simple "Sincerely" or "Kind regards" is common.

Do I need a subject line?

It helps. A subject line with the job title and reference number tells the reader at once what the letter is about, especially when they handle many roles at the same time. Keep it short and exact, and copy the title from the advert.

Next steps

Open a blank document, set the font and margins to match your CV, and type the layout above with your own details. Fill in the paragraphs one at a time. If you want a guided way to put this together, you can build your CV step by step with CV Sorted: it is free to build and preview.