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Proper Cover Letter Format

Write a Proper Cover Letter With These Formatting Tips and Template

A proper cover letter format is the first step to increase your chances of getting a job. The following article will give you some tips and examples regarding the same.
Batul Nafisa Baxamusa
Last Updated: Jun 3, 2018
A cover letter is about one page long, written in brief, and is drafted to be sent to a potential employer. It is just like a sales letter, where instead of a product, you highlight yourself, your skills, and your qualities. It is a way of introducing yourself to the potential employer as a potential candidate. A proper cover letter format is helpful in making a first impression on your prospective employer. If you do not follow a format, it indirectly implies that you may not be a suitable candidate. The first impression is the last impression. Therefore, this article gives you some tips on formatting that will help you draft a correct letter to prospective employers.

Letter Formatting

In a proper format, you need to follow a professional setup that includes the date, heading, salutation, body, and closing lines. The formatting is similar to that of a business letter. You need to address your letter to a specific person. The spelling needs to be correct. And, never write salutations, like 'To Whom It May Concern'. However, since you may or may not know the person to whom you are writing, prefer to use 'Sir/Madam'.

The letter needs to written in three paragraphs. The first paragraph is the introduction paragraph, where you introduce yourself, explain the position you are looking for, and how and where you heard about the position. Also, explain as to why you are interested in the position and company.

The second paragraph needs to highlight your skills, strengths, education, qualifications, and experience, if any. This paragraph needs to be concise, and the details need to be given in your resume or CV. Here, you need to state as to why you are the ideal candidate and not just rewrite your resume.

The last paragraph needs to be the closing paragraph where you request the employer to fix an interview. You need to state that you are available at a time that is convenient for the employer. If required, mention the best time to contact you and provide both your contact number and email address. You should thank them for their time and close the letter.

Every letter sent should be unique and specifically tailored according to the job and company. You need to check for grammar and spellings and make sure you proofread your letter twice. The letter should be one page in length and not very long.


Proper Cover Letter Template
Your Street Address
City, State Zip Code
Telephone Number
Email Address
Month, Day, Year

Mr./Ms./Dr. First Name Last Name
Name of Organization
Street or P. O. Box Address
City, State Zip Code

Dear Sir/Madam/Mr./Ms./Dr. Last Name:

1st Paragraph: State the reason as to why you are writing, how you learned of the organization or position, and add some basic information about yourself.

2nd paragraph: You need to tell why you are interested in the employer or the type of work the employer does. Demonstrate your skills that will be useful to the employer or position and relate your background to the employer or position. You should mention specific qualifications which make you a good fit for the employer's needs. Explain in more detail the relevant items in your resume. Do not forget to mention the fact that your resume is enclosed. Also, mention other enclosures if such are required to apply for a position.

3rd paragraph: You need to indicate that you would like the opportunity to interview for a position or to talk with the employer to learn more about their opportunities or hiring plans. You should state what you will do to follow-up, such as telephone the employer within two weeks. If you will be in the employer's location, you can offer to schedule a visit, indicate when. You need to state that you would be glad to provide the employer with any additional information needed. Thank the employer for her/his consideration.


Signature (handwritten)
Your name typed

Enclosure(s) (Resume, etc.)

The signature can be handwritten only if you are going to post the letter. Nowadays, with the email technology, all applications are done online. So, just write your full name.

I hope this article helps you draft a proper letter for a job. You need to use all your letter writing skills, as the cover letter is a very important document for securing jobs.