Cover letter spacing should be single-spaced within paragraphs, with a blank line between paragraphs, and no extra indentation. This is the standard format recommended by career services and accepted across industries, ensuring readability and a professional appearance.
Why Spacing Matters
Spacing is a visual cue that guides the reader’s eye. A well-spaced cover letter is easy to scan, which is crucial because hiring managers often spend less than a minute on an initial review. Proper spacing also signals that you are detail-oriented and understand professional norms. Conversely, cramped or inconsistent spacing can make your letter look disorganized, even if the content is strong.
Standard Cover Letter Format
Here is the universally accepted layout for a business-style cover letter:
- Margins: 1 inch on all sides.
- Font: 10–12 pt, professional (e.g., Arial, Calibri, Times New Roman).
- Line spacing: Single-spaced within paragraphs.
- Paragraph spacing: One blank line (an extra Enter) between paragraphs.
- Alignment: Left-aligned (ragged right edge).
- Length: One page, typically 3–4 paragraphs.
This format is sometimes called “modified block” because everything is left-aligned, and paragraphs are separated by a blank line rather than indentation.
How to Structure Each Section
Your cover letter should follow this sequence, with a blank line between each distinct part:
- Your contact information (name, address, phone, email) at the top.
- Date (e.g., March 3, 2025).
- Hiring manager’s contact information (name, title, company, address) — optional but recommended.
- Salutation (e.g., “Dear Ms. Smith:”).
- Body paragraphs (opening, skills/experience, closing).
- Complimentary close (e.g., “Sincerely,”).
- Your signature (handwritten if printed, otherwise typed name).
Each of these blocks should be separated by a blank line. The body paragraphs themselves are single-spaced, with a blank line between them.
Common Spacing Mistakes to Avoid
- Indenting first lines: In a modern cover letter, do not indent the first line of each paragraph. Use a blank line instead.
- Double-spacing the whole letter: This looks like an academic paper and wastes space. Single-space within paragraphs.
- Inconsistent spacing: Make sure you use the same number of blank lines everywhere. A stray extra Enter can look sloppy.
- No blank line after salutation: Always add a blank line between “Dear Ms. Smith:” and the first paragraph.
- Cramped signature block: Leave enough space (about 4 blank lines) between “Sincerely,” and your typed name for a handwritten signature.
Email vs. Printed Cover Letter
Email cover letters follow the same spacing rules, but you can omit the contact information at the top since it appears in your email signature. Start directly with the salutation. Also, avoid using a PDF attachment if the employer expects the letter in the email body; in that case, use plain text and simple spacing (no fancy fonts). For printed letters, use high-quality white paper and ensure the spacing looks balanced on the page.
Template
Here is a blank template you can copy and fill in. Replace the underscores with your details.
| Your Name | _________________________ |
| Your Address | _________________________ |
| City, State, ZIP | _________________________ |
| _________________________ | |
| Phone | _________________________ |
Date: _________________________
Hiring Manager’s Name
Company Name
Company Address
Dear Mr./Ms. Last Name:
First paragraph: Introduce yourself and state the position you’re applying for. Mention how you learned about the job and why you are interested.
Second paragraph: Highlight your relevant skills and experiences. Provide a specific example of an accomplishment that demonstrates your fit.
Third paragraph: Reiterate your enthusiasm and thank the reader for their time. Mention that you look forward to discussing the opportunity.
Sincerely,
[signature]
Your Typed Name
Sample (fictional):
Alex Johnson
123 Main St, Springfield, IL 62701
alex.johnson@email.com
(555) 123-4567
March 3, 2025
Ms. Sarah Lee
Hiring Manager
Acme Corporation
456 Business Rd, Springfield, IL 62702
Dear Ms. Lee:
I am writing to apply for the Marketing Coordinator position at Acme Corporation, as advertised on LinkedIn. With a degree in communications and three years of experience in digital marketing, I am confident I can contribute to your team.
In my current role at XYZ Agency, I managed social media campaigns that increased engagement by 40% within six months. I also coordinated cross-functional projects, which honed my ability to meet tight deadlines.
I am excited about the opportunity to bring my skills to Acme and would love to discuss how I can support your marketing goals. Thank you for your time and consideration.
Sincerely,
Alex Johnson
Frequently Asked Questions
Should I use double spacing after the salutation?
No. Use a single blank line (one Enter) between the salutation and the first paragraph. Double spacing there is unnecessary and looks inconsistent.
Is it okay to indent paragraphs in a cover letter?
It is not standard. Indenting is more common in business letters from the past. Today, the norm is to use a blank line between paragraphs with no indentation.
How many spaces after a period in a cover letter?
Use one space after a period. Two spaces is outdated and can create uneven gaps in your text.
What if my cover letter is longer than one page?
It should not be. If it exceeds one page, cut content. If you must use two pages, ensure the second page has your name and page number in the header, and maintain the same spacing throughout.
Should I adjust spacing if I’m submitting online?
No. The same spacing rules apply whether you upload a PDF or paste text into a form. However, if pasting, avoid extra spaces that might be added by the text editor.
Final Tips for Perfect Spacing
- Use your word processor’s “show formatting” feature to check for extra spaces.
- Convert your letter to PDF before sending to preserve spacing.
- Read your letter aloud to catch awkward breaks.
- Ask a friend to review it for visual balance.
Proper spacing is a simple yet powerful way to make your cover letter look professional. Follow these guidelines, and you’ll make a strong first impression.