How to Format a Cover

Letter
Scott Atkinson
EDU 545

Introduction
Writing

a clean, well formatted cover letter

as part of an application packet can make
the difference between a potential
employer turning the page or dropping the
packet into the circular file cabinet.
One of the most common issues students
have with writing a cover letter is the
actual formatting (e.g. spacing, tabs, etc.)
of the letter.
The following presentation is designed to
show the detailed steps of formatting a
cover letter.

Blank Word Document

Default Font:
Calibri, Size
11

Right
Alignmen
t

Word defaults to
double spaced
typing

This image shows a fresh blank Word

document. It has NOT yet been configured and
has the default font style, size, alignment, and
line spacing.

Changing Font Style

Use the drop down

arrow to display
different font
styles.

Select the proper font

style. Arial or Times
New Roman are the
most acceptable

Changing Font Size

Select
the drop
down
arrow
next to
the font
Change the font size
size value from value.
11 to 12 point
font.

Changing Line Spacing

Make sure
to be on
the
Home
tab next
to File

To see all
paragraph
formatting
options, click
the small
arrow next to
Paragraph.

The quick
method
involves
clicking from
the Normal
setting box to
the No

Paragraph Format Prompt

Make sure that the
Left and Right
boxes next to
Indentation and
Spacing are set at
0.

Under Line
Spacing, select
the drop down
arrow and change
the setting to
Single.

Setting Personal Heading

1

2
Push Tab 8-9
times

1) Starting on the first

line of the document
(not the Header),
push the Tab key 8
9 times to move the
cursor towards the
right side of the page.

2) Type your
name. Push
the Enter key
to move the
cursor to the
next line. Push
the Tab key
again to align
the cursor with
the first letter
in your first
name and type

3) Continue
this process
until the
personal
heading is
complete.

Setting Date and Employer

Heading

1
2

1) At the end of the

email address, push
the Enter key 2
times. The cursor
will return to the left
side of the page.
Then, type the date
the letter is being
written.

2) After typing the

date, push the
Enter key 2 times.
Begin typing the
employer heading.

Include:
- Name of
Addressee
- Addressee
job title
- Company
Name
- Street
Address
- City, State
and Zip
Code

Letter Body Spacing

1
2
1) After
completing the
employer
heading, push
the Enter key 2
times. Then,
type the
opening address
to the employer

2) Push the
Enter key 2
times. Begin
typing the first
paragraph of the
body of the
cover letter.
Push the Enter
key two times

Note: Leave all

paragraphs left
aligned. There is
no need to indent
as this is a
business form
letter.

Formatting the Closing

2
3

1) After the last

paragraph,
push the Enter
key 2 times.

2) Push the
Tab key 8 9
times (the
same amount
used for the
personal
heading) to
move the
cursor toward
the right side

4 spaces between
Sincerely and your
name for a
signature.
3) Push
the Enter
key 4 times after
Sincerely. This
leaves space for your
handwritten
signature. Again,
push the Tab key
until the cursor is
directly in line with
the S in Sincerely.