Cover letter structure and format – Page 2

It is not needed. A one-page cover letter is complete with a header and sign-off, so a footer usually adds clutter.

When a footer can make sense:

• A longer, criteria-based statement that runs to two pages, where your name and page numbers in the footer help if pages are separated.
• A design where your contact details sit at the bottom, as long as they are also easy to find.

Avoid putting important information only in a footer. Some software that reads documents may skip headers and footers, so keep your name and contact details in the main body of the page, at the top.

A small amount of colour is fine, such as a coloured name or a thin line in the header that matches your resume. Keep the body text black or very dark grey for readability.

Guidelines:

• Use one accent colour, the same as your resume.
• Choose a calm shade, such as navy, dark green or dark red.
• Make sure the letter still reads clearly if printed in black and white.

Avoid coloured backgrounds, bright text colours and decorative borders. Creative roles allow a little more design freedom, but the content still matters more than the look.

Usually no. A cover letter does not need a photo, and adding one takes space without helping you show your fit. Never use the employer's logo, as it can look as though the letter came from them.

Some points to consider:

• In countries or industries where a photo on the CV is expected, put it on the CV if required, not on the letter.
• A personal logo or monogram is unnecessary for most roles; keep the header simple.
• Images can make files larger and harder to read in some systems.

ResumeBuilder.ae does not support photos in its PDFs, which keeps the text simple for applicant tracking software to read.

Send a PDF unless the employer asks for Word. A PDF keeps your layout, fonts and spacing the same on any device, while a Word file can shift when opened on a different computer or program.

When to use each:

• PDF: the default for most email applications and upload fields that accept it.
• Word (.docx): only if the advert, form or recruiter specifically asks for it, for example because they edit CVs before sending them to clients.

Whatever the format, make sure the PDF is text-based: the text should be selectable and copyable, not a scanned image. Scanned letters cannot be read by software and may be hard to search.

ResumeBuilder.ae exports text-based PDFs only; there is no Word export. If an employer insists on Word, you can copy the text from the builder into a word processor and save it there. A cover letter written in the builder's cover letter tab can be downloaded as a PDF at no extra cost with a paid PDF export of its resume, within the same 7 days and 10 download attempts.

Also follow any size limit on the upload field, and check the file opens correctly before you send it.

Use the paper size common in the country where you are applying. US Letter is standard in the United States and Canada; A4 is standard in most other countries, including the UK, Europe, the Gulf, India and Australia.

Why it matters:

• If the employer prints your letter, the right size avoids odd margins or cut-off text.
• Matching the size of your resume keeps the documents consistent.

If you are unsure, A4 is the safer default for international applications outside North America. ResumeBuilder.ae offers both A4 and US Letter for its PDFs, so you can choose the one that suits the job.

Usually not. Your city and country are enough for most applications. A full street address was standard in posted letters, but today it is rarely needed and some people prefer not to share it.

Include more detail when:

• The employer asks for a full postal address.
• The letter is being posted.
• Your exact area matters, for example for a local role with shift work.

Example: "Muscat, Oman" or "Al Nahda, Dubai, UAE" gives enough location information. Keep it the same as on your resume.

Yes, if it is relevant, up to date and matches your resume. A link lets the reader find more about your work quickly.

Tips:

• Use a short, clean link, such as a customised LinkedIn address.
• Include a portfolio link for design, writing, development or other roles where samples matter.
• Make sure the profile or portfolio is complete and shows the same job titles and dates as your resume.
• Test the link before sending.

Do not include links to personal social media accounts unless they are professional and relevant to the role.

Place a closing phrase on its own line, followed by a comma, then leave a small space and type your full name. In a printed letter, the space can hold a handwritten signature.

Example:
"Kind regards,

Fatima Al Zaabi"

Layout tips:

• Align the sign-off with the rest of the text, usually on the left.
• Use the same name as in your header.
• You can add your phone number under your name, but it is not necessary if it is already in the header.

In an email, a small gap is enough, followed by your name and contact details.

It is optional. A typed name is perfectly acceptable for letters sent by email or uploaded online. A scanned signature can add a personal touch, but it is not expected for most applications.

If you add one:

• Use a clean scan on a white or transparent background.
• Keep it small and place it between the sign-off and your typed name.
• Make sure it does not turn your letter into an image-only file.

For printed letters handed in person or posted, sign by hand in blue or black ink. Some people prefer not to put a signature image in files they send to strangers; a typed name avoids that concern.

Not usually. "Enclosure" or "Enc." was used in posted letters to show that other documents were included. For email and online applications, it is unnecessary.

Instead, mention your resume naturally in the text if you want to:

• "My CV is attached, with further details of my project work."
• "As you will see from my resume, I have managed procurement for two hospital projects."

If you are posting a printed application, you can add "Enclosure: CV" below your name, but many readers will not expect it even then.

No. A cover letter should fit on a single page, so page numbers are not needed. If you find yourself thinking about page numbers, the letter is probably too long.

If an employer has asked for a longer statement, for example a criteria-based letter for an academic or public-sector role:

• Add simple page numbers in the footer, such as "Page 1 of 2".
• Put your name in the header or footer of each page.

For ordinary applications, focus on cutting the letter down to one page rather than formatting a second one.

Aim for three to five sentences, or roughly 50 to 100 words, per paragraph. Short paragraphs are easier to read on screens and help the reader find your main points quickly.

Guidelines:

• Opening paragraph: two to four sentences.
• Middle paragraphs: three to five sentences, each built around one example.
• Closing paragraph: two or three sentences.

If a paragraph runs past six or seven lines on the page, look for a natural place to split it. One idea per paragraph keeps the letter clear. Very short one-sentence paragraphs can look abrupt, so use them rarely.

Start with why you are writing, follow with evidence that you fit, and finish with a polite next step. This order matches how most readers think: what is this, is this person suitable, what happens next.

Standard order:

• Opening: the role, how you found it and a one-line reason you are a strong match.
• Main evidence: your most relevant experience or achievement first.
• Supporting evidence or motivation: a second example, or why this employer appeals to you.
• Closing: thanks and interest in an interview.

Put your strongest point as early as possible. If your best example is in the last paragraph, move it up.

Block format is a letter layout where every line, including the header, date, greeting, paragraphs and sign-off, starts at the left margin, with a blank line between paragraphs and no first-line indents. It is the most common format for cover letters today.

Why it is popular:

• It looks clean and modern.
• It is easy to read on screens.
• It works well in email bodies and PDFs.

Example of a block layout:
"Daniel Cruz | +63 917 555 0101 | daniel.cruz@email.com
12 May 2026
Dear Hiring Manager,
[paragraph]
[paragraph]
Kind regards,
Daniel Cruz"

Each item sits on the left with clear space between sections.

Modified block format places the date and the sign-off (closing and name) toward the centre or right of the page, while the paragraphs stay left-aligned without indents. It is a traditional layout still seen in some formal letters.

Should you use it?

• It is acceptable, especially for printed letters in formal settings.
• Full block format, with everything on the left, is simpler and more common, and it displays better in email and online forms.

If you prefer modified block, keep it consistent and make sure the right-aligned items line up with each other. For most applications, full block is the easier choice.

A few contractions are fine in most modern cover letters and can make your writing sound natural. In very formal sectors, such as law, banking or government, full forms ("I am", "do not") are the safer choice.

Practical approach:

• Use full forms in the opening and closing sentences, where tone matters most.
• Keep contractions occasional, not in every sentence.
• Never use informal shortenings like "gonna" or "wanna".

Example: "I'm keen to bring my audit experience to your team" reads well in a friendly letter; "I am keen to..." suits a formal one. Pick a style and stay consistent.

Use digits for most numbers, especially results, dates, amounts of time and quantities, because they stand out and are quick to read. A common style is to write one to nine as words and 10 and above as digits, but results are often clearer as digits.

Examples:

• "I trained 12 new agents in my first year."
• "I have three years of experience in payroll."
• "We reduced invoice errors by half over six months."

Whatever style you choose, be consistent. Do not start a sentence with a digit; rephrase or write the number as a word.

It is best not to. A cover letter is meant to be read from top to bottom as paragraphs, and a two-column layout can break the flow and confuse software that extracts text from documents.

Better options:

• A single column of text with your header across the top.
• A thin accent line or coloured name that matches your resume.

If your resume uses a sidebar for contact details, you can repeat those details in a simple header line on the letter instead. Keep the letter body in one wide column so it reads naturally.

A designer can show a little more style, but clarity still comes first. A clean, well-spaced letter that matches your resume and portfolio is often more impressive than a heavily decorated one.

Reasonable creative touches:

• A personal header or name style used consistently across your resume, letter and portfolio.
• A carefully chosen font pairing.
• A single accent colour.

Avoid:

• Images or illustrations that push text out of place.
• Low-contrast colours that are hard to read.
• Layouts that cannot be read by software when uploaded.

Let your portfolio show your design range; let your letter show your thinking and communication.

Your name should be the largest text on the page, usually around 14 to 20 points, depending on the font and your resume design. It should be clear without dominating the letter.

Tips:

• Use the same name size and style as on your resume.
• Bold or a slightly darker colour is fine; avoid oversized or decorative styles.
• Put your contact details just below in normal or slightly smaller text.

Example:
"MARIA SANTOS" in 18-point bold, then "Customer Success Manager | +971 55 000 1234 | maria.santos@email.com" in 10.5-point text.

Yes, if there is any chance the employer is in another country, or if you are applying through an international recruiter. The country code makes it clear how to reach you and avoids failed calls.

Examples:

• "+971 50 123 4567" (UAE)
• "+91 98765 43210" (India)
• "+44 7700 900123" (UK)

Tips:

• Use the same format as on your resume.
• Add a WhatsApp note only if the employer is likely to use it and you are comfortable with that.
• Make sure the number has a working voicemail with a professional greeting.

Use a simple, professional address based on your name, such as "omar.siddiqui@email.com" or "o.siddiqui@email.com". Avoid nicknames, numbers that look like birth years or humorous addresses.

Also:

• Do not use your current employer's work email for job hunting.
• Check the inbox and spam folder regularly while applying.
• Use the same address on your resume, cover letter and application forms.

If your usual email is informal, create a separate one for job applications. It takes a few minutes and makes every document look more professional.

Keep even margins, consistent spacing and paragraphs of similar length so the text fills most of the page without crowding. A balanced page looks calm and easy to read.

Tips:

• If the letter is short, add a little more space between the header, date and greeting rather than enlarging the font.
• If it is long, tighten wording first, then reduce spacing slightly.
• Avoid one very long paragraph next to several very short ones.
• Make sure the sign-off is not left alone at the top of a second page.

Print or preview the letter at full page size and look at it from a distance. The shape of the text should look even.

Cut words first; adjust layout only slightly if needed. A few lines of overflow usually come from wordy sentences, not from too-large margins.

Quick fixes:

• Remove sentences that repeat your resume.
• Shorten long phrases: "I would like to take this opportunity to express" becomes "I am".
• Merge two short paragraphs that cover similar points.
• Remove the employer's postal address if it is not needed.
• Reduce spacing between header elements a little.

Avoid shrinking the font below 10 points or the margins below about 1.5 cm. The goal is a tighter letter, not smaller text.

You can, but use it carefully. A postscript is unusual in modern cover letters, so it draws attention; that can work if it adds one strong, relevant point, and it can look odd if it is filler.

A useful P.S. might:

• Mention a portfolio piece or project link relevant to the role.
• Note a relevant achievement that did not fit elsewhere.

Example: "P.S. My recent case study on reducing patient waiting times at a community clinic is in my portfolio linked above."

For formal industries, it is usually better to move that point into the main letter and leave out the P.S.