Cover letter spacing — it’s the invisible part of your effort to make a striking first impression in a job search. What isn’t seen on the page is pivotal to whether readers pay any attention to what they do see. The starkness of black text on white alone won’t do it. But the amount and distribution of white space can have a make-or-break impact on how your carefully crafted wording comes across.
Let’s take a closer look at why cover letter spacing is a vital formatting consideration. It should never be an afterthought, nor approached half-heartedly. Here’s what we’ll discuss:
Cover letter spacing is important for the same reason white space is considered your best friend when designing and formatting any document. It’s about a negative element on the page — nothing at all — having a positive impact. The absence of text naturally draws the reader’s eye to where the text appears. As a visual lure, this makes the page inviting to read. Experts contend that the uncluttered result can actually be calming.
Most of us know what “I need space” means when someone is feeling stifled, physically or psychologically. Have you ever pondered the fact that words on a page need space too? On the written page, both literally and figuratively, white space is as vital as the air that we breathe. “White space is about letting your writing and your reader breathe,” says Writers Write blog author Mia Botha. “When your text forms a solid block it overwhelms your reader. The reader is negative about it before they even begin to read.”
The layout, design, and formatting of a document have a bearing on the amount of white space surrounding blocks of text on all sides, between lines of text, and between words or even characters.
Adjustments to the following formatting settings will affect the spacing of cover letter text.
Here are some other ideas for adding white space to your cover letters.
We’ll start with general spacing guidelines that apply to all cover letters, whether printed, submitted online as a pdf, or placed in the body of an email. Then we’ll look at differences in the guidelines for print, pdf, or email cover letters.
For our purposes in this blog, single-spaced cover letter text more accurately means not double-spaced. Often, depending on the font and word count, the single-spaced default setting may be too tight and create an imbalance of text-dense areas and white space on the page.
Changing the line space setting to 1.5 is a commonly recommended alternative. That’s one of the preset options available using Word and Google Docs, which both enable you to customize line space settings as well.
The justified text alignment setting — giving your text blocks straight edges on both left and right sides — should not be used in job application documents because it’s detrimental to legibility. Forcing all lines of text to be the same horizontal length causes erratic gaps between characters and words. This unnaturally “trapped” white space makes the text more difficult to read.
In addition to the general guidelines above, line and paragraph spacing for a printed or pdf cover letter are as follows:
* A three-line gap allows you to insert a handwritten signature on a printed hard copy of your cover letter. If the letter is being sent electronically as a pdf, you have the option of placing a scanned digital signature, but it’s not necessary or expected. If you don’t, just skip one space below the sign-off.
Eye-pleasing header adds bonus white space
A distinctive cover letter header adds a personal branding touch that sets your job application apart from the rest. And it also has built-in spacing benefits, drawing the reader’s eye to where your name, occupation, and contact information appear on the page. This is offset from your letter’s body text by white space, making the page much more inviting to read.
Cover letter margins should be consistent with the standard for business documents — one inch on all sides — which is also the default Word and Google Docs setting.
The subject line should indicate your name and the position you are applying for.
Otherwise, in the top part of your letter, there is no need for your contact information, the recipient’s name and address, or the date. The letter thus begins with the salutation.
After the sign-off, skip one space before adding your name, occupation and contact information, single-spaced. Or, you can skip two or three spaces if you opt to insert a digital signature.
Otherwise, the same general guidelines apply regarding single-spaced text components, space between paragraphs or sections, left alignment, and font legibility.
Should cover letters ever be double-spaced?
The answer to this frequently asked question is “no.” Cover letters should not be double-spaced the way many of us associate with school essays.
Below is a sample cover letter you can customize, for printing a hard copy or sending online as a pdf attachment.
Jordan Belford
Flight Attendant
Somewhere Drive, Chicago, IL 60643
Phone: (312) 555-5555
jdbelford@gmail.com
August 6, 2022
Ms. B. Speedie
Go Now Airlines
Thereway Road, Chicago, IL 60642
Dear Ms. Speedie,
Having clocked over 2,500 hours in both long and short-haul flights and having acquired six years of experience as a flight attendant, I’ve learned that a variety of passengers bring with them a variety of challenges. I take pride in excelling in every aspect of customer service.
In my six years at Wings, I was involved in change initiatives across pre-flight, in-flight, and post-flight customer service. From the moment passengers walk up to the check-in desk to the moment they leave the airport, they associate their experience with your airline. Ensuring their well-being, safety, and comfort at every stage is our job. I received 97% positive recognition from passenger surveys and consistently high ratings from my team.
I hold all of the relevant certifications, including the FAA Certificate of Demonstrated Proficiency. I am an advanced first aid provider and I helped lead the Wings training on emergency response. I have coordinated the in-flight and air-to-ground responses to terrorist threats, abusive passengers, and (more happily) multiple childbirths. I have passed my experience on to over 170 flight attendants and value my role as a leader in the cabin crew.
My contributions have made a broader impact on Wings, in ways I hope to replicate in the future:
Putting passenger needs first is at the heart of everything that I do. The most-common passenger feedback describes me as warm-hearted, soothing, and attentive. Being professional in the air does not preclude being caring.
I would love to hear more about the Go Now Airlines culture in a potential interview.
Sincerely,
Jordan Belford
Below is an email cover letter example you can modify as appropriate.
SUBJECT: Daniel Drake — Human Resources Director Position
Dear Ms. Fair,
I would like to convey my genuine interest in being considered for the Human Resources Director position at the Gromwell Group. During the last eight years, I have had the pleasure of serving as an HR Administrator for two of the busiest staffing firms in New York.
My wealth of experience has instilled a unique passion for the human resources field, where I have found my strengths are most needed and best applied. I am highly skilled in overseeing HR systems, handling employee relations, and ensuring compliance with all rules and regulations.
My research tells me that the Gromwell Group has earned the "Top Staffing Agency" award two times in the last seven years. I am not surprised, as I am well aware of the reputation Gromwell has for expending the time and effort to provide clients with high-quality services.
Is there a time we can arrange to further discuss the value I can bring to the Gromwell Group as Human Resources Director? I hope to hear from you soon about this wonderful opportunity.
Best regards,
Daniel Drake
Human Resources Director
(718) 555-5555
dddrake@gmail.com