How to write a Cover Letter: Format and Structure

A winning cover letter will be what distinguishes you from everyone else looking for employment. Previously, we gave you an introduction to the cover letter, discussing the three crucial paragraphs and the content of each. Today, we'll be focusing on the letter's structure, basically what goes where. We will also provide a link to cover letter samples, just scroll to the bottom (after you finish reading) to see the link. Yes, you're welcome!  The structure explained here is for the printed version of the letter. There is an email version that we will share with you very soon, but before we go further, we wish to explain the formatting style of the cover letter.

Cover letter Formatting

There are three ways to do it:

1. Block style
2. Indented
3. Semi-Block style 

Block style
In the block style all sections are formatted to the left of the page and there are no indented lines at the beginning of the paragraphs. Each paragraph is separated by a single space. It is a very formal style and is widely used for business letters.

Indented
In the indented format space is created between the left margin of the page and the first word of each paragraph. Your contact information, date, closing and signature are all aligned to the centre or right of the page. 

Semi-Block style
The contact information, date, closing and signature are placed from centre to the right of the page, however the paragraphs are aligned to the left.  

Now let's get to the meat of the matter!

How the Cover Letter is Structured

The cover letter consists of 6 sections:

1. Personal Contact information 
2. The Date (the date the letter was written/typed)
3. Employer's Contact Information
4. The Salutation/Greeting
5. The Body of the letter 
6. The Complimentary close 

Personal Contact Information

This section is at the top of the letter and contains relevant contact information which includes your name, address, email info and your phone number. This section is first on the page at the very top and can be formatted to the centre; the right or left of the page. There is a significance to doing all three depending on where you live or based on the cultural expectations of the company you're addressing your letter to, there is a big difference in what is expected! Look for the section near to the end of this article called cultural styles for the explanation. 

The Date 

The date displayed should be when your letter was written or typed. It's usually placed at the top of the page on the left corner, either above your contact details or one line (space) below. It can also be shown on the right below your contacts, additional formatting is involved. See cultural styles for explanation. The company's details would be next.

Employer's Contact Information

The company's contact details are after yours and always to the left of the page. You should write or type the hiring manager's name and the correct address of the company. Companies may have several locations, know which one is relevant to you and address the letter accordingly. Also, while we will agree that some companies aren't always forthcoming with sharing the names of their HR managers, you can take the initiative and search online for the HR department's phone number and ask for this information. If that is not available online, be persistent, ask an employee to share that information with you. You should be doing research on the company anyway!

The Greeting/Salutation

Ideally your greeting should be properly addressed to the person who will be making the difference in your employment status. As I mentioned above, try your hardest to get the HR manager's name so you can address them directly. Not only does it show that you did your research but also you respect their authority, and this denotes your professionalism. I recommend this approach one hundred percent. These salutations are also used:

• Dear Sir or Madam
• Dear Sirs
• To Whom It May Concern

I hasten to warn that some employers may perceive you as being lazy, unprofessional and not the kind of person they wish to work for them if you decide to use these phrases. So ask for the information please, mi a beg yuh!

The Body

Please see the details from the article: How to write a Cover Letter: Introduction

Complimentary Close

Everything has a beginning and an end, and the cover letter is no different.

You may choose to use these phrases:

• "Yours Sincerely" or its variant "Sincerely yours"
• "Yours Faithfully" or "Faithfully yours"
• "Yours Truly"

Do not use "Best Regards" or "Kind Regards" that's informal language for a business letter. Don't do it, memba seh yuh nuh know di person! After the compliment skip four (4) blank spaces and place a short line (unbroken please) for your signature, then type your name. Just below this you would indicate that you have included a copy of your resume. For example:

"Enclosure: resume" 

or

It can also be written like the example below if you wish to indicate the number of items enclosed. 

"Encl. 1"

"Encl. 2"

Cultural styles

The cover letter is influenced by two writing styles: the American English and the British English (not trying to confuse you, trust me) style. The original was the British and the Americans developed their own version of it, as they do with the English Language overall. What's the difference?

1. British version - Aligned right and can also be centred

You may opt to format your contact information close to the page's right margin at the top of the page.  For this style you would not include your name. You would only write your address, email, phone number, etc. Your name would be typed at the bottom of the page after your signature.  In the centred version however, your name is also included as part of your contact information.  A line is also used to separate that section from the rest of the letter, so it becomes a cover letter letterhead.

2. American version - Left side of page

Usually aligned to the left of the page, with contact details written according to the standard (your name, etc).

• Date

British - day/month/year

American - month/day/year

*The cover letter samples are right Here

That's it! That's the printed version of the cover letter!  I hope you have found this information useful! Here's some additional reading:

The Essential Elements of a cover letter:
https://www.thebalance.com/parts-of-a-cover-letter-2060308

Sincerely or Faithfully? How to Write a Cover Letter:
http://www.jobfox.co.uk/cover-letters/sincerely-or-faithfully-uk/

Sender's Address in a Cover Letter: Date in a Cover Letter -
https://www.ego4u.com/en/cram-up/writing/cover-letter/layout?date

---------------------------------------------