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Even a well-written cover letter can fail if it looks wrong. Format signals professionalism before a recruiter reads a single word. This guide covers the standard cover letter format that Indian recruiters expect, whether you are attaching a PDF or writing in the body of an email.
Standard Cover Letter Format
A professional cover letter follows this structure:
- Header: Your name, phone, email, LinkedIn — matching your resume header
- Date and recipient: The date, then the hiring manager's name and title, company name, and city
- Salutation: "Dear [Name]," or "Dear Hiring Manager,"
- Opening paragraph: The role you are applying for and your strongest relevant qualification
- Body paragraph(s): Your relevant experience, achievements, and why this company
- Closing paragraph: Call to action and thank you
- Sign-off: "Sincerely," or "Best regards," followed by your name
Length, Font, and Spacing
Keep your cover letter between 250 and 400 words — roughly three-quarters of a page. Use the same font as your resume (standard choices: Inter, Roboto, or Calibri at 11-12pt). Single spacing within paragraphs, a blank line between paragraphs. Margins of 1 inch on all sides.
Paragraph by Paragraph Breakdown
Paragraph 1 (2-3 sentences): State the role, where you found it, and your single most compelling qualification. This is your hook.
Paragraph 2 (4-6 sentences): Your most relevant experience. Pick 2-3 achievements that directly match the job requirements. Quantify with numbers. This is the core of your letter.
Paragraph 3 (2-3 sentences): Why this specific company. Reference something concrete — a product, a value, a recent initiative. Then close with a call to action: "I would welcome the opportunity to discuss how my experience aligns with your needs."
Email vs Attached Document
When applying via email, put the cover letter in the email body — do not attach it as a separate file alongside your resume. The subject line should be: "Application for [Role] — [Your Name]". When applying through a portal that has a cover letter upload field, submit it as a PDF with filename "FirstName_LastName_CoverLetter.pdf".