How to Format an Email Cover Letter

Here are some formatting tips if you're sending a cover letter in the body of the email. You'll most likely need to attach your resume, but the email cover letter is the first thing the hiring manager or recruiter will see.

Writing the Cover Letter

The following email cover letter format shows how to put together a document containing the information necessary to get the hiring manager’s attention. Use the email cover letter format as a guideline to create personalized email cover letters to send to employers.

Subject Line

Be sure to list the job you are applying for in the subject line of your email message, so the employer is clear as to what job you are interested in. For example, your subject line might be "Marketing Coordinator - Bob Martins." This also helps to keep all your information handy for the hiring manager, and easily identified.

Dear Mr./Ms. Lastname or Dear Hiring Manager (only if you don't have a contact person). Follow the person's name with a comma or colon. Then, skip a line.

Salutation

The body of your cover letter lets the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow-up. The body consists of the first paragraph, middle paragraph, and the conclusion. Here are some ideas for what is included in each of these sections.  

First Paragraph

The first paragraph of your letter should include information on why you are writing. Mention the position you are applying for and how you found the job posting. If you were referred by a contact, mention the person in this part of your cover letter.

Middle Paragraphs

The next section of your cover letter should describe what you have to offer the employer. Don’t just copy the information on your resume. Instead, make a connection between your abilities and the qualifications listed in the job posting. Mention specifically how your skills and experience match the job you are applying for.

Provide action examples where you can. Instead of saying, "I'm very organized" explain, "During my first six months at ABC Company, I instituted quick Monday morning check-in meetings and transformed the project management calendar. These two changes helped everyone to stay on top of deadlines—and cut our costs on last-minute temp help due to scheduling errors."

Conclusion

If you have attached your resume, mention it in this paragraph. You can also mention how you plan to follow up. Then conclude your cover letter by thanking the employer for considering you for the position.

Complimentary Close

Include a polite sign-off and then skip a space and write your name.

Best Regards,

Your Name

Signature

Include your name, full address, phone number, email address, and LinkedIn Profile URL, if you have one, so it is easy for hiring managers, recruiters, and contacts to get in touch:

Firstname Lastname
Street Address
City, State, Zip
Email
Cell
LinkedIn URL

Email Cover Letter Example

You can use the sample below as a guide when writing your next email cover letter.

Subject: Marketing Manager Position - Mary Cody

Dear Ms. Lee,

I am writing in regard to the position of marketing manager at XYZ Enterprises advertised on Monster.com. Susan Smith recommended that I write directly to you, as we worked together at ABC Inc. for several years, and she thought that this position would be a good fit for me.

With ABC, I was a direct report to Susan, and I was able to increase my department’s sales by 15% over the three years we worked together. This exceeded the industry standard by 10% during a nearly stagnant period of time. Given XYZ’s position in the market, and my experience with increasing market share, I feel that I can help to bring even more success to your company.

I have attached my resume and list of references for your consideration. I will follow up next week to provide any additional information you may be interested in. Thank you very much for taking the time to review my resume.

Best Regards,

Mary Cody
123 Green Street
Anytown, USA 11111
marycody123@email.com
444-555-1212
linkedin.com/marycody

Completing Your Application

When you're sending an email cover letter, it's important to follow the employer's instructions on how to submit your application and to make sure that your documents are written as well as any other business correspondence. Sending an application package that looks professional is the first step to getting an interview.

Frequently Asked Questions

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