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How to Write a Cover Letter Using Microsoft Word
If you ask three people for help when writing a cover letter, you will get three different pieces of advice. There used to be a standard letter format, but even that has changed over the past decade.
The best way to approach writing a cover letter is to keep it simple and don’t match everything to a template. You can start with a basic Word template, but add your own formatting and design.
Find a Starter Template
Microsoft Word has a large assortment of templates. You can see all of them by launching Word and then clicking on the File tab and New link on the left. In the search box enter the keywords “cover letter”. See Figure 1.
Again, you are just using the Word template to get started, not to follow exactly. For this example, I just went with the “Resume cover letter (chronological)” template. Once you choose your template, you can click on the Create button on the dialog box. See Figure 2.
Replace the Filler Text
Once you have the template saved on your computer, you can begin to customize the letter by removing the placeholder text in the document with your information. To customize the letter, you can choose to delete some pieces and add other fields that are important to you.
For example, you might want to add your website to the header at the top of the page and remove the physical address information. You will notice that as you click on any of the letters in the “Street Address, City, ST ZIP Code” text, that it all turns gray. That is because it is just a placeholder field which is supposed to make it easier for you to select and change or delete the information. See Figure 3.
Customize the Font
As you go along or all at once, you might want to change the font, size, and style. For most cover letters, you want to use the same font throughout. If you are in an industry that places a premium on individuality and creativity, then you can use one font change or styles (like bold or italic). Use any font and formatting variations sparingly, though.
Remember that some resumes and cover letters are sent in text only or through a text reader. Formatting won’t upload or translate well in those cases. Again, the idea of simplicity should be your focus because of the many ways that cover letters and resumes are uploaded and turned in to potential employers.
For this example, I changed the font to Helvetica. It is best to stick with san serif font that doesn’t have curly edges and is easy to read.
Adjust the Spacing and Address
The spacing, usually in the address, of most templates needs to be adjusted. The address should include the recipient’s name, title, company, and address, if those items are known. If the person is not known or if you are sending the cover letter without a specific job ad to reference, you may need to do a little research or make a few calls. If you absolutely cannot find a person or search committee’s information to include, at least include the company name and address. Do not use “To whom it may concern” or other outdated terminology. See Figure 4.
In Figure 4, I reduced the line spacing from 1.5 to 1.0 (single spacing) for the address. The button to remove before or after spacing on a line or to change the overall line spacing is on the Home tab in the Paragraph group. It is the bottom middle button in the group. See Figure 5.
After selecting the text, click on the button to choose 1.0 (single), 1.5 (one and a half), 2.0 (double), etc. line spacing. On the same button, you can choose to add or remove any before or after spacing that has been applied or that you want applied on the line or lines selected.
Write the Body Content
Writing the body of the letter may seem overwhelming. One tip that I really like is to visit a job hunting or career website that has resumes you can search.
- Look for the resumes of people who have been in the field for many years.
- Examine the keywords and industry terms that seem consistent across the resumes.
- Research the position and company for the cover letter that you are writing.
- Use the words or terminology that is in the job description or job ad that is relevant to your experience, skills, and education.
- Keep your body text to 2-3 short paragraphs. Your goal is to entice the reader to look at your resume. The length of the cover letter should not be more than one page in length.
- Start the resume with a direct sentence and avoid passive voice. If you were recommended to apply for a job or know someone at the company, mention that name in the first sentence or two.
- Share a relevant accomplishment or experience that makes you the right person for the job. Point out specific parts of your resume that are related to the position.
- Make sure to end the cover letter with how to contact you. You might include a statement like, “I welcome the opportunity to speak with you about how I can contribute.” Then, include your contact information.
- Use a closing like: Sincerely, Best, Regards, or Respectfully above your signature line.
- Spell check, proof read, and have someone else proofread. This cannot be emphasized enough. If you have one grammar or spelling error, your cover letter and resume are likely going to end up in the recycle bin.
Print, Save, and Upload the Cover Letter
Depending on the submission requirements, you may need to upload the cover letter along with your resume. Many of the common file formats are Word (.docx), text (.txt), Rich-Text (.rtf) and Adobe Acrobat (.pdf). You can save your Word document with any of those extensions. Go to the File tab and click on Export on the left and then on “Change File Type”. You will see many of the go-to file formats available there. See Figure 6.
The only file type not listed is the Acrobat (.pdf). Go just underneath the Export title at the top and click on the “Create PDF/XPS Document” link. That will take you to the Save As screen for saving as a PDF. See Figure 7.
To print the letter (and associated resume), use premium-grade stock paper, found online or at any office supply store. It is worth the investment in good paper if you are handing the cover letter to someone in person. If you get the chance to go in person to submit your paperwork, especially at a small or medium-sized company, take the time to do so. You might make a great impression and get a leg up on your competition!
Use a template to create a resume
If you need help creating a resume or cover letter, start with one of the dozens of professionally-designed resume and cover letter templates that are available in Word.
Go to File > New .
In the search box, type Resume or Cover Letter.
Double-click the template you want to use.
Replace the placeholder text with your own information.
On the File menu, select New from Template .
Create and use your own template in Office for Mac
Making a resume like this while you're online is quick and easy.
Note: This template comes with a cover letter, so you'll have everything in one document.
Choose one of our resume templates , and open it in Word for the web to make it yours.
As you work on the resume, you'll probably want to rename it.
The template uses a table to line everything up. If you need to add more lines for job experience or education, add rows to the table by going up to Layout under Table Tools and clicking Insert Below (or Insert Above) .
For tips on writing your resume, check out Six steps to developing a great resume .
When you're finished, print it out or share it online. You can do this with the resume still open in Word for the web. No need to save it first (that's already done for you).
To print it, press Ctrl+P, and wait for the Print dialog box.
Note: If you don't see a Print dialog box, click the link for opening a PDF version of your resume. From there, use the PDF program's Print command.
To share it online, send a link:
Near the top of the screen, click Share .
Under Share , click Get a Link .
Under Choose an option , click View only .
Click Create Link .
Click on the web address to select it, and then copy and paste it into an email, message, or post.
Tip: If you have a blog or website, you can embed a view of your resume there.
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- Cover Letter
12 Cover Letter Templates for Microsoft Word (Free Download)
As seen in:
You’re about to see a selection of 12 free downloadable Word cover letter templates we’ve picked just for you!
This list will deliver.
We’ve spent hours looking for the best free yet professional MS Word templates for cover letters so you don’t have to.
Let’s cut to the chase.
This article will show you:
- Free Word cover letter templates better than 9 out of 10 others.
- Examples of downloadable Word cover letter templates from all over the Internet.
- Our selection of professional Word cover letter templates.
- Instructions on how to use a cover letter template in Word.
Or, you might want to jump right into our resume builder and have your resume and cover letter ready in a snap. Here’s a sample resume and cover letter made in our builder.
Want to write your cover letter fast? Use our cover letter builder. See 20+ cover letter templates and create your cover letter here. that match your resume. See actionable examples and get expert tips along the way.
Create your cover letter now
Cover Letter for a Resume— See more cover letter examples here .
One of our users, Nikos, had this to say:
[I used] a nice template I found on Zety. My resume is now one page long, not three . With the same stuff.
Note: we have designed all our resume templates to be ATS-scannable .
Looking for resume templates? Visit our gallery: Resume Templates Word: 15+ Free CV/Resume Formats to Download
If you are looking for a cover letter example for a specific field, see:
- Business Cover Letter
- Customer Service Cover Letter
- Executive Cover Letter
- Generic Cover Letter
- Graphic Designer Cover Letter
- High School Cover Letter
- IT Cover Letter
- Journalism Cover Letter
- Office Assistant Cover Letter
- Recent Graduate Cover Letter
- Teacher Cover Letter
You can find other template here:
- Modern Cover Letter Template
- Google Docs Cover Letter Template
- Entry Level Cover Letter Template
- Letter of Motivation Template
Cover Letter Template: Word—Free Downloadable Examples
Crisp and clean.
This modern Microsoft Word cover letter template was co-developed by Microsoft and MOO. Simple geometric design elements not only give it an original look but also divide it into easily scannable sections. Its yellowy-orange colors hint at creativity and attract the reader’s attention.
Here’s the link to this Word cover letter template.
Zoki Design’s Free Template
This minimal, free Word cover letter template has been created by Behance’s Zoki Design. The two-column layout keeps the clutter at bay, and lets you take full advantage of a single page’s real estate. It’s fully customizable and available for download in three file formats (Photoshop, Illustrator, and MS Word).
Bold Monogram
A good monogram is not to be scoffed at. If Louis Vuitton knows that, there’s definitely something to it! The eponymous bold monogram, well-planned two-column layout, and eye-catching colors are what makes this free Word cover letter template hard to ignore. Attention-grabber ought to be its middle name.
Simple Resume
Leonardo DaVinci reportedly said that simplicity is the ultimate sophistication. This simple Word cover letter template is easily editable and ready for print. The ingeniously minimal blue stripe along the left edge triggers an involuntary nod of approval. Comes in three formats: Word, Pages, and Google Docs.
If the sky’s the limit, the Blue Sky MS Word cover letter template will make you soar. It’s stylish and fully customizable. Its clean layout and good use of white space help the reader concentrate. Plus, the color blue stimulates clear thought and has a calming effect.
Professional Fresher Cover Letter
This professional cover letter template for Word focuses on the content. Its traditional layout and formatting allow for no distractions. The subtle triangular graphic elements at the top and bottom make it look inconspicuously original.
Contemporary Photo
Colorful and original. This free cover letter template for Word will work best for creative individuals who are willing to move mountains. Or even flip them upside down! With all these graphical additions, even a short cover letter will look great. Eye-catching, well-organized, stylish, and playfully professional.
This resume cover page is modest and elegant. It’s been specifically designed in such a way as to give your name special prominence. Its traditional layout is entirely distraction-free.
Free Minimal Resume Template
This slick professional Word cover letter template comes straight from Behance’s Paul Resume. Thanks to the two-column layout it’s free from clutter, and you can easily focus on the letter’s main body. You can download it for free as a Word, Photoshop, or Illustrator file format.
Creativity knows no limits. Sometimes it takes the shape of a creative cover letter template for Word. The Creative template, developed by MOO in cooperation with Microsoft, combines interesting graphic elements, colors, and fonts to achieve a truly synergistic effect. For those who value originality (and zigzags.)
Graphicpup’s Resume Freebie
Black and white will always be in vogue. This Word cover letter template is perfect for artists, designers, and other creatives. All the more so, as it’s part of a resume, portfolio, and cover letter bundle. Available for download as MS Word, PS, AI, or PDF, among others. Fully customizable. Very effective heading.
A monogram. A prominent heading. Two columns. A row of modern icons at the bottom to top it all off. Is it even possible to get more polished than that? This free Word cover letter template will surely get you noticed.
How to Get a Cover Letter Template on Microsoft Word?
There are two options:
1. Use Microsoft Word on Your Hard Drive
If you have a copy of Microsoft Word on your hard drive, all you really have to do is download your Word cover letter template of choice, double-click on the file, and start editing. (Oh, you may have to unzip a file or two along the way.)
This option is not entirely free because you need to either have an Office 365 subscription or own an older version of MS Word.
2. Use Microsoft Word Online for Free
You don’t have an Office 365 subscription, but you’d still like to use Microsoft Word and one of the Word cover letter templates from our list.
Here’s the good news:
It’s doable, 100% free, and legal. But—
It’s not the most effective method. (More on that below.)
This is how to edit a cover letter template in Word Online
- Create a free Microsoft account here .
- If you already a Microsoft account, sign in here.
- To start using Word Online, just click on the app launcher icon in the top left corner and select Word.
You can select one of the basic Word cover letter templates available straight from Word Online, and start editing right away.
You can download one of the best Word cover letter templates from our list.
And this is where the fun begins, because—
Word Online doesn’t support the .dotx file format, which is the standard for Word cover letter templates.
So, this is what you need to do:
- Convert the .dotx into .docx. Use a free online file converter. Like this one , for example.
- Upload the converted file to your One Drive. A simple drag and drop will do the job!
- Open the file and start editing.
But beware!
The converted files tend to be truly... unruly.
Here are some issues I came across:
- Some Word cover letter templates aren’t fully editable. (Sooo, frustrating!)
- The formatting looks a bit off in some documents. But—comes back to normal when you export the file to PDF. (All this is quite confusing, really.)
- The editing process tended to be veeeeeery time-consuming. (I spent more time trying to figure things out than doing anything meaningful.)
So, how about giving our resume builder a try? It will save you tons of time, and you’ll have your resume and matching cover letter ready in a flash!
Here’s a sample cover letter and resume template available in our builder:
Plus, a great cover letter that matches your resume will give you an advantage over other candidates. You can write it in our cover letter builder here. Here's what it may look like:
See more cover letter templates and start writing.
Key Takeaways
- The Internet is mindbogglingly big, but:
- If you dig deep enough, it’s possible to find well designed, free Word cover letter templates. Plus, most of them have a matching Word resume template .
- Make sure the Word cover letter template you choose matches the industry and employer.
- Some of the Word cover letter templates can be fully customized for free with the use of Word Online.
- But remember: at the end of the day you get what you pay for, so set your expectations accordingly.
And remember:
Even though a Word cover template may look impressive, it still needs something more than lorem ipsum .
So, before you start writing, read How To Write A Cover Letter in 8 Simple Steps (+12 Examples) .
And let’s not forget a cover letter would mean nothing without a winning resume!
Here’s a list of our guides you might be interested in:
Start with the basics: How to Make a Resume: A Step-by-Step Guide (+30 Examples)
Choose the best resume format for your needs: Resume Formats: Pick the Best One in 3 Steps (Examples & Templates)
Learn How to Start a Resume: A Complete Guide With Tips & 15+ Examples
Check out how to hack your resume using resume keywords , and avoid making some typical mistakes: Resume Dos and Don'ts: 50+ Tips & Advice on Building Great Resumes
Are there any other Word cover letter templates that you think we could add to our selection? Any you experiencing any issues with Word cover letter templates? You’re welcome to reach out to us in the comments below!
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Job Search Questions & Answers from the Experts at Resume Genius
Does Microsoft Word have a cover letter template?
Yes, Microsoft Word has a cover letter template. In fact, the Microsoft Word software comes with several cover letter templates. More cover letter templates are available to download from Office.com .
Find them by:
- opening Microsoft Word
- selecting “New”
- typing “Cover Letter” into the search box
Once you’ve picked your cover letter template, replace the sample text with your own information. You’ll also find matching resume templates on Microsoft Word if you want to pair your cover letter with your resume. Simply follow the numbered steps above, but search for “resume” instead of “cover letter.”
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How To Format a Cover Letter (With Examples)
Alison Doyle is one of the nation’s foremost career experts.
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Cover Letter Format Guidelines
- How To Format a Cover Letter
What To Include in Each Section
- Formatting Tips for Cover Letters
Cover Letter Template
When you are applying for a job, how you format your cover letter is important because the letter is one of the first impressions you'll make on an employer. In fact, how you format your letter is almost as important as what you write in it.
A cover letter that is formatted incorrectly, or is difficult to read, can quickly eliminate you from the pool of candidates, so it's important to pay just as much attention to the formatting of your letter as to its content.
Here's information on cover letter formatting guidelines including setting page margins, choosing a font style and size, paragraph and section spacing, and more tips on how to format cover letters for employment.
Formatting includes factors such as page margins , font type and size , line, paragraph and section spacing, and document type. For example, a letter without the correct spacing between paragraphs, or with too much text on a page, is going to look cluttered, or a letter saved as a file type that is not meant for a text document (such as a .jpg or a .png) may prevent the reader from opening and viewing it.
Adhering to typical standards in formatting is especially important considering that communication skills are important in nearly every field, and failing to compose a readable cover letter will certainly not inspire confidence in your abilities.
On the other hand, a cover letter that is saved correctly and uses sufficient white space , a simple, reasonably sized font, and an appropriate salutation and closing will make a positive impression on your potential employers.
How To Format a Cover Letter
The easiest way to format a letter is to write the letter first, then format it. Once you have all the content ( contact information , why you are applying and qualified, signature, etc.) on the page, you can then easily adjust the margins, font, and alignment. Here's an overview of each section.
- Contact Section : How you include your contact information will vary based on how you are sending your cover letter. If you are uploading or mailing a letter, put the information at the top of the page.
With an email cover letter, your contact information should be below your signature.
- Employer Address : How you address the cover letter will depend on how much information you have about the employer.
- Salutation : A salutation is the greeting you include at the beginning of a cover letter. Here's how to write a salutation, including what to use if you don't have the name of a contact person to list.
- Body : The body of a cover letter includes the sections where you explain why you are interested in and qualified for the job for which you are applying. Here's what to include in each section or your letter.
- Paragraphs and Bulleted Lists : A more traditional cover letter contains written paragraphs describing your qualifications.
- Closing : When you're writing a cover letter or sending an email message to apply for a job it's important to close your cover letter in a professional manner. Here's how to close your letter with class.
Here are details on what to include in each section of your cover letter.
Cover Letter Format Example
Your Contact Information Name Address City, State Zip Code Phone Number Email Address
Employer Contact Information (if you have it) Name Title Company Address City, State Zip Code
- Cover Letter Contact Section Examples
Salutation Dear Mr./Ms. Last Name,
Cover Letter Greeting Examples : Note: If you do not have a contact name, you can skip the salutation entirely. Or, you can use Dear Hiring Manager, To Whom It May Concern , or one of the other examples listed in the link. Ideally, you will be able to address your cover letter to a specific person. Doing research can help you figure out who is the most appropriate person to receive the letter. Note: If you do not know the gender of your contact, you can write out the person's full name, e.g., "Dear Cory Smith"or "Dear Jordan Parish."
Body of Cover Letter 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. Organize the body of your cover letter into the following paragraphs:
- First Paragraph The first paragraph of your letter should include information on why you are writing. Mention the position you are applying for and where you found the job listing. Include the name of a mutual contact, if you have one.
- Middle Paragraph(s) The next section of your cover letter should describe what you have to offer the employer. Mention specifically how your qualifications match the job you are applying for. Think of this section of the cover letter as where you're making a pitch for your fit as an employee and show what makes you a great candidate. Make the connection between your qualifications and the job requirements clear . Use this section to interpret your resume—don't repeat from it verbatim.
- Final Paragraph Conclude your cover letter by thanking the employer for considering you for the position. Include information on how you will follow-up. Optionally, you can briefly restate why you would be a good fit for the position.
Complimentary Close Respectfully yours,
- Closing Examples
Handwritten Signature (for a hard copy letter)
Typed Signature
- Signature Examples
Formatting Tips for Cover Letters
Here are some formatting tips to keep in mind when you are writing your letter:
- Font choices: The details count when it comes to cover letters, so choose a professional font in a 10 or 12 point size. This is no time to break out emoticons or emojis.
- Email versus hard copy letters: The sample letter below is formatted for a printed out hard copy. If you are emailing your cover letter, you'll need to pay particular attention to the subject line of your email. See more tips for formatting your email cover letter .
- Letter Spacing: Your letter should be single-spaced. Include a space between every paragraph, and in general, a space between each section of the letter. (That is, there should be a space between the address and the date, and then again between the date and the salutation.)
- Email Spacing: In an email cover letter, where many sections are left off, you will want to include a space between the salutation and between each paragraph, and another space before your complimentary close.
- Proofreading: Remember that note about details counting in cover letters? Make sure to avoid errors by carefully proofreading your letter. Here are guidelines for proofreading your cover letter.
Use your word processor's spell check to catch common errors, and then consider reading your letter aloud—or having a friend review it—to catch additional errors.
Download the cover letter template (compatible with Google Docs or Word Online) or read the example below.
@ The Balance 2020
Cover Letter Sample (Text Version)
Molly Smith 21 Spring Street Anycity, NY 12000 555-122-3333 msmith@email.com
December 11, 2020
John Brown Sales Manager Acme Corp. 321 Main Street Anycity, NY 12000
Dear Mr. Brown,
I wish to apply for the sales position advertised on Monster.com. Terry Johnson suggested that I contact you directly, as we have worked together, and he felt that I would be a good fit with your team.
For the past two years I have been working in sales for Goodman & Co.. I have consistently exceeded my targets and I was recognized last quarter for outstanding service. As an avid cyclist and user of many of your products, I'm aware that Acme Corp. is a company with tremendous potential. I am confident that my experience, communication skills, and ability to convey product benefits effectively would enable me to excel in the sales role.
I would be delighted to discuss with you how I might be an asset to the Acme Corp. sales team. Thank you for your consideration; I look forward to hearing from you.
Respectfully yours,
Signature (hard copy letter)
Molly Smith
CareerOneStop. " How Do I Write a Cover Letter ?" Accessed Dec. 11, 2020.
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Simple cover letter
Make a great first impression with this general-purpose resume cover letter template. As a cover letter template in Word, it’s easy to use. Just type over the sample text and replace it with your own. The cover letter template includes suggestions on what to include in your letter to stand out from other candidates. It even has a matching resume for a truly professional look. Plus, you can get this cover letter template for free—just download it and go. This is an accessible template.
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50+ Cover Letter Templates for Word [Download for Free]
I had an interview yesterday and the first thing they said on the phone was: “Wow! I love your cover letter.” Patrick I love the variety of templates. Good job guys, keep up the good work! Dylan My previous cover letter was really weak and I used to spend hours adjusting it in Word. Now, I can introduce any changes within minutes. Absolutely wonderful! George
Things to Keep in Mind Before Choosing a Microsoft Word Cover Letter Template
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![20+ Modern Resume Templates [Examples for 2023]](https://cdn-images.resumelab.com/pages/modern_templates_listing.jpg?fit=crop&h=175&dpr=3 "how to do cover letter on word")
20+ Modern Resume Templates [Examples for 2023]
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Even though Microsoft Word does not come with a font suitable for bubble letters, users can download a bubble letter font from the Internet and use it in Word documents. There are multiple types of bubble fonts available online, some of the...
Professional resignation letters should be brief, direct and concise. A professional letter of recognition should include appreciation toward the employer and company for the employment opportunities.
The correct salutation on a cover letter should always include the word “Dear” followed by the contact person to whom the letter is addressed. This should be followed by either a comma or a colon, then a blank line and the first line of the...
How To Create a Cover Letter Template in Word · 1. Open Microsoft Word. Turn on your computer and open the Microsoft Word application. · 2. Search
Learn how to create a cover letter in Word that looks creative but also professional. Watch this video and you will know how to design an
Do you need to submit a cover letter, but have little to no experience? ... I'll show you how to write a cover letter in Microsoft Word fo.
How to Write a Cover Letter Using Microsoft Word · Find a Starter Template · Replace the Filler Text · Customize the Font · Adjust the Spacing and Address · Write
Set the layout for your cover letter, and then select the first page of your resume. · Go to Layout and select Page Setup dialog launcher Dialog Box Launcher .
Go to File > New. · In the search box, type Resume or Cover Letter. The search word, Resume, is highlighted on the New document screen. · Double-click the
This is how to edit a cover letter template in Word Online · Create a free Microsoft account here. If you already a Microsoft account, sign in
opening Microsoft Word; selecting “New”; typing “Cover Letter” into the search box. Once you've picked your cover
Formatting Tips for Cover Letters · Font choices: The details count when it comes to cover letters, so choose a professional font in a 10 or 12
Make a great first impression with this general-purpose resume cover letter template. As a cover letter template in Word, it's easy to use.
Do you have a matching resume template on hand? If you're a seasoned job-seeker, the first question won't pose a major challenge: you've already developed a