Spacing of Initials and Margins – Zippia

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Written By pbcoreresources

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Writing a great cover letter is more than just having a lot of content. Being professional in all aspects of work will help you get noticed by employers.

This means that you use the right spaces, margins, sides, and heights. Do these things correctly and your cover letter will be well organized, clear and easy to read.

Whether you’re sending a cover letter or an email, we’ll give you tips to make your cover letter the best it can be. We’ll also show you a sample cover letter for both a physical copy and an email.


  • Your margins should be 1-inch on all sides, but if you’re going over one page, then you may want to consider reducing the margins.

  • Your cover letter should match your resume’s font and font size, which should be no larger than 12 font.

  • A cover letter should be between 200-300 words, but try to keep it on the short end if possible.

Initial Letter Spacing and Margins

Cover Letter Tips

We’ll start with the proper placement of letters, which is the first thing any project manager will notice at first glance. Follow these rules and your website will look professional.

The distance varies slightly depending on whether you are sending a physical cover or a digital cover.

Tips for Physical Copies:

  • One place for your original document

  • Start with your messages like this:

    • Your name

    • Your current address

    • City, state, zip code

    • Phone number

    • Email address

  • Add one space

  • Enter the date

  • Add one space

  • Add the recipient’s information as follows:

    • The name of the project manager

    • Company Address

    • Company city, state, zip code

    • The phone number of the supervisor

    • The email address of the project manager

  • Add one space

  • Write your greeting

  • Add one space

  • Write 3-4 paragraphs, with one space between each

  • Add a single space after your last paragraph

  • Write your closing (for example, Volunteer)

  • Put three spaces between your closing and your domain name

  • Place your signature between your closing and your username

Tips for Differentiating Emails:

  • One place for your original document

  • Start with a greeting

  • Add one space

  • >Write 3-4 paragraphs, with one space between each

  • Add a single space after your last paragraph

  • Write your closing (for example, Volunteer)

  • Add two spaces

  • Write your messages like this

    • Full name

    • Responsibility

    • Phone number

    • Email address

If you have a modified email signature, you can use step 8. You can add a digital signature between your closing and your resume if you think it looks silly (or, better yet, you think the recruiter will think it looks silly. ).

Tip: When sending a cover letter, keep your subject matter clear and professional. Mention your name, position, and that you are sending the application documents. It should look like “Donald Duck – Representative Application.”

Length of First Letter

How to write a cover letter

Like your resume, your cover letter should be no longer than one page. Ideally, the body of your cover letter should be between 200-300 words (aim for the lower end of the spectrum and your best bet). Hiring managers have to sift through tons of cover letters, so keeping things short and sweet is beneficial.

A cover letter should have three, four paragraphs at the most.

  1. The opening paragraph. Your opening paragraph should introduce yourself and your background, grab the reader’s attention with a big accomplishment, and let the company know why you’re applying. If you were referred by someone in the company, this is a good place to report it.

  2. Body parts. Your body paragraphs should focus on your skills and experiences that are relevant to the company you are applying for. Do not repeat information from your resume, as the hiring manager may have already checked it. Do your due diligence and highlight why you are the right fit for the position.

    If you’re having trouble deciding which of the best things in your resume to include here, read this post again. Identify important qualifications and important responsibilities.

    Then, look back at your experiences when you used similar skills or achieved similar results to what the new company is trying to achieve. Anytime you can give percentages, dollar figures, or numbers to explain your work, it’s more helpful.

  3. Closing paragraph. Your last paragraph is thanking your employer for considering your work. You can also express how eager you are to learn more about the job and the company.

Cut out the unnecessary information and you should have no problem putting anything into the 300 word count.

Tip: Do not write your cover letter with “To whom it may concern”. Do your best to find the name of the person reading your cover letter, and write to them. If your efforts have not helped or you are not sure, use “Dear Project Manager” or some of them.

Cover Letter Examples

  1. A good example:

    Jonathan Cash
    123 Apple Street
    Anywhere, CO 12345
    (999) 765-4321

    August 22, 2020

    Phyllis Vance
    789 Company Lane
    Somewhere, CO 56789
    (543) 210-9876

    Dear Ms. Vance,

    I was excited to see a job posting for a Sales Representative on I’ve been in sales since I was a kid at my first lemonade stand, and I have 6+ years of sales experience.

    During my time at CurComp, I have developed my knowledge of marketing strategies, my ability to generate interest in new products, and my ability to maintain satisfied customers. My biggest accomplishments as a sales representative have been exceeding sales volume by 10% or more, closing $900,000 in 2018 (25% above goal), and being named the company’s top salesperson in Q2 of 2019.

    Helping clients see the value of products I believe is the most exciting part of my professional life. I would be delighted to be in a position where I can apply my proven sales strategies offered by NextCompany, which have captured the attention and excitement of industry professionals for years.

    Thank you for considering me as a Sales Representative. I look forward to discussing this project and learning how my business can fit into NextCompany’s business.


    Jonathan Cash

  2. Example of an email cover letter:

    Dear Pat Murphy,

    ABC Inc. requires an Accountant who is determined, organized, and has many years of experience in managing financial records. Fortunately, I accomplish all three.

    After earning an MBA with an accounting major from the University of Florida, I began working in the financial sector. For more than six years, I have been helping companies maintain and maintain financial records, manage risks, and maintain all records of payments and invoices. I have also donated Saturdays doing pro bono accounting for a local food bank. I was happy to see that ABC is also helping the poor people of our city, which made me apply for this position.

    In my current position with XYZ Corp., I lead a team of 12 accountants managing $10M+ in assets and liabilities. By implementing a new invoicing system for contractors, I was able to reduce overall costs by 8% and increase the efficiency of projects performed by 6%. My proudest moment at XYZ, however, was finding a budget error that was draining $15,000 a month from the company. After I discovered and fixed the problem, XYZ awarded me “Best of the Month” in January 2020.

    With me, you get more than a typical CPA – you get a top performer who thrives in a fast-paced, deadline-driven environment. I look forward to talking more about how I can help XYZ achieve its goals in the coming years.


    Joanne Diggerly
    Johnston, HI 54321
    (555) 432-1098

Edge and Alignment in a Cover Letter

Like most documents, your cover letter should be left aligned. You should use a 1-inch margin on all sides, but if you go over one page, then you can consider reducing the margin. But really, if you follow our letter length guidelines (more on that below), then you shouldn’t have a problem with one-inch margins.

At no time do you have to refer to every paragraph. And don’t go over the 1 inch margin, because it will look like you’re trying to make the content of the letter look better than it actually is.

If you are writing your cover letter in Microsoft Word, you can change the lines by clicking Page Design followed by On the edge. If you’re writing your cover letter in Google Docs, you can change the lines by clicking File Then Site Setup.

Font Cover Letter Guidelines

A good rule of thumb is to make your cover letter as similar to your resume as possible. This means using the same format. Basic, everyday fonts like Times New Roman, Arial, Helvetica, or Calibri are good choices.

Font size should be 12-point. If you’re trying to include more, you might consider going down to 10-point, but play around with the margins to see which option gives you more space and keeps the letter interesting.

Things to avoid like the plague are: underlining, highlighting, colored letters, and CAPITALISING. You might consider using it brave or italicized write but use them sparingly to emphasize the main points of your cover letter. And if you choose to use bold, don’t use italics (and vice versa).

Tip: Check if your company uses “serif fonts” (serifs at the end of letters, like in Times New Roman) or “sans serif” fonts (no tails at the end, like Arial). Then, use the same style in your resume and letter.

Sending Your Cover Letter

If you are sending your cover letter as a file, be sure to give it a proper name. For example, “John-Doe-Cover-Letter” tells the recipient what the file is about.

Be aware that most companies use an applicant tracking system when reviewing original documents, so using a similar file like a PDF or .doc is your best bet.

Exporting your software documents as PDFs ensures that the layout remains consistent across devices and operating systems. This makes it a strong choice in most cases, unless the employer asks you not to send a PDF. Advice directly from the employer always follows any advice we give here.

Final Thoughts

Cover letter spacing and margins may be the last thing on your mind, but it’s the first thing a hiring manager or recruiter will notice. A little efficiency is good when applying for a job, but some points are there for a reason.

Stick the 1-inch edges with single, unmarked paragraphs, and you’ll have the first impression.


Don’t miss an opportunity that is right for you.