how to write a cover letter in block format

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Block Format Style Cover Letter Template

What is Block Format?

How to use a letter template, block format cover letter template.

• Modified Block Format

Semi-Block Format

One additional alternative, how to send an email cover letter, more cover letter examples.

Block format is the most common format for a professional business letter. It’s the easiest format to use and simplest to set up in your word processing program. The block format is perfect for a cover letter created to accompany a resume as part of a job application. Keep reading to learn more about block format cover letters and review examples and templates.

In block format, everything including your contact information, the date, the employer’s contact information, the body of the letter, and the greeting and closing, is all left-justified. It gives a clean and professional look to your letter.

In block format, the letter is single-spaced, with the exception of a space between each paragraph (as well as a space above and below the date, and above and below the salutation and signature).

A letter template  is a great starting point for your own cover letter. You can use a template to decide the best way to  format your letter  so that it looks polished and professional. You can also use a template to decide what information to put in each paragraph of your letter.

However, a template is only a jumping-off point. You can, and should, make any changes to the template that you want. Remove anything from the template to fit your personal circumstances. For example, if you don’t know the name of the recipient, you do not have to include a salutation.

You can also change the style and format of the cover letter template. For example, if the letter is in Arial font, and you want your letter to be in Times New Roman, just change the font.

Make sure that your letter includes information specific to you and is organized in a way that highlights your skills and qualifications. Finally, be sure to proofread your letter before submitting it thoroughly.

Your Name Your Address Your City, State Zip Code Your Phone Number Your Email 

Name ( If you don't have contact information for the employer, start your letter directly after your contact information ) Title Organization Address City, State Zip Code 

Dear Mr./Ms. Last Name (or other  salutation ):

First Paragraph: Why You Are Writing.  Remember to include the name of a mutual contact, if you know someone at the organization. Mention the job you are interested in and where you heard about the position. State that you think you’re an ideal candidate for the job. Be clear and concise. 

Middle Paragraphs:   What You Have to Offer.  Convince the reader that he or she should grant the interview or appointment you requested in the first paragraph. Make connections between your abilities and their organization’s needs. Use specific examples from past work experiences to prove your skills and qualifications.

Final Paragraph: How You Will Follow Up.  It is your responsibility to  follow up  if feasible. State that you will do so and provide the professional courtesy of indicating when (one week's time is typical).

Your Signature  (hard copy letter)

Your Typed Name

Modified Block Format 

In addition to regular block format, there are similar, but somewhat different options you can also use for resume cover letters, such as modified block and semi-block format. With the modified block format, your name, address, and the date are on the top right, and the closing and your signature are on the bottom right. The employer's contact information (and the remainder of the letter) is left justified. 

To get the information such as your name, address, date, closing, and signature on the right side of the page, begin writing at the center of the page. It’s a slightly more informal format for a letter and is a format you can use with someone with whom you are at least somewhat familiar.

A third option is a semi-block format. Like the modified block format, your name, contact information, and the date are on the top right, and the sign-off and signature are also on the right. However, there is also an indentation at the start of each paragraph. It’s the most informal letter format.

If you are submitting a traditional resume on bond paper to an employer, you can enhance your presentation by using the same header (with your contact information) that you’ve used for your resume – even if this header is centered on the page (which many are). Simply copy-and-paste the header to your new cover document, then use the block format (left-justified) for the rest of your letter.

Make sure that you use the same font for your cover letter as you’ve used for your resume. This should be a conservative, easily readable font such as Times New Roman, Arial, Courier, or Verdana.

This presentation style works well if you are delivering your cover letter and resume through snail mail, in person, or as Word documents attached to an email.

Applying for a job by way of email means you’ll also send your  cover letter via email . Be sure to list your name and the job title in the  subject line  of the email message. Include your contact information in your email signature, and don't list the employer contact information.

Start your email message with the  salutation  and follow the block format for the rest of the message. For more tips, review:  How to Apply for Jobs via Email .

Review  sample cover letters  for a variety of scenarios including a follow-up letter, inquiry letters, job/industry-specific sample cover letters, cold contact, and referral letter samples.

Related Articles

Block Letter Format: Rules (with Examples)

In the business environment, letters play a pivotal role in disseminating vital information to shareholders, signaling organizational changes, and informing prospective clients about new offerings. The bedrock of this formal communication is the block letter format, a standard yet evolving style in professional correspondence. For anyone who has crafted or received a business letter, the block format is a familiar structure. Given the dynamic nature of business communication, a fresh examination of the block letter format is timely. This article intends to delve into the latest trends in block formatting , highlighting how various adaptations of this style can effectively convey critical business messages and potentially influence career progression.

Block Letter Formats

Block Letter

A Block letter is a format used for formal letters where all text is aligned to the left, with no indentations, making it clear and easy to read. The provided template is designed to be adaptable for various scenarios, offering a structured outline with placeholders for personal and recipient details, dates, and the main content of the letter. This format simplifies the process of crafting professional correspondence, ensuring that all necessary elements are included while allowing for customization to suit individual needs.

Business Block Letter Format

A Business Block letter format is a professional style of writing used in formal business communications. It features a clean, structured layout with all elements aligned to the left margin. The template provided above offers a clear and easy-to-use structure for various business scenarios, including sample data in brackets for guidance. By simply replacing these placeholders with relevant details, users can efficiently craft effective business letters tailored to their specific needs. This approach ensures clarity and formality in business communications, catering to a wide range of corporate situations.

Block Format Cover Letter

A Block Format Cover letter is a professional document where text is aligned to the left margin, creating a clean and uniform look. Each section starts at the left margin, without indents, making it easy to read. The template we discussed earlier offers a structured layout with sample content, making it adaptable for various job applications. It includes all essential elements of a cover letter, such as personal information, date, recipient's details, and a clear structure for introduction, body, and conclusion, simplifying the writing process for users.

Semi Block Format Business Letter

A Semi-block Format Business letter is a formal letter style where the text is aligned to the left margin, with the first line of each paragraph indented. This format provides a clean and professional appearance while offering clear separation between paragraphs. The template provided above serves as a versatile guide for various business scenarios. It includes placeholders for essential details like sender and recipient information, structured paragraphs for introducing the letter's purpose, detailing the main points, and concluding effectively. This structured yet adaptable layout ensures ease of use and can be tailored to suit a wide range of business communication needs.

What is a Block Letter Format?

A block letter format is a style of writing formal letters characterized by its minimalist and straightforward design. In this format, all text is aligned to the left margin, with single spacing between lines and double spacing between paragraphs. This replaces traditional indentation used in other letter formats.

The traditional block format also includes specific guidelines for punctuation, particularly in the salutation. Various iterations of the block format have evolved from the original, each with its nuances. While some organizations are flexible with the use of different block formats, others may have strict preferences. Understanding these variations is crucial for crafting appropriate official correspondence.

Why Use a Block Letter Format?

The block letter format is predominantly used for official correspondence due to its minimalist design and clear structure, which facilitate quick and effective communication. This is particularly important considering that many recipients, such as human resource managers, typically spend only around two minutes per letter. A well-structured block format letter makes the key points immediately visible and easy to understand. Its professional appearance and readability make it suitable for various formal communications, from business proposals to academic letters. Adopting a block format ensures your message is conveyed efficiently and effectively.

How to Write a Block Letter

Writing a block letter involves a structured approach to ensure clarity and professionalism. Below are the essential steps to create a block letter, guiding you through each crucial element from formatting to finalizing.

• Creating the Outline: Start by setting up 1-inch margins on a blank A4 paper or a Microsoft Word document. Proper margins are key to ensuring consistent alignment throughout the letter.
• Formatting Addresses and Date: Place the sender’s address on the left side. If the letter includes a letterhead, center it instead. Use a 12pt New Times Roman font for clarity. After the address, include the sender’s contact and fax numbers. Then, leave two spaces and write the date, preferably in the month, date, and year format. Follow this with another double space before adding the recipient’s address.
• Salutation: Next is the salutation. It’s important to address the recipient correctly, using their professional title (e.g., “Engineer,” “Doctor,” “Attorney”) instead of generic titles like “Mr./Mrs.” Start the salutation with “Dear,” followed by the title and name of the recipient, such as “Dear Eng. Rey:”
• Formatting the Body: After the salutation, skip a line and start the body of the letter. This section should clearly state the purpose of your letter and any necessary details. Separate paragraphs with double spaces and avoid indentations. Keep the content concise and focused for better visual impact and readability.
• Finalizing Your Letter: Conclude with a closing phrase like “Sincerely,” followed by a comma. Other options include “Sincerely yours” or “Best regards.” After the closing phrase, leave three lines for your signature, then type your name and title. Sign the letter in the space above your printed name.
• Including Enclosures (if applicable): If your letter has additional documents attached, indicate this by writing “Enclosures” two lines below your name. You can either state the number of enclosures or list them for clarity.

Types of Block Letter Formats

1. full block format.

The full block letter format, often referred to as the traditional block, is widely used in professional correspondence. This format is favored by many companies and official organizations due to its straightforward and formal layout. In a full block letter, all text, including dates and enclosures, is aligned to the left margin. It typically adheres to closed punctuation rules, with a colon or comma following the salutation. However, in variations that use open punctuation, the salutation does not end with punctuation.

Key Characteristics of Full Block Format:

• All content is aligned to the left margin, creating a uniform and clean appearance.
• The format’s simplicity ensures ease of reading and comprehension.
• It is user-friendly for typists, owing to its straightforward alignment rules.
• Paragraphs are separated by a single line space, enhancing readability.

Sample Full Block Format

456 AnyplaceCity Zip Code

Mr. ABC ABC Corporation Place City Zip Code

Dear Mr. ABC,

I was informed by a former employee of ABC Corporation about the Office Manager job vacancy. With my five years of experience as an Administrative Assistant, I am enthusiastic about the opportunity to work at your esteemed company.

As outlined in my resume, I have undertaken various tasks at XYZ Company, including workflow management.

Thank you for considering my application.

Best regards,

2. Semi-Block Format

The semi-block, also known as the indented style, bears a resemblance to the full block format but carries a more informal tone. In this format, each paragraph begins with an indentation of five character spaces and is separated by a double space, maintaining left-justified text alignment. The date and closing are typically aligned in a manner similar to the full block style.

When opting for the semi-block format, exercise discretion. It’s important to verify if the organization you are addressing accepts this style to avoid compromising the effectiveness of your communication.

Key Features of Semi-Block Format:

• Paragraphs start with an indentation of five character spaces, while the rest of the text aligns to the left margin.
• The date and sign-off align in a similar fashion to the full block style, ensuring consistency in appearance.

Sample Semi-Block Format

I hope you are doing great in the new country. I miss you a lot here. However, I am quite aware of the fact that this opportunity is going to be great for your future. The weather is excellent on your side as well.

I have decided to resign from my current job as I have a great opportunity to apply at XYZ Company. There is a vacancy for the post of administrative assistant, and as you know, I have been interested in this role since the beginning of my career. I am fine, and my married life is going well.

I am looking forward to seeing you during the summer vacation. Please send me a message before coming so that I can make arrangements. I have planned to have a lot of fun this summer.

Till next time,

3. Modified Block Format

The modified block format presents a blend of alignment styles. In this format, the main body of the text is left-aligned, while the sender’s address, date, and sign-off are right-aligned. Notably, the date and sign-off are positioned closer to the center but still offset to the right. Unlike the semi-block format, paragraphs in the modified block format are not indented, and the spacing between paragraphs mirrors that of the full block structure.

It’s important to note that the full block style is generally more favored by organizations, businesses, and institutions compared to the modified and semi-block formats. When addressing an organization about which you have limited information, opting for the full block format can be a safer choice.

Key Aspects of Modified Block Format:

• The sender’s address is right-aligned, typically centered vertically on the page.
• The date and closing align similarly, positioned towards the right but not fully aligned with the margin.

Sample Modified Block Format

456 Anyplace City Zip Code [Date]

Thank you for informing me about the vacancy at XYZ Company. I am eager to apply for the position of Administrative Assistant and would greatly value your endorsement for this role.

Currently, I am enhancing my skills through additional training courses, including software training, which I anticipate completing in 10 weeks. This training will undoubtedly be beneficial in the Administrative Assistant role.

Enclosed is my resume for your consideration. Please do not hesitate to contact me should you need any further information.

Regards, LMN

Block Letter Format (Examples)

Full Block Style Business Letter vs. Full Block Style With Open Punctuation

Both the Full Block Style Business Letter and the Full Block Style with Open Punctuation share a fundamental layout: all text is flush left, and paragraphs are not indented. The key difference lies in the use of punctuation. In the traditional Full Block Style Business Letter, punctuation is used after the salutation (e.g., ‘Dear Mr. Smith:’) and in the complimentary close (e.g., ‘Sincerely,’). In contrast, the Full Block Style with Open Punctuation omits this punctuation; the salutation ends without a colon or comma (e.g., ‘Dear Mr. Smith’) and similarly for the closing phrase.

This subtle distinction can significantly impact the letter’s tone and formality. The presence or absence of punctuation in these key areas aligns with different standards of formality and stylistic preferences.

The simplified block style is characterized by its minimalistic approach. Unlike the traditional block format, it does not include a salutation, and paragraphs are separated by a single space. The sender’s address and date can vary in placement, but are typically left-justified. The recipient’s name is mentioned in the first line of the letter body instead of in a salutation.

Block paragraphing refers to the formatting style where paragraphs are separated by a double space, rather than the traditional indentation at the beginning of each paragraph. This style is commonly used in various block letter formats to clearly delineate separate paragraphs.

The full block style is preferred in business correspondence due to its clean, professional appearance and ease of reading. Its uniform left alignment makes the letter appear neat and orderly, which is conducive to a formal business setting.

The choice between semi-block and full block formats depends on the level of formality required. The full block format is more formal and is typically used in official business correspondence. The semi-block, with its indented paragraphs, is slightly less formal and can be used in less formal business letters or personal correspondence.

Yes, bullet points can be used in a block letter format to highlight key information. They should be aligned with the left margin and followed by a consistent space before the text starts.

The closing in a block letter is important as it conveys the tone of respect and formality. Common closings include “Sincerely,” “Best regards,” and “Yours faithfully,” followed by a comma. The closing should align with the left margin in full and semi-block formats.

In a full block format, both the sender’s and recipient’s addresses should be left-aligned and placed at the top of the letter. In a semi-block and modified block format, the sender’s address may be right-aligned or centered. The recipient’s address is always left-aligned.

While not mandatory, including a subject line can be helpful, especially in business correspondence, as it immediately informs the recipient about the purpose of the letter. If included, it should be placed between the recipient’s address and the salutation and should be left-aligned.

With all text justified to the left and no paragraph indentations. This format is especially useful when you are uncertain of an organization’s specific letter formatting requirements. Its clear and straightforward layout enhances the readability and visibility of your letter’s contents, making it a reliable choice for formal business communication. When using any block letter format, it’s important to maintain a professional tone and avoid overly decorative elements. Adhering to these standards ensures that your message is conveyed effectively and is received with the seriousness it deserves.

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Block Letter

Letter maker.

Whether you’re applying for a job, sending a business letter, or writing a cover letter, the way you present your message is just as important as the message itself. That’s why it’s crucial to pay attention to the format of your writing. One popular format that can help you achieve a professional and polished look is Block Letter Format.

What is Block Letter?

A block letter refers to a style of writing or formatting used in formal business correspondence. In this format, all text is aligned to the left margin, creating a “block” of text that’s easy to read. Block letter format typically includes single-spaced lines with a double space between paragraphs, and it does not indent paragraphs. This style is widely used because it presents a neat, organized appearance, making it a standard for professional communications. It includes elements such as the sender’s address, date, recipient’s address, salutation, body of the letter, closing, and the sender’s signature

Block Letter Format

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[Your Address] [City, State, Zip Code] [Email Address] [Phone Number] [Date] [Recipient’s Name] [Recipient’s Title] [Company’s Name] [Company’s Address] [City, State, Zip Code] Dear [Recipient’s Name]: [Body of the Letter] Sincerely, [Your Signature (if sending a hard copy)] [Your Typed Name] Enclosure(s): [List of enclosed documents, if any]

Types of Block Letter

Full Block Style

The Full Block Style is the most formal and commonly used format in business and official correspondence. In this layout, every element of the letter, including the sender’s address, date, recipient’s address, salutation, body, closing, and signature, aligns to the left margin. There are no indented lines, creating a uniform and clean appearance. This style emphasizes professionalism and simplicity, making it a popular choice for formal communications.

Modified Block Style

The Modified Block Style offers a blend of formality and modern design. It distinguishes itself from the full block style by positioning the sender’s address, date, complimentary close, and signature towards the center or right side of the page, while the rest of the content aligns to the left. This style maintains a professional look while introducing an element of visual interest, making it suitable for business letters that seek a balance between tradition and contemporary aesthetics.

Semi-Block Style

The Semi-Block Style, also known as the Indented Style, combines elements of the full block and modified block styles with a traditional twist. While it aligns the sender’s address, date, and closing to the right, similar to the modified block style, each paragraph in the letter’s body starts with an indentation. This format adds a degree of formality and structure to the document, making it appropriate for business letters that require a more traditional approach while still adhering to professional standards.

How to write in Block Letter Format

Effective communication is a key aspect of professional relationships, whether in the workplace or beyond. By following these simple steps, you can create a professional and effective letter using the Block Letter Format.

• Choose a Clear and Concise Font : Choose a clear and easy-to-read font, such as Arial or Times New Roman, with a font size of 12 points.
• Align Text to the Left Margin: Align all text to the left margin, without using any indentation for each paragraph.
• Use Single Spacing between Lines and Double Spacing between Paragraphs: Use single spacing between lines and double spacing between paragraphs to ensure the letter is easy to read.
• Include Your Contact Information: At the top of the letter, include your contact information, such as your name, address, phone number, and email, aligned to the right margin.
• Add the Date: Skip one line and include the date.
• Include the Recipient’s Contact Information: Skip another line and add the recipient’s contact information, including their name, title, organization, and address, aligned to the left margin.
• Start with a Formal Salutation: Start the letter with a formal salutation, such as “Dear [Recipient’s Name],”.
• Use Clear and Concise Language in the Body of the Letter: In the body of the letter, use clear and concise language to convey your message. Break up the text into short paragraphs to make it easy to read.
• End with a Formal Closing: End the letter with a formal closing, such as “Sincerely” or “Best regards,” followed by your name and signature.

Difference between Formal Letter & Block Letter

This section delves into the nuances distinguishing formal letter from block letters, emphasizing their respective uses, structural differences, and formatting norms. Through a detailed comparative table, we aim to provide a clear understanding of how formal letters vary from the block letter format, catering to different communication needs.

9+ Block Letter examples

1. business letter block format.

2. Thank You Letter Block Format

3. Fellowship Block Letter Format

4. Cover Letter Format Block Style

5. Employability Letter Block Format

6. Volunteer Application Block Letter Format

7. Semi Block Letter Format

8. Sample Letter in Block Style Format

9. Full Block Style Letter Format

10. Standard Block Letter Format

11. Indented Block Letter Format

12. Block Letter Assignment Format

13. Modified Block Format Letter

14. Formal Block Letter Format

15. Final Reflection Block Style Letter

16. Simple Block Letter Format

17. Scholarship Committee Block Letter Format

18. Basketball Coach Block Format Letter

19. Company Block Letter Format

20. Assistant Professor Block Letter Format

Uses of Block Letters in Professional Settings

Block letters, characterized by their clear and legible form, play a crucial role in various professional settings. This standardized writing style ensures that communication is straightforward and universally understandable, making it ideal for a wide range of applications. Here are some key uses of block letters in professional environments:

• Business Correspondence: In business letters, memos, and emails, block letters contribute to the clarity and formality of the communication. They are particularly useful in ensuring that important information is easily readable, reducing the chance of misinterpretation.
• Signage and Wayfinding: Block letters are extensively used in signage due to their high legibility at a distance. This includes office directories, safety signs, and informational signage, helping individuals navigate spaces efficiently and safely.
• Legal Documents: The use of block letters in legal documents such as contracts, agreements, and official forms minimizes ambiguity. This clarity is essential in legal contexts, where precise language and readability are paramount.
• Branding and Logo Design: In branding, block letters offer a clean, impactful aesthetic. They are often used in logos, business cards, and marketing materials to convey strength, reliability, and professionalism.
• Technical Manuals and Reports: Technical documentation, such as manuals, reports, and specifications, benefits from the use of block letters. This style facilitates the comprehension of complex information, making it accessible to a broader audience.
• Labeling and Packaging: Product labels and packaging often employ block letters to ensure that essential information, such as ingredients, usage instructions, and safety warnings, is easily legible.
• Online Content Creation: For digital content, including websites, blogs, and social media posts, block letters enhance readability on various devices. This is crucial for engaging readers and conveying messages effectively in the digital age.
• Educational Materials: In educational settings, block letters are used in textbooks, study guides, and visual aids to support learning. Their clarity helps students of all ages focus on the content without the distraction of deciphering handwriting.
• Professional Presentations: Block letters are favored in PowerPoint presentations and informational handouts to ensure key points are readable, even from a distance. This enhances communication effectiveness in meetings, conferences, and workshops.
• Record Keeping and Filing Systems: In administrative tasks, block letters improve the organization and retrieval of documents. This is especially useful in filing systems, where clear labeling helps in maintaining efficient records management.

How to Do Block Letters for Kids

Teaching kids to write block letters involves starting with simple shapes, like squares and circles, to form letters. Use lined paper for guidance, showing them how to construct letters piece by piece. Practice regularly with large, clear examples and encourage creativity.

How to Do the Letter A in Block Letters

To draw the letter ‘A’ in block letters, start with two diagonal lines that meet at a point at the top. Add a horizontal line across the middle to complete the structure. Ensure the lines are straight and of equal thickness for uniformity.

What Is Block Letter Layout?

The block letter layout is a writing format where all text is aligned to the left margin, creating a clean and uniform appearance. This layout includes single spaces between lines and a double space between paragraphs, commonly used in formal business correspondence.

Why is Block Letter Format used?

Block Letter Format is used because it is clear and easy to read, and it gives a professional appearance to business letters.

Is Block Letter Format the only format for business letters?

No, there are other formats for business letters, such as Modified Block Format and Semi-Block Format. However, Block Letter Format is the most commonly used format.

Are there any variations to the Block Letter Format?

Yes, there can be slight variations to the Block Letter Format depending on the specific requirements of the letter or the preferences of the writer. However, the basic elements  of the format, such as the alignment and spacing, should remain consistent from the title page , introduction paragraph , and down to the conclusion paragraph .

In conclusion , Block Letter Format is a widely used format for business letters that gives a professional and polished appearance to the letter . By following the steps outlined in this format, writers can ensure that their letters are easy to read and convey a clear and concise message. Whether for job applications , introductions , or recommendations, Block Letter Format is a reliable and effective choice for formal business letter correspondence.

Text prompt

• Instructive
• Professional

Write a letter to parents informing them about the upcoming parent-teacher conference at school

Compose a letter to students congratulating them on their achievements in the recent science fair.

Compose a block format letter to request a business partnership

Write a block letter to cancel a service subscription effectively.

Develop a block format thank-you letter for an interview opportunity.

Formulate a block letter to request detailed product information.

Construct a block letter for a formal complaint to a landlord.

Prepare a block letter seeking permission for educational research

Generate a block format letter for a scholarship application

Design a block letter to dispute a billing error with a company.

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• Writing Business Letters - Use the Correct Layout for Cover Letters

Instructions for writing business letters so you can structure your cover letters using a correct format. 

Before we dive into the specific conventions of formal letter writing, keep in mind that there are a few accepted styles, and accepted styles can vary from country to country.

The information here describes how to correctly format a block style business letter based on North American conventions for punctuation and spacing.

Block style is widely accepted for writing business letters, and it is easy to format, so we'll stick with that style to keep things simple and avoid confusion.

Here's What Your Completed Cover Letter Will Look Like

Parts of a business letter and how to format them, your contact information.

There are two ways to set up your contact information when writing business letters. You can use the standard format used for formal business letters, or you can use your resume heading style for your contact information.

Option 1: Your Contact Information - Formal Business Letter Style

In the American full block business letter style, your contact information is left justified.

You will include your contact information as follows:

Line 1: Name

Line 2: Street Address

Line 3: City, State Zip Code

Line 4: Phone Number

Your contact information will end up looking something like this:

Jason Jobseeker 

123 Fake Street 

Anytown, CA 00000 

(000) 000-0000

Notice the only punctuation is the comma after the name of your city.

Cover letter writing guide

ALTERNATIVE Option 2: Use the Heading from Your Resume to Format Your Contact Information

When writing resumes, I advise clients to format their contact information into a simple and professional looking heading. Like this:

Instead of using the traditional format for your contact information, you can use the same heading that appears on your resume at the top of your cover letters.

The advantage of using your resume heading on your cover letter is that it creates a consistent look for all of your job search documents (you can use the same heading on your reference page as well).

When all of your job search documents are viewed together, they will look like a very polished and professional package.

If you used option one, the traditional formal setup, for your contact information, leave one blank space between your contact information and the current date.

If you used option two, your resume heading, to format your contact information, you may need to leave a few blank lines before the date depending on how the rest of the letter sits on the page. Don't worry about that until you have finished writing the entire letter, and you can see how it sits on the page.

Write the date as month day, year. Notice there is a comma after the day.

550 Like this if you've used the traditional setup for your contact information:

Or, like this if you've used the header from the accompanying resume to format your contact information:

Reference Line

When writing business letters, you'll use a reference line if you are applying to a job that has a reference number.

For example, if a job ad says something like, "In your cover letter, please note you are applying to job number 4537893." you will use the reference line to note the job reference number.

In full block style, the reference line is left justified and appears below the date. Like this:

From here on out, for the sake of simplicity, I'll just show the example using the resume header style for formatting the job seeker's contact information.

When a job ad asks you to note a reference number, it is very important to put that reference number somewhere that is easy to see at a glance. Do not bury the reference number in the body of your cover letter. I would even suggest bolding the reference number to make it even easier to see.

Why is the reference number so important?

Usually jobs openings at large companies, or government jobs are assigned reference numbers in order to help direct the mail appropriately.

When a job ad asks you to quote a reference number on your cover letter, I would go one step further and quote the reference number on the top of my resume as well.

That way, if there is any kind of mix up when the company mail is sorted, and your cover letter gets separated from your resume, there is a much better chance that your resume will get sent to the correct person.

The image below this box shows how to show a job reference number on the top of your resume

Typically, the person distributes the mail is not the person who is reviewing resumes for the job opening. On top of that, there may be several different people in several departments hiring for different positions.

Each job opening will have a different reference number, and the person sorting the mail will use the reference numbers to ensure the resumes and cover letters go to the correct person.

If you do not note the job reference number in a way that is easy for the person sorting the mail to read at a glance, your application may get sent to the wrong person, or it might just be tossed in the garbage.

If there is no job reference number, you will not include a reference line on your cover letter.

How to Show a Job Reference Number on the Top of Your Resume

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Employer's Contact Information (Inside Address)

Leave a space after the date (or the reference line if you included one) and type the employer's contact information, left justified, as follows:

Line 1: Recipient's Name

Line 2: Company Name

Line 3: Street Address

Line 4: City, State Zip Code

Line 5: Phone Number

When writing business letters to apply to an advertised job where the company information has been kept confidential, you can leave this section blank or include any contact information you do have.

Here's how your cover letter will look so far:

Do use a name whenever it is possible to get one. If you do not have the name of the person who will be reviewing your resume, you can sometimes use  a little detective work to find the correct name .

If you absolutely cannot find the correct name of the person who is responsible for hiring, Dear Sir or Madam or Attention Hiring Manager (I actually prefer this one, but that's just a matter of taste) are acceptable when writing business letters.

Leave about four blank lines under the employer's contact information. This spacing can be adjusted depending on how your letter fits on the page. Use a couple of extra blank lines if your letter is short, and fewer blank lines if your letter is long.

Type the salutation like this:

Dear Mr. Thompson:

Or if the employer is a woman

Dear Ms. Thompson:

Do not use Mrs. or Miss when addressing a business letter to a woman.

Notice the name is followed by a colon not a comma, and not a semi colon. Commas or semi colons are fine after the salutation in an informal letter, but you must use a colon when writing business letters.

If you have been given a name that is gender neutral, do not use the title Mr. or Ms. If you address your cover letter to Mr. Chris Smith, and Chris Smith happens to be a woman, you will not make a good impression.

When the gender of the employer is ambiguous, simply use the person's full name like this:

Dear Chris Smith:

Writing the body of your cover letter will be the most difficult part of this job.

Because we are concerned with correctly formatting a formal business letter here, I won't go into details about how to write the content of each paragraph of your cover letter.

I have written a detailed article that describes a simple, 3 step formula for writing the content of your cover letter. You can click through to that article to learn more about  writing business letters  that make a great impression on employers if you need help writing the body of your letter.

In terms of formatting, in full block style, each paragraph of your cover letter should be left justified. Do not indent the beginning of each paragraph. Also, leave a single blank line between each paragraph.

Complimentary Close, Signature, Enclosures and Courtesy Copies

Leave a blank line and type the complimentary close.

Don't get fancy with the complimentary close when writing business letters.

I've heard of people writing things like "Enthusiastically yours". Something like that looks unprofessional to employers and doesn't make a good impression. If you want to convey enthusiasm (or any other quality) do it in the body of your cover letter.

Either sincerely or sincerely yours are safe and acceptable when  writing business letters  .

In block style, this line will be left justified. It will look like this:

Or like this:

Sincerely yours,

Notice there is a comma at the end, and the second word is not capitalized.

Leave 4-5 blank lines, and type your name.

Immediately below your name, type the following to indicate that your resume had been included with the cover letter: 

Encl: resume

If you have sent a copy of the letter to someone else in the company, indicate this as follows: 

cc: Janet Campbell

Check for Errors

Once you have written your cover letter you must proofread, proofread, proofread!

Print a copy of your letter because it is much easier to proofread on paper than on a computer screen.

It is best to take a break from writing business letters before you proofread. You'll have a clearer head and be better able to find errors. However, usually when you are applying to jobs, time is of the essence, so you might not have the luxury of waiting to proofread your cover letter. At least take a quick break (go for a walk or have a snack - do something to take your mind completely away from writing) before you proofread your letter.

If you can, ask someone who has a strong knowledge of grammar rules to check your cover letter for you. It is surprisingly easy to make simple mistakes, and other people can find your errors more easily than you can find them yourself.

Once you are certain your cover letter is error-free, print it on good quality white or off-white paper.

Before you send our your cover letter and resume, don't forget to sign your cover letter! If you have said in your letter you are meticulous and detail oriented, and then you forget a detail like signing the letter, you call all of that into question in the mind of the employer.

Once you're certain you've written excellent and error-free content, and you've formatted your letter according to the conventions for writing business letters, you are almost ready to submit your resume and cover letter to the employer.

First take a moment to review the guidelines for  submitting resumes  to ensure you put your best foot forward when you send your resume and cover letter to the employer.

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• Writing Cover Letters

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Cover Letters Part 1

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What should my cover letter look like? Your cover letter should be one page and single-spaced. Your letter should have 1-inch margins all the way around the page. Your cover letter text font should match your résumé’s text font. Lastly, your letter should also follow a business letter format. You have three options: Block format – the text of the entire letter is left justified (against the left margin) Modified block – the body text of the letter is left justified, but the date and closing are tabbed to the center point Semi-Block – the body text of the letter is left justified except for the first sentence of the paragraphs. The date and closing are tabbed to the center point Click here to see examples of all three formats on the Purdue OWL. Regardless of which format you choose, your cover letter should follow some general content guidelines. What should my cover letter accomplish? Your cover letter should

• Show the employer you have tailored the letter to the company and to the job you want
• Explain your experiences in a clear, story-like format that works with the information in your résumé
• Explain in detail your experiences/skills that relate to the job you want
• Explain in detail how your experiences/skills will help you help the employer and fulfill the job requirements
• Provide an example of your communication skills.

Click here to download the PDF file containing sample résumés and employment letters.

Template Business PSD, Excel, Word, PDF

Tips To Write A Full Block Format Cover Letter with Sample

• cover letter
• January 18, 2023

Before writing a business letter, you need to know various things about the format used, one of which is to use the block format. As the most common and professional format in business letters, it’s great and easy to implement. That way, the application you write will look elegant. In this article, we will invite you to discuss more a full block format cover letter , so keep reading.’

What Is Full Block Format?

Cover letters that use a block format retain some important elements, such as salutation, letter body, date, contact information, and closing. However, the letter has one space (except for spaces between paragraphs, above and below the date, and below the greeting and signature).

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What Are Tips To Write A Good Cover Letter?

Before writing a cover letter, you must draft several important things such as the elements that you must include in the letter. Here is a brief review:

• The first paragraph of your letter can contain the introduction and purpose for you to contact the person. Explain that you intend to apply for a job position at the company.
• In the second paragraph, you need to explain specific and detailed information about yourself. In this section, you can enter some of your qualifications, experience, and other skills that can support your application.
• In the last paragraph, you can indicate that you are waiting for the interview and include contact information that can be contacted.

In addition, for the salutation section at the beginning, you must use a formal letter format. If you do not know the name of the person you are talking to, you can write “To Whom It May Concern”, because that is still acceptable. Write your full block format cover letter carefully and concisely so that it doesn’t seem overwhelming.

Full Block Format Cover Letter Example

Below is an example of a cover letter that uses a full block. The job that is applied is as a makeup artist, of course, it can be customized based on the job you want to apply for.

Dear Ms. Winslet,

I am writing to inform you that I am interested in applying for a position as a makeup artist at your beauty salon. I have read all the qualifications you need, and I feel that mine will fit your needs.

I took formal education specifically about make-up, even I have had work experience in the beauty field since I was at university. My ability to give make-up is undoubtedly proven by my three best models who won the top 10 in the beauty competition.

I am friendly, polite, and able to communicate well. I know how to make clients feel comfortable during the treatment process. I also include reference letters from clients who are satisfied with the way I treat them in the beauty salon.

With all my qualifications, I hope you are willing to consider my application. Please feel free to call me at (444)-4444-444 if you want to discuss further ab skills.

Shirley Lee

In conclusion, a full block format cover letter is considered as a professional format to apply for a job. Hope our brief explanation and sample above can help you a lot.

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Sample Cover Letter (Block style)

202.448-7036

Your name 1111 ABC Street Washington, DC 00000

July 1, 2009

Ms. Joan Doe Director of Personnel Imagemakers, Inc. 4000 100th Street Washington, DC 000000

Dear Ms. Doe:

Your Personnel Job Vacancy Listing is announcing the position of Public Information Specialist in your Department of Public Relations. I am very interested in being considered for this position.

While a student at Gallaudet University, I majored in communication arts and took several courses related to public relations. I also did two internships in the public relations field through our University’s co-op internship program. During my internships with the Government of the District of Colombia and with Giant Food, Inc., I answered inquiries about various services and programs and helped research and develop some materials for constituents and consumers.

Enclosed is my resume, which contains more details about my work experience and educational accomplishments.

I am confident that I could contribute valuable ideas and skills to your organization. I would like to arrange an opportunity for us to meet and will contact you within two weeks to set up an interview. Should you or your staff wish to contact me earlier, please call me at (111) 111-1111. Because I am deaf, I suggest that you call me through a relay telephone service. To do this, call (800) 735-2258. The relay agent will answer your call, and call me using teletype equipment (TTY). Then the agent will relay your comments to me, and mine to you. I am looking forward to meeting you and sharing more about my abilities and experience.

Your Signature

Your name Enclosure

Developed by the Gallaudet University Office for Career Education & Professional Development (Office for Career Success)

202-448-7036

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