How to do a cover letter on 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.

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.

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.

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.

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.

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.

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.

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!

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

1

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.

2

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).

Here’s the link to this Word cover letter template.

3

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.

Here’s the link to this Word cover letter template.

4

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.

Here’s the link to this Word cover letter template.

5

Blue Sky

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.

Here’s the link to this Word cover letter template.

6

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.

Here’s the link to this Word cover letter template.

7

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.

Here’s the link to this Word cover letter template.

8

Blue

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.

Here’s the link to this Word cover letter template.

9

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.

Here’s the link to this Word cover letter template.

10

Creative

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.)

Here’s the link to this Word cover letter template.

11

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.

Here’s the link to this Word cover letter template.

12

Polished

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.

Here’s the link to this Word cover letter template.

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.)

But—

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

So—

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

1. Create a free Microsoft account here.
2. If you already a Microsoft account, sign in here.
3. To start using Word Online, just click on the app launcher icon in the top left corner and select Word.

Now:

You can select one of the basic Word cover letter templates available straight from Word Online, and start editing right away.

Or—

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:

1. Convert the .dotx into .docx. Use a free online file converter. Like this one, for example.
2. Upload the converted file to your One Drive. A simple drag and drop will do the job!
3. Open the file and start editing.

But beware!

The converted files tend to be truly… unruly.

Here are some issues I came across:

1. Some Word cover letter templates aren’t fully editable. (Sooo, frustrating!)
2. 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.)
3. 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!

A good cover letter can mean the difference between catching the hiring manager’s attention and languishing in job search limbo. But many job seekers find it hard to stare down that blank page. How do you summarize your most important qualifications in a way that makes it clear that you’re the best candidate for the job? Cover letter templates can help.

A cover letter template provides a «fill-in the-blank» format. You can use it to create your own letter to send with your resume when you apply for a job.

Free Microsoft cover letter templates are available online from Microsoft Office Online, as a download for Microsoft Word users, or are available within your Word program.

Note that not all templates may work with all versions of Word, so check before you download. There will be a message next to the download button advising if there are restrictions.

Free Microsoft Word Cover Letter Templates

There are a variety of templates available for Microsoft Word. Template options include general cover letters and both job- and career-specific cover letter samples. For example, there are cover letter templates for professionals, temporary workers, and candidates who are sending in their resumes unsolicited.

Microsoft Word also offers a variety of different cover letter template designs, with resume templates to match. Note that if you choose one of these fancier template designs, you’ll want to choose a resume template to match.

Access Cover Letters From Your Computer

Open Microsoft Word, then click on:

• File
• New

Then, search for online templates by typing your keywords (e.g., “cover letter”) in the field provided. You can also click on the «Resumes and Cover Letters» category to get more options. Review the available options and choose the design you like best.

Access Templates Online

If you don’t own a copy of Microsoft Office or a subscription to Microsoft 365, you can still access cover letter templates. These templates are free and editable online.

Visit the Microsoft Cover Letter Templates website, browse the cover letter templates, then click on the title to preview the sample. You’ll need to sign up for a free account to edit the document.

Once you find a template you like, click Edit In Browser, then follow the instructions to customize and save your cover letter. There are also sets, which include matching resumes and cover letters, available to use.

Use the Template to Create a Customized Cover Letter

Once you have downloaded or opened a cover letter template file, type over the text in the file to create your own personalized cover letter.

The template will include all the relevant information that you need to include in your document. Simply change the generic version to include your personal and professional information.

To customize your cover letter further, look for a contact person at the company, ideally the hiring manager or HR contact, and address the letter to this person. If you have an employee contact at the company who is willing to refer you, be sure to mention them in the first paragraph of your cover letter. Employee referrals carry a lot of weight with hiring managers.

Double-check to make sure there is none of the template information left in your final saved version. Finally, carefully proofread for grammar and typographical errors before saving and sending your cover letter.

To avoid sending a blank template or the wrong version of your cover letter, choose a file name that’s easy to remember. It should always include your name and may also contain the name of the position for which you’re applying. 

Tips for Writing an Interview-Winning Cover Letter

• Send one. Even when an employer does not directly ask for one, be sure always to send a cover letter. The only time you don’t want to send one is when the job listing says not to.
• Review examples. Review cover letter examples and tips for how to write a cover letter, so yours makes the best impression.
• Customize each letter. It might seem tedious, be it is important to customize each cover letter to fit the specific job you are applying for. It will make your letter stand out.
• Highlight relevant qualifications. In your cover letter, address one or two skills or qualifications that you have that match the job description. Provide a specific example of a time you demonstrated each of these qualifications. These examples will make your cover letter different from your resume, which is important.
• Explain any potential issues. You can use your cover letter to go into detail about something in your resume that needs explaining. For example, a cover letter is a good place to talk about a career shift or explain an extended gap in employment.
• Carefully edit your letter. Be sure to edit each cover letter before sending it thoroughly. Consider asking a friend or family member, or a career counselor, to read over your cover letter.

More Templates for Resumes and Letters

Microsoft letter templates are available as a free download for Microsoft Word users or are available within your Word program, to use to create a variety of letters. There are letter templates for cover letters, resignation letters, reference letters, thank you letters, interview letters, and a variety of business letters.

Additionally, Microsoft resume templates are available as a free download for Microsoft Word users to use to create a resume. Microsoft Word resume options include basic resumes, job-specific resumes, and career-specific resumes.