should cover letters be indented

Do You Need to Indent Paragraphs in a Cover Letter?

When it comes to crafting the perfect cover letter, job seekers often wonder about the finer details, such as whether or not to indent paragraphs. The answer to this question is simple: No, you do not need to indent paragraphs in a cover letter. By not indenting your paragraphs, you create a cleaner, more modern format and save space to discuss your qualifications and skills. This article will dive deeper into formatting best practices for a polished and professional cover letter. We'll begin by exploring the history of indentation in formal writing, discuss different cover letter styles, and then delve into the best practices for formatting a cover letter that will leave a lasting impression on potential employers.

The History of Indentation in Formal Writing

Indentation has been a hallmark of formal writing for centuries, with its roots in the ancient practice of beginning each paragraph with a decorative initial letter. As writing evolved, indentation served to visually separate paragraphs and create a clear structure within a document. However, as technology and design preferences have progressed, the use of indentation in modern writing has diminished. The shift away from indentation can be attributed to the rise of digital communication and the preference for cleaner, more streamlined document formatting. As a result, current formatting trends in cover letters have moved away from indentation, opting instead for a more contemporary approach.

Cover Letter Styles

There are various cover letter styles, each with their own formatting guidelines, but indentation is generally not necessary in modern cover letters. Below, we'll detail three common cover letter styles:

Full-block style : This style features left-aligned text without indentation, and is considered the most modern and clean format. In a full-block style cover letter, all elements of the letter are aligned with the left margin, creating a streamlined appearance.

Modified-block style : Similar to the full-block style, the modified-block style also has left-aligned text without indentation. However, the date, your closing, and your signature are aligned with the right margin, creating a slightly more traditional look.

Modified-block style with indented paragraphs : This style is less common in modern job applications, and is characterized by right-aligned dates, closings, and signatures, as well as indented paragraphs. While this style may be considered more traditional, it is less popular due to the preference for cleaner, non-indented formats.

The full-block and modified-block styles without indentation are the most prevalent formats in modern job applications, with the former being the most widely preferred.

Formatting Best Practices

Proper formatting, including spacing, margins, and alignment, is crucial for creating a professional and polished cover letter. Here are some best practices to follow:

Length : Keep your cover letter to one page, focusing on your most relevant qualifications and experiences.

Spacing : Single-space your cover letter, but add a blank line between each section of your cover letter, such as after your address, the date, their address, your salutation, and each paragraph ( source ).

Margins : Use one-inch margins on all sides of your cover letter to maintain a clean and balanced appearance.

Alignment : Align your text to the left margin for a full-block style cover letter, or use a combination of left and right alignment for a modified-block style cover letter.

By adhering to these formatting best practices, you'll create a cover letter that is visually appealing and easy to read, without the need for indentation.

The Impact of Correct Formatting

The way you format your cover letter can have a significant impact on the reader's perception of you as a candidate. A well-formatted cover letter is easier to read and demonstrates your attention to detail and professionalism. For example, a hiring manager once shared a story about two equally qualified candidates; however, one had a poorly formatted cover letter with inconsistent spacing, while the other's was perfectly formatted. The hiring manager ultimately chose the candidate with the impeccably formatted cover letter, as it showcased their professionalism and attention to detail.

In some cases, employers may specify their preferred formatting for cover letters in the job posting. It's crucial to adhere to these preferences, as it shows that you can follow instructions and care about meeting the employer's requirements. Moreover, a properly formatted cover letter creates a positive first impression, which is vital in setting the tone for the rest of your application.

Common Formatting Mistakes to Avoid

Being aware of common formatting mistakes in cover letters can help you avoid potential pitfalls and create a polished, professional document. Some of these mistakes include:

Inconsistent spacing : Ensure that the spacing between paragraphs and sections is consistent throughout your cover letter.

Inappropriate font choice : Stick to professional, easy-to-read fonts like Arial, Times New Roman, or Calibri, and avoid using overly stylized or decorative fonts.

Excessive or insufficient margins : Maintain one-inch margins on all sides of your cover letter for a balanced appearance.

Incorrect alignment : Ensure that your text is aligned correctly, whether you're using a full-block or modified-block style cover letter.

Overuse of bold, italics, or underlining : Use these formatting tools sparingly to emphasize specific points, but don't overdo it, as it can make your cover letter appear cluttered.

Proofreading and editing your cover letter for formatting errors is essential to ensure a polished final product. Additionally, seeking feedback from trusted sources, such as friends or career counselors, can help you identify and correct any formatting issues before submitting your application. By avoiding common mistakes and adhering to formatting best practices, you'll create a cover letter that leaves a lasting impression on potential employers.

In conclusion, indentation is not necessary in modern cover letters, and proper formatting can greatly impact the reader's perception of the applicant. This article has provided a comprehensive overview of the history of indentation in formal writing, various cover letter styles, formatting best practices, the impact of correct formatting, real-life examples of well-formatted cover letters, expert opinions, and common formatting mistakes to avoid.

To reiterate, you do not need to indent paragraphs in a cover letter. Instead, focus on adhering to formatting best practices, such as consistent spacing, appropriate font choice, and one-inch margins. By following the guidance provided in this article, you can create a polished, professional cover letter that effectively showcases your qualifications and skills, ultimately increasing your chances of securing the job you desire.

As you embark on your job search, remember the importance of creating a well-formatted cover letter and the impact it can have on your application. With attention to detail and a commitment to excellence, you'll be well on your way to crafting a cover letter that stands out from the competition. Good luck on your job search journey!

• Presentation and Formatting

To Indent or Not to Indent Paragraphs

Chelsea, a reader of my monthly e-newsletter, Better Writing at Work,  asked me to write about indenting paragraphs in business letters . She wrote, “When writing letters, what is the ‘proper’ protocol on indenting?”

There are several proper ways to format a traditional business letter. Only one of them indents paragraphs, and it is not popular these days. I have described three ways below.

Modern and sleek: the full-block style.

These days most business letters follow the full-block style, with nothing indented. In this style, everything (the date, inside address, salutation, body, close, and signature block) begins at the left margin. The only content that might be indented in the full-block style is bullet points or long quotes. Both of those would be indented as a block, though, not just the first line, like this:

This is an example of a paragraph that is block indented. The whole paragraph is indented, not just the first line.

Most businesses use the full-block style because it is easy to type–no indenting! Also, it looks modern and sleek on the page.

Less modern and sleek: the modified-block style.

Paragraphs are not indented in the modified-block style. However, the date, closing, and signature block are indented–to begin at the center of the line. It requires the business writer or typist to create a template with the correct indention of the date, closing, and signature block. Some organizations use this style, which looks neat but not sleek.

Fussy and dated looking: the modified-block style with indented paragraphs.

The only style with indented paragraphs is known as “the modified-block style with indented paragraphs.” In it, the date, closing, and signature block begin at the center, as in the modified-block style. However, each paragraph is indented a half-inch (1.27 cm). This is the fussiest looking letter, with no sleek lines. It is not popular these days but was common decades ago.

If your organization wants to come across as up to date and elegant, choose the full-block style. If you want to appear up to date yet a bit traditional, consider the modified-block style. If you want to appear traditional and old-fashioned, the modified-block style with indented paragraphs might work, but remember that it doesn’t look elegant.

Some letterhead is already very left-heavy. If your company’s letter is designed with a very strong left line, you might want to use the modified-block style for a more balanced look. Check with your communications department.

Before anyone asks, the answer is no–paragraphs are NOT indented in email . On the screen, people focus on the left margin, so it makes no sense to indent paragraphs in email.

Chelsea, I hope this post answers your question. To indent or not to indent paragraphs? It’s up to you.

Thank you very much for replying to my question. I am always learning so much from you and I really appreciate it!

You’re welcome! Thanks for letting me know you read the post.

There are many styles of writing and one completely differ from the other and different organizations follow different styles. Before starting to write, one should learn the style of that particular firm.

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Do You Indent Paragraphs In A Cover Letter

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Do you indent paragraphs in a cover letter?

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Yes, it is common to indent paragraphs in a cover letter. This helps to visually separate the different sections of the letter and makes it easier to read. Typically, the first paragraph of the letter should be left-aligned, and each subsequent paragraph should be indented by about half an inch.

This can be done by using the "tab" key on a keyboard, or by adjusting the paragraph formatting in a word processing program.

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• Writing Tips

A Guide to Indenting Paragraphs

4-minute read

• 9th July 2022

Indentation refers to the gap between the left-hand margin and the beginning of text on the page or screen. Like font choice and line spacing , indentation might seem like a trivial formatting decision, but using indentation effectively makes your writing more professional-looking and easier to read.

In this guide, we’ll summarize the rules for indentation given by three of the most common style guides. Then we’ll explain the simplest way to apply paragraph indentation in Microsoft Word. First though, what are the different types of indentation?

Indentation Options

Microsoft Word offers three choices of indentation style:

●  Standard: Each line of text is indented by a specified amount. This type of indentation is useful for block quotes and other sections of text that you want to set apart.

●  First line: Indentation is applied to the first line of each paragraph. This provides a visual clue to readers that you’re shifting focus or introducing a new idea.

●  Hanging: An indent is applied to the second and subsequent lines of each paragraph. Hanging indentation is most often used in works cited lists and bibliographies, as it enables readers to easily scan the list of authors.

Indentation in APA Style

In APA , you should indent the first line of each paragraph by 0.5” (1.27 cm). This rule also applies to the abstract, except for the first line, which should be left aligned.

Standard indentation of 0.5” is applied to block quotations, and if the quote runs to more than one paragraph, you must indent the first line of the second and subsequent paragraphs by a further 0.5”.

The entries in an APA reference list should have a hanging indent of 0.5”.

Indentation in MLA Style

The guidelines for MLA are very similar to those of APA with a slight difference in the formatting of block quotes. In MLA, the first line of the second and subsequent paragraphs of block quotes should be indented by only 0.25”. Moreover, if the beginning of the first paragraph of the block quote begins a paragraph in the source text, it too should be indented by 0.25”.

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Indentation in Associated Press Style

The Associated Press Stylebook says that you should not use indentation to indicate the start of a new paragraph. Instead, you should hit the Enter key twice at the end of a paragraph (like we do in our blog posts). Block quotes should have standard indentation of 0.5”.

How to Apply Indentation in MS Word

One quick way to indent text is to hit the Tab key when the cursor is at the beginning of a line. This will indent the line by 0.5”. Pressing Tab again will increase the indent by a further 0.5” and so on. However, if you want to apply a consistent indentation style throughout a section or an entire document, it’s more efficient to use the options in the Paragraph section of the Home tab.

To automatically apply indentation to the first line of every paragraph, select Paragraph Options on the Home tab, then choose First line from the list of special indentations. Finally, enter the size of indentation you require in centimeters (e.g., 1.27).

Hanging indentations work in much the same way. You simply choose Hanging instead of First line .

For block quotes, you can use the Increase Indent button, which appears on the Home and Layout tabs. Each time you press it, the indent increases by 0.5”. You can then reduce or remove the indent with the Decrease Indent button.

Alternatively, you could create a custom style for block quotes using the Styles feature. To do this, follow these steps:

• Select the relevant text and apply indentation either with the Increase Indent button or by entering the required size in Paragraph Options .
• With the text still selected, click on the Styles Pane and select New Style.
• A Create New Style from Formatting box should appear. Enter a name for your newly created style (e.g., Block quote ).

You will then be able to choose the same style and easily apply it to all of the block quotes in your document.

Flawless Formatting

We hope you now feel confident about when and how to apply indentation in your writing. When you upload a document to us for proofreading , you can add full formatting as an extra option. Or, if your writing has already been checked for errors, we offer a formatting-only service— contact us today for a quote.

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Quick Formatting Tips for Cover Letters

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Remember that the basic format of a cover letter follows that of a business letter. As you design the page, think about the following:

• Keep it to one page.
• Write one introductory paragraph, one to three paragraphs to highlight your skills, and one concluding paragraph.
• Single-space your cover letter.
• Leave a space between addresses and dates in the heading.
• Leave a space between your heading (contact info) and greeting ("Dear...:").
• Leave a space between each paragraph.
• Leave at least three spaces between your complimentary close ("Sincerely,") and typed name.
• Sign your name in ink between your complimentary close and typed name.

Margins and Alignment

• Use standard margins (one-inch margins, usually).
• Can use smaller margins (to about 0.7-inch) as long as you are consistent on all sides.
• Align all paragraphs to the left of the page. (You can also indent the first line of each paragraph, but that is not used as often.)

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Cover Letter Spacing Guidelines

Cover Letting Spacing Overview

• Using Letter Samples and Templates
• Review Sample Formatted Cover Letters

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Technology has made it easier than ever to apply to jobs. But there’s one part of the process that’s hard to automate: cover letters.

Maybe that’s why so few candidates write them. Only 42% of applicants say that they submit this crucial document when they apply for a job. However, most hiring managers still want to see cover letters from job applicants. Even if they didn’t, it would be a shame to miss out on the opportunity to sing your praises to decision-makers. Write a thoughtful, professional cover letter, and you’ll stand out from the competition before you’ve even spoken with the hiring team.

If it’s been a while since you’ve written a cover letter—or any formal business correspondence—you might feel a little intimidated. Even the  formatting requirements  can feel confusing when you’re rusty.

The good news is that there’s a clear formula for organizing your cover letter. These cover letter spacing guidelines will help you compose a message that makes the best possible impression.

The format of a letter refers to the way the letter is arranged on the page. The format includes spacing, indentation, margins, and more.

When you're writing a cover letter, the spacing is important regardless of what form your letter is in. An email cover letter needs to be as properly formatted as a typed cover letter.

Read below for cover letter spacing and general formatting guidelines for both typed and email cover letters. Two sample cover letters, one for a typed letter and one for an email letter, are included.

• Format an email cover letter just like a traditional business letter, with spaces in between each paragraph and your signature.
• Align your cover letter to the left.
• Single-space the paragraphs in your cover letter or email message.
• When you're sending a typed letter, include a handwritten signature and a typed signature underneath it.
• When you're sending an email message, follow your signature with your contact information. If you have a formatted email signature, use this to close your message.

Your cover letter should be one page or less. Use a 10- or 12-point font that is easy to read, such as Times New Roman, Calibri, or Arial.

How to Use Letter Samples and Templates

Cover letter examples and templates  can help you visualize the layout of your letter. They also show you what elements you need to include, such as introductions and body paragraphs.

Along with helping with your layout, letter samples and templates can help you see what kind of content you should include in your document, such as a brief explanation of a layoff.

You should use a template or an example as a starting point for your letter. However, you should always personalize and customize your cover letter, so it reflects your skills and abilities, and the jobs you are applying for.

Remember that hiring managers want candidates who are passionate about this particular job, not just any job. Use your cover letter as a sales document to persuade the hiring team that you’re the right person for the job.

Review Sample Cover Letters

Here's an example of a properly spaced and formatted printed cover letter, as well as a sample email message.

Sample Spacing for a Printed Document

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

Dear Hiring Manager:

First Paragraph: The first paragraph of your letter should include information on why you are writing. Mention the position you are applying for.

Middle Paragraphs: The next paragraphs of your cover letter should describe what you have to offer the employer. Make strong connections between your abilities and their needs. Use several shorter paragraphs or bullets rather than one large block of text. Keep the paragraphs single-spaced but leave a space between each paragraph.

Final Paragraph: Conclude your cover letter by thanking the employer for considering you for the position.

Signature: Sincerely,

Signature (Handwritten)

Signature (Typed)

Sample Spacing for an Email Message

Subject: Your Name - Sample Position Application

Middle Paragraphs: The next section of your cover letter should describe what you have to offer the employer. Provide details on your qualifications for the job. Keep the paragraphs single-spaced but leave a space between each paragraph.

Final Paragraph: Conclude your cover letter by thanking the hiring manager for considering you for the job.

Signature: Include your contact information in your signature at the bottom of your email message.

Best Regards,

____________

FirstName LastName Email Address Phone LinkedIn Profile (Optional)

Jobvite. “ Job Seeker Nation Survey 2017 ,” Page 19. Accessed June 15, 2021.

Nancy M. Schullery, Linda Ickes, and Stephen E. Schullery. “ Employer Preferences for Résumés and Cover Letters ,” Business and Professional Communication Quarterly . Accessed June 15, 2021.

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3 minute read

Dos and Don’ts of Cover Letter Writing (with Examples!)

Most jobseekers make the mistake of writing their cover letters in a hurry, making them sound insincere or disinterested in the job role..

Does anyone read my cover letter?

The answer: Yes! While your resume documents your past experiences and achievements, a cover letter is a great way to showcase your enthusiasm and personality and highlight why they should hire you.

Most jobseekers make the mistake of writing their cover letters in a hurry, making them sound insincere or disinterested in the job role. Here are five dos and don’ts of cover letter writing to help your job application stand out.

(Tip 1) Don’t: Use generic salutations

Nothing makes your cover letter sound more insincere by using a generic “To whom it may concern.”

Example: “Dear Hiring Manager” or “Dear Sir/Mdm”

Do: Address the hiring manager

Cover letters need to be personalised to the person reading it. Try to identify the Hiring Manager (or Head of Department). Using a name in your cover letter conveys your sincerity and effort in researching the job role.

(Tip 2) Don’t: Cut and paste your resume

Don’t just repeat your resume. Jobseekers often make the mistake of highlighting the tasks and duties they did on the job.

Example: “Planned, supervised and coordinated the daily activities of the 3 junior analysts.”

Do: Showcase relevant experiences, achievements and skills

Use the job description and pick out relevant skills and experiences that match with the job role. Try to elaborate on your work experiences and show why you are the right fit for the job.

Example: “As the marketing manager of XYZ company, I helped to deliver 15 email campaigns a month, growing new leads by 75%.

(Tip 3) Don’t: Be overly formal

Using formal and bombastic words can sound forced and insincere. Try reading it aloud to see if there are areas of your cover letter that sound unnatural.

Example: “I wish to convey my interest in filling the vacancy at your esteemed establishment at ABC company.”

Do: Be conversational and professional

A friendly and conversational tone shows your sincerity and personality.

Example: “I believe that my passion for cybersecurity and commitment to learning new intelligence systems will make me an ideal candidate to join ABC company.

(Tip 4) Don’t: Use clichés / generic phrases

Everyone can claim to be “motivated”, a “ team player” and a “hard worker”. Without substantiating with examples, these overused phrases appear as claims rather than facts.

Example: “I am a driven and conscientious worker who greatly values in being a team-player.

Do: Use power words and support with results

Use power words like “achieved”, “improved”, “managed” to show evidence of your skills, instead of merely listing them. You can download a list of action verbs from the resume and interview starter kit .

Example: “I took the initiative to streamline the records and file systems, which led to an improvement in the administrative office by 30%.”

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(Tip 5) Don’t: Make it all about you

The cover letter is not about you. Hiring managers are not interested in what the company can do for your career and resume.

Example: “The location is near my home, the salary is what I’m looking for, and I have always dreamed about working in your company.”

Do: Share what you can offer the company

The hiring manager is evaluating if your skills and experiences can value add to the business. Talk about what you can do for the company and link it to the job description.

Example: “I am confident that my rich experience in web development for F&B and retail apps would be an asset to your organisation.”

When written correctly, a cover letter strengthens your job application and compels the hiring manager to read your resume. As a final tip, remember to keep your cover letter concise (1 page) and proofread your cover letter before sending it out!

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Do You Indent When Writing a Letter? Find Out Here

When it comes to letter writing, you might be wondering if you need to indent your paragraphs. Indentation has traditionally been used to indicate a new paragraph in formal letters, books, and essays. However, with various changes in modern writing styles and digital communication, this typical rule is no longer as common as it once was.

Nowadays, you have other formatting options at your disposal. One example is using block formatting, which means not indenting your paragraphs and leaving a line break between them instead. This style is particularly popular in online communication and professional settings. It’s essential to understand the context and purpose of your letter to determine the best approach regarding indentation.

In essence, whether or not to indent when writing a letter depends on the format and style you choose to follow. By keeping in mind the purpose of your letter and the preferred formatting, you’ll be able to make an informed decision on indentation usage.

Understanding Letter Formats

When it comes to writing a letter, it’s essential to understand the different formats available. You’ll find that indentation plays a significant role in presenting the content effectively. Below, we’ll discuss the three primary letter formats and how indentation varies in each.

Block Format

The block format is the most commonly used style in modern letter writing. Here, you’ll write the entire letter with single-spaced lines and left-align all paragraphs. There’s no need to indent the paragraphs in this format. Instead, you’ll leave a blank line between each paragraph to keep the content visually organized. Major components of a block format letter include:

• Sender’s address
• Recipient’s address

Modified Block Format

A slight variation of the block format, the modified block format, features different alignments for some elements. This style maintains left alignment for the body paragraphs, date, and closing, but the sender’s address, sign-off, and signature lines are right-aligned. Similar to the block format, you don’t need to indent paragraphs here. Remember to leave a blank line between each paragraph for proper spacing.

Indented (Semi-block) Format

As the name suggests, the indented format includes indentation for the paragraphs in the body. You’ll indent the first line of each paragraph by about half an inch to an inch. This traditional style is less common in modern correspondence, but it’s still used for formal letters such as business or legal documents. Apart from paragraph indentation, other components of the letter follow similar alignments to block and modified block formats.

To sum up, understanding letter formats helps you decide whether to indent paragraphs in your letter. The block and modified block formats are widely used today, with no indentation for paragraphs, while the indented format features paragraph indentation for a more traditional look. Consider the purpose of your letter and choose the format that best suits your needs for a polished and professional appearance.

Indenting in Business Letters

When it comes to writing business letters, you want to ensure that your formatting is professional and easy to read. One aspect to consider is whether to use indentation. In the past, it was common practice to indent paragraphs in letters, but these days, that is no longer the case. Let’s dive into the specifics of indenting in business letters and how to format them.

Block format is the preferred style for modern business letters. In this format, you do not indent paragraphs. Instead, you keep the entire letter left-justified, creating a clean, uniform appearance. To separate paragraphs, leave an empty line between them. Here’s an outline of the block format structure:

• Your contact information
• Recipient’s contact information
• Body (with paragraphs separated by a line space)
• Complimentary close
• Enclosures (if any)

If you’re using the semi-block format (generally less common), then you’ll indent the first line of each paragraph by about half an inch (0.5 inches) from the left margin. However, this format can appear less modern and might be reserved for personal or informal business letters.

It’s essential to remain consistent with your choice of format throughout the letter. Switching between block and semi-block format can make your letter look disorganized and less professional.

To sum up, here are the key points to remember about indenting in business letters:

• For a contemporary look, use the block format and do not indent paragraphs.
• For a more informal or personal letter, use the semi-block format with indented paragraphs (0.5 inches from the left margin).
• Ensure consistency in your chosen format throughout your letter.

Ultimately, your choice of indentation in business letters depends on the format you find most suitable for your specific needs. In today’s professional world, the block format is widely accepted, but it’s essential to keep your audience in mind when determining how to format your letter. By paying attention to these details, you’ll create a polished and well-structured business letter that leaves a lasting impression.

Block Style Formatting

When writing a letter, it’s important to consider the format. One popular choice is block style formatting . With this type of formatting, you’ll find it efficient and easy to follow. Let’s break down the key components of block style formatting.

In a block style letter, all text is left-aligned and there’s no indentation. This means you’ll start each paragraph at the left margin, without having to hit the “Tab” or “indent” key. The uniform appearance gives your letter a clean and professional look.

Additionally, block style formatting calls for line spaces between paragraphs, instead of indenting. You’ll leave a single blank line after each paragraph, which makes your letter easy to read and provides a clean visual separation between the paragraphs.

Here’s a quick summary of block style formatting rules:

• All text is left-aligned
• No indentation
• Single line spacing between paragraphs

It’s useful to note that block style formatting is commonly used for business letters . So, when you’re writing a formal document such as a cover letter or official correspondence, this is the format you should go for. However, it can also be used in personal letters if you prefer a tidy format.

For block style formatting, there’s a standard structure to follow. Below you’ll find the key sections to include in your letter:

• Sender’s Address : Your address comes first, placed at the top left corner. Make sure to include your name, street address, city, state, and zip code, each on a separate line.
• Date : Write the date a few lines down from your address.
• Recipient’s Address : Add the recipient’s name, title, company (if applicable), and address a few lines below the date, keeping the same left alignment.
• Salutation : Use a formal or informal greeting (such as “Dear Mr. Smith”, “Dear Jane”), followed by a colon or comma, depending on your preference.
• Body of Letter : Compose the main content of your letter, following block style formatting rules (left-aligned, no indentation, and single line spacing between paragraphs).
• Closing : Sign off the letter with a closing (such as “Sincerely”, “Best Regards”) and a comma, followed by a few lines for your signature.

Remember to keep your tone and language appropriate for the purpose of your letter. Following these guidelines, your block style letter will achieve a polished and professional appearance, ensuring your message is clearly understood.

Modified Block Style Approach

When crafting a letter, the Modified Block Style Approach is a popular choice, and it’s important to understand the formatting nuances to create a polished and professional piece of correspondence. In this style, you’ll find that certain elements are indented while others are not. Let’s dive into the specifics and ensure that you nail the formatting every time.

Typically, in a modified block style letter, the text remains left-aligned, except for the date and the closing, which are placed toward the center or the right margin. In comparison to the traditional block style, modified block style provides more flexibility and a slightly less formal appearance. Here’s a breakdown of the key components:

• Sender’s address : Align it to the left margin, and don’t forget to include your name, street address, city, state, and zip code.
• Date : It’s positioned two lines below the sender’s address and can be aligned towards the center or the right margin.
• Recipient’s address : Also known as the inside address, keep it left-aligned, two lines below the date, with the recipient’s name, title, company, street address, city, state, and zip code.

Now, let’s look at where indenting comes into play:

• Salutation : You’ll find it two lines below the recipient’s address, left-aligned. Common salutations include “Dear Mr./Ms./Dr. [Last Name],”
• Body : In the modified block style, the paragraphs are not indented. They are single-spaced and left-aligned, with a double space between each paragraph.
• Closing : Unlike the body and the salutation, the closing is indented – situated two lines below the body, and aligned toward the center or right margin. Typical closings include phrases like “Sincerely,” “Best regards,” or “Yours truly,” followed by your typed name and, if applicable, your title and company name.

Here’s a recap of key points to remember for the Modified Block Style Approach:

• Left-aligned text, with the exception of the date and closing
• Salutation and body paragraphs are not indented
• Only the closing is indented

By incorporating these formatting tips, your communications will display a sense of professionalism and clarity, ensuring your message resonates with the recipient. Familiarizing yourself with the Modified Block Style Approach will guarantee your letters are always well-structured and well-received.

Indented Format for Personal Letters

When you’re composing a personal letter, it’s important to keep in mind that formatting plays a significant role in its presentation. The indented format is one such option that you may choose to adopt. In this format, each paragraph begins with an indentation to distinguish it from the preceding text.

First and foremost, when using the indented format, you need to follow these basic guidelines:

• Keep a left-aligned margin
• Use a consistent indentation of a few spaces or half an inch for each paragraph

Typically, the indented format is reserved for informal correspondence such as personal letters to friends or family members. It adds a touch of formality, without being too rigid like a business letter.

To create an indented personal letter, start with these essential components:

• Your return address – Uppercase your street address, city, and state, followed by your ZIP code.
• The date – Write out the date in full, including the day of the week if you wish.
• The inside address – Write the recipient’s name, title (if applicable), and address in lowercase.
• The salutation – Use a friendly, informal greeting, such as “Dear [Recipient’s name],” or “Hello [Recipient’s name].”

Now that the opening formalities are out of the way, it’s time to dive into the body of the letter. Here are some tips for constructing the different sections:

• Use short, concise sentences and paragraphs to maintain clarity
• Break up longer paragraphs with bullet points or numbered lists, if relevant
• Ensure each paragraph is indented as follows:

Lastly, wrap up your letter with a heartfelt closing , such as “Best regards,” “Your friend,” or “Sincerely yours.” Remember to sign your name underneath the closing, and you’re all set with your indented personal letter!

Remember, it’s not just the content of your letter that matters, but the presentation as well. Using the indented format can give your personal letters a polished and organized appearance, which is sure to create a lasting impression on your recipient.

Managing Paragraph Indents

When you’re writing a letter, the way you indent your paragraphs can make a big difference in the overall appearance and readability of the finished product. In this section, we’ll explore various ways to manage paragraph indents and make your letter look polished and professional.

One common method for managing indents is to use block formatting . With block formatting, you’ll start your paragraphs flush with the left margin, maintaining a consistently aligned left edge throughout the letter. This style is popular as it’s:

• Easy to follow
• Visually appealing
• Emphasizes a clean and minimalistic aesthetic

Another approach to consider is the first-line indent . With this technique, you’ll indent the first line of each paragraph while keeping the rest of the paragraph aligned along the left margin. This can be achieved using either a tab or a predetermined number of spaces, usually between three and five. This style is great for:

• Distinguishing between paragraphs
• Giving your letter a more traditional look
• Facilitating a smooth reading experience

Alternatively, you can opt for a hanging indent , a technique where the first line of the paragraph is flush with the left margin, and all subsequent lines are indented. This style is particularly useful for:

• Making bulleted or numbered lists
• Presenting references or citations

Keep in mind that consistency is key when it comes to managing paragraph indents in your letter. Whichever method you choose, make sure to stick with it throughout the entire letter to maintain a polished and coherent appearance.

It’s also important to remember the purpose and tone of your letter. If you’re writing a formal business letter, adhering to the standard conventions of block formatting or first-line indents is highly advised. However, if you’re crafting a personal or informal letter, you may have more flexibility to experiment with different indent styles.

To sum up, managing paragraph indents effectively can significantly enhance the visual appearance and readability of your letter. Take the time to familiarize yourself with various indent styles and choose the one that best suits your letter’s purpose and tone. Once you’ve made your choice, ensure consistency throughout your writing for a polished, professional finish.

Applying Hanging Indents

When writing a letter, applying hanging indents can be an effective technique for achieving a polished and organized appearance. So, what exactly is a hanging indent? It’s the indentation of a paragraph where the first line extends to the left margin, while the subsequent lines are indented. This formatting style is commonly used in bibliographies, reference pages, and block quotes to emphasize readability.

To apply a hanging indent in your letter, follow these simple steps:

• Choose the paragraph where you’d like to use a hanging indent.
• Highlight the paragraph by clicking and dragging over the desired text.
• Access the paragraph formatting options on your word processor. In Microsoft Word, this can be found by navigating to the “Paragraph” section under the “Home” tab.
• Adjust the indent settings by selecting “Hanging” from the “Special” dropdown menu.

Applying hanging indents can help you achieve three key objectives in your letter:

• Highlight important points : By setting apart specific sections or emphasizing quotes, a hanging indent helps to draw the reader’s attention to critical information.
• Enhance visual appearance : Utilizing hanging indents can create a clean and professional look, making your letter appear more organized and easier to scan.
• Improve readability : With a hanging indent, your reader will have an easier time distinguishing between different sections or sources in your letter.

When incorporating hanging indents in your letter, be mindful of your audience and the purpose of your letter. For instance, if you’re writing a formal letter like a cover letter or a reference list, a hanging indent may be appropriate. On the other hand, a casual letter or personal correspondence might not require this type of formatting.

In short, applying hanging indents can be an advantageous formatting tool, depending on the context of your letter. Keep your specific purpose and audience in mind as you decide whether or not to implement this technique for better organization and readability.

Electronic Communication and Indents

In the digital age, electronic communication has quickly become the go-to method for sending messages, including letters. From formal emails to casual messages, the rules surrounding indents in electronic communication have changed slightly compared to traditional handwritten or typed letters.

When writing emails, you’ll likely find that indentation is not widely used. In most cases, people prefer block formatting , meaning that all paragraphs start at the left margin with no indent. Instead, you should leave a line space between paragraphs to make your message easier to read. This format aligns paragraphs neatly, giving your email a professional and organized appearance.

On some occasions, you might decide to use an indent in your email. If you choose to do so, keep the indent size consistent throughout your message. A typical indent size for electronic communication is between 1.25 to 2.5 centimeters, or 0.5 inches, from the left margin.

Below is a table that summarizes the differences between block formatting and indenting:

While email is the most common form of digital correspondence, you might also be writing on platforms like text messaging, social media, or online forums. The rules here are even more relaxed than in email:

• For informal messaging, like texting or posting on social media, indentation doesn’t play a significant role. Often, the focus is on brevity, and minimal formatting is the norm.
• In online forums, you’re likely to see a mix of formatting styles. Some participants may use indentation to make their posts easier to read, while others may not bother.

To sum it up, the use of indents in electronic communication largely depends on the context and purpose of your message. While block formatting without indents is the standard for emails and most other digital platforms, incorporating indents can be useful in certain situations. Ultimately, what’s most important is ensuring that your message is clear, concise, and easily readable to your audience.

Common Letter

Final thoughts on letter indents.

Indentation in letter writing can enhance the presentation and readability of your content. Nevertheless, it’s important to understand when and how to use indents appropriately. Below are some key points to consider.

• In traditional and formal letters, indentation is utilized in the first lines of each paragraph. However, modern and casual letters often opt for block formatting, with no indents and spaces between paragraphs instead.
• Certain professional correspondence, like cover letters, may require specific formatting standards. Research those guidelines and follow them closely to ensure the proper presentation of your letter.
• Remember that consistency is crucial. If you choose to indent paragraphs, make sure to do so throughout the entire letter.
• Double-check for any specific formatting requirements in your letter’s context, such as academic or professional guidelines or any submission criteria you need to follow.

In summary, indenting paragraphs in a letter can depend on various factors, including the style of the letter, its purpose, and specific formatting requirements. Identifying these factors will enable you to choose the best formatting style for your letter, ensuring a professional presentation and easy-to-read content. Just remember to stay consistent and adhere to any requirements provided.

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Top Ten Mistakes When Writing A Cover Letter

When unemployment is high, competition for the few positions available gets fierce. This means your application has to be perfect to give you a chance at an interview. Any mistakes on your cover letter could cost you the job. Here are ten of the most common errors to avoid.

Spelling and Grammatical Errors

This is the biggest mistake anyone can make with a job application cover letter. Proofread your letter and ask a friend to do so as well. Take care over the letter.

A simple spelling mistake effectively says to the prospective employer, “I do not care about what I do, and I will be this sloppy or careless in work I will do for you too.” You certainly would not consider employing anyone who said this in an interview, so why should a prospective employer bother to interview you, if you cannot bother to double check what you wrote in your cover letter.

Starting Every Sentence with, “I”

While you want to market your skills and abilities to the prospective employer, starting every single sentence with “I can do…”, “I have done…” etc, is tedious to read and is not effective. You need to add interest to the letter by writing in a way that avoids repetition, and starting every sentence or paragraph the same way.

Try other sentence beginnings, such as, “In my role as xxx, I achieved …” or “My experience in xxx is extensive, or “With 20 years experience in xxx, I will provide your company with …”, or “This role is similar to my position at xxx.”

As well as not starting every sentence with “I” or the same style of beginning, avoid the use of “I” too many times in the letter.

Creative Desktop Publishing

This is a business letter, not a brochure. Avoid using desktop publishing programs such as Microsoft Publisher and adding clip art, effects, or fancy fonts . Choose an accepted generic font like Arial, Times New Roman, or Verdana. Keep sub-headings to a minimum and use a simple bold to accentuate the sub-headings, rather than italics or any other fancy font. The font size should be a visible 12 point.

Making the Letter Too Short

A cover letter is supposed to be a vehicle to explain to prospective employers why you should be employed and how you meet the selection criteria for the position. Simply stating, “Please find my attached CV in application for the position of Managing Director,” will not win you an interview for the job. Make sure you address the selection criteria mentioned in the job advertisement or position description. A cover letter should be one to two pages at the most, properly formatted. Writing concisely is good, but ensure you include enough detail to market yourself to a prospective employer.

The 500 Word Paragraph

Break up your paragraphs. A cover letter should not be one lengthy paragraph with a salutation at the top and a signature at the bottom. Try to address one or two selection criteria that go together in each paragraph. Each sentence should have between eight to 15 words, and each paragraph should contain two to three sentences.

Talking Nonsense or in Strange Language

No-one actually says, “Please find enclosed herewith my CV.” Although the job application is a formal document, use every day language. “My CV is attached for your information,” is fine.

Another common error is trying too hard to sound impressive, and ending up not making sense at all. Re-read your sentences and ensure you have not said something strange, or a sentence that cannot be understood by a normal business person. One teacher wrote the following in a real cover letter, “I am a conduit for mainstream educational formal connections and I work to build an individual’s creative forms.” Huh? Write in every day language to make your letter clear.

Making the Reader Squint

You know that a cover letter should never be more than two pages long, but you have so much to say that you reduce the font down to such a small size to make your letter fit. Instead of reducing the font, write your letter using concise language and use fewer words. A good cover letter should have a wide margin of two or three centimetres on both sides, and will use 12 point size font.

Using Handwriting

The only place handwriting should appear on the cover letter is your signature. Handwriting a cover letter shows a lack of interest in the position, especially in a technological era where computers are easily accessible. Borrow a computer if you have to but always type or word process your cover letter. It looks more professional. One of the worse mistakes people make is handwriting a couple of sentences on a post it note and sticking it on the resume as if it was a cover letter. Write a proper letter or don’t bother applying for the job.

Not Including All Required Details

Often job applicants forget to include all contact details on the cover letter, or assume that the resume will have these details. However, it is possible for prospective employers to separate cover letters from resumes. Therefore, you need to make sure all the details are included in the cover letter.

Cover letters should start with your contact details including your name, a full address (not a post office box as this makes it look as if you are a transient), email contact and telephone contact numbers. This should appear on the top right hand side of the page. Below this, with a line space in between, the receiver’s contact details including name, position, company name and address should appear on the left hand side of the page.

Leave a space line after the address and then insert the date, spelling out the month in full. Leave another space line before the salutation. You should include the details of the position you are applying for, in case the company is currently recruiting for several jobs. Include a handwritten signature at the bottom of the cover letter.

Justifying Right and Bad Formatting

Justifying text right means that big gaps appear in the cover letter and this makes the letter harder to read. Keep a professional appearance to the cover letter with plenty of ‘white space’. Every paragraph should be separated by a line of white space, as this makes the letter easier to read. You do not want a prospective employer deciding not to interview you, simply because your letter was too hard to read due to bad formatting. Make sure the letter looks professional.

Avoiding these ten common mistakes will help you to write a better cover letter. Proofread and double check what you are sending, before you sign the bottom of the page. Your cover letter is an important facet of the job application process and you need to spend some time and care on writing the cover letter properly.

With 20+ years of experience writing CVs, it still puts a smile on my face when I hear a client has secured an interview Lee Tonge - Founder and Director

Email: [email protected] Phone: (01904) 902 102

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