Job application letter format: How to structure your cover letter

Alongside your CV, the cover letter is the most important document in your job application. It gives you the opportunity to introduce yourself in more detail, highlight your strengths, and provide examples to support them.

In this guide, we will show you how to structure your cover letter and what to look out for in terms of visual design.

Where to place the cover letter in your job application

Before we get into the details of the job application letter format, you should know how a German job application is structured. Although the CV is the centrepiece of your application, the cover letter is always the first document.

If you are sending a printed application portfolio, the cover letter should always be on top of the documents - even if you are adding a cover page.

Job application letter format: step by step

The cover letter is basically a business letter. There is a German standard for business letters that you can use as a guide for your job application letter format: the DIN 5008. In some industries it may be mandatory to write a letter according to DIN 5008 - but usually you don't have to stick to it so strictly.

Letterhead

You start your cover letter with a classic letterhead that includes your personal details, and those of the recipient. Your name, address, telephone number, and email address should be on the right-hand side.

This is followed by the recipient's details, left-aligned. Remember to include the recipient's full name, correct company name, and address. You only need to include the country if you are applying abroad. The last part of the header is the current date, again right-aligned. You can also include the place where you wrote the job application.

Subject line

The subject line should ideally be one line, but no more than two. You do not need to start this line with the word "Subject:", but you can emphasise it by writing it in bold.

Body text

The main body of the cover letter is where you introduce yourself and highlight your strengths. As this guide is about the job application letter format, we will only briefly outline the most important points.

The cover letter is divided into three sections: introduction, body, and conclusion. You should devote a separate paragraph to each section, although the main body should be divided into further paragraphs.

The structure

• Introduction: You start the text with a short introduction describing the current stage of your life: have you just finished your studies or are you looking for a new job after many years of employment? You can also mention how you heard about the vacancy and what motivated you to apply.
• The main section: In this section you can back up your qualifications, strengths, and skills with examples. You should divide this into two or three paragraphs, for example by separating your professional qualifications from your soft skills.
• The conclusion: In the last section you should mention your earliest possible starting date and your wish to have an interview. If the vacancy specifically asks for it, you can also include your salary requirements. If you are currently employed, you should also include a request for confidentiality. Finally, add a greeting and your signature.

What about the attachments?

At the end of your cover letter, you can use the simple word "attachments" to indicate that there are certificates and other supporting documents. You may also list them in bullet points if you have enough space.

Design of the cover letter

In addition to the correct job application letter format, which makes your cover letter easier to read, an appealing visual design is also important. Again, there are a number of details to consider.

Font and font size

Your CV and cover letter should be as consistent as possible. Choose a font that you will use throughout your job application. Make sure that it is easy to read.

Another important consideration is the size of the font: ideally, it should be between 10 and 12 points.

Text alignment and line spacing

You have two options when it comes to the text alignment in the job application letter format: you can align the text to the left or centre it. If you choose to centre your text, make sure it is evenly spaced - if it is too wide, you may end up with large gaps, which you should avoid. You can't go wrong with left-aligned text.

Choose a suitable line spacing for the job application letter format. It should be easy to read and still fit on one page. Single-spaced text is usually the best solution.

Margins

When it comes to margins in the job application letter format, most applicants simply rely on the margins already set in their word processing software - in most cases this is perfectly adequate.

Colours and patterns

Less is more - stick to this adage when it comes to visually enhancing your cover letter. Choose one or at most two accent colours. For fonts, stick to classic black, as legibility is always a top priority.

You should also use patterns sparingly in the background, header, or footer of your cover letter - after all, the design must not distract from the content.

Job application letter format: use templates

If you don't feel confident enough to design your own job application letter format, it's a good idea to use a ready-made template.

On our website you will find a wide range of cover letter templates, from the classic to the creative. You can customise them with just a few clicks in our CV editor.

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You should always make sure that you write your own text and personalise your cover letter. If you accidentally use a placeholder or mention skills that don't apply to the job, you won't make a good impression.