ATS-Friendly Cover Letter Formatting Guide for Job Seekers

In brief: An ATS-friendly cover letter uses a single-column layout, readable text in the document body, and a file type the employer accepts. Keep essential details out of graphics and text boxes, use job terms honestly, and check the version you'll submit; these steps help you catch common problems, but they can't guarantee how an employer's system will handle the letter or whether a recruiter will read it.

Three things to remember:

1. Follow the employer's application and file instructions first.
2. Keep the layout simple, without columns or graphics.
3. Connect relevant job terms to work you've actually done.

How an ATS may handle your cover letter

An applicant tracking system, or ATS, helps an employer manage applications. What happens to your cover letter depends on the system and its settings: it might sit in the application as an attachment, or the system might process it for searchable text. A recruiter may read the letter directly, too.

You probably won't know which happens. That's why a simple layout is a sensible precaution, not a promise that every detail will be interpreted correctly.

Start with these formatting benchmarks

Use these as starting points rather than rules every ATS follows. Employer instructions take priority if they ask for something different.

Keep essential information out of tables, columns, graphics, and decorative text boxes used for positioning. The Acedit cover letter guide likewise recommends a simple layout without graphics or tables.

Build a predictable letter structure

Put your name and contact details at the top of the document body. Then add the date, greeting, letter, and sign-off. If you can't find a contact, "Dear Hiring Manager" is a reasonable choice.

Your draft can follow this order:

Your Name
Email | Phone | Location

Date

Dear Hiring Manager,

Opening: Name the role and briefly explain your interest.

Middle: Connect one or two examples of your experience
to the work described in the posting.

Closing: Thank the reader for their consideration.

Sincerely,
Your Name

Short paragraphs are usually enough for the letter itself. A few simple bullet points can help if they make an example easier to scan, but copy them into a plain-text editor to make sure they still appear in the intended order.

Choose the format the application accepts

Read the upload instructions before deciding between PDF and Word. The portal may also ask you to paste text or provide only one field for multiple documents.

For a PDF, try selecting and copying the text. If you can export a text-based document, avoid submitting a scanned image of the letter. The copy test is useful, but selectable text alone won't tell you how every ATS will process the file.

Thing is, some portals don't make room for a cover letter at all. If there's no field and the instructions aren't clear, use the options the portal provides instead of hiding the letter in an unrelated upload.

Use job terms in context

Look at the posting for skills or responsibilities that match your experience. Then give the reader an example of using them, rather than dropping in a list of terms.

• Vague: "I have strong project management skills."
• More specific: "I coordinated project schedules and status reports for a cross-functional team."

You can add a result if you can support it. Don't repeat phrases just to fill space, and don't claim skills you haven't used.

A cover letter isn't necessarily parsed, searched, or scored like a resume. Relevant terms earn their place when they make your experience clearer to a reader.

Check the file and portal preview

Give the submitted version one last look, especially if you adapted a letter from an earlier application and changed the role title or employer name along the way. Check the saved file first; then check what the portal shows you.

1. Confirm the details. Look at the employer's name, the role title, the greeting, and the examples you've chosen.
2. Name the file clearly. For example, use FirstName-LastName-Cover-Letter.pdf.
3. Open the saved version. Check the spelling, spacing, and contact details in that file.
4. Copy the text into a plain-text editor. Look for missing words and content that appears out of order.
5. Review the upload or pasted text. Check the portal preview and fix broken line breaks where you can.

The copy-and-paste check catches obvious issues; it can't reproduce every employer's process. For internationally mobile applicants, keeping reachable contact details consistent is also a useful part of job-search preparation.

Common questions about ATS-friendly cover letters

Is PDF or Word better?

Start with the employer's instructions. If no format is specified, a text-based PDF or a simple DOCX can be a practical choice. Open the saved version before you upload it.

Can I use a cover letter template?

Yes. Pick one with a single column and ordinary text. Remove graphics or text boxes that hold essential details, and tailor the letter to the role rather than changing only the employer's name.

Do I need to include keywords?

Use terms from the posting when they accurately describe your experience. A specific example does more work than a list of repeated phrases.

The bottom line

Follow the employer's instructions and keep the layout straightforward. Before you submit, open the final letter, check the employer and role names, and copy its text into a plain-text editor to see whether it reads in the intended order.