An APA cover letter uses standard APA page setup with clear headings, double spacing, and a focused one-page structure.
When an instructor or journal asks for a cover letter in APA style, many students feel unsure where to start. The good news is that APA rules for a cover letter build on the same layout you already use for essays and research papers. Once you see how the parts fit together on the page, the template becomes easy to reuse for class, internships, or manuscript submissions.
This guide walks you through apa format for cover letter step by step. You will see how to set up margins, choose fonts, place contact details, and build paragraphs that match academic expectations while still sounding like you.
Apa Format For Cover Letter
In APA Style, a cover letter is a short, formal letter that introduces your attached work. For students, the letter often goes with a research paper, project, or resume. For researchers, the letter usually goes to a journal editor with a manuscript submission. In both cases the goal stays the same: show what you are sending, why it matters in that context, and that it follows ethical and submission rules.
APA Style does not change the basic business letter layout. You still start with your contact block, date, and recipient block; you still use a greeting, three to five short paragraphs, and a closing with your name. The apa format for cover letter mainly affects how the page looks on screen or paper: fonts, spacing, alignment, and tone that match the rest of your APA work.
Quick Apa Cover Letter Layout At A Glance
The table below gives you a fast reference for the main layout choices before you draft any sentences.
| Element | APA Recommendation | Notes For Cover Letters |
|---|---|---|
| Font | 11 pt Calibri, 11 pt Arial, 12 pt Times New Roman, or similar readable font | Use the same font as the attached paper or resume. |
| Margins | 1 inch on all sides | Matches standard APA paper format. |
| Line Spacing | Double spaced throughout | Insert one blank line between sections for extra clarity. |
| Alignment | Left aligned text | Do not justify the right margin. |
| Length | One page | Three to five short paragraphs usually fit well. |
| Salutation | “Dear Dr. Lopez,” or “Dear Hiring Manager,” | Avoid generic greetings if you know a name. |
| Closing | “Sincerely,” or “Best regards,” | Leave space for a typed or digital signature above your name. |
Apa Format For Cover Letter Layout And Structure
Once the basic settings are in place, layout comes next. Page setup for a cover letter in APA Style mirrors the general paper format: standard font, 1 inch margins, double spacing, and a clear heading at the top of the first page. Guidance on fonts and margins appears in many university APA guides and in the official APA Style cover letter guidance, so it is worth checking any course handout against those notes.
Standard Page Setup In APA Style
On a blank document, set the font and size first, then the spacing. Use one of the fonts approved in APA manuals, such as 11 point Calibri or 12 point Times New Roman, and apply it to the whole document. Next, set line spacing to double and be sure the setting applies to the entire page, not just current paragraphs. Last, confirm that margins sit at 1 inch on every side and that text stays left aligned.
Student papers in APA Style usually show only the page number in the top right corner. For a stand-alone cover letter, page numbers are optional unless your instructor requests them. When the letter forms part of a manuscript package, page numbers keep every file in order, so check any journal directions carefully.
Contact Blocks And Date
The top of the letter holds your contact details and the recipient’s details. At the left margin, type your full name, street address, city, email address, and phone number. Add a blank line, then type the date in Month Day, Year order. After another blank line, add the recipient block: the person’s name, role, organization, and mailing address.
Keep each part single spaced inside the block and add a blank double-spaced line between the blocks. This pattern signals where one section ends and the next begins while still following APA spacing rules for the full document.
Salutation And First Paragraph
Next comes your greeting. If you know the name of the editor, supervisor, or hiring manager, use a direct salutation such as “Dear Dr. Rivera,” or “Dear Ms. Patel,”. If you truly cannot find a name, you can write “Dear Hiring Manager,” for job letters or “Dear Editorial Team,” for journal submissions.
The opening paragraph should tell the reader what you are sending and why. For a research manuscript, you might name the article, the type of study, and the journal section that suits it. For a job application, you might mention the position title, where you saw the posting, and one short phrase that links your background to the role.
Step-By-Step Apa Cover Letter Formatting
This section breaks the letter into small actions you can follow in order. You can also turn the steps into a personal template for later assignments.
Step 1: Set Up The Document
Open a new document and set font, font size, margins, and spacing as noted above. Turn off extra spacing before or after paragraphs, since extra gaps can make a short letter look thin. If your program adds a blank line after each paragraph by default, change that value to zero so only double spacing remains.
Step 2: Add Your Contact Details
Type your contact block at the top left. Include your full name, academic program, university, email address, and phone number. In a job search, you can add a LinkedIn URL if it looks professional. Keep the block single spaced with a blank double-spaced line after it.
Step 3: Type The Date And Recipient Block
On the next line, type the date in full. After one blank line, type the recipient’s name and role, the department or journal, the institution or company, and the mailing address. Watch spelling here; correct names signal care before the reader sees the rest of your letter.
Step 4: Write A Clear Subject Line (Optional)
Some instructors and editors prefer a bold subject line under the address block. In APA Style this line sits left aligned, not centered, and may appear in bold. A student paper might say, “Re: Research Proposal On Sleep Quality In College Students”. A job letter might say, “Re: Application For Graduate Research Assistant”.
Step 5: Draft The Opening Paragraph
Your opening paragraph should be short and direct. In one or two sentences, name what you are submitting and how it links to the course, role, or journal. Add a third sentence that points to one strong feature of the attached work, such as a method, sample, or result that lines up with the audience’s interests.
Step 6: Build The Middle Paragraphs
The middle of the letter often holds two short paragraphs. In a manuscript letter, you might summarize your question, design, and main finding in plain language, then mention any ethical approvals or data access notes. In a job letter, you might connect two or three skills from your resume to tasks named in the posting. Use topic sentences so each paragraph has a clear point.
Keep sentences tight. Use active verbs, plain language, and concrete details such as sample size, course titles, or software tools instead of vague claims. This writing style matches general APA advice and helps busy readers scan for what matters to them.
Step 7: Close The Letter
The closing paragraph should thank the reader and point to the next step. You might mention that the manuscript is not under review elsewhere, or that you are happy to provide further material on request. End with a simple closing such as “Sincerely,” or “Best regards,” followed by a few blank lines and your typed name.
If you are printing the letter, sign above your typed name. For digital submissions, a typed name alone is fine unless guidelines ask for an image of your signature.
APA Cover Letters For Job Applications And Assignments
Many instructors ask students to send a cover letter with a resume or CV in APA format. Here your letter still follows general cover letter rules that employers expect, but it also respects APA layout and tone. Think of it as a bridge between academic writing and professional communication.
One helpful move is to mirror language from the job posting while still sounding like yourself. If the posting mentions data analysis, client work, or teaching, you can echo those phrases while giving brief, concrete examples from your studies. This keeps the letter grounded in real tasks instead of broad claims.
When the cover letter goes with a course assignment, instructors often care about APA details as much as content. Many campus writing centers post current APA guides; for instance, university libraries share APA formatting overviews that match the seventh edition manual. Checking your letter against one trusted guide before submission can help you catch small layout issues.
Adapting APA Cover Letters For Email
Some assignments or job postings ask you to paste a cover letter into the body of an email rather than attach a separate file. In that case, keep the content of your APA letter but relax a few layout rules. You can drop formal address blocks, keep a simple greeting, and paste the paragraphs as plain text with single spacing. Still use a clear subject line and include your program or role in your email signature.
If you also attach an APA paper or resume, check that file one more time before you send it. Fonts, spacing, and headers sometimes shift when you export or upload files, so a quick scan of the PDF or Word document prevents surprises on the reader’s side.
Common Apa Cover Letter Mistakes
Writers often know the content they want to share yet lose points because of small format slips. Spotting those patterns ahead of time saves grading comments and revision time.
| Issue | How It Shows Up | Quick Fix |
|---|---|---|
| Single Spacing | Paragraphs appear tight with little white space. | Set the whole document to double spacing and remove extra spacing after paragraphs. |
| Wrong Font | Use of ornate or script fonts that are hard to read. | Switch to an approved APA font such as Calibri, Arial, or Times New Roman. |
| Overlong Letter | Text spills onto a second page. | Trim repetition, merge similar points, and aim for three to five short paragraphs. |
| Missing Names | Greeting uses a generic line where a name was easy to find. | Spend a few minutes checking the course outline, journal masthead, or job ad for a contact name. |
| Casual Tone | Chatty phrases, emojis, or slang appear in the letter. | Use clear, polite sentences and reserve emojis for informal messages. |
| Weak Proofreading | Typos in names, titles, or references to attached files. | Read the letter aloud once and verify all names and file labels match your attachments. |
| Attachment Confusion | The letter mentions a file that is missing or mislabeled. | Check all attachments and file names just before submission. |
Build a short checklist based on these issues and keep it next to your writing workspace. Running through the list takes less than a minute and can raise the overall polish of both student and professional letters.
Quick Checklist Before You Submit
Right before you upload or email your cover letter, pause for one last scan. Many small layout issues jump out on a fresh read, and fixes at this stage still take only a few clicks.
Layout And Style
- Font matches one allowed in APA seventh edition.
- Margins sit at 1 inch on all sides.
- Entire letter is double spaced with no extra spacing before or after paragraphs.
- All text is left aligned; no justified right margin.
- Letter fits on a single page.
Content And Tone
- Opening paragraph clearly states what you are sending and why.
- Middle paragraphs link your work or skills to the reader’s needs with concrete examples.
- Closing paragraph thanks the reader and notes any next steps.
- Salutation and closing match the level of formality of the context.
Accuracy Checks
- Names, roles, and organization titles are spelled correctly.
- Every file mentioned in the letter is attached and labeled clearly.
- Course codes, journal titles, or position titles match the official wording in the assignment or posting.
Once you grow used to this routine, drafting in apa format for cover letter tasks feels closer to filling out a familiar template than starting from zero. You keep the same layout, heading order, and tone each time, then swap in new details for each course, job, or journal. That steady structure lets your reader focus on your ideas instead of small format glitches.