First impressions hinge on the little details - 63% of hiring managers say sloppy formatting feels like a shortcut in effort.
Whether you’re drafting a job application, pitching a new client, or sending a thank-you note, how you space and structure your text shapes readability and credibility.
Mastering a few simple spacing rules ensures your letter looks sharp, feels professional, and keeps readers focused on what matters: your message.
If you're ready to elevate your presentation, here are 7 guidelines for flawless letter spacing.
1. Choose the Right Font and Size
The first step to achieving perfect letter spacing is selecting the right font.
Fonts like Times New Roman, Calibri, and Arial are popular because they’re professional and easy to read.
- Stick to 10-12 pt. Smaller fonts make your letter harder to read, while larger fonts look unprofessional.
- Avoid decorative or script fonts unless it’s for a special occasion, like a wedding invitation.
Pro Tip: If you want a modern touch, try sans-serif fonts like Arial. They’re clean and easier to read on screens and in print.
2. Set Proper Margins
Margins give your letter breathing room and ensure the text doesn’t look cramped. Standard margins for letters are 1" on all sides, which works for most types of documents.
- If you’re working with limited space, you can reduce the margins slightly, but never go smaller than 0.75 inches.
- On the flip side, too much white space from overly large margins can make your letter feel incomplete.
3. Add Spacing Between Sections
Spacing between sections is what makes a letter visually appealing and easy to skim. Follow these guidelines:
- Sender’s Address and Date: Place one blank line between each element.
- Recipient’s Details and Salutation: Add one blank line after the recipient’s address and before “Dear [Name].”
- Body Paragraphs: Use single spacing within paragraphs, but leave a blank line between them for better readability.
- Closing and Signature: Leave three blank lines between your closing (e.g., “Sincerely”) and your typed name to accommodate your signature.
This consistent spacing ensures your letter looks professional and organized.
Also Read: What are some of the best resume formats for freshers?
4. Align Your Text Properly
Proper alignment helps your letter look polished. For most professional letters:
- Use left alignment for the entire document. This creates a clean, uniform look that’s easy to follow.
- Avoid justified alignment, as it can create awkward gaps between words that disrupt readability.
Alignment might seem like a minor detail, but it can dramatically affect the overall presentation of your letter.
Also Read: How to write a simple cover letter?
5. Break the Content into Short Paragraphs
Nobody wants to read a wall of text. Breaking your content into short, digestible paragraphs makes your letter more reader-friendly. Here’s a good rule of thumb:
- Aim for 3-5 sentences per paragraph. This keeps each section concise and to the point.
- Start with an engaging opening paragraph, provide details in the middle, and wrap up with a strong conclusion.
Pro Tip: Use transition words like “Furthermore” or “In addition” to create a logical flow between paragraphs without overwhelming the reader.
6. Review and Proofread
Even the most carefully formatted letter can fall short if you don’t review it. Before you hit send or print, take these final steps:
- Proofread for Spacing Errors: Look for uneven spacing, misaligned text, or awkward gaps.
- Print a Test Copy: On-screen formatting can look different in print. A test print ensures your spacing translates well to paper.
- Ask for Feedback: If you’re unsure, ask a friend or colleague to review your letter. A fresh set of eyes can catch mistakes you might overlook.
Also Read: How to end a cover letter?
Conclusion
Spacing might seem like a small detail, but it plays a significant role in how your letter is perceived.
A well-spaced letter conveys professionalism, clarity, and attention to detail - qualities that can set you apart, whether you’re applying for a job or writing to a client.
And if you want extra help getting it just right, Hiration can help you create polished resumes, cover letters, and LinkedIn profiles with fully customizable formatting.
Focus on what you want to say - we’ll help you present it perfectly.
