A cover letter introduces a candidate to a potential employer, expressing interest in a specific role and highlighting relevant qualifications. As application processes have moved almost entirely into the digital space, documentation requirements have evolved. While job seekers often wonder if a traditional signature is necessary, the simple answer for most modern applications is that a physical or digital signature is not strictly required. Understanding the current professional etiquette around closing a cover letter ensures the application is correctly formatted for the submission method.
The Modern Standard for Cover Letter Closings
The current professional consensus dictates that a cover letter closing is complete with a formal closing phrase followed by a typed name and contact details. Phrases such as “Sincerely,” “Best Regards,” or “Respectfully” precede a line break, signaling the end of the main body text. In the context of electronic submissions, the typed name block functions as the applicant’s official authentication, fulfilling the purpose of a signature without requiring a handwritten mark.
This accepted standard is used across nearly all industries and streamlines the application review process for hiring managers. This standardized closing provides all the necessary information for the recipient to contact the applicant. The block typically includes a phone number, a professional email address, and often a link to a professional networking profile or portfolio.
Signature Practices Based on Submission Format
The method used to submit the cover letter impacts the expected closing format. When submitting an application where the cover letter text is placed directly within the body of an email, no separate signature space or image is necessary. The standard email signature block, which is automatically appended to the message, serves as the complete professional closing and contact information. This approach is the most efficient for email applications.
For cover letters submitted as attached documents, such as a PDF or Word file, the convention is slightly different. After the closing salutation, applicants should leave three to four blank lines before typing their full name and contact information. This blank space is traditionally reserved for a physical signature, even if the applicant chooses not to include one in the digital version. This spacing maintains the formal structure of a traditional business letter.
Saving the document as a non-editable Portable Document Format (PDF) is recommended to preserve the formatting and ensure the document appears correctly on any system. The traditional printed hard copy represents the only standard scenario where a physical, handwritten signature is expected. In this highly formal case, the applicant prints the document and manually signs their name in the blank space between the closing salutation and the typed name.
Executing the Digital or Physical Signature
When an applicant decides or is required to include a signature, the method of execution must maintain professionalism. The most common and accepted method remains the standard typed name block, which is clean, legible, and non-disruptive to the document layout. For situations demanding a visual signature, one option is inserting a high-resolution scan of a handwritten signature.
This image should be monochromatic, clear, and sized appropriately to fit the reserved space without distorting the surrounding text. This image-based signature is sometimes used for highly formal or executive-level roles where a more personalized touch is desired. However, using complex electronic signature tools that require verification steps is usually unnecessary and can introduce complexity to the application process.
Exceptions: When Formality Requires a Signature
While most applications do not require a formal signature, specific circumstances necessitate this formality. Highly regulated industries, such as government, legal, or financial services, often maintain stricter requirements for document authentication. In these sectors, a physical or verifiable digital signature may be part of the compliance protocol. Applicants must also pay close attention to the job posting or application instructions.
If the application materials explicitly request a “signed document” or a “formally executed letter,” the applicant must comply with the instruction. Compliance may involve printing the cover letter, signing it by hand, and then scanning the entire document back into a PDF for digital submission. Ignoring such a specific request can result in the application being immediately disqualified.
Closing Salutations Versus the Signature Block
It is important to distinguish between the mandatory closing salutation and the optional signature or name block. The closing salutation, such as “Best regards” or “Sincerely,” is a required component of professional letter etiquette. This phrase formally concludes the written communication and precedes any reserved space for a signature.
The signature block, which consists of the typed name and contact information, is positioned below the closing salutation. Whether or not a physical signature is inserted above the typed name, the closing salutation must still be present to maintain the proper structure and tone of a business letter.