A cover letter serves as a professional introduction, providing context for an application and highlighting skills relevant to the job opening. As job applications have shifted from physical mail to digital submission portals and email attachments, many job seekers are uncertain about the proper protocol for closing the letter. This confusion often centers on the formality of the sign-off and whether a physical signature is still necessary in a digital environment.
The Necessity of Signing in the Digital Age
The shift to digital applications has fundamentally changed the requirements for cover letter authentication. For the vast majority of submissions—whether uploaded as a PDF or sent within the body of an email—a physical, handwritten signature is not mandatory. The modern standard dictates that the applicant’s full, typed name at the conclusion of the letter fulfills the requirement for formal identification.
The typed name serves a functional purpose, as it is easily scanned and indexed by Applicant Tracking Systems (ATS). Unlike a graphic signature image, a typed name ensures the document’s closure is readable and searchable by recruitment software. This protocol ensures consistency and readability across different digital platforms and maintains the applicant’s professional presentation. Relying solely on the typed name streamlines the application process.
Choosing the Right Closing Salutation
Selecting the appropriate closing salutation is important for maintaining the professional tone of the cover letter. This formal closing precedes the typed name and functions as a final courteous gesture. Standard professional options such as “Sincerely,” “Best regards,” or “Respectfully yours” are widely accepted across most industries and convey a suitable level of formality.
While “Sincerely” is universally safe, options like “Best regards” can convey a slightly more modern, yet professional, tone. The goal is to select a phrase that reflects respect for the recipient and the seriousness of the application. Phrases like “Warmly,” “Cheers,” or “Yours truly” should be avoided, as they suggest a casualness inappropriate for initial job correspondence.
How to Format Your Name Block
Once the formal closing salutation is chosen, the formatting of the name block must adhere to a specific structure. The salutation is immediately followed by four blank lines of vertical space, or two lines if space is restricted. This intentional gap is a holdover from traditional business letter formatting, designed to provide adequate room for a physical signature.
Immediately following this signature space, the applicant’s full legal name should be clearly typed. Beneath the typed name, include contact information, such as a phone number and professional email address, even if this information appears in the letter’s header. This redundancy ensures the hiring manager can quickly reach out without searching the document.
Typing your name is the standard digital authentication method, which is distinct from inserting a signature image. A typed name is a clean, textual element, while a signature image is a graphic file (JPEG or PNG) of your actual handwriting. Unless specifically requested, the typed name alone is sufficient and preferred.
When to Use a Physical or Digital Signature
While the typed name suffices for most digital submissions, certain circumstances warrant the inclusion of a physical or digital signature image. Applications submitted via physical mail still require the traditional handwritten mark in the designated space. This maintains the formality of a mailed business document.
Roles within highly regulated or formal sectors, such as legal, government, or high-level academic positions, sometimes expect a signature image for an added layer of authenticity. Executive-level positions may also benefit from this traditional gravitas.
To create a professional digital signature, sign a blank piece of white paper cleanly and scan it at high resolution. The resulting image should be edited to remove the background, ensuring only the dark ink remains on a transparent layer. Inserting this clean, high-resolution graphic prevents the final PDF from looking like a hastily pasted image with a distracting white box around it.
Final Checklist for Closing Your Cover Letter
- Always use a professional salutation like “Sincerely” or “Best regards.”
- Ensure four blank lines are left between the salutation and your typed name.
- Always include your full, legal name typed beneath the signature space.
- Include current contact details (phone and email) directly beneath your typed name.
- Only use a physical, handwritten signature or a digital signature image if the application is being physically mailed or specifically requested.