When applying for a job, it’s easy to focus on perfecting your cover letter and forget about the small details—like how to name the file. But guess what? The way you title your cover letter file can make a lasting impression on hiring managers.
A well-named file looks professional, while a poorly labeled file might leave a bad taste before they even open your letter. Plus, HR professionals often receive tons of applications, so a clear, properly named file can help them keep everything organized.
Let’s discuss the best way to name your cover letter file so that it stands out for the right reasons.
How to name a cover letter file
Selecting a file name for a professional cover letter follows a few universal rules that help keep things tidy and organized. Following these guidelines ensures your files are not only easy to locate but also give a polished, professional impression right from the start.
Plus, they’ll save whoever opens them from unnecessary confusion.
Good practices for naming files
- Don’t use unnecessary abbreviations that may confuse the reader.
- Use standard title capitalization like John_Doe_Cover_Letter.pdf rather than all lowercase or random capitalization (johndoeCoverLetter.pdf).Avoid overly long names or complicated structures that make it harder for someone to scan a list of documents.
- If you need to separate words, use either hyphens (-) or underscores (_) rather than slashes (/), periods, or other symbols.
- Keep it businesslike and steer clear from emojis or fun symbols.
- Include your full name because this helps the hiring manager immediately know who the file belongs to.
- Adding the role you’re applying for clarifies your application and differentiates it if the company is hiring for multiple positions.
Think of these as the unwritten rules for naming your cover letter. Now, let’s look at the key elements that make your cover letter file name effective.
What to include in your cover letter file name
There are a few crucial elements you should always have in mind regarding your cover letter file name. These ensuret the recruiter knows exactly what the file is, who it’s from, and what position you’re applying for.
Taking the extra step to title your file properly can prevent confusion and ensure your application stands out for the right reasons.
Your full name
Including your full name in the file name is non-negotiable. It’s the quickest way for the hiring manager or recruiter to identify who the document belongs to. Especially when they’re sorting through dozens (or even hundreds) of applications, having a clear name in the file helps prevent confusion or misplacement.
Even if you have a common name, it’s better than leaving your name out altogether. If you want to stand out further, you can combine this with other elements like the job title or company name (more on that below).
Position title
Including the job title in your cover letter file name is helpful, especially if the company is hiring for multiple positions. This adds clarity and lets the hiring team know right away which role you’re applying for.
If the role title is long, feel free to abbreviate slightly (as long as it’s still clear), but always make sure it’s specific enough that there’s no ambiguity.
Excellence is in the details. Give attention to the details and excellence will come.
Perry Paxton
Company name (Optional)
Although it's not required, adding the company’s name to the title of your cover letter can be a thoughtful detail, particularly if you’re submitting applications to multiple companies simultaneously.
It signals you’ve gone the extra mile to tailor your resume and CL to their job opening, rather than using a generic, one-size-fits-all approach.
However, if your file name is already getting too long, this element can be left out in favor of focusing on your name and position.
File type
When it comes to the file type, always save your cover letter as a PDF unless the job posting specifies otherwise. PDFs are universally readable and maintain their formatting across different devices and operating systems, ensuring your cover letter looks the same to everyone who opens it.
Now that we’ve highlighted the main components, let’s check out some examples of properly formatted cover letter file names to keep things professional.
Cover letter importance
According to an article published in Prodigy Finance about the hiring process, 45% of hiring managers review the cover letter before turning their attention to the applicant’s resume.
Examples of correct cover letter file names
Your cover letter file name is the first glimpse the hiring manager will have of your application, so it’s important to get it right. Here are a few examples of different approaches to naming your file, depending on the specifics of the job or company.
Our first example works well for single applications when you don’t need to specify a job title or company.
Example 1: John_Doe_Cover_Letter.pdf
This is the simplest, most straightforward format. It includes:
- Your full name: John Doe, making it easy for the employer to immediately identify you.
- File type: The PDF format ensures the document remains unchanged and can be opened on any system.
Including the year can add clarity and make it easier for you and the employer to track applications over time.
Example 2: Sarah_Williams_Cover_Letter_2024.pdf
In this case, the applicant has included the year, which is useful if:
- Multiple applications: You’re applying for several roles over time and want to differentiate them.
- Specific year: It indicates when the application was made—useful for large organizations that may hire year-round.
The third format provides more information upfront and makes the job you’re applying for crystal clear.
Example 3: James_Martin_Project_Manager_Cover_Letter.pdf
This version specifies the job title, which is especially helpful if:
- The company has multiple openings: It ensures your application is properly categorized for the right position.
- Specialization: Some roles, like Project Manager, might have varying specializations (IT Project Manager, Construction Project Manager), so being specific is a plus.
The following format helps ensure the document is clearly understood as part of a larger package, minimizing confusion.
Example 4: Kevin_Jones_Marketing_Application_Cover_Letter.pdf
This example includes the word "Application," which is useful when:
- Part of a full package: If you’re submitting multiple documents (cover letter, resume, portfolio), labeling your cover letter as part of the application can help organize your submission.
- Clarifying purpose: In some cases, you might want to clarify that this is part of a broader set of application materials.
Sometimes, the job posting might come with specific instructions on how to name your file. In that case, follow their guidelines exactly. Ignoring these details can make you look careless, no matter how strong your application is.
What if you're applying for multiple roles at the same company?
In this case, you’ll want to differentiate not only the content but also the file names for each role. For example, if you’re applying for both a marketing and sales position at the same company, you might use:
JaneSmith_MarketingManager_CoverLetter.pdf
JaneSmith_SalesManager_CoverLetter.pdf
Tailoring your file names for each position helps keep your applications organized and shows attention to detail.
Next, let’s explore what NOT to do when naming your cover letter file.
Common mistakes to avoid when choosing a title for your cover letter file
When naming your cover letter file, it's easy to overlook how much it impacts your job application. A poorly named file can create confusion, look unprofessional, or even cause your application to get lost among others.
Below are some of the most frequent file-naming errors and simple ways to avoid them.
- Vague names: Names like "coverletter.pdf", "coverletter-2.pdf", "resume.pdf" or "document.pdf" are too generic and, let's say it, straight unprofessional. Always include your full name and job title to make your file easily identifiable.
- Overly long file names: File names like "JohnathanSmithCoverLetterforMarketingManager.pdf" are too long and may get cut off. Keep it concise, aiming for around 4-5 words, like "JohnSmithMarketingCoverLetter.pdf."
- Using special characters: Special characters like /, *, or & can cause compatibility issues. Stick to letters, numbers, hyphens (-), or underscores (), e.g., "JohnDoeCoverLetter.pdf."
- Inconsistent file formats: Sending files as .docx or .pages can create compatibility problems. Unless otherwise specified in the job ad, save your cover letter as a PDF to ensure proper formatting and accessibility.
- Too many versions: Names like "JohnSmithCoverLetterFinalFinal.pdf" are confusing. Once finalized, remove version numbers or extra descriptors and stick to a clean name like "JohnSmithCoverLetter.pdf."
- Using all caps or no caps: "JOHNDOECOVERLETTER.PDF" (all caps) or "johndoecoverletter.pdf" (no caps) looks unprofessional. Use proper capitalization like "JohnDoeCoverLetter.pdf."
- Forgetting to double-check the file name: Sending "DraftCoverLetter.pdf" looks careless. Always review the file name to ensure it’s current, like "JaneDoeContentWriterCoverLetter.pdf."
- Using unprofessional terms or nicknames: Avoid nicknames or informal terms like "JennyBeeCoverLetter.pdf." Stick to your full, formal name, such as "JenniferSmithCoverLetter.pdf."
PRO TIP
Avoid using spaces in your file names. When uploaded to some Applicant Tracking Systems, spaces can be converted into “%20” symbols, turning a clean “Jane Doe Resume.pdf” into a messy "Jane%20Doe%20Resume.pdf." Instead, use dashes or underscores to keep your file name readable and professional.
In conclusion
Naming your cover letter file correctly is a simple yet crucial step in your job application process. A well-chosen file name makes your submission easy to identify, professional, and ensures it doesn't get lost in a sea of other applications.
By following best practices like using your full name and job title, and sticking to standard formatting, you present yourself as a thoughtful and detail-oriented candidate.
Make one that's truly you.
