Letter Header Examples: 6 Formats That Work

Letter header examples vary by format—business, personal, formal, or email—but every correct header shares one goal: telling the reader who wrote the letter, when, and how to reply. Below are six proven header formats you can copy, plus the rules for choosing and formatting each one.

What Is a Letter Header?

A letter header is the block of information at the top of a letter that identifies the sender, the date, and sometimes the recipient. In a formal business letter, the header typically includes the sender’s name, address, phone number, email, and the date. In a personal letter, it may be just the date and city. The header is not the same as the salutation (“Dear Mr. Smith”)—it appears before that, and it sets the tone for the entire document.

Business Letter Header Format

For a standard business letter, use this order, each element on its own line, left-aligned:

• Your full name
• Your job title (if relevant)
• Your company name
• Your street address
• City, state, ZIP code
• Your phone number
• Your email address
• Date (spelled out, e.g., March 3, 2025)

Leave one blank line after the date, then add the recipient’s name, title, company, and address. This is called the inside address. Then skip another line and write the salutation.

Example:

Jordan Lee
Marketing Manager
BrightPath Media
1200 Oak Avenue, Suite 400
Portland, OR 97205
(503) 555-0134
jordan.lee@email.com
March 3, 2025

Ms. Sarah Chen
Director of Communications
Northwind Nonprofit
800 Pine Street
Seattle, WA 98101

Personal Letter Header Format

Personal letters are more flexible. The header can be as simple as the date at the top right or left, or you can include your city and state if the recipient doesn’t know where you are. A common personal letter header looks like:

March 3, 2025

or

Portland, Oregon
March 3, 2025

If you’re writing a thank-you note or a letter to a friend, you don’t need your full address or phone number—the date is enough. But if you’re writing to someone you haven’t seen in years, include your city and state so they know where you’re writing from.

Formal Letter Header (Block Format)

In formal correspondence—such as a cover letter, complaint letter, or letter of recommendation—use the full block format. Everything is left-aligned, single-spaced, with a blank line between paragraphs. The header follows this exact order:

1. Sender’s full name
2. Sender’s street address
3. Sender’s city, state, ZIP
4. Sender’s email and phone (optional but common)
5. Date
6. Recipient’s full name and title
7. Recipient’s company
8. Recipient’s street address
9. Recipient’s city, state, ZIP

This format is standard in the United States. In the UK and many other countries, the date is often written as 3 March 2025, and the sender’s address appears in the top right corner, not the left. Always follow the convention of the country you’re writing to.

Email Letter Header

Email headers are simpler. You don’t need your address or the recipient’s address—those are in the To, From, and Date fields automatically. The email header you control is the subject line and the greeting. For a formal email, the subject line should be clear and specific, like:

Subject: Application for Marketing Coordinator Position – Jordan Lee

Then start with a salutation, not a full header. If you’re attaching a PDF letter, the letter itself should still have a full header as described above.

How to Choose the Right Header Format

Match the header to the letter’s purpose and audience:

• Business or formal letter: Use the full block format with all contact details.
• Personal letter: Just the date, or date plus city.
• Email: Use a clear subject line and skip the address block.
• Cover letter: Use the business format, but keep it to one page.
• International letter: Follow the recipient’s country conventions for date and address placement.

When in doubt, err on the side of more information. An incomplete header—like missing your email—makes it hard for the recipient to reply.

Common Header Mistakes to Avoid

Even small header errors can make your letter look sloppy. Watch out for these:

• Putting the date in the wrong place (e.g., after the recipient’s address in a U.S. business letter).
• Using abbreviations like “St.” or “Ave.” inconsistently—pick one style and stick with it.
• Forgetting to include your email or phone number in a formal letter.
• Using a comma in the date (March 3rd, 2025) when the standard is March 3, 2025.
• Mixing left-aligned and centered headers in the same letter.

Also, don’t put your name at the top of a personal letter—the recipient already knows you. Save the name for the signature.

Letter Header Template

Frequently Asked Questions

Do I need a header on a personal letter?

No, but it’s polite to include at least the date. The date helps the recipient know when you wrote it, which is especially important if you’re writing about a specific event or time. If you’re writing from a different city than the recipient knows, add your city and state.

Should I put my email in a business letter header?

Yes, in most cases. Email is the fastest way for the recipient to reply. If you’re sending a physical letter, include your email and phone number. If you’re sending an email, the header is automatic—no need to repeat it.

How do I format the date in an international letter?

In the United States, write the month first: March 3, 2025. In the UK, Australia, and many other countries, write the day first: 3 March 2025. If you’re writing to someone in another country, use their convention to avoid confusion.

Can I use a letterhead instead of a typed header?

Yes. If you have a company letterhead with your logo and address, you can skip typing your own address. Just add the date and the recipient’s address below the letterhead. Letterhead is standard for official business correspondence.

What if I don’t know the recipient’s name?

Use a generic salutation like “Dear Hiring Manager” or “Dear Customer Service Team.” You can still include the company name and address in the header. Never use “To Whom It May Concern” if you can find a name—it’s outdated and less personal.

Is a header the same as a heading in a letter?

No. A header is the sender’s and recipient’s contact information and date at the top. A heading is a title or subject line, like “Re: Application for Marketing Coordinator.” Some letters include a subject line after the salutation, but that’s optional in most formats.

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