Put your contact details in the header of your cover letter, at the very top, before the date and the hiring manager’s address. This is the first thing a recruiter sees, and it ensures your name, phone number, and email are immediately accessible without hunting through the document.
Why the Header Is the Right Place
Recruiters and hiring managers spend an average of under a minute on an initial screen. If they like your letter, they need to reach you quickly. Placing contact details in the top header mirrors the standard business-letter format and matches what most applicant tracking systems (ATS) expect. It also keeps the body of your letter clean, so your opening sentence can focus on the role and your value rather than logistics.
A typical header looks like this:
- Your Full Name
- Phone Number
- Email Address
- City, State (optional but helpful)
- LinkedIn URL or personal website (only if relevant and professional)
Do not put your full home address unless the job requires it or you are applying to a very traditional industry. City and state are enough for most applications, and they protect your privacy.
What to Include and What to Leave Out
The essentials are your name, a phone number where you can be reached during business hours, and a professional email address. If you have a LinkedIn profile or an online portfolio that is directly relevant to the job, include the URL. Skip social media handles unless they are professional (e.g., a design portfolio on Instagram).
Leave out your date of birth, marital status, or any other personal data. Those are not needed and can invite bias. Also, avoid using an unprofessional email address like “cooldude123@…” – create a simple one with your first and last name.
How to Format the Header
Use the same font and size as the rest of the letter. Do not make the header huge or decorative; it should be clean and easy to scan. Align it left or center – both are acceptable, but left alignment is more common in business letters.
After the header, leave one blank line, then add the date. Then another blank line, then the hiring manager’s name, title, company, and address. If you do not know the manager’s name, use the company address or skip it and write directly to “Hiring Manager.”
Here is a simple visual:
Jane Doe
555-123-4567
jane.doe@email.com
Portland, OR
linkedin.com/in/janedoe
August 15, 2025
Hiring Manager
Acme Corporation
123 Business St.
Portland, OR 97201
Common Mistakes to Avoid
One frequent error is putting contact details only in the body of the letter, such as at the end after your signature. That works, but it forces the recruiter to scroll to the bottom. Another mistake is placing them in the footer – some email systems or ATS may not pick that up, and it can be overlooked.
Also, double-check that your email address and phone number are correct. A typo in a phone number can cost you an interview. Read the header aloud before sending.
Finally, do not repeat the same contact information in both the header and the signature block. One clean header is enough.
Digital vs. Printed Cover Letters
If you are emailing your cover letter as a PDF or pasting it into an email body, the header still works. In an email, you can also put your contact details in your email signature, but the header of the attached letter should still have them.
For printed letters, the header is essential because the reader will not have an email signature to refer to. The same rules apply: name, phone, email, and city/state at the top, followed by the date and recipient address.
Does the Header Affect ATS Parsing?
Most applicant tracking systems parse the top of the document first. If your contact info is in the header, it is more likely to be captured correctly. If you put it only in the footer or body, the ATS might miss it or misread it. Keep it simple and standard.
Some ATS software does not read headers or footers well, especially if you use a text box or table. To be safe, use a plain text header without fancy formatting. If you are unsure, you can also include your contact info in the body after your closing, but that is redundant. A simple top-of-page header is the industry standard.
Template for Your Cover Letter Header
Your Name
Phone Number
Email Address
City, State
Date
Hiring Manager’s Name
Company Name
Company Address
Dear Hiring Manager,
[Body of your letter – first paragraph: why you are writing and the role you want. Second paragraph: your relevant skills and experiences. Third paragraph: why you fit the company and a call to action.]
Sincerely,
Your Name
Sample (fictional):
Alex Johnson
555-987-6543
alex.johnson@email.com
Austin, TX
August 15, 2025
Hiring Manager
Tech Solutions Inc.
456 Innovation Drive
Austin, TX 78701
Dear Hiring Manager,
I am writing to apply for the Software Developer position at Tech Solutions Inc. With five years of experience in full-stack development, I am excited about the opportunity to contribute to your team.
Sincerely,
Alex Johnson
Frequently Asked Questions
Should I put my contact info in the body of the letter?
It is not necessary if you have a header. The header is the standard place. If you are sending a very informal email, you might include it in your email signature, but the letter itself should have it at the top.
What if I don’t want to share my phone number?
You can omit it, but most recruiters expect a phone number. If you are concerned, use a Google Voice number or a professional email address. However, not providing a phone number can make you seem less accessible.
Should I include my full home address?
No, city and state are sufficient. Full addresses take up space and are rarely needed. Only include it if the job posting explicitly asks for it.
How do I format the header if I’m sending my cover letter in the body of an email?
Use the same format: your name, phone, email, and city/state at the very top of the email, then the date, then the recipient’s info. This is acceptable and common.
Is it okay to put my LinkedIn URL in the header?
Yes, if it is relevant and your profile is up to date. It can be a plus, but it is not required. Only include it if it adds value.
What if I have a typo in my contact details?
Always proofread. A typo can prevent a recruiter from reaching you. Read your header out loud and double-check the numbers.