The proper heading for a cover letter is a block of information at the top of the page that includes your name, contact details, the date, and the recipient’s name and address. It should be formatted as a formal business letter heading, typically aligned left, and it must not include the word “heading” itself.
Why the Heading Matters More Than You Think
Recruiters and hiring managers often skim a cover letter for less than a minute. The heading is the first thing they see, and it serves two practical purposes: it tells them who you are and how to reach you, and it signals that you understand professional correspondence. A missing or sloppy heading can make your application look careless, even if the body of the letter is strong. In many applicant tracking systems, the heading is also the only part that gets parsed for your contact information, so if it is incomplete, the recruiter may not have your phone number or email at hand when they decide to call.
What to Include in a Cover Letter Heading
A complete heading has five elements, each on its own line:
- Your full name – Use the same name as on your resume, no nicknames.
- Your phone number – Include a number where you can be reached during business hours.
- Your email address – Use a professional address, ideally your firstname.lastname format.
- Your city and state (optional) – Include this if you are applying to a job in a different location, but it is not required.
- The date – Write the full date, e.g., “October 12, 2024.”
After your contact block, skip a line, then write the recipient’s details: their name, title, company, and company address. If you do not know the recipient’s name, use “Hiring Manager” or the department name.
How to Format the Heading: Layout and Spacing
Use the same font and size as the rest of the letter (typically 10–12 points, serif or sans-serif). Align the heading to the left margin; do not center it. Each line should be single-spaced, with a blank line between your contact block and the date, and another blank line between the date and the recipient’s block. This mirrors the standard block business letter format. If you are emailing your cover letter as a PDF, the heading appears at the top of the page. If you are pasting the letter into an email body, you can omit the heading entirely and simply put your name and contact info in your email signature.
Common Mistakes and How to Avoid Them
Several frequent errors can undermine an otherwise good heading:
- Including your full mailing address when not needed – If the job is remote or the company already has your resume, your street address is unnecessary. City and state are enough.
- Using an unprofessional email address – “partyguy99@…” is a red flag. Create a simple one for job applications.
- Writing the date in an odd format – Use “October 12, 2024” rather than “10/12/24” to avoid ambiguity.
- Forgetting the recipient’s address – If you know the company’s street address, include it. If not, just the company name and city is acceptable.
- Putting the heading in a header or table – Some templates use a table or a header box, which can get stripped by applicant tracking systems. Keep it plain text.
Cover Letter Heading vs. Resume Header: Key Differences
Your resume header typically includes your name, phone, email, and LinkedIn URL, often arranged horizontally or in a larger font. The cover letter heading is more formal and includes the date and recipient’s address. The resume header is designed to be scannable; the cover letter heading is designed to follow business letter conventions. Do not copy your resume header verbatim onto the cover letter, because the recipient’s address and date are missing, and the layout may look off.
Template: Blank Cover Letter Heading
Your Full Name
City, State
Phone Number
Email Address
Date
Recipient’s Name
Recipient’s Title
Company Name
Company Address
Dear Mr./Ms. Last Name,
_________________________________________
_________________________________________
Sincerely,
Your Full Name
Sample (fictional): “Jane Doe, Austin, TX, 512-555-0198, jane.doe@email.com, October 12, 2024, Mr. John Smith, Hiring Manager, TechCorp, 500 Main St, Austin, TX.”
Frequently Asked Questions
Should I put my address on a cover letter?
In most modern applications, your full street address is not necessary. Including your city and state is enough, especially if you are applying for a job in a different region. If the company specifically asks for your address (for example, for background checks), then include it.
What if I don’t know the recipient’s name?
Use “Hiring Manager” or the specific department, such as “Human Resources Department.” Avoid “To Whom It May Concern” unless you have no other option, because it sounds generic. A quick LinkedIn search often reveals the right person.
Should the heading be on every page if the letter is two pages?
No. Only the first page has the full heading. If your cover letter exceeds one page (which is rare), the second page should have a simple header with your name and page number, such as “Jane Doe, Page 2.”
Can I use a logo or colored header?
Unless you are a designer applying for a creative role, keep it plain black text. A colored header can look nice but may not print well or may be stripped by an applicant tracking system. Simplicity is safer.
Is the heading the same for an email cover letter?
No. In an email, you do not include the heading at the top. Instead, use a clear subject line (e.g., “Application for Marketing Manager – Jane Doe”) and put your contact information in your email signature. The email itself acts as the cover letter.