Cover letter heading examples typically follow one of two formats: a traditional business letter style with your contact information at the top, or a modern style with your name in a larger font and contact details below. The heading is the first thing a recruiter sees, so it must be clear, professional, and easy to scan.
Why the Heading Matters
The heading sets the tone for your entire cover letter. It tells the reader who you are, how to reach you, and what position you are applying for. A well-formatted heading shows attention to detail, which is a quality employers value. A messy or incomplete heading can lead to your letter being ignored, even if your qualifications are strong. Recruiters often spend less than a minute scanning a cover letter, so the heading must quickly convey the essential details.
Standard Heading Format
The most common cover letter heading follows a business letter format. It includes your name, address, phone number, email, and sometimes a LinkedIn profile or personal website. Here is a basic example:
- Jane Doe
- 123 Main Street
- Anytown, ST 12345
- (555) 123-4567
- jane.doe@email.com
- linkedin.com/in/janedoe
After your contact information, you add the date, then the hiring manager’s name, title, company, and company address. This format is standard for formal industries like law, finance, and academia.
Modern Heading Style
In creative fields or startups, a more modern heading is acceptable. This style often places your name in a larger, bold font at the top, followed by your contact information in a single line or two. For example:
- Jane Doe
- jane.doe@email.com | (555) 123-4567 | linkedin.com/in/janedoe
- Portfolio: janedoe.design
This format is cleaner and works well when you are sending an email or attaching a PDF. It saves space and draws attention to your name.
How to Choose the Right Format
Your choice of heading format depends on the industry and the company culture. For corporate roles, stick with the traditional block format. For tech, design, or marketing positions, the modern style is often preferred. When in doubt, research the company’s website or social media to see how they present themselves. If they have a casual tone, a modern heading is fine. If they are formal, use the traditional format. Also consider how you are sending the letter: if it is in the body of an email, a simplified heading with just your name and contact info at the end is often better.
Common Mistakes to Avoid
Many job seekers make simple errors in their cover letter heading. Here are the most frequent pitfalls:
- Using an unprofessional email address (e.g., partyguy123@email.com)
- Including too much personal information like age, marital status, or social security number
- Forgetting to update the date or using an outdated one
- Spelling the hiring manager’s name wrong or using the wrong title
- Making the heading too large or flashy, which distracts from the content
Avoid these mistakes to keep your heading professional and effective.
Heading for Email Submissions
When sending your cover letter as an email, the heading changes slightly. You do not need to include your address or the company’s address at the top. Instead, use a clear subject line and start with a simple salutation. Your contact information should appear at the end of the email, under your name. For example:
Subject: Application for Marketing Manager – Jane Doe
Dear Hiring Manager,
[Body of letter]
Best regards,
Jane Doe
jane.doe@email.com | (555) 123-4567
This keeps the email clean and ensures your details are easy to find.
Cover Letter Heading Template
Your Name
Your Street Address
City, State ZIP Code
Your Phone Number
Your Email Address
Your LinkedIn URL (optional)
Date
Hiring Manager’s Name (if known)
Their Title
Company Name
Company Street Address
City, State ZIP Code
Dear Mr./Ms. Last Name,
[Body of letter]
Sincerely,
Your Name
Sample (fictional):
John Smith
456 Oak Avenue
Springfield, IL 62704
(555) 987-6543
john.smith@email.com
April 5, 2025
Ms. Laura Johnson
Human Resources Manager
Acme Corporation
789 Industrial Blvd
Springfield, IL 62701
Dear Ms. Johnson,
[Body of letter]
Sincerely,
John Smith
Frequently Asked Questions
Should I include my address in the heading?
If you are applying for a local job and plan to mail the letter, include your full address. For email submissions, you can omit your street address and just include your city and state, or nothing at all. Many employers prefer email communication, so a simple email and phone number are sufficient.
What if I don’t know the hiring manager’s name?
Use a generic salutation like “Dear Hiring Manager” or “Dear Human Resources Team.” Avoid “To Whom It May Concern” as it sounds outdated. You can also try to find the name on LinkedIn or the company website, but if you can’t, a generic greeting is acceptable.
How do I format the date in the heading?
Write the full date, such as “April 5, 2025” or “5 April 2025.” Avoid abbreviations like “4/5/25” because they can be confusing in international contexts. The full month is more formal and universally understood.
Is it okay to use a colored or decorative heading?
For most industries, keep it black and white. A subtle accent color might work in creative fields, but it’s safer to stay simple. The focus should be on your content, not the design. If you use a template, ensure it is clean and professional.
Should I include my social media links?
Only include links that are professional and relevant to the job. LinkedIn is almost always appropriate. Personal Instagram or Facebook pages are usually not, unless you are applying for a social media role and your profiles are public and professional. Always double-check your privacy settings.
Can I use the same heading for my resume and cover letter?
Yes, it’s a good idea to use the same header on both documents. This creates a cohesive personal brand and makes it easier for the recruiter to match your documents. Just ensure the font and layout are consistent.