The proper header for a letter is a block of information at the top that identifies the sender, the date, and often the recipient, formatted according to the letter type (business, personal, or formal). For a standard business letter, the header includes your name, address, city/state/ZIP, email, phone, and the date, followed by the recipient’s name and address.
What Is a Letter Header?
A letter header is the first thing the reader sees, and it sets the tone for the entire document. It serves a practical purpose: it tells the recipient who wrote the letter, when it was written, and how to reply. In a business context, the header also provides a formal record for filing and reference. In personal letters, the header is often just the date and your city, but in formal or professional correspondence, it includes full contact details.
The header is distinct from the salutation (like “Dear Mr. Smith”) and the body. It appears before the greeting, usually aligned left, though some styles center it. The most common format in the U.S. is the block style, where everything is flush left. In modified block style, the date and closing are centered, but the header remains left-aligned.
Business Letter Header Format
For a business letter, follow this order, each on its own line, with a blank line between the sender’s info and the date, and between the date and the recipient’s info:
- Your full name (no title unless you prefer)
- Your street address
- Your city, state, and ZIP code
- Your email address
- Your phone number
- Date (spelled out, e.g., March 3, 2025)
- Recipient’s full name and title
- Recipient’s company or organization
- Recipient’s street address
- Recipient’s city, state, and ZIP code
If you are writing to an individual at a company, include their job title on the same line as their name or on the next line. For example:
Ms. Jane Doe
Human Resources Manager
Acme Corporation
123 Business Rd.
Springfield, IL 62704
If you are sending an email, the header is simpler: your name and contact info at the top, then the date, then the recipient’s name. The subject line replaces the recipient’s address block in many email formats.
Personal Letter Header Format
For a personal letter (to a friend or family member), the header is usually just your address and the date. You do not need your name because you sign at the end. The format is:
- Your street address
- Your city, state, ZIP
- Date
Place it in the top right corner or top left, depending on your preference. In handwritten letters, the header often goes in the top right. In typed letters, left alignment is fine. You do not include the recipient’s address in a personal letter unless it is a formal personal letter (e.g., a letter to a senator or a condolence note).
Formal Letter Header (e.g., Cover Letter, Complaint)
Formal letters, such as cover letters, complaint letters, or letters of recommendation, follow the business format but may omit some contact details if you are emailing. The key is to include enough information for the recipient to identify you and the context. For a cover letter, the header typically includes:
- Your name
- Your address
- Your phone and email
- Date
- Hiring manager’s name and title
- Company name and address
If you are sending a formal letter to a government agency, include a reference line (e.g., “Re: Application for Permit #12345”) after the recipient’s address and before the salutation. This is not part of the header per se, but it is often placed with it.
Common Mistakes and How to Avoid Them
People often make these errors in letter headers:
- Wrong date format: In the U.S., use Month Day, Year (e.g., April 1, 2025). In many other countries, Day Month Year (e.g., 1 April 2025) is standard. Use the format your reader expects.
- Missing contact info: If you want a reply, include at least an email or phone number. In a business letter, always include both.
- Including your name in a personal letter header: That is redundant because you sign at the bottom.
- Using a title for yourself: Do not write “Mr. John Smith” at the top of your own letter. Just your name is fine.
- Forgetting the recipient’s address in a formal letter: This is necessary for official correspondence, especially if you are mailing a physical letter.
Another common question: Should the header be centered or left-aligned? For business letters, left-align is standard. Centered headers are seen on letterhead stationery, where the company logo and name are centered at the top, but the date and recipient info are still left-aligned below.
Letterhead vs. Header
Letterhead is a pre-printed or digital design at the top of a page that includes a company’s logo, name, and contact info. It is not the same as a header. When you use letterhead, you do not need to type your name and address again, but you still add the date and recipient’s address. If you are using plain paper, you create your own header. Many people confuse the two, but the distinction matters: letterhead is a branding element, while a header is the functional information for a specific letter.
Template for a Business Letter Header
Blank Template:
Your Name
Your Street Address
Your City, State ZIP
Your Email
Your Phone Number
Date: _________________________
Recipient’s Name
Recipient’s Title
Company Name
Company Address
City, State ZIP
Dear [Recipient’s Last Name]:
Body of the letter…
Sincerely,
Your Signature
Your Typed Name
Sample (fictional):
Alex Johnson
456 Oak Avenue
Portland, OR 97201
alex.johnson@email.com
(555) 123-4567
March 3, 2025
Ms. Sarah Lee
Hiring Manager
GreenTech Solutions
789 Market Street
San Francisco, CA 94103
Dear Ms. Lee:
I am writing to apply for the Marketing Coordinator position…
Frequently Asked Questions
Do I include my name in the header if I sign at the bottom? Yes, in a business letter, include your name at the top because the recipient may file the first page separately. In a personal letter, you do not need your name in the header.
What if I don’t have a street address? If you are writing from a P.O. Box, use that. If you are writing from a temporary address, you can use it. If you are writing an email, you can skip the physical address and just use your email and phone.
Should the date be at the top or bottom? In the U.S., the date goes at the top, below your contact info and above the recipient’s address. In some European formats, the date appears after the recipient’s address, but for English-language letters, top placement is standard.
Can I use a header for an email? Yes, but it is shorter. In an email, put your name, title (if relevant), and contact info at the top, then the date, then the recipient’s name. You do not need the recipient’s email address in the header because it appears in the “To” field.
What is the correct order for the recipient’s address? Start with the person’s name and title, then the company, then the street address, then the city, state, and ZIP. Do not put the country unless you are mailing internationally.
Should I use a comma or colon after the salutation? In a formal letter, use a colon (e.g., “Dear Mr. Smith:”). In a personal letter, use a comma (e.g., “Dear John,”). This is not part of the header, but it is a common related question.
If your letter involves a legal, tax, or financial matter, and you are unsure about the required format or content, ask a qualified professional for guidance.