A sample cover letter heading is the block of text at the top of your letter that includes your name, contact information, the date, and the employer’s details. It should be formatted with your name in a slightly larger font, followed by your phone number, email, and city/state, then the date, and finally the hiring manager’s name, title, company, and company address.
Why the Heading Matters
The heading is the first thing a recruiter or hiring manager sees, and it sets the tone for the rest of your letter. A clean, well-structured heading shows attention to detail and makes it easy for the reader to find your contact information quickly. If they need to call you for an interview, they shouldn’t have to search through the letter to find your phone number. A proper heading also looks professional and follows the standard business letter format, which signals that you understand workplace norms.
Standard Cover Letter Heading Format
There are two main styles: the traditional block format (everything left-aligned) and the slightly more modern format where your name and contact info are centered at the top. Both are acceptable, but the block format is the most common and safest choice for most industries. Here is the standard order of elements in a block-format heading:
- Your Name – Use your full legal name, or the name you use professionally. Make it bold and slightly larger (e.g., 14–16 pt) to stand out.
- Your Phone Number – Include a number where you can be reached during business hours. Add your mobile number if you have one.
- Your Email Address – Use a professional email (e.g., firstname.lastname@email.com). Avoid nicknames or unprofessional handles.
- Your City and State – Some people include their full street address, but city and state are usually enough to indicate your location.
- Date – Write the full date (e.g., March 15, 2025). Do not abbreviate.
- Hiring Manager’s Name – If you know it, use their full name (e.g., Ms. Sarah Johnson). If you don’t know the name, use a title like “Hiring Manager” or “HR Department.”
- Company Name – The full legal name of the company.
- Company Address – The street address, city, state, and ZIP code of the company’s office you’re applying to.
How to Choose the Right Heading Style
Your industry and the company culture should guide your choice. For corporate jobs (finance, law, consulting), stick to the traditional block format with everything left-aligned. For creative fields (design, marketing, tech), you can use a slightly more modern look, such as centering your name and contact info at the top, or using a subtle color or line to separate the heading from the body. However, even in creative fields, clarity and readability are key. Avoid using more than one font or overly decorative fonts that might be hard to read.
Common Heading Mistakes to Avoid
Even a tiny error in the heading can make a bad impression. Here are the most frequent mistakes:
- Using an unprofessional email address – If your email is partygirl99@email.com, create a new one for job applications.
- Including outdated contact info – Double-check your phone number and email. A typo in the heading could mean you never get the callback.
- Forgetting the date – Some applicants skip the date, but it’s a standard part of a business letter and helps the reader know when you sent it.
- Writing the company’s address incorrectly – Verify the exact address from the job posting or the company’s website. Sending a letter to the wrong location looks careless.
- Using a header that is too large or too small – Your name should be slightly larger, but not giant. The rest of the heading should be the same size as the body text (usually 10–12 pt).
Cover Letter Heading Template
Your Name
Your Phone Number | Your Email | Your City, State
Date
Hiring Manager’s Name
Company Name
Company Street Address
City, State ZIP
Dear Mr./Ms. Last Name,
Sample (fictional):
Jane Doe
(555) 123-4567 | jane.doe@email.com | Portland, OR
March 15, 2025
Ms. Maria Gonzalez
Acme Marketing Solutions
456 Market Street
Portland, OR 97201
Dear Ms. Gonzalez,
Comparing Heading Formats: Block vs. Centered
The block format (all left-aligned) is the most traditional and is expected in formal industries. The centered format (your name and contact info centered at the top) is more modern and can be seen in creative or startup environments. Both are acceptable, but consistency is key. If you center your name, make sure the rest of the letter is still left-aligned; don’t center the entire letter. Some applicants also use a horizontal line below the heading to separate it from the body – that’s fine, but keep it simple.
Frequently Asked Questions
Should I include my full street address in the heading?
It’s not necessary unless the job posting specifically asks for it. Including your city and state is enough to show where you’re located. If you’re applying for a job that requires relocation, you might want to mention that in the body, not the heading.
What if I don’t know the hiring manager’s name?
Use a generic salutation like “Dear Hiring Manager” or “Dear HR Team.” You can also try to find the name on LinkedIn or the company website, but if you can’t, it’s fine to use a general title. Never write “To Whom It May Concern” – it’s outdated and impersonal.
Should the heading be in the same font as the rest of the letter?
Yes, it’s best to use the same font throughout for a cohesive look. You can make your name bold and slightly larger, but the font family should be consistent. Common professional fonts include Arial, Calibri, and Times New Roman.
Do I need to include the date in the heading?
Yes, the date is a standard part of a business letter. It tells the reader when you wrote the letter, which can be important if there’s a delay in processing. Always write the full date (e.g., March 15, 2025), not abbreviations like 3/15/25.
Can I use a header with my contact info on a second page?
If your letter is longer than one page, you should include a simple header on the second page with your name, the page number, and the date (e.g., Jane Doe – Page 2 – March 15, 2025). This helps keep pages together if they get separated.
Is it okay to put the heading in a different color?
For most industries, stick to black or dark gray. In creative fields, a subtle accent color in the heading (like a dark blue or teal) can be acceptable, but avoid bright or neon colors. The goal is to look professional, not flashy.