Your name goes at the very top of a cover letter, in the header, just as it appears on your resume. This is the first thing an employer sees, and it should be the largest, most prominent text on the page, followed by your contact information.
Why the Header Matters
The header of a cover letter serves a dual purpose: it identifies you and it frames the document as a professional piece of correspondence. In a digital application, the header is often the first thing scanned by an applicant tracking system (ATS) and the first thing a human recruiter reads. A clear, consistent header across your resume and cover letter makes it easy for the reader to know whose materials they are reviewing, especially if documents get separated during the hiring process.
Your name in the header should be in a larger font size than the body text—typically 14 to 16 points—and can be bold. It should match the name on your resume exactly. If you go by a nickname, you can include it in parentheses (e.g., “Robert (Rob) Smith”), but do not use a different legal name unless you have a professional reason, such as a name change. The header is not the place for a title like “Mr.” or “Dr.” unless you are in a very formal industry; your name alone is standard.
Standard Header Format
The most common and safest format is a simple block at the top of the page, left-aligned or centered. Here is the standard order:
- Your full name (first and last, middle initial optional)
- Your phone number
- Your email address
- Your city and state (or full address if you prefer, though city/state is now common)
- Optional: your LinkedIn URL or personal website
If you are sending a physical letter, you would also include your street address. For email submissions, city and state are usually enough. The header should be visually distinct from the body—use a horizontal line under it or extra spacing to separate it from the date and the recipient’s address.
Where It Does NOT Go
A common mistake is placing your name only in the signature at the bottom, or writing it in the body of the letter as part of the opening line (e.g., “I, John Doe, am writing…”). Both are incorrect. Your name belongs in the header, not in the salutation or the first sentence. The signature line at the end is for your typed name (and a handwritten signature if printed), but that is a closing element, not the primary identification.
Another misconception is that your name should be in the email subject line or in the file name of the document. While you should include your name in the file name (e.g., “John_Doe_Cover_Letter.pdf”), that does not replace the in-document header. The header is the only place where your name appears as a title on the page itself.
Formatting for Different Submission Methods
The way you submit your cover letter can affect how you format the header, but the name placement remains the same:
- Email body: If you paste your cover letter into the body of an email, your name should still be at the top, but you may omit the full address block and just use your name, phone, and email. The subject line of the email should contain your name and the job title, but that is separate.
- PDF attachment: This is the most common and safest method. Use a standard header with your name at the top, and ensure the file name includes your name. The header in the PDF is what matters.
- Online application portals: Many portals have separate fields for your name and contact info, but the cover letter document itself should still have a header. Some portals may strip formatting; if so, a plain-text version with your name on the first line is acceptable.
- Printed and mailed: For a physical letter, your name goes at the top, followed by your full address, then the date, then the recipient’s address. This is the classic business letter format.
Common Mistakes to Avoid
Even with clear rules, people make errors. Here are the most frequent issues:
- Using a different name than on your resume: If your resume says “Jonathan Smith” but your cover letter header says “Jon Smith,” a recruiter may not connect the two. Be consistent.
- Putting your name in the footer: Some people worry the header is too much and put their name at the bottom. That is backwards; the reader needs to know who you are immediately.
- Making the header too large or decorative: A giant, fancy name can look unprofessional. Keep it clean and simple.
- Forgetting contact info: Your name alone is not enough. If the header has no phone or email, the recruiter has to search the body for it, which is frustrating.
- Including your name in the body’s first line: “My name is Jane Doe…” is redundant and wastes valuable space. The header already tells them.
Template for a Cover Letter Header
Use the following structure for your cover letter header. Fill in the lines with your information.
| Your Name (14pt bold) |
| Phone Number: _________________________ |
| Email Address: _________________________ |
| City, State: _________________________ |
| LinkedIn (optional): _________________________ |
Sample (fictional):
| Emily Carter |
| Phone: (555) 123-4567 |
| Email: emily.carter@email.com |
| Austin, TX |
| LinkedIn: linkedin.com/in/emilycarter |
Frequently Asked Questions
Should my name be in the header if I’m sending an email?
Yes. Even in an email body, your name should be the first line, followed by your contact info. The email subject line is separate, but the body of the cover letter should still look like a letter, not a text message.
Do I need my full legal name or can I use a nickname?
Use the name you go by professionally, which should match your resume. If your legal name is different, you can use your preferred name in the header and note your legal name if needed for background checks. Consistency is key.
What if I don’t have a LinkedIn or website?
That’s fine. The header only needs your name, phone, email, and location. LinkedIn is optional and only include it if the profile is complete and professional.
Should the header be centered or left-aligned?
Either is acceptable, but left-aligned is more traditional and safer for ATS parsing. Centered headers are also common, especially for creative roles. Pick one and be consistent with your resume.
Does my name go in the file name of the cover letter?
Yes, it’s a good practice. Use a file name like “YourName_Cover_Letter.pdf” so the recruiter can identify the document at a glance. But this does not replace the in-document header.
If I’m applying online with a form, do I still need a header in the uploaded document?
Absolutely. Even if the portal asks for your name in a separate field, the uploaded cover letter should still have a header. It makes the document self-contained and professional if it’s printed or forwarded.
If your situation involves specific legal requirements for name changes or professional licensing, consult a qualified professional for guidance.