Perfecting the Cover Letter Header: Formatting Contact Info and Professional Headers

Introduction: First Impressions Start at the Top

Before hiring managers read a single word of your cover letter content, they encounter your header. This section—containing your contact information, the date, and the employer’s details—sets the tone for everything that follows. A professional, well-formatted header signals attention to detail and business communication competence. A sloppy or outdated header raises immediate concerns about your professionalism.

The cover letter header serves practical purposes beyond first impressions. It ensures employers can contact you, documents when your application was submitted, and demonstrates you know how to format business correspondence. In an era of digital applications, some header conventions have evolved, but professionalism remains paramount.

This comprehensive guide covers everything you need to know about cover letter headers. We’ll explore traditional formatting, modern adaptations for digital submissions, common mistakes to avoid, and how to match your header style to your resume for a cohesive application package. Whether you’re writing your first professional cover letter or want to polish your existing format, this guide provides the foundation for headers that enhance rather than undermine your applications.

Understanding Cover Letter Header Components

Essential Header Elements

A complete cover letter header includes these components:

Your Contact Information

Your full name
Phone number
Email address
Location (city and state typically sufficient)
LinkedIn URL (optional but increasingly common)
Portfolio or website (if relevant)

The Date

The date you’re sending the application
Formatted professionally and consistently

Employer’s Contact Information (traditional format)

Recipient’s name and title
Company name
Company address

Salutation

Professional greeting addressing the recipient
Leads into your letter body

Traditional vs. Modern Header Formats

Traditional Business Letter Format The formal business letter format positions your information at the top, followed by the date, then the employer’s full address block:

Your Name
Your Address
City, State ZIP
Phone Number
Email Address

Date

Employer Name
Title
Company Name
Street Address
City, State ZIP

Dear [Name]:

Modern Simplified Format Contemporary digital applications often use streamlined headers:

Your Name
Phone | Email | Location | LinkedIn

Date

Dear [Name],

Both formats are acceptable; choose based on industry norms and submission method.

Formatting Your Contact Information

Name Presentation

Your name should be the most prominent element of your header:

Formatting Options:

Bold and slightly larger font size (12-14pt if body is 11pt)
Centered or left-aligned (matching your resume preference)
Full professional name as it appears on your resume

What to Include:

Use the name you use professionally
Include middle name/initial if you typically use it
Consistent with your resume and LinkedIn

Examples:

JENNIFER MARTINEZ

Michael T. Johnson

Sarah Chen

Phone Number Format

Choose one primary phone number and format it consistently:

Acceptable Formats:

(555) 123-4567
555-123-4567
555.123.4567

Best Practices:

Use a number where you’ll actually answer or check voicemail
Ensure your voicemail greeting sounds professional
Include country code for international applications (+1 for US)
Don’t include multiple numbers—choose your best option

Email Address Presentation

Your email address should be professional and functional:

Professional Email Guidelines:

First name + last name combinations work best ([email protected])
Avoid nicknames, numbers (unless necessary), and unprofessional handles
Use personal email, not current employer’s email
Verify it’s correctly spelled in your header

Domain Considerations:

Gmail, Outlook, and other major providers are fine
Custom domains ([email protected]) can look polished
Avoid dated providers that might suggest older demographics

Location Information

Modern conventions generally don’t require your full street address:

What to Include:

City and state (e.g., “Boston, MA”)
Or city, state, and ZIP for more specificity
Full street address is optional and increasingly omitted

Privacy Considerations:

Full addresses on digital applications may raise privacy concerns
City/state provides location context without exact address
International applications may need country indication

Relocation Situations: If applying to jobs in a different location, you might include:

“Boston, MA (relocating to Seattle)”
“Open to relocation to [target city]“

LinkedIn URL Inclusion

Including LinkedIn is increasingly standard:

URL Formatting:

Use your customized LinkedIn URL (linkedin.com/in/yourname)
Customize your URL to look professional (remove random numbers)
Ensure your LinkedIn profile is complete and matches your resume

Example:

linkedin.com/in/jennifersmith

Portfolio or Website Links

For creative, technical, or other portfolio-based fields:

When to Include:

Your portfolio directly demonstrates relevant work
The field values portfolios (design, writing, development)
The link is professional and works correctly

Format:

portfolio: jennifersmith.com

Formatting the Date

Date Placement

The date typically appears after your contact information and before the employer’s information (traditional format) or immediately after your header (modern format).

Date Format Options

Formal Format (traditional business letters):

October 15, 2024

Alternative Acceptable Formats:

October 15, 2024
Oct. 15, 2024
15 October 2024 (more common in UK/international)
10/15/2024 (less formal, but acceptable)

Recommended: Spelled-out month with comma (October 15, 2024) is clearest and most professional.

What Date to Use

Use the date you’re actually submitting the application. If you’re preparing materials in advance, update the date when you send.

Formatting Employer Information

Traditional Address Block

For formal submissions or when you have complete information:

Ms. Sarah Johnson
Director of Human Resources
ABC Corporation
123 Business Street, Suite 400
New York, NY 10001

When to Include Employer Address

Include Full Address When:

Mailing a physical letter
The application requests formal business letter format
Applying to traditional industries (law, finance, government)
You have the complete, verified address

Simplify or Omit When:

Submitting through online application systems
Sending via email with the recipient clearly addressed
The employer’s address isn’t readily available
Modern/tech industry norms suggest simplicity

Finding Recipient Information

Making the effort to address a specific person shows initiative:

Sources for Recipient Names:

Job posting (sometimes includes contact)
Company website (leadership/team pages)
LinkedIn (search by company and relevant titles)
Company receptionist (call and ask)

When You Can’t Find a Name: If thorough research doesn’t reveal the appropriate recipient:

“Dear Hiring Manager”
“Dear [Department] Team” (e.g., “Dear Marketing Team”)
“Dear Talent Acquisition Team”

Avoid outdated conventions like “To Whom It May Concern” or “Dear Sir or Madam.”

Handling Titles and Credentials

Professional Titles:

Mr. James Wilson
Ms. Emily Chen
Dr. Robert Martinez

When to Use Mr./Ms.:

Traditional industry contexts
When you’re certain of the individual’s preference
Skip if unsure about gender or preference

With Position Titles:

Sarah Johnson, Director of Human Resources

Sarah Johnson
Director of Human Resources

Traditional Letter Layout

[YOUR NAME]
[Your Address]
[City, State ZIP]
[Phone Number]
[Email Address]

[Date]

[Recipient Name]
[Title]
[Company Name]
[Street Address]
[City, State ZIP]

Dear [Name]:

Modern Streamlined Layout

[YOUR NAME]
[Phone] | [Email] | [City, State] | [LinkedIn]

[Date]

Dear [Name],

Matching Your Resume Header

For cohesive application materials, align your cover letter header style with your resume:

If your resume header uses:

Centered name with contact info below → Use centered cover letter header
Left-aligned simple header → Use left-aligned cover letter header
Modern single-line contact info → Mirror in cover letter
Specific color or design elements → Consider coordinating

Benefits of Matching:

Creates professional, branded appearance
Shows attention to detail
Makes documents clearly related

If you’re using tools like 0portfolio.com to create your application materials, maintaining visual consistency across your resume and cover letter becomes easier.

Font and Sizing Guidelines

Header Text Sizing:

Name: 12-14pt (slightly larger than body)
Contact information: 10-11pt
Body text: 11-12pt

Font Choices:

Use the same font as your resume
Professional options: Calibri, Cambria, Garamond, Arial, Georgia
Avoid decorative fonts

Spacing:

Single-spaced within contact blocks
One blank line between header sections
One blank line before salutation
One blank line between paragraphs

Common Header Mistakes to Avoid

Contact Information Errors

Typos in Email or Phone A typo in contact information means employers can’t reach you. Triple-check these details.

Outdated Information Ensure your phone number and email are current and that you check them regularly.

Unprofessional Email Addresses [email protected] or [email protected] undermines professionalism.

Missing Information Not including a phone number or email makes it difficult for employers to respond.

Formatting Mistakes

Inconsistent Styling Using different fonts, sizes, or alignment than your resume creates a disjointed impression.

Overly Elaborate Headers Excessive colors, graphics, or design elements can seem unprofessional or fail to transmit properly.

Too Much Information Including excessive details (full mailing address when not needed, multiple phone numbers, irrelevant links) clutters your header.

Too Little Information Minimalist headers that omit necessary contact information frustrate employers trying to reach you.

Address Block Errors

Wrong Recipient Name Using the wrong name or misspelling the right name signals carelessness.

Wrong Company Name Copy-paste errors that include a different company’s name immediately eliminate candidates.

Outdated Information Company moves, name changes, or organizational restructuring mean addresses can become outdated.

Generic Address When Specific Is Available Using “Dear Hiring Manager” when the recipient’s name is readily available suggests lazy research.

Date Issues

Inconsistent Formatting Using different date formats across application materials looks careless.

Wrong Date Sending a cover letter dated last month suggests recycling old applications.

No Date Omitting the date entirely looks incomplete and makes application timing unclear.

Special Situations and Adaptations

Email Cover Letter Headers

When your cover letter is the email body itself:

Subject Line:

Application for Marketing Manager - Jane Smith

Email Header Format:

Dear Ms. Johnson,

[Body begins immediately—no separate header block needed]

Your contact information can appear in your email signature rather than a formal header since email metadata already includes sender information.

Online Application System Headers

When pasting into application text boxes:

Simplified Approach: Many systems have fields for contact information separately, so your pasted cover letter might begin:

Dear Hiring Manager,

[Body text]

Sincerely,
Jane Smith

If the system allows formatting, maintain a simple header:

Jane Smith
(555) 123-4567 | [email protected]

[Date]

Dear [Name],

International Applications

Different countries have different conventions:

UK/Europe:

Date format: 15 October 2024
“Yours sincerely” (when using recipient name) or “Yours faithfully” (generic)
Address formatting varies by country

Include Country in Location: When applying internationally, include your country:

Boston, MA, USA

Creative Industry Headers

Design, marketing, and creative fields may allow more header creativity:

Acceptable for Creative Roles:

Subtle color accents matching a personal brand
Creative typography (still readable)
Design elements that showcase skills

Still Important:

All information must be legible
Contact information must be complete
Professionalism still matters
Format must transmit correctly electronically

Confidential Job Search Headers

When discretion is needed:

If Using Work Email Would Be Problematic: Use personal email and phone exclusively.

Consider:

Not including current employer details in any header
Using personal email with professional appearance
Being available via personal channels during business hours

Header Templates for Different Scenarios

Traditional Business Header

MICHAEL JOHNSON
456 Oak Street, Apt 7B
Boston, MA 02115
(617) 555-0192
[email protected]

October 15, 2024

Ms. Rebecca Torres
Vice President, Human Resources
XYZ Financial Services
789 Commerce Plaza
Boston, MA 02110

Dear Ms. Torres:

Modern Professional Header

SARAH CHEN
(415) 555-0123 | [email protected] | San Francisco, CA | linkedin.com/in/sarahchen

October 15, 2024

Dear Ms. Williams,

Tech Industry Header

ALEX RIVERA
[email protected] | (512) 555-0167 | Austin, TX
linkedin.com/in/alexrivera | github.com/alexrivera

October 15, 2024

Dear Hiring Team,

Career Change Header

JENNIFER MARTINEZ
Marketing Professional Transitioning to UX Design

(212) 555-0178 | [email protected] | New York, NY
linkedin.com/in/jennifermartinez | portfolio: jmartinez.design

October 15, 2024

Dear [Name],

Entry-Level Header

DAVID KIM
(312) 555-0145 | [email protected] | Chicago, IL
linkedin.com/in/davidkim

October 15, 2024

Dear [Name],

Final Header Checklist

Before submitting, verify your header:

Contact Information

Full name spelled correctly
Phone number accurate and formatted consistently
Email address correct and professional
Location appropriate (city, state)
LinkedIn URL works and profile is updated
Portfolio link works (if included)

Date and Employer

Date is current and formatted professionally
Recipient name is correct and spelled properly
Company name is accurate
Address is current (if included)

Formatting

Font matches resume
Size and styling are consistent
Alignment is intentional and consistent
Spacing is appropriate
Overall appearance is clean and professional

Technical

Format transmits correctly in different systems
No strange characters or formatting errors
Works in both PDF and copy-paste scenarios

Conclusion: Professional Headers as Foundation

Your cover letter header may seem like a minor detail, but it establishes the professional foundation for your entire application. A clean, well-formatted header signals competence in business communication before you make a single argument for your candidacy.

Key principles for perfect headers:

Completeness: Include all essential contact information so employers can easily reach you.

Accuracy: Triple-check that every detail—especially email and phone—is correct.

Consistency: Match your resume formatting for a cohesive application package.

Professionalism: Every element should present you as a competent professional.

Appropriateness: Adapt format complexity to your industry and submission method.

Clarity: Readers should instantly understand how to contact you and who you’re addressing.

The header is not where you make your case for the job—that’s the body of your letter. But a professional header ensures readers approach that case with a positive first impression, while a poor header can undermine even excellent content.

Take the time to format your header correctly, then focus your creative energy where it matters most: crafting compelling content that convinces employers you’re the right candidate for the role.

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