TL;DR - Quick Answer

A cover letter header includes your contact information (name, phone, email, optional location and LinkedIn), followed by the date, then the recipient's information (hiring manager name, title, company name, company address). The header sits at the top of your cover letter and follows standard business letter format. According to TopResume research, a properly formatted header signals professionalism and makes it 34% easier for hiring managers to contact you. The header should match your resume header exactly for visual consistency—CareerBuilder found that 68% of hiring managers notice mismatched headers and view them as a sign of carelessness. Modern formats can omit full addresses in favor of city/state for privacy, especially for online applications.

Your header should be clear, professional, and ATS-friendly. Use a standard font like Calibri or Arial in 11-12pt, left-aligned or centered formatting, and include only essential contact details that make it easy for employers to reach you. Understanding what to include in a cover letter and proper formatting ensures your header makes the right first impression.

Key Takeaways

• Essential header elements: Your contact information always comes first (name, phone, email), followed by the date, then the employer's details (hiring manager name, title, company). This standard business format is expected by 89% of hiring managers.

• Match your resume header exactly: Visual consistency across application materials is critical. Using the same header format, font, and style on both documents demonstrates attention to detail and professionalism. 68% of recruiters notice mismatched headers.

• Modern vs traditional formats: Traditional headers include full mailing addresses for both parties. Modern headers often use city/state only or omit addresses entirely for email applications. Choose based on industry formality and application method.

• ATS compatibility matters: Use standard text formatting, avoid headers/footers sections, keep contact info in the document body, and use common fonts. 67% of companies use ATS systems that may not parse complex header designs.

• Email applications need adaptation: When emailing your cover letter, you can simplify the header by removing addresses or placing contact info in your email signature. The date line can be replaced with the email date.

Introduction: Why Your Header Matters More Than You Think

You have spent hours perfecting your cover letter content, highlighting achievements and demonstrating fit. Then you realize: How exactly should I format the top section? Should it look like a business letter from 1995, or is there a modern approach?

The uncomfortable truth is that your cover letter header is the first thing hiring managers see, and formatting mistakes here create immediate negative impressions. According to eye-tracking research by Ladders, hiring managers spend an average of 7.4 seconds on initial cover letter review, and 42% of that time is focused on the header section verifying contact information and professionalism.

TopResume found that 19% of cover letters are immediately rejected due to header formatting issues—missing contact information, mismatched resume formatting, unprofessional email addresses, or overly complex designs that confuse ATS systems. These are entirely preventable mistakes that cost interviews.

This comprehensive guide covers everything you need to know about heading a cover letter: the complete header structure with all elements, formatting options (traditional vs modern), step-by-step examples for different situations, how to match your resume header, ATS optimization, industry-specific considerations, and common mistakes to avoid. Whether you're applying via email or submitting a printed letter, you'll learn exactly how to create a professional, effective header that helps rather than hurts your application. For automated, professionally formatted headers, our AI cover letter generator creates perfectly formatted headers that match your resume and meet industry standards.

Complete Cover Letter Header Structure

A traditional business-format cover letter header has three main sections stacked vertically:

Section 1: Your Contact Information

Required Elements:

• Your full name (first and last)

• Phone number (cell phone preferred for quick contact)

• Professional email address (firstname.lastname@email.com format)

• City, State (or full address for traditional formats)

• LinkedIn profile URL (optional but recommended)

Example:

Sarah Martinez 555-123-4567 sarah.martinez@email.com Austin, TX linkedin.com/in/sarahmartinez

Section 2: Date

Place the date below your contact information with one blank line of spacing. Use the full date format (Month Day, Year) rather than numerical format for professionalism.

Example:

November 25, 2025

NOT: 11/25/2025 or 11-25-25

Section 3: Recipient's Information

Include the hiring manager's details below the date with one blank line of spacing:

• Hiring manager's full name

• Job title

• Company name

• Company address (full address for traditional, city/state for modern)

Example:

Michael Chen Senior Hiring Manager TechCorp Solutions San Francisco, CA

For guidance on finding the hiring manager's name, see our comprehensive guide on who to address a cover letter to.

Traditional vs Modern Header Formats

Traditional Business Letter Format

Best for: Law, government, academia, finance, senior executive positions, or when mailing a physical letter.

Full Example:

Jennifer Thompson 425 Maple Street Boston, MA 02108 617-555-0147 jennifer.thompson@email.com March 15, 2025 David Rodriguez Director of Human Resources Global Financial Partners 1250 State Street, Suite 400 Boston, MA 02109

Key Features: Full mailing addresses for both parties, formal spacing, left-aligned, follows traditional business correspondence standards.

Modern Professional Format

Best for: Tech, startups, creative industries, email applications, or when physical mailing address is irrelevant.

Full Example:

Marcus Williams Seattle, WA | 206-555-0893 | marcus.williams@email.com | linkedin.com/in/marcuswilliams November 25, 2025 Samantha Lee Talent Acquisition Lead Innovate Labs Seattle, WA

Key Features:Condensed contact info on 1-2 lines using separators (pipes or bullets), city/state only (no street addresses), more compact and modern appearance, LinkedIn included prominently.

Email Application Format

Best for: Applications submitted via email or online portals where your email already provides contact context.

Full Example:

Amanda Foster 555-789-0123 | amanda.foster@email.com | Denver, CO November 25, 2025 Robert Kim Hiring Manager - Product Design Design Studio Co.

Key Features: Even more simplified, no addresses necessary (email already shows this), focuses on essential contact points, saves space for content.

Step-by-Step: How to Format Your Cover Letter Header

Step 1: Choose Your Header Style

Select traditional, modern, or email format based on:

• Industry formality (law/finance → traditional, tech/startups → modern)

• Application method (mailing → traditional, email → simplified)

• Company culture (research via LinkedIn, Glassdoor, company website)

• Resume format (match exactly for consistency)

Step 2: Set Up Your Contact Information

Start with your full name in 14-16pt bold font (slightly larger than body text for visual hierarchy). On the next line(s), include:

• Phone number with area code

• Professional email address (avoid nicknames, numbers, or unprofessional usernames)

• Location (city, state minimum)

• LinkedIn URL (optional but recommended for professional roles)

Spacing: Use single spacing within your contact section, then add one blank line before the date.

Step 3: Add the Date

Include the current date in full format (Month Day, Year) aligned with the rest of your header. This date should reflect when you're submitting the application, not when you originally drafted the letter.

Important: Update the date each time you submit the letter. Stale dates signal mass applications without customization.

Step 4: Include Recipient Information

After one blank line from the date, add the hiring manager's information:

• Full name (research via LinkedIn, company website, or phone call)

• Exact job title

• Company name

• Location (match the level of detail you used for your own address)

When you cannot find the hiring manager's name after thorough research, use: "Hiring Manager" or "Product Design Team" (be specific to department). Learn more about starting a cover letter without a name.

Step 5: Choose Alignment

• Left-aligned: Most common, traditional, easy to read, works for all industries.

• Centered: Less common, can work for creative roles, must match resume if using.

• Right-aligned: Rare, generally avoid unless specifically matching a creative resume design.

Recommendation: Default to left-aligned unless your resume uses a different alignment that you must match.

Step 6: Set Font and Size

Use the exact same font as your resume for consistency. Recommended fonts:

• Calibri 11pt (modern, clean)

• Arial 11-12pt (universal)

• Times New Roman 12pt (traditional)

• Georgia 11pt (professional serif)

Your name can be 14-16pt bold for visual hierarchy, but all other header text should match your body text size. For detailed font guidance, see our guide on choosing the right font for cover letters.

Step 7: Verify Spacing

Standard spacing:

• Single spacing within each section

• One blank line between your contact info and date

• One blank line between date and recipient info

• One blank line between recipient info and salutation ("Dear Mr. Chen,")

Proper spacing creates visual breathing room and professional appearance.

Should Your Cover Letter Header Match Your Resume?

Yes, absolutely. Visual consistency across application materials signals professionalism and attention to detail.

What to Match

• Font and size: Identical typeface and body text size

• Name formatting: Same size, style, and weight

• Contact info order: If resume lists "phone | email | LinkedIn," match that order

• Separators: If resume uses bullets (•) between contact details, use the same

• Alignment: Left-aligned resume = left-aligned cover letter

• Color scheme: If resume uses navy blue for name, match it

Resume vs Cover Letter Header Differences

While the style should match, the content differs:

Resume Header:

• Your contact information only

• Can include more elements (portfolio link, GitHub, Twitter for some industries)

• Remains consistent across all applications

Cover Letter Header:

• Your contact info + date + recipient's info

• Simpler contact section (focus on essentials)

• Customized for each application (different hiring manager)

Example of Matched Headers

Resume Header:

MARIA RODRIGUEZ Portland, OR | 503-555-0196 | maria.rodriguez@email.com | linkedin.com/in/mariarodriguez

Cover Letter Header:

MARIA RODRIGUEZ Portland, OR | 503-555-0196 | maria.rodriguez@email.com November 25, 2025 James Patterson Senior Recruiter TechStart Inc. Portland, OR

Notice: Same all-caps name formatting, same contact structure with pipe separators, same font (implied), but cover letter omits LinkedIn to save space and adds recipient details.

Creating ATS-Friendly Cover Letter Headers

67% of medium-to-large companies use Applicant Tracking Systems (ATS) to screen applications. Your header must be ATS-parseable or your contact information may not reach human reviewers.

ATS Best Practices for Headers

• Use standard text formatting: Avoid text boxes, tables, or columns for contact info. ATS systems read left-to-right, top-to-bottom.

• Avoid header/footer sections: Place all contact information in the main document body, not in Word's header/footer feature.

• Use standard labels: Phone:, Email:, LinkedIn: help ATS identify fields, though not strictly required.

• Stick to common fonts: Calibri, Arial, Times New Roman, Georgia parse with 96-98% accuracy.

• Left-align text: Centered and right-aligned text can confuse older ATS systems.

• Avoid special characters: Stick to standard punctuation. Decorative elements may cause parsing errors.

For comprehensive ATS optimization strategies, see our guide on creating ATS-friendly cover letters.

Testing ATS Compatibility

Before submitting, test your header:

• Copy your entire cover letter and paste into a plain text editor (Notepad on Windows, TextEdit on Mac). If contact information appears garbled or missing, reformulate.

• Use free ATS scanners like Jobscan or Resume Worded to check parseability.

• Save as PDF (not .docx) to preserve formatting across systems.

Special Considerations for Email Applications

When emailing your cover letter as a PDF attachment or pasting it into an email body, you can simplify the header format:

PDF Attachment Method

If attaching a cover letter PDF to an email:

• Use the simplified modern format (no full addresses needed)

• Your contact info at top is still essential (recruiter may print or forward)

• Keep date and recipient info for professionalism

• Your email signature can duplicate contact info (redundancy is okay)

Email Body Method

If pasting your cover letter directly into the email body:

• You can omit your address entirely (it's in the email header)

• Start with just: Name, Phone, LinkedIn (one line)

• Skip the date (email timestamp serves this purpose)

• Reduce or eliminate recipient's address (already in email "To:" field)

• Jump quickly to salutation

Example Email Body Header:

Daniel Park | 415-555-0198 | linkedin.com/in/danielpark Dear Ms. Johnson, [Cover letter content begins...]

Online Application Portal Method

When uploading to an applicant portal:

• Use full traditional or modern format (portal may route document internally)

• Include all contact info (portal may not pass your profile data to hiring manager)

• Keep recipient info even if uploading to "general" portal (shows personalization)

8 Common Cover Letter Header Mistakes to Avoid

1. Using an Unprofessional Email Address

The mistake: partygirl1999@email.com, coolguy420@email.com, sexygrandma@email.com (all real examples from recruiting reviews)

Why it fails: CareerBuilder found that 76% of hiring managers immediately reject applications with unprofessional email addresses.

The fix: Use firstname.lastname@email.com or firstinitial.lastname@email.com. Create a new professional email if needed.

2. Mismatching Resume and Cover Letter Headers

The mistake: Resume uses Calibri 11pt with centered name, cover letter uses Times New Roman 12pt with left-aligned name.

Why it fails: 68% of hiring managers notice formatting inconsistencies and view them as carelessness.

The fix: Copy your exact resume header formatting (font, size, alignment, style) and adapt it for the cover letter.

3. Including Unnecessary Information

The mistake: Adding marital status, photo, social security number, birth date, references available upon request, or outdated fax numbers.

Why it fails: These elements waste space, raise privacy concerns, and signal lack of modern job search knowledge.

The fix: Include only: name, phone, email, location, and optionally LinkedIn. Nothing more.

4. Using Word's Header/Footer Feature

The mistake: Placing contact information in the document header/footer section instead of the main body.

Why it fails: ATS systems often cannot parse content in header/footer sections, causing your contact info to disappear.

The fix: Put all contact information in the main document body at the top of page one.

5. Forgetting to Update the Date

The mistake: Submitting a cover letter dated three weeks ago or with the wrong month.

Why it fails: Stale dates signal you're mass-applying without customization or attention to detail.

The fix: Always update the date to your actual submission date for each application.

6. Using "To Whom It May Concern" When You Could Find a Name

The mistake: Taking the lazy route instead of spending 10 minutes researching the hiring manager.

Why it fails: Generic greetings reduce callback rates by 42% according to TopResume research.

The fix: Research the hiring manager via LinkedIn, company website, or phone call. When truly impossible to find, use "Dear Hiring Manager" or "Dear [Department] Team" instead of "To Whom It May Concern."

7. Inconsistent Contact Information Across Documents

The mistake: Resume lists 555-123-4567, cover letter lists 555-789-0123. Or resume includes LinkedIn, cover letter omits it.

Why it fails: Creates confusion about which contact method is current and correct.

The fix: Use identical contact information across all application materials. If you update your phone number, update it everywhere.

8. Overly Creative Designs That Sacrifice Readability

The mistake: Using decorative fonts, multiple colors, graphics, or complex layouts in the header.

Why it fails: 91% of recruiters prefer clean, simple headers even for creative roles. Complex designs fail in ATS systems and feel gimmicky.

The fix: Keep headers simple and professional. Save creativity for your portfolio, not your contact information.

Frequently Asked Questions

Do I need to include my full street address in the header?

Not anymore. Modern cover letters typically include city and state only for privacy and relevance reasons. Full street addresses were standard when cover letters were mailed, but with 95% of applications submitted electronically, only your city/state is necessary to show location. Use full addresses only for very traditional industries (law, government) or when physically mailing your application.

Should I include my LinkedIn URL in the header?

Yes, recommended for professional roles. Including your LinkedIn profile makes it easy for recruiters to verify your experience, see recommendations, and get a fuller picture of your professional brand. According to Jobvite, 87% of recruiters view LinkedIn profiles during screening. Use your custom URL (linkedin.com/in/yourname) rather than the default numerical version.

How do I format the header if I'm applying from another country?

Include your country in your address (City, State, COUNTRY), use international phone format (+1-555-123-4567 for US numbers), and clarify work authorization status in your cover letter body if relevant. Some recruiters appreciate a note about time zone (Berlin, Germany - CET) for remote positions. Research whether the target country expects different contact information or header formats.

Can I use a two-column header format?

Avoid two-column layouts for cover letter headers. While these work visually for resumes, ATS systems often read columns left-to-right across the page, scrambling your information (Name | Company Email | Address becomes "Name Company Email Address"). Stick to single-column, top-to-bottom formatting for maximum compatibility.

What if I don't have a permanent address (traveling, between moves)?

You have several options: Use a family member's address in your target city with their permission, list only "Available to relocate to [Target City]" without an address, use a P.O. Box if you have one, or omit the address entirely and include only phone/email. Focus on demonstrating your commitment to relocating in your cover letter body.

Should my cover letter header match my resume header exactly?

Match the style and formatting exactly, but the content will differ slightly. Your resume header contains only your information and remains the same for all applications. Your cover letter header includes your contact info plus the date and recipient's information, which changes for each application. The font, size, alignment, spacing, and design aesthetic should be identical.

How do I head a cover letter when applying to a recruiter vs. directly to a company?

When applying through a recruiter, address the letter to the recruiter with their contact information in the recipient section. Example: "Sarah Johnson, Senior Recruiter, TalentBridge Recruiting." You can mention the target company in your opening paragraph. When applying directly, address the hiring manager at the company. Ask your recruiter for guidance—some prefer you address the company's hiring manager even when submitting through them.

Can I put my contact information in the email signature instead of the letter header?

When pasting a cover letter into an email body, you can simplify the letter header and rely partially on your email signature for contact details. However, if attaching a PDF cover letter, always include a full header in the document itself—the attachment may be forwarded without your email signature.

What font size should I use for my name in the header?

Your name should be 14-16pt, slightly larger than your body text (11-12pt) to create visual hierarchy and make it immediately recognizable. Use bold formatting for your name but keep the rest of the header in regular weight. Avoid going larger than 16pt, which appears unprofessional and wastes space.

Do I need to include the date if submitting through an online portal?

Yes, include the date even for online submissions. The date shows you created a fresh, customized letter for this application rather than recycling an old generic one. Portal timestamps show submission date but don't appear in the document itself. Always include the current date in your cover letter header.

How do I head a cover letter for an internal position at my current company?

Use the same professional header format, but you can use your internal work email if that's how internal applications are submitted. For the recipient section, include your prospective manager's information (the hiring manager for the new role, not your current supervisor). The date is especially important for internal applications to show you're serious about the timing.

Should I include my portfolio website in the header?

For creative, design, writing, or technical roles where a portfolio is expected, yes—include your portfolio URL in your contact section. Format it cleanly: "Portfolio: yourname.com" or just "yourname.com" on the same line as your other contact details. For roles where portfolios aren't standard, you can mention it in your cover letter body instead.

Conclusion: Your Header Sets the Professional Tone

Your cover letter header might seem like a minor detail, but it's the first element hiring managers see, and formatting mistakes here create immediate negative impressions that are hard to overcome. Research consistently shows that properly formatted headers increase callback rates by 34%, 68% of hiring managers notice mismatched resume/cover letter headers, 76% immediately reject unprofessional email addresses, and ATS systems fail to parse 23% of poorly formatted headers.

The good news is that heading a cover letter correctly is straightforward once you understand the structure and best practices. The key principles are:

• Match your resume exactly: Same font, size, alignment, and style for visual consistency

• Include essential contact information: Name, phone, email, location, and optionally LinkedIn

• Follow standard business format: Your info, date, recipient info in that order

• Choose appropriate formality: Traditional for conservative industries, modern for tech/startups

• Ensure ATS compatibility: Standard text formatting, no headers/footers, common fonts

• Adapt for application method: Simplify for email, keep full format for online portals

Whether you're applying to a traditional Fortune 500 company or a startup, mailing a physical letter or uploading to a portal, the header fundamentals remain the same: clear contact information, professional formatting, and visual consistency with your resume.

Remember that your header has one job: making it easy for employers to contact you while signaling professionalism and attention to detail. Every element should serve that purpose. Remove anything that doesn't (outdated fax numbers, unnecessary personal information, complex designs) and focus on the essentials.

Ready to create a perfectly formatted cover letter with a professional header? Our AI cover letter generator automatically creates properly formatted headers that match your resume and meet industry standards. Simply upload your resume and paste the job description—we'll handle all the formatting details while you focus on content. For additional guidance and inspiration, explore our cover letter templates and cover letter examples across industries, all featuring professionally formatted headers you can model.