Most people spend ages tweaking their resume, but honestly, a strong cover letter can be what actually gets you noticed. The heading is one of the first things a recruiter glances at, so getting it right is pretty important. Your heading should have your name, contact information, the date, and the company’s address—makes it easy for hiring managers to know who’s reaching out and how to get in touch.
A clear and complete cover letter heading might look something like this:
James Parker
123 Main Street
New York, NY 10001
james.parker@email.com
(555) 123-4567
May 2, 2025
Ms. Heather Brown
Hiring Manager
GreenTech Solutions
456 Elm Avenue
Brooklyn, NY 11222
If you want to skip the formatting headaches or just want to be sure you didn’t miss anything, tools like RoboApply can whip up cover letters that hit all these points—and even score your resume for top job sites. You can give RoboApply a shot for free.
Purpose of a Cover Letter Heading
The heading isn’t just a formality—it’s the first place an employer will look for your info, and it sets the stage for a professional first impression.
Role in Professional Presentation
A well-formatted heading is right at the top, so you can bet recruiters notice it. Typically, it lists your name, address or at least your city and state, phone number, and email. Keep it neat and pick a font that’s easy on the eyes—no need to get fancy here. The goal is to make your info easy to find, not to win a design award.
Example Heading:
| Name | Address | Phone Number | Date | |
|---|---|---|---|---|
| Jordan Smith | Dallas, TX 75201 | (555) 123-4567 | jordan.smith@email.com | May 2, 2025 |
Sticking to a standard format keeps everything looking sharp. It’s a good idea to match your resume header, too—consistency just feels more put together. And if you’re uploading to sites like LinkedIn or Indeed, a clean header helps their systems grab your contact info correctly. RoboApply is handy for checking that you’ve filled out all the important fields and that everything looks right.
Importance for First Impressions
The heading is the first real bit of you a hiring manager sees, before they even get to your experience or skills. A clear, accurate header shows you care about details and take the application seriously. On the flip side, if you’ve got typos or missing info here, it doesn’t look great—even if the rest of your letter is solid.
Using a professional email and your current phone number goes a long way. If your heading matches your resume and has a modern, tidy layout, you’ll come across as more polished. And please, don’t use an old address or a silly email handle.
Double-check your heading before sending anything out, especially if you’re applying to a bunch of jobs. RoboApply can help you keep things updated and consistent. Try it for free if you’re curious.
Essential Elements to Include
A cover letter heading helps employers identify the applicant and makes it easy to find your contact info. Plus, it just looks more professional and organized.
Your Name
Your name should be right at the top, bolded and in a bigger font than the rest. Make it easy for recruiters to see who they’re dealing with.
For example:
Jordan Taylor
Or
Emily Peterson
Stick to your full name—no nicknames or abbreviations. It just looks better and avoids confusion.
And yeah, try to use the same name format as your resume and LinkedIn. It keeps things consistent and helps hiring managers match you up across platforms.
Contact Information
Right under your name, list your contact details. That’s your email, phone number, and if you want, your city and state. Give them options for reaching out.
Here’s a simple way to do it:
- Email: emilypeterson@email.com
- Phone: (123) 456-7890
- City, State: Seattle, WA
Use a professional email. If you’ve still got that “catlover99” address, maybe consider something a bit more grown-up.
A lot of folks add their LinkedIn link these days, especially if your profile is up to date and shows off your skills.
If you’re in a hurry or just want to avoid mistakes, RoboApply can organize and autofill your details for you.
Date of Writing
Don’t forget the date! Put it left-aligned, a couple lines below your contact info. It shows when you wrote the letter—pretty basic, but it matters.
Example:
May 2, 2025
Keep the date current, especially if you’re reusing the letter for different jobs. If you’re applying in bulk, tools like RoboApply make it easy to update the date for each application.
Try RoboApply for free.
Recipient Details
Adding the recipient’s details makes your letter feel more personal and professional. It also shows you paid attention to who you’re writing to—always a good thing.
Hiring Manager’s Name
If you can, address the letter to the actual person who’ll be reading it. Look for the hiring manager’s name in the job post, on the company’s website, or on LinkedIn. If you can’t find it, maybe try calling the company or doing a quick search—it’s worth the effort.
A personalized greeting like “Dear Ms. Taylor,” beats “To Whom It May Concern” every time. If you really can’t find a name, use a job title—“Dear Marketing Manager” works in a pinch. Just make sure you spell everything right.
Here’s a sample recipient section:
Ms. Julie Taylor
Marketing Manager
Company Name
Company Address
Date
Having the hiring manager’s name up top also helps automated systems and real people spot who the letter’s for. If you’re using something like RoboApply, it can sometimes fill in the right name for you.
Company Name
Make sure you get the company name right. Double-check the spelling and use the full legal name if you can. Companies can have similar names or abbreviations, so it’s worth being precise.
So, write “The Smith Group, LLC” instead of just “Smith Group.” Always match what’s on the job post or company site. It shows you aren’t just copying and pasting.
Here’s how it can look:
Ms. Julie Taylor
Marketing Manager
The Smith Group, LLC
123 Oak Street
Springfield, IL 62704
May 2, 2025
Using the exact company name helps you make a good first impression with both humans and the bots that scan applications. RoboApply can even pull official company names from job listings to help you avoid slip-ups.
Company Address
Adding the full company address follows business letter etiquette and helps your letter land in the right place. Include the street address, city, state, and zip code. You’ll usually find this info on the company’s website or LinkedIn page, or right in the job posting.
Keep it clear:
Ms. Julie Taylor
Marketing Manager
The Smith Group, LLC
123 Oak Street
Springfield, IL 62704
May 2, 2025
If the company has several locations, use the address for the office that posted the job or where the hiring manager is based. It shows you did your homework.
This also helps automated systems and tools like RoboApply process your application accurately.
Try RoboApply for free.
Formatting Tips for Cover Letter Headings
Getting your heading right is a basic step, but it really does matter for a professional cover letter. How it looks can make a difference in how your application comes across.
Font Choice and Size
Pick a clear, professional font—Arial, Calibri, or Times New Roman are all safe bets. Leave Comic Sans and script fonts for birthday cards, not job applications.
Stick to 10–12 points for the font size. That’s readable on screen and paper, and it won’t eat up space. Some people make their name a bit bigger or bold at the top—totally fine as long as the rest of your info matches up and looks tidy.
Here’s an example of a good heading:
Maya Patel
1234 Main Street
Springfield, IL 62704
mayapatel@email.com | (555) 555-1234
May 2, 2025
Hiring Manager
TechCorp Inc.
5678 Oak Avenue
Chicago, IL 60601
RoboApply can help you format this section and keep things consistent, which is honestly a relief if you’re applying to a lot of jobs.
Spacing and Alignment
Don’t cram everything together—give each part of your contact info, company details, and the date its own line. White space is your friend; it keeps things readable and not overwhelming.
As for alignment, most people stick with left-aligned text for a traditional look. Some folks center their name and info for a more modern vibe. Either way, just be consistent throughout your documents.
Example for left-alignment:
Jonas Lee
789 Park Avenue
Austin, TX 73301
jonaslee@email.com | (555) 123-7890
May 2, 2025
Hiring Manager
GreenTech Solutions
321 Elm Street
Austin, TX 73301
If you’re juggling lots of applications, using something like RoboApply can make sure your formatting stays on point every time.
Try RoboApply for free.
Common Mistakes to Avoid
It’s surprising how often a simple slip in your cover letter heading can leave a bad impression. Even the tiniest error can make an application feel sloppy or rushed. Taking a moment to double-check your details and making sure everything’s up to date can really help you stand out.
Using Incorrect or Outdated Information
One of the most common blunders? Using the wrong address, phone, or email—either for yourself or the company. Maybe you’ve copied an old heading from a previous letter and forgot to update it. Or you’ve moved, but your cover letter still lists your old place. Little things like this can make an employer wonder if you’re paying attention.
For example:
Incorrect Heading:
Casey J. Smith
123 Main Dr., Apt 4, Oldtown, CA 90001
caseysmith@email.com | (555) 123-1111
If Casey’s moved or changed numbers, this info isn’t helpful anymore. And let’s be honest, if your contact info is outdated, what else might be wrong in your application?
It’s worth taking a second look at the company’s details, too. Address your letter to the right hiring manager if you can—otherwise, it just feels generic. You can usually find the right info on the company website or in the job posting. Tools like RoboApply make it a bit easier to keep everything consistent from one application to the next.
Omitting Key Details
Sometimes people forget the basics—like their phone number, last name, or even the date. It might not seem like a big deal, but missing info can make your letter look unfinished. At a bare minimum, your heading should have:
- Your full name
- Current address (or at least city and state)
- Professional email
- Reliable phone number
- Date
- Employer’s name and address
If you skip your phone number or just use your first name, it’s harder for employers to figure out who’s applying. Leaving out the date or the company’s address can also make your letter look a bit incomplete.
Here’s what a solid, complete heading looks like:
Example Heading:
Jordan Lee
456 Elm Street
Springfield, IL 62701
jordan.lee@email.com | (555) 987-6543
May 2, 2025
Ms. Aimee Rogers
Talent Acquisition Manager
Global Solutions
789 Commerce Blvd
Chicago, IL 60601
Having a consistent heading across your applications is a lot easier with tools like RoboApply. They’ll help you fill in the right spots and flag anything you missed. Worth a try if you’re sending out a bunch.
Tailoring the Heading for Different Applications
It’s tempting to use the same cover letter heading for every job, but that’s a quick way to seem uninterested. Customizing your heading for each application shows you’ve actually paid attention—and it doesn’t take much extra work.
You can personalize it by including the exact job title, the company name, and the right address. Just double-check that these match what’s in the job listing or on the company’s site. Even swapping out the department or updating the address can make your letter feel more genuine.
Example Header:
| Your Name | Company Name |
|---|---|
| 123 Main Street | ABC Tech Solutions |
| City, State ZIP | 456 Business Rd |
| Email Phone | City, State ZIP |
| Date | HR Department |
See how this example tweaks the company name, address, and department to fit a real job posting? It’s a small thing, but it helps keep your letter from feeling generic.
If you’re applying to a bunch of jobs, it helps to keep a template handy. Just swap out the contact info, job title, and date for each new application. It’s not rocket science, but it saves time.
For remote or online positions, you can mention “Remote” or use the company’s headquarters location if that’s what they expect. And always update the date—seriously, it’s an easy win. There’s a handy heading guide if you want more tips.
If you want to speed things up, RoboApply can help you generate custom headings and keep everything organized for sites like LinkedIn or Indeed.
Try RoboApply for free.
Frequently Asked Questions
A good cover letter heading should include all your contact info, the date, and the employer’s details. It needs to look professional—clean, accurate, and easy for a hiring manager to scan.
How should I format the heading of a cover letter?
Your heading goes right at the top, just like a regular business letter. Start with your name, address, phone, and email. Under that, put the date. Then, add the employer’s name, their title (if you know it), the company name, and the company’s address.
Example:
Jordan Smith
123 Main Street
Denver, CO 80014
(555) 123-4567
jordansmith@email.com
May 2, 2025
Ms. Lauren Martinez
Human Resources Manager
Lakeside Technology
456 Tech Ave
Denver, CO 80015
Keep it spaced out—don’t cram everything together.
What information is essential to include at the top of my cover letter?
You’ll want your full name, mailing address, phone number, and email—just make sure they’re current. Always include the date you’re sending the letter, plus the employer’s name and company address. The Purdue OWL guide covers these basics if you need a refresher.
These details make your letter look professional and ensure employers can actually get in touch.
Can I use a headline in my cover letter, and if so, what should it entail?
A headline isn’t required, but it can help your cover letter pop. It should be a quick statement that sums up why you’re a great fit or what you bring to the table.
Example headline:
“Experienced Graphic Designer with 5 Years in Digital Marketing”
Stick it after your contact info and before your greeting. Just make sure it lines up with the job description and highlights your strengths.
How can I address a cover letter when the recipient’s name is unknown?
If you don’t know the hiring manager’s name, skip “To Whom It May Concern”—it’s too stiff. Try “Dear Hiring Manager” or “Dear Human Resources Team” instead.
If the job posting doesn’t give you a contact, these options are perfectly fine. If you’re feeling ambitious, you could poke around the company’s website or even call and ask for a name, but most people just go with the department.
What are some proven strategies for writing an effective cover letter header?
Double-check your contact info—seriously, it’s easy to overlook. Make your cover letter heading match your resume for a polished look. Stick to a simple, readable font.
If you want to save time (and avoid silly mistakes), tools like RoboApply can help you check your heading and keep it consistent across different job sites. It’s a nice shortcut, especially if you’re applying for lots of positions.
What are the common mistakes to avoid in a cover letter heading?
Always make sure your full name and a real, working email address are front and center. You’d be surprised how often people slip up with unprofessional emails or misspell the employer’s name. Outdated contact info? That’s a quick way to get overlooked.
Skip the flashy fonts and wild color choices—seriously, it’s not the place. Forgetting the date or leaving the address half-finished just looks sloppy. Give everything a careful once-over before you hit send; it’s worth the extra minute.
Try RoboApply for free.
