sample of application letter with heading

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Cover Letter Heading: 10 Best Examples for 2024

A cover letter is an essential document that accompanies a resume when applying for a job. It serves as an introduction to the candidate and provides an opportunity to showcase their skills and qualifications. While the resume lists the candidate’s experience, education, and achievements, a cover letter allows the candidate to explain why they are the best fit for a particular position.

A well-crafted cover letter can make a difference in a hiring manager’s decision to invite a candidate for an interview. A cover letter allows the candidate to personalize their application and demonstrate their interest in the company and position they are applying for. It is an opportunity to highlight specific skills and experiences that make the candidate a strong fit for the job.

Purpose of Cover Letter Heading

The heading of a cover letter is the first thing that the hiring manager will see. It should include the candidate’s contact information, the date, and the recipient’s name and address. The purpose of the heading is to make the cover letter look professional and informative.

The Basics of a Cover Letter Heading

When it comes to writing a cover letter, one of the crucial parts to pay attention to is the heading. In this section, we will discuss the definition of a cover letter heading, where to place it, what should be included, and tips for creating a strong cover letter heading.

A. Definition of Cover Letter Heading

The cover letter heading is the section that appears at the top of the cover letter. It contains important information that introduces the letter and provides context about the applicant. Typically, the heading includes the applicant’s name, address, phone number, and email address. The employer also expects the date they received the letter to be present.

B. Where to Place Cover Letter Heading

The cover letter heading should be placed at the beginning of the cover letter, right at the top of the page. It should appear aligned to the left-hand margin of the document.

C. What Should be Included in Cover Letter Heading

As previously mentioned, the cover letter heading should include essential personal information such as the applicant’s name, address, phone number, and email address. If the letter is being sent via email, including the applicant’s HTML email signature (if they have one) may be an additional, more professional touch. Additionally, it’s important to include the date the letter was written, as well as the employer or hiring manager’s name and address.

D. Tips for Creating a Strong Cover Letter Heading

A strong cover letter heading should be easy to read and contain all the necessary information. Here are some tips to guide you:

Use a legible font: choose a font that’s easy to read, popular examples include Arial or Times New Roman.

Keep it brief: the cover letter heading doesn’t need to be too long. Just include the essentials and keep it concise.

Use appropriate spacing: ensure there’s enough spacing between each line that will make the heading clear, easy to read, and navigate.

Add a personal touch: consider adding a professional-looking personal logo or design to your header that visually elevates the heading and makes it stand out.

Proofread: Finally, review and confirm that all information is correct and up-to-date, this helps avoid any errors that might distract attention from what should be communicated in the letter.

By following these tips and best practices, you can make sure that your cover letter heading stands out from the rest and provides the employer with the information they need. This will increase your chances of getting the hiring manager’s attention and landing the job you want.

Best Examples of Cover Letter Heading

One of the most important aspects of a cover letter is the heading, as it sets the tone for the entire document. Here are 10 examples of the best cover letter headings:

Example 1: Traditional Heading

A traditional heading includes your name, contact information, and the date of the application. It’s a classic and professional option that never goes out of style.

Example 2: Modern Heading

A modern heading can incorporate a bold font, unique design, or color to grab the reader’s attention. It shows off your creativity and attention to detail.

Example 3: Minimalist Heading

A minimalist heading uses simple and clean lines to convey a sense of sophistication and professionalism. It’s a great option for industries like finance or law.

Example 4: Creative Heading

A creative heading incorporates elements like graphics or images to showcase your personality and stand out from the competition. It can work well in artistic or design-related fields.

Example 5: Unique Heading

A unique heading can include a catchy tagline, quote, or reference to the job you’re applying for. It captures the reader’s attention and makes a memorable impression.

Example 6: Professional Heading

A professional heading includes your name, job title, and contact information. It’s straightforward and highlights your experience and qualifications.

Example 7: Personalized Heading

A personalized heading references the company or position you’re applying for, and shows that you’ve done your research and know what the company values.

Example 8: Industry-Specific Heading

An industry-specific heading includes relevant keywords and phrases that align with the industry or job you’re applying for. This shows that you have a strong understanding of the field.

Example 9: Keyword-Optimized Heading

A keyword-optimized heading uses specific keywords and phrases from the job posting to ensure that your application doesn’t get overlooked by applicant tracking systems.

Example 10: Eye-catching Heading

An eye-catching heading uses a bold font, color, or unique design to catch the reader’s attention and make a lasting impression. It’s a great option for creative fields.

Your cover letter heading should be a reflection of your personal style and the job you’re applying for. Use these 10 examples as a starting point to create a heading that stands out and sets you apart from the competition.

How to Choose the Best Cover Letter Heading for Your Application

When it comes to crafting a cover letter heading that will catch a potential employer’s eye, there are several factors to consider. These include the job requirements and company culture, your personal brand and industry, and the purpose and tone of your cover letter. By tailoring your heading to the job and employer, you can increase your chances of standing out among other applicants.

A. Analyze the Job Requirements and Company Culture

Before crafting your cover letter heading, carefully analyze the job requirements and company culture. Look for keywords and phrases that are frequently used in the job description, as well as any specific company values or mission statements mentioned on the company website. This will give you a better sense of what the employer is looking for in a candidate and how you can position yourself as a strong fit for the role.

B. Consider Your Personal Brand and Industry

Your personal brand and industry should also play a role in choosing the best cover letter heading. If you work in a more creative industry, for example, you may want to use a more colorful and unique heading that reflects your personality and design skills. On the other hand, if you work in a more traditional or conservative industry, a more straightforward and professional heading may be more appropriate.

C. Determine the Purpose and Tone of Your Cover Letter

The purpose and tone of your cover letter should also guide your choice of heading. If you are applying for a job with a specific company, you may want to use the company name in your heading to show your interest and attention to detail. If you are hoping to convey a more personal or passionate tone, you may want to use a heading that highlights your motivation for applying to the job.

D. Tailor Your Heading to the Job and Employer

Ultimately, the key to choosing the best cover letter heading is to tailor it to the job and employer. This means taking into account the job requirements, company culture, your personal brand and industry, and the purpose and tone of your cover letter. By doing so, you can create a heading that stands out from the competition and captures the attention of your potential employer.

Common Mistakes to Avoid in Cover Letter Heading

Your cover letter heading is the first thing that recruiters and hiring managers see when they open your application. It’s essential to make a great first impression, and avoid the following mistakes:

A. Using Unprofessional or Offensive Language

Your cover letter heading should be professional and free of any offensive language. Avoid using slang or phrases that may be inappropriate in a professional setting. Make sure to spell check and double-check your wording before submitting.

B. Creating a Bland or Generic Heading

Avoid using a generic heading that does not give any information about the specific job or industry you are applying to. Customize your heading to fit the job that you are applying for, and make sure it stands out among other applications.

C. Failing to Customize the Heading for Each Application

Every job posting is different, and your cover letter heading should reflect that. Make sure to customize your heading for each job you apply to, including any specific requirements or qualifications listed in the job posting.

D. Making Spelling or Grammar Errors in the Heading

Spelling and grammar errors are a red flag for recruiters and hiring managers. Make sure to proofread your heading carefully, and have someone else check it as well. A second set of eyes can catch mistakes that you may have missed.

E. Including Irrelevant Information in the Heading

Your cover letter heading should be concise and relevant to the job you are applying for. Avoid including any unnecessary or irrelevant information, such as your address or personal information. Stick to the job title and any relevant qualifications or skills.

By avoiding these common mistakes, you can create a professional and effective cover letter heading that will grab the attention of recruiters and hiring managers. Remember, your cover letter heading is the first impression you make, so make it count!

Frequently Asked Questions about Cover Letter Heading

When it comes to crafting a cover letter, one of the most important elements is the heading. A well-written heading can grab the attention of the hiring manager and make your application stand out. However, there are several questions that often arise when it comes to creating a cover letter heading. Below are some frequently asked questions and their answers.

A. Should I Use the Same Heading for Every Cover Letter?

While it may be tempting to use the same cover letter heading for every application, it’s important to customize your heading for each job you apply for. This can include using the company name, position title, or other relevant information to make your application more tailored to the specific job.

B. How Long Should My Cover Letter Heading Be?

Your cover letter heading should be brief and to the point. Generally, it should not exceed two lines. This ensures that it doesn’t take up too much space on the page and keeps your application looking clean and professional.

C. Can I Include a Tagline or Slogan in my Heading?

Including a tagline or slogan in your heading can be a great way to showcase your personal brand and make your application stand out. However, it’s important to ensure that the tagline is relevant to the job you are applying for and that it doesn’t detract from the main content of your cover letter.

D. Is it Okay to Use a Colored or Graphic Header for My Cover Letter?

While a colored or graphic header can add visual interest to your cover letter, it’s important to use them sparingly and appropriately. If you’re applying for a creative role, a colored or graphic header may be appropriate, but for most jobs, a simple and professional heading is the way to go.

E. Should I Include My Contact Information in the Heading or Body of My Cover Letter?

Including your contact information in the heading of your cover letter can make it easier for the hiring manager to reach out to you. However, it’s also okay to include your contact information in the body of your cover letter, either at the top or bottom of the page. Just be sure to double-check that you’ve included all the necessary information, including your phone number and email address, so that the hiring manager can easily reach out to you if necessary.

Crafting a strong cover letter heading requires attention to detail and careful consideration. By customizing your heading for each job, keeping it brief and to the point, and ensuring that it’s relevant and professional, you can create a great first impression with your application.

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Sample Cover Letter for a Job Application

What Is an Application Letter?

What to include in your application letter, tips for writing a cover letter, cover letter sample and template, email cover letter sample.

• How to Send an Email Application

Frequently Asked Questions (FAQs)

Alex Dos Diaz / The Balance

What's the best way to write a letter to apply for a job? Your letter should detail your specific qualifications for the position and the skills you would bring to the employer. What’s most important is to show the employer that you’re a perfect match for the job.

Your job application letter is an opportunity to highlight your most relevant qualifications and experience. An effective cover letter will enhance your application, showcase your achievements, and increase your chances of landing an interview.

Review what to include in a job application letter, tips for writing that will get your application noticed, and examples of cover letters and email messages to send when applying for a job.

Key Takeaways

• An application letter accompanies a resume and may be uploaded to a job portal, sent via email, or even sent by postal mail, depending on the employer’s requirements.
• Application letters are an ideal way to show your interest in a job and highlight your most relevant skills.
• It’s important to match your letter to the job description and show the employer you have the qualifications they are seeking.

A   letter of application, also known as a  cover letter , is a document sent with your resume to provide additional information about your skills and experience to an employer. Your letter of application is intended to provide detailed information on why you are an ideal candidate for the job.

Your application letter should let the employer know what position you are applying for, what makes you a strong candidate, why they should select you for an interview, and how you will follow up.

Effective application letters explain the reasons for your interest in the specific organization and identify the most relevant skills that qualify you for the job.

Unless an employer specifically requests a job application letter sent by postal mail, most cover letters today are sent by email or attached as a file in an online application tracking system.

As with all cover letters, a job application letter is divided into sections:

• The heading includes your name and contact information.
• A  greeting  addressed to a specific person, if possible.
• The introduction includes why the applicant is writing.
• The body discusses your relevant qualifications and what you have to offer the employer.
• The close thanks the reader and provides contact information and follow-up details.
• Your  signature to end the letter .

Here’s how to ensure your application supports your resume, highlights your most relevant qualifications, and impresses the hiring manager.

Get off to a direct start.  In your first paragraph, explain why you are writing. Mention the job title, company name, and where you found the job listing. While you can also briefly mention why you are a strong candidate, this section should be short and to the point.

Offer something different than what's in your resume. You can make your language a bit more personal than in your resume bullet points, and you can tell a narrative about your work experience and career.

Application letters typically accompany resumes, so your letter should showcase information that your resume doesn't.

Make a good case.  Your first goal with this letter is to progress to the next step: an interview. Your overarching goal, of course, is to get a job offer. Use your application letter to further both causes. Offer details about your experience and background that show why you are a good candidate. How have other jobs prepared you for the position? What would you bring to the role and the company? Use this space to  emphasize your strengths .

Close with all the important details.  Include a thank you at the end of your letter. You can also share your contact information and mention how you will follow up.

This is a sample cover letter.  Download the cover letter template  (compatible with Google Docs and Word Online) or see below for an email sample.

The Balance

John Donaldson 8 Sue Circle Smithtown, CA 08067 909-555-5555 john.donaldson@email.com

September 6, 2023

George Gilhooley LTC Company 87 Delaware Road Hatfield, CA 08065

Dear Mr. Gilhooley,

I am writing to apply for the programmer position advertised in the Times Union. As requested, I enclose my certification, resume, and references.

The role is very appealing to me, and I believe that my strong technical experience and education make me a highly competitive candidate for this position. My key strengths that would support my success in this position include:

• I have successfully designed, developed, and supported live-use applications.
• I strive continually for excellence.
• I provide exceptional contributions to customer service for all customers.

With a BS degree in computer programming, I have a comprehensive understanding of the full lifecycle of software development projects. I also have experience in learning and applying new technologies as appropriate. Please see my resume for additional information on my experience.

I can be reached anytime via email at john.donaldson@email.com or by phone at 909-555-5555.

Thank you for your time and consideration. I look forward to speaking with you about this employment opportunity.

Signature  (only if a hard copy letter)

John Donaldson

The following is a sample email cover letter to send as part of a job application.

Email Application Letter Example

Subject: Colleen Warren - Web Content Manager Position

Dear Hiring Manager,

I'm writing to express my interest in the Web Content Manager position listed on Monster.com. I have experience building large, consumer-focused, health-based content sites. While much of my experience has been in the business world, I understand the social value of this sector, and I am confident that my business experience will be an asset to your organization.

My responsibilities have included the development and management of website editorial voice and style, editorial calendars, and the daily content programming and production for various websites.

I have worked closely with health care professionals and medical editors to provide the best possible information to a consumer audience of patients. I have also helped physicians use their medical content to write user-friendly and easily comprehensible text.

Experience has taught me how to build strong relationships with all departments in an organization. I have the ability to work within a team, as well as cross-team. I can work with web engineers to resolve technical issues and implement technical enhancements. 

I am confident working with development departments to implement design and functional enhancements, monitor site statistics, and conduct search engine optimization.

Thank you for your consideration.

Colleen Warren colleen.warren@email.com 555-123-1234 www.linked.com/colleenwarren

How to Send an Email Application Letter

If sending your cover letter via email, list your name and the job title you are applying for in the  subject line  of the email:

Colleen Warren - Web Content Manager Position

Include your contact information in your email signature but don't list the employer's contact information.

Do you have to write a cover letter when you apply for a job?

Some employers require cover letters. If they do, it will be mentioned in the job posting. Otherwise, it’s optional but it can help your chances of securing an interview. A cover letter gives you a chance to sell yourself to the employer, showcase your qualifications, and explain why you are a perfect candidate for the job.

How can you use a cover letter to show you’re a qualified candidate?

One of the easiest ways to show an employer how you’re qualified for a job is to make a list of the requirements listed in the job posting and match them to your resume . Mention your most relevant qualifications in your cover letter, so the hiring manager can see, at a glance, that you have the credentials they are looking for.

CareerOneStop. " How Do I Write a Cover Letter? "

How to Write Letter Headings

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What is a letter heading?

What to include in a letter heading, how to write letter headings, letter heading template, letter heading example, tips for creating a professional letter heading.

Learning how to properly create letter headings can allow you to seem more reputable, especially as it pertains to applying for jobs and other professional endeavors. As one of the most important elements of any letter, letter headings not only provide your reader with information but they also make them appear more professional. This article discusses the various aspects of letter headings and provides a template, an example and some extra tips to create a professional letter heading of your own.

A letter heading is the top section of any letter that provides the reader with your contact information as well as the information of the recipient. Most commonly used on cover letters, professional letters and academic letters, letter headings can be in any format from casual to formal. Although you can create a letter without a heading, doing so is a method of letting your addressee know that the contents of the letter are important.

Here are the standard elements to include in a letter heading:

Your first and last name

Start the letter heading with your legal first and last name. If you sometimes go by an abbreviated version of your name, be sure to write whichever one you use in professional settings.

The address where you can be reached

This is either your local address, your permanent address, a P.O. box or the address of your company or organization. 

Phone number

This should be the number that makes the most sense. For instance, if you are writing from your employer’s address, you will want to include your work number. If you are writing from home, you will want to include your home or cell number. If you have your own business line, this may be the number you choose to use.

Email address

You will want to include your professional email address or in the case of a friendly letter, you can include your most-used email address. 

Here are some steps you can follow to create your letter heading:

1. First, pick your paper

The type of paper you choose to print your letter on can make all the difference. For instance, if you are writing something from your company or job, you may want to use paper that has a company letterhead. In this case, you will not need to include the information that is already included in the letterhead. 

Alternately, if you are using blank paper and already have a header image saved on your computer, you can simply copy and paste that to the top of the document. You can also use fancy stationery to give your letter a more personal touch. If you will be emailing the letter rather than mailing it, you can skip this step. However, you can include a simple graphic design or your company logo. 

2. Second, create your document

You can create your document using your favorite word processing program such as Microsoft Word. You will want to start with a blank document or use an existing letter template. 

3. Third, type your business name

If you are starting with a blank document and writing on behalf of your job or business, you should begin by typing the name of the business in the top left corner. If you are writing a personal letter, you will start by putting your return address in the upper right corner. 

4. Fourth, type your return address

From there, you need to type in the return address of your home, job or business. Alternatively, you can also include a P.O. Box. 

5. Fifth, add optional contact information

You can also include information such as a phone number, email address and your social media handles. 

6. Next, include the date

From there, you will skip a line and write the date. This can be either the date you are writing it or the day you plan on sending it. You can choose the most common U.S. format, in which the month comes before the day and the year. For example, October 30, 2020. 

7. Finally, add the recipient’s address

Skipping another line, and then add in the name and address of the intended recipient. 

Here is a template you can use as a guide when you are creating your own letter heading: 

[Business name, if sending on behalf of your job or business] [Street address] [City, state and zip code] [Phone number] [Email address] [Additional information, such as social media handles]

[First and last name] [Business name] [Street address] [City, state and zip code]

Here is an example of a professional letter heading:

Reality Bytes Inc. 330 Main Street Albany, NY 12084 Phone: (555) 555-5555 [email protected] Instagram handle: @realitybytesinc

January 12, 2020

Joe White Corporate Computer Solutions 111 Winner’s Circle Phoenix, AZ 85001

Here are some tips for extra guidance to create a professional letter heading:

• Use Times New Roman or Arial font for business letters
• Use 12 point font for business letters
• If you are writing a personal letter, you can customize it as you wish
• Don’t forget to add a line space between your contact information and the date 
• Add a line space between the date and the recipient’s contact information
• Add a line space between the recipient’s contact information and your greeting
• There is no need to include your name in the heading as you will be signing the document after the closing
• If you are writing a personal letter, you do not need to include the recipient’s address in the heading
• If you do not know the recipient’s name, you can simply write the name of the department they work in instead

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What do I include in my cover letter heading?

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The heading provides your contact information, the date you are writing, and the address of the company to which you are applying.

For your contact information, you will want to include the following:

• The address where you can be reached ( if you live at college, will it be more accessible to include the local address or your permanent address? )
• Phone number
• Fax number (if applicable)
• E-mail address

Then, you will skip a line and write the full date ( month, day, year ). Follow this by skipping a space and writing the contact information for the person to whom you are writing:

• Name of the specific person
• Title of that person (if available)
• Address of the company

Craig M. Leroix 2987 W. Taylor Dr. Portland, OR 45720 890-372-1262 [email protected]

February 2, 2005

Amy Kincaid, Human Resource Director Western Electric, Inc. 387 Collier Lane Atlanta, Georgia 30051

Job seekers at Purdue University may find value in the Purdue career Wiki here .

The following are additional Purdue OWL resources to help you write your cover letter:

• Cover Letter Workshop- Formatting and Organization
• Example Employment Documents
• Cover Letters 1: Quick Tips
• Cover Letters 2: Preparing to Write a Cover Letter
• Cover Letter Presentation
• Job Search Documents for Working Class Positions

Cover Letter Guide, Steps 2–4: Header, Greeting, & Introduction

• Start With A Header
• Include A Greeting
• Write A Memorable Introduction

You’re a shining star in your field, and you’ve found the perfect job listing. How do you make a great first impression with the company you’d like to work for? Well, let’s address the basics first: there’s one person you’ve got to impress right away. That’s right—whether that person is a hiring manager or your future supervisor—you’re got to impress that first person who reviews your cover letter and forms an impression of you as an applicant.

So how do you start that letter the right way and get their attention?  This article (Steps 2–4) in our comprehensive cover letter series will help you format and write the key elements of an introduction to your cover letter. You’ll move on to steps 5–7 to write the rest of the letter.

Start at the beginning by clicking here for “Your Guide To Writing A Good Cover Letter: Overview” or choose the step you need below.

Step 1. Format Your Cover Letter

✅  Step 2–4. Open The Cover Letter With A Proper Header, Greeting, And Memorable Introduction

Step 5–7. Explain You’re Fit For The Job, Add A Call To Action, And End With The Right Sign-off

Step 8–9. Edit And Share Your Cover Letter

We’ve provided a sample cover letter you can use to follow along in this series and create your own. Click on the image below to expand it.

2. Start the cover letter with a header

What to include in the header.

The first part of your cover letter is the header . Traditionally, a header would be formatted similarly to the heading of any formal letter. These days, it is more common to find a header that is the same or similar to the section that lists the name and contact details on your resume. Whether you use a traditional heading or a more contemporary header will depend on the job to which you are applying. Either way, your header should include:

• Your contact details
• Your job title (if applicable)
• The name of the hiring manager
• The contact details of the hiring manager

Examples of headers

Here is the traditional format for the header of a cover letter. We will cover alternatives to this traditional format in a little bit.

May 1, 2021

Emma A. Plicant English Tutor 1234 Road Way Anywhere, USA 12345 (123) 456-7890 [email protected]

Anna Smith Hiring Manager Tutoring Company 2345 Business Park Elsewhere, USA 12346

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Step 3. Include a proper greeting

A cover letter is a kind of formal letter, meaning it needs to include a greeting similar to that of any other kind of letter or email. This greeting should begin “Dear” or “To” and end with a comma , not a period.

Who should you address your cover letter to?

Ideally, you will address your cover letter directly to the hiring manager. If the name of the hiring manager is not listed on the job posting, you will need to do a little digging to try and find it. A good place to start is the website for the company itself. (Try to find a link like “About Our Staff.”) Even if you don’t find the name of the hiring manager there, you will be able to learn more about the company’s mission, values, and practices from the website. Some workplaces even go so far as to state specifically what they are looking for in a cover letter on their website.

Other sources for the name of the hiring manager include websites like LinkedIn and Glassdoor.

Note that the job title of the person in charge of hiring for the position may not be Hiring Manager. They may have a different kind of title altogether, like Administrative Assistant or Recruiter.

If you’re unable to find the name of the hiring manager to include on the cover letter, you can simply write Hiring Manager in the header or leave the spot blank.

The question of how to properly address your cover letter also comes up when it comes to writing the greeting.

Examples of greetings

A typical greeting for a cover letter if you know the name of the hiring manager is:

Dear [Mr./Ms.] [Last Name of Hiring Manager] example: Dear Ms. Smith,

Other, more contemporary greeting forms are:

Dear [Full Name] example: Dear Anna Smith,

[Full Name] example: Anna Smith,

If you are unable to find the name of the hiring manager, you have a few options when it comes to addressing your cover letter:

Dear Hiring Manager, Dear [Company] Team, To Whom It May Concern, Dear Sir or Madam,

Addressing a cover letter with “To Whom It May Concern” or “Dear Sir or Madam” is somewhat controversial. Some counsel against it, others find that employers prefer it. If you feel uncertain about using either of these greetings, stick with the traditional “Dear Hiring Manager.”

Looking for even more options for “to whom it may concern”? Review some of them here.

Step 4. Write a memorable introduction

It can be hard to know how to start a cover letter, but once you know the formula, it is fairly straight-forward. Your introductory paragraph should be one to three sentences long and include the following information:

• The name of the position you are applying for
• A brief description of your experience
• A sense of why you are interested in the position

Of all of these things, it is most important to state the name of the position—you would be amazed how many people leave this critical piece of information out.

Examples of strong introductions

Here are a couple of examples of a strong introduction for a cover letter:

• In response to your online job notice, I am writing to apply for the position of English Tutor at Learning Company. I believe my passion for education and many years of experience supporting students as a paraprofessional would make me an ideal fit for this post.
• As a longtime supporter of animal welfare causes, I am thrilled to have the opportunity to apply for the position of Fundraiser for Animal Welfare Nonprofit. I have over five years of experience in the nonprofit fundraising sector, raising over $200,000 annually, and I think these skills and my dedication to the issues would be an asset to your organization.

Be sure to double-check that you have correctly transcribed the job title and the name of the company!

Are you ready to highlight your professional experience? Let’s talk about how to compose the body of the cover letter!

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Letter Headings, or How to Head a Letter 

In these fast-paced days of emailing and texting, most people may feel that the practice of writing letters (whether formal or personal) has gone by the wayside. However, it’s still important to know how to write a letter, as well as how to format one. One of the most important parts of showing people you understand how to create a formal letter is knowing how to head a letter.  

A letter heading is the part of the letter that introduces you to your recipient as well as gives them some important information about you, such as your address. The art of writing the heading of a letter is specific to different types of letters, but more than simply being protocol, knowing how to write the heading of a letter also  

• conveys professionalism to your reader;  
• makes it easy to reply to your message, as there is no need to keep the envelope when all the information is on one piece of paper; and  
• often ensures you will get a prompt reply, which is very important in today’s world of instant communication.  

So now that you understand why it is necessary, it’s time to learn how to write the heading for a letter.   

Business Letters

Writing a business letter heading is not the same as writing the heading for a personal letter. Business letters are usually very formal, and you’ll want yours to be as well, especially since you’re choosing to send a letter rather than an email. The business letter heading format, like the format of a business letter itself, is specific and must get across certain information to be considered formal.   

1. If you have letterhead, use it!

Some businesses—big or small—already have paper with letter heading formats built in. As a formal letter heading example, this can’t be beat! It’s also done the work of introducing you and giving your reader all the pertinent information, including the name of the company and its address. Sometimes, the letterhead will contain your name as well. Usually, before you start writing the letter itself, the only piece of information you will need to add is the date.  

Unfortunately, though, not everyone has letterheads already created for their needs, especially today—when writing formal letters isn’t quite as common. If you don’t have letterhead, it’s still easy to create the proper letter heading format.  

2. If you don’t have letterhead, include your address.

The first thing you’ll include when writing a business letter heading is your address. This means your formal address with your street number, name, city, state, and zip code.   

If you have a PO (short for “post office”) box number, skip writing your street number and name and simply write “PO Box” followed by the number. Then, follow the number with your city, state, and zip.   

If you live in an apartment, make sure to include your apartment number under the first line of your address.   

After the full address, many people include a phone number or email address, although this isn’t mandatory. After all, you’ve written a letter to this person, so don’t you expect a letter in return?  

Make sure that when you write the address and any additional information that you block all the text to the right side of your letter. This is the expected way to format your own address when writing the heading of a letter.  

3. Write the date.

Next, professional letter heading format dictates that you include the date. You don’t want people to forget when they received your letter, so make sure to remind them. Leave a line between the address and the date. You’ll find that leaving this space makes the letter look cleaner and more formal—plus it makes the date easier to pick out.  

4. Write the recipient’s address.

Always include the recipient’s address when you’re writing a formal or business letter heading. You’ll need to include all the same information you included when you wrote your own address. Here are some rules for what to include and how to format the recipient’s address:  

• Do not indent the recipient’s address, but do leave two spaces below the date.  
• Block this address to the left instead of the right.   
• Always address the letter to someone specific within the company if possible.   
• If applicable, include the name of the company beneath the name of the individual but before the address.   

5. Leave a space before writing the salutation.

You’re almost done! Leave a space before the salutation to finish your heading. Then, write the salutation. Of course, you’ll want to use a formal salutation rather than a casual one, but that’s a completely separate issue. In fact, it’s one we discuss at length in another post.  

Personal Letters

As you may have already guessed, how to write the heading of a letter changes when you’re writing a personal letter. For one thing, you’re bound to be much closer to the recipient, so some information may not be necessary. And for another, you already know how to write the heading for a letter for business, and this is a much more casual, laid-back alternative.   

Finally, personal letters tend to be handwritten. This means your heading might be handwritten too, which can affect letter heading spacing, letter heading format, as well as simply how to write the heading for a letter.  

1. Begin with your address unless you’re certain the recipient knows it.

You may not need to include your address the way you did in a formal letter heading example. In fact, your recipient may already know your address well. You may even swap letters with them often. If this is the case, you won’t need to include an address like you would in a formal letter heading format.  

However, you may not be sure if your recipient knows your address. If you’re not positive they do, include it in the upper right-hand corner like you would when writing a business letter heading. Furthermore, if you have stationery with this already printed on it, great! If not, write it out yourself, either typed or handwritten.   

2. Add the date.

Letter heading spacing is still important in a personal letter, but it’s a bit different. Leave two spaces between your address and the date. If you didn’t include your address, include just the full date in the upper right-hand corner of the letter.   

3. Go directly to the salutation.

Unlike when you were learning how to head a letter for formal or business correspondence, you won’t need to include the recipient’s address. Instead, you can skip forward to the salutation. This can be gentler and more familiar than one you would use when writing a business letter heading. And for this one, you’ll also need to leave two spaces between the date and the salutation.   

Hybrid Letters

Of course, not all types of letters fall into one of these categories. These can include formal letters that are handwritten, such as fan mail to movie stars or letters of complaint to a company. You’ll still want to include the recipient’s address in this case.   

Other times, you may be writing your first personal letter to someone, so you don’t want to seem too familiar right off the bat. In this situation, a formal letter heading example may be better. However, you still won’t necessarily need to include the recipient’s address.  

Why Write Letters in the Age of Email

If you’ve come here hoping to learn more about how to head a letter or letter heading spacing or to see some formal letter heading examples, we hope we’ve been able to assist. However, some people may still be wondering why they might ever need to write letters when emails are so much easier—not to mention instant.  

The art of letter writing has been around a long time. Knowing how to write a proper letter allows you to communicate with people in a number of ways. Those who know how to write the heading for a letter can correspond with people properly, based on the situation and their relationship. There will always be times when writing a letter is more efficient, effective, or appropriate to the situation than sending an email. Thus, it’s important to know how to do so when these times come.

Like this post? Check out some more about writing letters:

How to Write an Official Letter

How to Write a Killer Query Letter

Ten Key Elements to Writing an Effective Business Letter

9 Awesome Online Writing Resources

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Reading an Application Letter

Before writing your application letter, you should read an effective sample. In this lesson, you'll first read a sample announcement. Then you'll read one applicant's response. As you read the sample application letter, consider how the writer put ideas together and how you might use some of the strategies in your own writing.

Reading an Announcement

Read a sample announcement..

Read the following announcement about a summer camp. The writer of the sample letter that follows it responds to the opportunity presented in the announcement.

Sample Announcement

An application letter follows the structure of a traditional business letter. It includes six main parts:

• The heading: the writer's complete address, plus the date the letter was written">heading identifies the writer's return address and date of writing.
• The inside address: the name, title, and address of the person or organization you are writing to">inside address gives the reader's name and mailing address.
• The salutation: the greeting followed by a colon">salutation is the greeting given to the reader.
• The body: the main part of the letter">body is the main part of the letter. It contains three parts: (1) the opening part states why you are writing, (2) the middle part gives readers the details they need, and (3) the closing part focuses on what should happen next.
• The closing: a word or phrase that ends the letter politely">closing is a polite word or phrase to end the message.
• The signature: the writer's handwritten and typed name; makes the letter official">signature includes a handwritten signature followed by the typed name.

In the sample letter that follows, the writer expresses his interest in a summer camp that is described in the announcement. Note the six parts.

Sample Application Letter

23100 Altoona Street Apartment #415 Houston, TX 77001 March 14, 2017

Ms. Benita Mendez-Curry New Adventures Wilderness Camp 1500 Highway 2900, Suite B Austin, TX 78745

Dear Ms. Mendez-Curry:

I would like to apply for a place at the New Adventures Wilderness Camp this summer. I read in your brochure that your camp is for city kids from Texas who would like to learn about nature.

I meet the requirements for your camp. I am in the eighth grade at Memorial Middle School. I have lived in Houston all my life with my mother and three sisters. I love the city, but I have never spent time in the country. I also am doing well in school. My favorite subject is science. I won third place in the science fair at our school this winter.

I think that summer camp would really be a great experience for me. I think my interest in science would help me. I know that I would learn a lot and make new friends.

Please consider me for your camp. Thank you for reading this letter. I hope to hear from you soon.

Micah Jones

Respond to the application letter.

Answer these questions about the letter. Make a copy of this Google doc or download a Word template .

The writer is Micah Jones. The receiver is Ms. Benita Mendez-Curry.

The writer wants to go to summer camp to learn more about nature.

He explains that he is a city kid who has never spent time in the country. He is interested in science. He won third place in a science fair and gets good grades.

(Answers will vary.) Yes, I would consider the writer for the camp. He meets the qualifications and sounds very interested.

Polite and serious

(Answers will vary.) I would like to apply for a place at the New Adventures Wilderness Camp this summer. Please consider me for your camp. Thank you for reading this letter.

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