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What to Name Your Cover Letter and Resume Files

It may seem trivial, but file names matter. Here, we discuss naming conventions and best practices for saving and uploading your cover letter and resume.

3 years ago   •   9 min read

You finally finished creating your cover letter and resume — and you’re excited to send it off to prospective employers.

But wait — how should you save your files? Do you send them off as word documents or as PDFs? And how should you name them? Do you include your full name? What about the date?

In this article, we’ll take a look at how to name and save cover letters and resume files. We’ll talk about naming conventions, discuss do's and don’ts, and offer other practical tips and tricks on how to upload your cover letter and resume so that your application is professional and easy to read. Let’s do this!

Naming a cover letter and resume file

Do's and don'ts for naming your resume and cover letter.

Here's what to include in your resume or cover letter file name:

• Your full name, first and last
• The words "resume" or "cover letter" (depending on which it is)
• The name of the position you're applying for
• Anything mentioned in the job ad — always follow instructions above all else

On the other hand, here's what not to include in your resume or cover letter file name:

• Company name
• Version number
• Random strings of numbers of letters
• Special characters

What to name your resume and cover letter

Here are some examples of good resume file names following the above conventions.

Resume file name examples:

JohnSmithResume.pdf JohnSmith_Resume_PositionTitle.pdf johnsmith_resume_salesmanager.pdf Resume_JohnSmith_JobID2346.pdf

Cover letter file name examples:

Jenny_Su_Cover_Letter.pdf Jenny_Su_CoverLetter_PositionTitle.pdf jennysu_accountant_coverletter.pdf UI_designer_00154_cover_letter_jenny_su.pdf

What not to name your resume and cover letter

Cover letter and resume file names like the following should be avoided:

“CompanyName_CoverLetter_v3.doc” “Resume06092021.docx” “CoverLetter_JohnSmith_CompanyName.pdf”,“John_Smith_December2019.doc”, and “John_Smith_Resume_Ver2.pdf”

How to name your resume and cover letter

Step-by-step guide to name your resume.

• In either Word or Google Docs, click File -> Save As / Export to PDF
• Type your full name.
• Add the word 'Resume'.
• Make sure you keep the '.pdf' file extension.
• Remove all spaces, and replace them with underscores (e.g. Jane_Brooke) or sentence case (e.g. JaneBrook) if necessary.
• Remove version numbers, dates or other irrelevant words.
• Remove special characters.
• Save your resume.

Step-by-step guide to name your cover letter

• Add the word 'CoverLetter'.
• Remove special characters, version numbers, dates or other irrelevant words that make your filename lengths unnecessarily long.
• Save your cover letter.

How to save your cover letter and resume

Below is a step-by-step guide on how to save your cover letter and resume, in several file formats .

Microsoft Word

To save your cover letter or resume as a Word document, follow these steps:

• Open up your cover letter or resume in Word
• Under “File”, hit “Save As…”
• A dialogue box will appear. Next to “Save As:” at the top, name your file.
• Next to “File Format:”, located near the bottom of the screen, check to see that your file is saved as a Word document (this should be selected by default).
• Once you have confirmed this, hit “Save”.

Google Docs

Google Docs is convenient because it auto-saves your files. However, you’ll need to do a bit of work in order to share it with your recruiter or hiring manager. Here’s how:

• Open your Google Doc. The filename is displayed in the top left-hand corner of the screen, next to the blue docs icon. Double click to edit.
• Go to “File”, then click “Share”.
• A dialogue box will appear. You can either:
• Share with people directly, under “Share with people and groups”, if you know their email
• Under “Get link”, hit “Copy link” for a sharing link, which you can send via your application

Export as a PDF in Word

Here’s how to save your Word Document as a PDF:

• Open up your cover letter or resume in Word.
• Go to “File”, and hit “Save As…”
• A dialogue box will appear. Name your cover letter or resume file in the field next to “Save As:” at the top.
• Click on the field next to “File Format:”, located near the bottom of the screen, and choose “PDF”.
• Once that has been selected, click “Export”.

Once you’ve chosen your resume file format and appropriate names for your cover letter and resume files, upload to the tool below — it’s a good way to check if your resume is readable by Applicant Tracking Systems (ATS). It’ll also scan your resume and let you know if it checks all the boxes from a hiring manager’s perspective.

Other considerations

Here are some of the whys (and why nots) of resume file naming conventions.

Avoid generic resume file names

Avoid cover letters and resume files that aren’t clearly named — like those that are titled with a long string of numbers, or others that are just called “CoverLetter” or “Resume” with no other identifying information.

Poorly-named cover letters and resume files make it harder to tell at a glance what a file contains and who it belongs to, which means that you run the risk of having your cover letter and resume accidentally discarded and your application ignored for being incomplete.

Keep file names short

Long file names are difficult to read and hard to identify at a glance. Plus, file names (on both Mac and Windows) have a character limit of around 255 characters or so. Exceed that number, and you won’t even be able to save your file.

Leave out the date and version number

Generally, there’s no need to date your cover letter and resume — especially if you haven’t updated them for years. You don’t want an employer to know that you’re using the same old, basic cover letter specimen or resume template you’ve used since 2010.

The same principle applies to version numbers. You want your cover letter and resume to stand out on their own as final, definitive products, so leave out the “v3”. Remember, this is a job application, not a perpetually unfinished piece of software.

Don't use special characters

Use A-Z, 0-9, dashes, and underscores only. Ditch any special characters, symbols, or slashes. This includes accents. There's no need to get fancy with your file name — call it a “resume,” not a “résumé.”

Don’t touch the spacebar

Unfortunately, cover letter and resume file names with spaces in them will convert to “%20” symbols upon uploading to certain Applicant Tracking Systems (ATS) — so a seemingly well-titled “John Smith Resume.pdf” will become "John%20Smith%20Resume.pdf," which is awkward and hard to read. If you need to space out words, dashes and underscores are your friends.

Don't worry about capitalization

You can write your file names in either title case, sentence case, or in all lowercase. Most employers don’t care either way, so it’s not a big deal — though title case (capitalizing the first letter of words) is arguably easier to read and looks more polished than the other two options.

Order doesn't matter

When combining your name, job title, ID, "resume," or anything else into a file name, it doesn't matter which order you list them in. For example, “JohnSmith_Resume.pdf” or “CoverLetter_JohnSmith.pdf” would both be fine.

Follow instructions on the job posting

Any specific instructions on the job listing override any tips in this article. If the job ad specifies a specific file type (e.g., .docx over .pdf) or a particular naming convention (e.g., include your middle initial), then always name and upload your cover letter and resume in line with those directions instead.

You should also try to add skills and keywords included in the job posting on your resume. Use the skills search tool below to find some more hard skills and keywords relevant to the job you’re applying for.

Resume file formats

So far, we’ve covered how to name a cover letter and resume file, but what file type should you save it as?

Use PDFs generated in Word or Google Docs

While you may be tempted to save it as a Word document for the sake of convenience and simplicity, you should try to avoid this when possible. Different versions of Word may mess with your cover letter and resume’s formatting options, like margin widths , fonts , or headers . This means that your nicely-formatted document may not look as neat on your recruiter’s screen — or, in the worst case scenario, may not even be readable at all.

To make sure your recruiter sees what you see, you should export both your cover letter and resume as PDFs instead. Saving your finished files as PDFs ensures that all text formatting will be preserved, no matter what application a recruiter or hiring manager uses to open your cover letter or resume files. If you need to make any changes to your cover letter or resume, just edit it in your word processor, export it as a PDF again, and write over the existing PDF.

Don't use PDFs generated in Photoshop or Canva

That said, make sure you generate your PDF of either your resume or cover letter in a word processor like Microsoft Word or Google Docs. Do not use an image editing software like Photoshop or Canva which will result in your resume not being readable by Applicant Tracking Systems .

Don't use other file formats

If you use a different word processing software — like Open Office, LibreOffice, or a plain text editor — that's fine, but you should convert your file to a more standard format before sending it in. Emailing your resume as a .txt, .odt, or .odf file risks a recruiter not being able to open it.

Frequently asked questions

Why do file names matter.

The short answer: It helps recruiters identify your resume more quickly. While the way you title your cover letter and resume’s file names won’t make or break your application, it’s still important to name them in a way that’s professional and informative.

In reality, it’s good practice simply because it makes recruiters’ lives easier. After all, yours is not the only application a hiring manager will read — they likely have hundreds more to sort through — and clear cover letter and resume file names will help them find and identify your application more quickly.

Should I put my first name or last name first?

Use the format First Name Last Name — for example, "JohnSmith_Resume.pdf" instead of "SmithJohn_Resume.pdf." Why? Mostly, it's just more intuitive. If you have a surname that could also be a given name — or vice versa — it also helps clarify which is which.

Should I use my middle name?

Not unless you're instructed to, or unless you usually go by that name. If you prefer to be called Kelly Sue, then by all means, use that name on your resume file (and in your resume itself). Otherwise, stick to your first name and last name.

Why shouldn't I include the company name?

The hiring manager already works at the company you’re applying to, so it doesn't add anything useful. Instead, it makes your file name unnecessarily long and difficult to read. Some people think that this is a good way to 'personalize' your application, but it isn't — it's the content of the documents that matter, not the file name.

Does it matter if I send my resume as a Word .doc file instead of a .pdf format?

Not really, no. If you’re not comfortable saving your file as a PDF, you can elect to send in your cover letter and resume as a Word document (or a Google Doc). Just be aware that you run the risk of formatting issues if you do so.

Do I combine my resume and cover letter or send them separately?

Unless specified, do not combine your resume and cover letter into one document. Upload them separately.

Get your resume right

Apart from getting your cover letter and resume’s file names and file types down, you’ll also need to make sure that the content within those documents — especially your resume — is well-written.

Resume Worded’s Score My Resume is an instant, AI-enabled resume scoring platform that audits your resume line by line, and gives you feedback on how to improve — helping you maximize your chances of landing a dream job.

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What Should You Name Your Cover Letter File

In This Guide:

When titling a cover letter, it's best to use a clear and concise title that includes your name and the job you are applying for. For example, "Jane Smith - Application for Marketing Manager Position." This makes it easy for the hiring manager to understand the purpose of the letter and match it to your application.

• Cover Letter Guides

10 CV Mistakes You Need to Avoid

Beyoncé ’s resume proves she is the true artist of the year, the secret to finding keywords in job descriptions, cv vs cover letter: differences, similarities & which one to use, how to edit and proofread your resume professionally to get hired, what casey’s coaching resume example taught us.

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How To Name Your Resume and Cover Letter

How to Name Your Resume File

Avoid generic titles, use your name, go beyond just your name (maybe), be professional, be consistent, avoid version numbers, proofread and edit, options for saving your resume, how to send your resume, sample resume.

itakefotos4u / Getty Images

When you are applying for jobs, it's important to give your  resume a title that makes it clear that the resume is yours, not just that of any random candidate.

It is particularly important when you send employers your resume and cover letter as attachments (either via email or through an online job application system). When the employer opens your document, he or she will see what you have named your document. You, therefore, want the title to be professional, and to state who you are clearly.

Read below for more advice on what to name your resume file and other job application documents, as well as what not to name them. Also, read below for advice on how to save your documents.

Don't email or upload your resume with the name resume.doc, unless you want a harried human resources associate to save over your file with someone else’s. With a generic file name, there will be no way to distinguish it from all the other resumes with the same name. 

Choose a file name that includes your name. This way, hiring managers will know whose resume it is, and it will be easier for them to track and manage it. It’s also less likely that they’ll lose it, or get your materials confused with someone else’s.

If you name your resume janedoeresume.doc, Jane Doe Resume.docx, or Jane-Doe-Resume.pdf, the employer will know whose resume it is at a glance and be able to associate it with the rest of your materials and application.

If you can fit it, use both your first name and last name. This way, your resume won't get confused with someone else's resume with the same name.

You might choose to provide a bit more detail in the title than simply your name. You can also include the title of the position in your document name for your resume and cover letter. You can use spaces or dashes between words; capitalizing words may help make the document name easier to read.

Remember that hiring managers and other people who will interview you are quite likely to see your cover letter and resume file names, so make sure those titles are professional and appropriate. Now is not the time to pull out your AIM screen names from middle school. Save the joke names for your private social media accounts and keep these file names professional and simple.

Consistency is important when naming your resume, cover letter, and other application documents, so use the same format for each. For example, if you simply use your last name and a description of the document for one title (“Smith Resume”), use the same format for all your other materials (“Smith Cover Letter”).

Make sure any capitalization, spacing, use of dashes, and other style choices are consistent between documents.

If you are applying for jobs frequently, it's possible that you have several versions of your resume saved on your computer. Avoid including version numbers (e.g., John-Smith-Resume-10.doc) in your file name and other cryptic codes.

Get rid of those numbers and codes when you submit your resume. An employer might get the impression that the job is halfway down a long list of potential opportunities. A hiring manager who sees “resume-10” as part of your file name will wonder what resumes 1 through 9 looked like and whether you’re just applying for every job in town.

Develop a filing system on your computer to keep track of the different versions of your resume, rather than using the file name for that purpose, and make sure that proofed, ready-to-go resumes are stored in a separate area from drafts.

Before submitting your resume or cover letter,  proofread  the document title. It sounds silly, but a typo in the title might make an employer think that you do not focus on details and that you are unprofessional.

It's important to send or upload your resume as a PDF or a Word document. This way, the receiver will get a copy of your resume and cover letter in the original format.

To name your Word document resume:

• Click File, Save As
• Type the name you want to use for your resume. For example, malcolmjonesresume.docx

To save a Word document as a PDF:

To convert your Word documents to PDFs, depending on your word processing software, you may be able to do so by clicking either "File," then "Save as PDF" or “File,” then “Print,” then “Save as PDF” (from the list of menu options in the bottom left-hand corner). If not, there are free programs you can use to convert a file to a PDF.

To save a Google Doc resume as a Word document:

• Open the file in Google Docs
• Click File, Download, Microsoft Word (.docx)

To save a Google Doc resume as a PDF document:

• Click File, Download, PDF (.pdf)

Saving your resume and cover letter as a PDF will ensure that the formatting stays the same, even if the employer uses a different word processing program or operating system.

If the job listing requires you to submit your documents in a different format, be sure to do so. Not following instructions could cost you an interview.

Once you've named and saved your resume and cover letter, follow the directions in the job posting for applying for the position. You may need to send your application materials as an attachment , upload them to a job site, or upload them directly to an employer's application portal.

This is an example of a resume. Download the resume template (compatible with Google Docs and Word Online).

Sample Resume (Text Version)

Carly Candidate 999 Main Street, Aspen, CO 81611 (123) 555-1234 carly.candidate@email.com

CAREER OBJECTIVE

Charismatic and creatively talented Event Manager positioned to impress your clients, associates, and project stakeholders with flawlessly executed meetings, galas, conferences, trade shows, banquets, and celebratory events.

CORE QUALIFICATIONS

• 8 years’ experience planning and handling all logistics for high-profile events including conferences, galas, weddings, ski and mountain excursions, and golf tournaments.
• Superb customer service and concierge talents supported by a positive attitude, charming manners, and a proactive stance in identifying and fulfilling individuals’ needs.
• Well-versed in coordinating and supervising cross-functional events teams of caterers, wait staff, set-up and maintenance crews, and security personnel.
• Bilingual in written and spoken English and Spanish, with high fluency in French.

PROFESSIONAL EXPERIENCE

SUMMIT RESORT, Aspen, CO Event Manager , October 2020 - Present Coordinate and direct community and private events for clientele of upscale mountain resort, including ski excursions, destination weddings, and conferences.

• Impressed and earned referrals and repeated corporate leadership and development conference engagements from executives from Microsoft, Google, and Windermere Real Estate.
• Initiated social media marketing initiatives that increased the client base by more than 40%.
• Developed mutually advantageous relationships with media representatives to publicize resort events.

RIDGEWAY RESORT AND CONFERENCE CENTER, Aspen, CO Event Manager , September 2013 - October 2020 Organized golf outings and corporate fundraising tournaments for guests of 5-star resort and conference center. Scheduled greens times and arranged for outdoor catering and post-events including cocktail parties and raffles; handled all related marketing tasks for fundraisers.

• Capitalized upon opportunities to up-sell resort amenities to conference guests, driving an overall revenue increase of 15% for spa, restaurant, and pool grill.
• Implemented stringent billing processes that reduced delinquent accounts by 85%.
• Organized golf tournaments that were written up in Golf Today and NonProfit Times.

Bachelor of Science in Travel and Tourism Management; GPA 3.8 MSU Denver, Denver, Colorado Dean’s List; Graduated Magna cum Laude; Rush Chair, Sigma Sigma Sigma Sorority

How to Write a Cover Letter [Full Guide & Examples for 2024]

After weeks of heavy job searching, you’re almost there!

You’ve perfected your resume.

You’ve short-listed the coolest jobs you want to apply for.

You’ve even had a friend train you for every single interview question out there.

But then, before you can send in your application and call it a day, you remember that you need to write a cover letter too.

So now, you’re stuck staring at a blank page, wondering where to start...

Don’t panic! We’ve got you covered. Writing a cover letter is a lot simpler than you might think. 

In this guide, we’re going to teach you how to write a cover letter that gets you the job you deserve.

We're going to cover:

What Is a Cover Letter?

• How to Write the Perfect Cover Letter, Step by Step
• 15+ Job-Winning Cover Letter Examples

Let’s get started.

A cover letter is a document that you submit as part of your job application, alongside your resume or CV.

The purpose of a cover letter is to introduce you and briefly summarize your professional background. On average, it should be around 250 to 400 words long .

A good cover letter is supposed to impress the hiring manager and convince them you’re worth interviewing as a candidate.

So, how can your cover letter achieve this?

First of all, it should complement your resume, not copy it. Your cover letter is your chance to elaborate on important achievements, skills, or anything else that your resume doesn’t give you the space to cover. 

For example, if you have an employment gap on your resume, the cover letter is a great place to explain why it happened and how it helped you grow as a person. 

If this is your first time writing a cover letter, writing about yourself might seem complicated. But don’t worry—you don’t need to be super creative or even a good writer .

All you have to do is follow this tried and tested cover letter structure:

• Header. Add all the necessary contact information at the top of your cover letter.
• Formal greeting. Choose an appropriate way to greet your target audience.
• Introduction. Introduce yourself in the opening paragraph and explain your interest in the role.
• Body. Elaborate on why you’re the best candidate for the job and a good match for the company. Focus on “selling” your skills, achievements, and relevant professional experiences.
• Conclusion. Summarize your key points and wrap it up professionally.

Now, let’s take a look at an example of a cover letter that follows our structure perfectly:

New to cover letter writing? Give our cover letter video a watch before diving into the article!

When Should You Write a Cover Letter?

You should always include a cover letter in your job application, even if the hiring manager never reads it. Submitting a cover letter is as important as submitting a resume if you want to look like a serious candidate.

If the employer requests a cover letter as part of the screening process, not sending one is a huge red flag and will probably get your application tossed into the “no” pile immediately.

On the other hand, if the job advertisement doesn’t require a cover letter from the candidates, adding one shows you went the extra mile.

Putting in the effort to write a cover letter can set you apart from other candidates with similar professional experience and skills, and it could even sway the hiring manager to call you for an interview if you do it right.

Need to write a letter to help get you into a good school or volunteer program? Check out our guide to learn how to write a motivation letter !

How to Write the Perfect Cover Letter

Now that you know what a cover letter is, it’s time to learn how to write one!

We’ll go through the process in detail, step by step.

#1. Choose the Right Cover Letter Template

A good cover letter is all about leaving the right first impression.

So, what’s a better way to leave a good impression than a well-formatted, stylish template?

Just choose one of our hand-picked cover letter templates , and you’ll be all set in no time!

As a bonus, our intuitive AI will even give you suggestions on how to improve your cover letter as you write it. You’ll have the perfect cover letter done in minutes!

#2. Put Contact Information in the Header

As with a resume, it’s important to start your cover letter with your contact details at the top. These should be in your cover letter’s header, separated neatly from the bulk of your text.

Here, you want to include all the essential contact information , including:

• Full Name. Your first and last name should stand out at the top.
• Job Title. Match the professional title underneath your name to the exact job title of the position you’re applying for. Hiring managers often hire for several roles at once, so giving them this cue about what role you’re after helps things go smoother.
• Email Address. Always use a professional and easy-to-spell email address. Ideally, it should combine your first and last names.
• Phone Number. Add a number where the hiring manager can easily reach you.
• Location. Add your city and state/country, no need for more details.
• Relevant Links (optional). You can add links to websites or social media profiles that are relevant to your field. Examples include a LinkedIn profile , Github, or an online portfolio.

Then it’s time to add the recipient’s contact details, such as:

• Hiring Manager's Name. If you can find the name of the hiring manager, add it.
• Hiring Manager's Title. While there’s no harm in writing “hiring manager,” if they’re the head of the department, we recommend you use that title accordingly.
• Company Name. Make sure to write the name of the company you're applying to.
• Location. The city and state/country are usually enough information here, too.
• Date of Writing (Optional). You can include the date you wrote your cover letter for an extra professional touch.

#3. Address the Hiring Manager

Once you’ve properly listed all the contact information, it’s time to start writing the content of the cover letter.

The first thing you need to do here is to address your cover letter directly to the hiring manager.

In fact, you want to address the hiring manager personally .

Forget the old “Dear Sir or Madam” or the impersonal “To Whom It May Concern.” You want to give your future boss a good impression and show them that you did your research before sending in your application.

No one wants to hire a job seeker who just spams 20+ companies and hopes something sticks with their generic approach

So, how do you find out who’s the hiring manager?

First, check the job ad. The hiring manager’s name might be listed somewhere in it.

If that doesn’t work, check the company’s LinkedIn page. You just need to look up the head of the relevant department you’re applying to, and you’re all set.

For example, if you’re applying for the position of Communication Specialist at Novorésumé. The hiring manager is probably the Head of Communications or the Chief Communications Officer.

Here’s what you should look for on LinkedIn:

And there you go! You have your hiring manager.

But let’s say you’re applying for a position as a server . In that case, you’d be looking for the “restaurant manager” or “food and beverage manager.”

If the results don’t come up with anything, try checking out the “Team” page on the company website; there’s a good chance you’ll at least find the right person there.

Make sure to address them as Mr. or Ms., followed by their last name. If you’re not sure about their gender or marital status, you can just stick to their full name, like so:

• Dear Mr. Kurtuy,
• Dear Andrei Kurtuy,

But what if you still can’t find the hiring manager’s name, no matter where you look?

No worries. You can direct your cover letter to the company, department, or team as a whole, or just skip the hiring manager’s name.

• Dear [Department] Hiring Manager
• Dear Hiring Manager
• Dear [Department] Team
• Dear [Company Name]

Are you applying for a research position? Learn how to write an academic personal statement .

#4. Write an Eye-Catching Introduction

First impressions matter, especially when it comes to your job search.

Hiring managers get hundreds, sometimes even thousands, of applications. Chances are, they’re not going to be reading every single cover letter end-to-end.

So, it’s essential to catch their attention from the very first paragraph.

The biggest problem with most opening paragraphs is that they’re usually extremely generic. Here’s an example:

• My name is Jonathan, and I’d like to work as a Sales Manager at XYZ Inc. I’ve worked as a Sales Manager at MadeUpCompany Inc. for 5+ years, so I believe that I’d be a good fit for the position.

See the issue here? This opening paragraph doesn’t say anything except the fact that you’ve worked the job before.

And do you know who else has similar work experience? All the other applicants you’re competing with.

Instead, you want to start with some of your top achievements to grab the reader’s attention. And to get the point across, the achievements should be as relevant as possible to the position.

Your opening paragraph should also show the hiring manager a bit about why you want this specific job. For example, mention how the job relates to your plans for the future or how it can help you grow professionally. This will show the hiring manager that you’re not just applying left and right—you’re actually enthusiastic about getting this particular role.

Now, let’s make our previous example shine:

Dear Mr. Smith,

My name’s Michael, and I’d like to help XYZ Inc. hit and exceed its sales goals as a Sales Manager. I’ve worked as a Sales Representative with Company X, another fin-tech company , for 3+ years, where I generated an average of $30,000+ in sales per month and beat the KPIs by around 40%. I believe that my previous industry experience, passion for finance , and excellence in sales make me the right candidate for the job.

The second candidate starts with what they can do for the company in the future and immediately lists an impressive and relevant achievement. Since they’re experienced in the same industry and interested in finance, the hiring manager can see they’re not just a random applicant.

From this introduction, it’s safe to say that the hiring manager would read the rest of this candidate’s cover letter.

#5. Use the Cover Letter Body for Details

The next part of your cover letter is where you can go into detail about what sets you apart as a qualified candidate for the job.

The main thing you need to remember here is that you shouldn’t make it all about yourself . Your cover letter is supposed to show the hiring manager how you relate to the job and the company you’re applying to.

No matter how cool you make yourself sound in your cover letter, if you don’t tailor it to match what the hiring manager is looking for, you’re not getting an interview.

To get this right, use the job ad as a reference when writing your cover letter. Make sure to highlight skills and achievements that match the job requirements, and you’re good to go.

Since this part of your cover letter is by far the longest, you should split it into at least two paragraphs.

Here’s what each paragraph should cover:

Explain Why You’re the Perfect Candidate for the Role

Before you can show the hiring manager that you’re exactly what they’ve been looking for, you need to know what it is they’re looking for.

Start by doing a bit of research. Learn what the most important skills and responsibilities of the role are according to the job ad, and focus on any relevant experience you have that matches them.

For example, if you’re applying for the position of a Facebook Advertiser. The top requirements on the job ad are:

• Experience managing a Facebook ad budget of $10,000+ / month
• Some skills in advertising on other platforms (Google Search + Twitter)
• Excellent copywriting skills

So, in the body of your cover letter, you need to show how you meet these requirements. Here’s an example of what that can look like:

In my previous role as a Facebook Marketing Expert at XYZ Inc. I handled customer acquisition through ads, managing a monthly Facebook ad budget of $40,000+ . As the sole digital marketer at the company, I managed the ad creation and management process end-to-end. I created the ad copy and images, picked the targeting, ran optimization trials, and so on.

Other than Facebook advertising, I’ve also delved into other online PPC channels, including:

• Google Search

Our example addresses all the necessary requirements and shows off the candidate’s relevant skills.

Are you a student applying for your first internship? Learn how to write an internship cover letter with our dedicated guide.

Explain Why You’re a Good Fit for the Company

As skilled and experienced as you may be, that’s not all the hiring manager is looking for.

They also want someone who’s a good fit for their company and who actually wants to work there.

Employees who don’t fit in with the company culture are likely to quit sooner or later. This ends up costing the company a ton of money, up to 50% of the employee’s annual salary , so hiring managers vet candidates very carefully to avoid this scenario.

So, you have to convince the hiring manager that you’re passionate about working with them.

Start by doing some research about the company. You want to know things like:

• What’s the company’s business model?
• What’s the company’s product or service? Have you used it?
• What’s the company’s culture like?

Chances are, you’ll find all the information you need either on the company website or on job-search websites like Jobscan or Glassdoor.

Then, pick your favorite thing about the company and talk about it in your cover letter.

But don’t just describe the company in its own words just to flatter them. Be super specific—the hiring manager can see through any fluff.

For example, if you’re passionate about their product and you like the company’s culture of innovation and independent work model, you can write something like:

I’ve personally used the XYZ Smartphone, and I believe that it’s the most innovative tech I’ve used in years. The features, such as Made-Up-Feature #1 and Made-Up-Feature #2, were real game changers for the device.

I really admire how Company XYZ strives for excellence in all its product lines, creating market-leading tech. As someone who thrives in a self-driven environment, I truly believe that I’ll be a great match for your Product Design team.

So, make sure to do your fair share of research and come up with good reasons why you're applying to that specific company.

Is the company you want to work for not hiring at the moment? Check out our guide to writing a letter of interest .

#6. Wrap It Up and Sign It

Finally, it’s time to conclude your cover letter.

In the final paragraph, you want to:

• Wrap up any points you couldn't make in the previous paragraphs. Do you have anything left to say? If there’s any other information that could help the hiring manager make their decision, mention it here. If not, just recap your key selling points so far, such as key skills and expertise.
• Express gratitude. Politely thanking the hiring manager for their time is always a good idea.
• Finish the cover letter with a call to action. The very last sentence in your cover letter should be a call to action. This means you should ask the hiring manager to do something, like call you and discuss your application or arrange an interview.
• Remember to sign your cover letter. Just add a formal closing line and sign your name at the bottom.

Here’s an example of how to end your cover letter :

I hope to help Company X make the most of their Facebook marketing initiatives. I'd love to further discuss how my previous success at XYZ Inc. can help you achieve your Facebook marketing goals. Please don’t hesitate to reach out to me at the provided email address or phone number so that we may arrange an interview.

Thank you for your consideration,

Alice Richards

Feel free to use one of these other popular closing lines for your cover letter:

• Best Regards,
• Kind Regards,

Cover Letter Writing Checklist

Once you’re done with your cover letter, it’s time to check if it meets all industry requirements. 

Give our handy cover letter writing checklist a look to make sure:

Does your cover letter heading include all essential information?

• Professional Email
• Phone Number
• Relevant Links

Do you address the right person? 

• The hiring manager in the company
• Your future direct supervisor
• The company/department in general

Does your introductory paragraph grab the reader's attention?

• Did you mention some of your top achievements?
• Did you use numbers and facts to back up your experience?
• Did you convey enthusiasm for the specific role?

Do you show that you’re the right candidate for the job?

• Did you identify the core requirements for the role?
• Did you show how your experiences helped you fit the requirements perfectly?

Do you convince the hiring manager that you’re passionate about the company you’re applying to?

• Did you identify the top 3 things that you like about the company?
• Did you avoid generic reasons for explaining your interest in the company?

Did you conclude your cover letter properly?

• Did you recap your key selling points in the conclusion?
• Did you end your cover letter with a call to action?
• Did you use the right formal closing line and sign your name?

15 Cover Letter Tips

Now you’re all set to write your cover letter! 

Before you start typing, here are some cover letter tips to help take your cover letter to the next level:

• Customize Your Cover Letter for Each Job. Make sure your cover letter is tailored to the job you're applying for. This shows you're not just sending generic applications left and right, and it tells the hiring manager you’re the right person for the job.
• Showcase Your Skills. Talk about how your skills meet the company’s needs. And while your hard skills should be front and center, you shouldn’t underestimate your soft skills in your cover letter either.
• Avoid Fluff. Don’t make any generic statements you can’t back up. The hiring manager can tell when you’re just throwing words around, and it doesn’t make your cover letter look good.
• Use Specific Examples. Instead of saying you're great at something, give an actual example to back up your claim. Any data you can provide makes you sound more credible, so quantify your achievements. For example, give numbers such as percentages related to your performance and the timeframe it took to accomplish certain achievements.
• Research the Company. Always take time to learn about the company you're applying to. Make sure to mention something about them in your cover letter to show the hiring manager that you're interested.
• Follow the Application Instructions. If the job posting asks for something specific in your cover letter or requires a certain format, make sure you include it. Not following instructions can come off as unattentive or signal to the hiring manager that you’re not taking the job seriously.
• Use the Right Template and Format. Choose the right cover letter format and adapt your cover letter’s look to the industry you’re applying for. For example, if you’re aiming for a job in Law or Finance, you should go for a cleaner, more professional look. But if you’re applying for a field that values innovation, like IT or Design, you have more room for creativity.
• Express Your Enthusiasm. Let the hiring manager know why you're excited about the job. Your passion for the specific role or the field in general can be a big selling point, and show them that you’re genuinely interested, not just applying left and right.
• Address Any Gaps. If there are any employment gaps in your resume , your cover letter is a great place to mention why. Your resume doesn’t give you enough space to elaborate on an employment gap, so addressing it here can set hiring managers at ease—life happens, and employers understand.
• Avoid Quirky Emails. Your email address should be presentable. It’s hard for a hiring manager to take you seriously if your email address is “[email protected].” Just use a [email protected] format.
• Check Your Contact Information. Typos in your email address or phone number can mean a missed opportunity. Double-check these before sending your application.
• Mention if You Want to Relocate. If you’re looking for a job that lets you move somewhere else, specify this in your cover letter.
• Keep It Brief. You want to keep your cover letter short and sweet. Hiring managers don’t have time to read a novel, so if you go over one page, they simply won’t read it at all.
• Use a Professional Tone. Even though a conversational tone isn’t a bad thing, remember that it's still a formal document. Show professionalism in your cover letter by keeping slang, jargon, and emojis out of it.
• Proofread Carefully. Typos and grammar mistakes are a huge deal-breaker. Use a tool like Grammarly or QuillBot to double-check your spelling and grammar, or even get a friend to check it for you.

15+ Cover Letter Examples

Need some inspiration? Check out some perfect cover letter examples for different experience levels and various professions.

5+ Cover Letter Examples by Experience

#1. college student cover letter example.

Check out our full guide to writing a college student cover letter here.

#2. Middle Management Cover Letter Example

Check out our full guide to writing a project manager cover letter here.

#3. Team Leader Cover Letter Example

Check out our full guide to writing a team leader cover letter here.

#4. Career Change Cover Letter Example

Check out our full guide to a career change resume and cover letter here.

#5. Management Cover Letter Example

Check out our full guide to writing a management cover letter here.

#6. Senior Executive Cover Letter Example

Check out our full guide to writing an executive resume here.

9+ Cover Letter Examples by Profession

#1. it cover letter example.

Check out our full guide to writing an IT cover letter here.

#2. Consultant Cover Letter Example

Check out our full guide to writing a consultant cover letter here.

#3. Human Resources Cover Letter

Check out our full guide to writing a human resources cover letter here.

#4. Business Cover Letter Example

Check out our full guide to writing a business cover letter here.

#5. Sales Cover Letter Example

Check out our full guide to writing a sales cover letter here.

#6. Social Worker Cover Letter

Check out our full guide to writing a social worker cover letter here.

#7. Lawyer Cover Letter

Check out our full guide to writing a lawyer cover letter here.

#8. Administrative Assistant Cover Letter

Check out our full guide to writing an administrative assistant cover letter here.

#9. Engineering Cover Letter Example

Check out our full guide to writing an engineer cover letter here.

#10. Receptionist Cover Letter Example

Check out our full guide to writing a receptionist cover letter here.

Need more inspiration? Check out these cover letter examples to learn what makes them stand out.

Plug & Play Cover Letter Template

Not sure how to start your cover letter? Don’t worry!

Just copy and paste our free cover letter template into the cover letter builder, and swap out the blanks for your details.

[Your Full Name]

[Your Profession]

[Your Phone Number]

[Your Email Address]

[Your Location]

[Your LinkedIn Profile URL (optional)]

[Your Personal Website URL (optional)]

[Recipient's Name, e.g., Jane Doe],

[Recipient's Position, e.g., Hiring Manager]

[Company Name, e.g., ABC Corporation]

[Company Address]

[City, State/Country]

Dear [Recipient's Name],

As a seasoned [Your Profession] with [Number of Years of Experience] years of industry experience, I am eager to express my interest in the [Job Title] position at [Company Name]. With my experience in [Your Industry/Sector] and the successes I've achieved throughout my education and career, I believe I can bring unique value and creativity to your team.

In my current role as [Your Current Job Title], I've taken the lead on more than [Number of Projects/Assignments] projects, some valued up to $[Highest Project Value]. I pride myself on consistently exceeding client expectations and have successfully [Mention a Key Achievement] in just a [Amount of Time] through [Skill] and [Skill].

I've collaborated with various professionals, such as [List Roles], ensuring that all [projects/tasks] meet [relevant standards or objectives]. This hands-on experience, coupled with my dedication to understanding each [client's/customer's] vision, has equipped me to navigate and deliver on complex projects.

My key strengths include:

• Improving [Achievement] by [%] over [Amount of Time] which resulted in [Quantified Result].
• Optimizing [Work Process/Responsibility] which saved [Previous Employer] [Amount of Time/Budget/Other Metric] over [Weeks/Months/Years]
• Spearheading team of [Number of People] to [Task] and achieving [Quantified Result].

Alongside this letter, I've attached my resume. My educational background, a [Your Degree] with a concentration in [Your Specialization], complements the practical skills that I'm particularly eager to share with [Company Name].

I'm excited about the possibility of contributing to [Something Notable About the Company or Its Mission]. I'd be grateful for the chance to delve deeper into how my expertise aligns with your needs.

Thank you for considering my application, and I look forward to hearing from you soon.

The Heart of Your Job Search - Creating a Killer Resume

Your cover letter is only as good as your resume. If either one is weak, your entire application falls through.

After all, your cover letter is meant to complement your resume. Imagine going through all this effort to leave an amazing first impression in your cover letter, only for the hiring manager to never read it because your resume was mediocre.

But don’t worry; we’ve got you covered here, too.

Check out our dedicated guide on how to make a resume and learn everything you need to know to land your dream job!

Just pick one of our resume templates and start writing your own job-winning resume.

Key Takeaways

Now that we’ve walked you through all the steps of writing a cover letter, let’s summarize everything we’ve learned:

• A cover letter is a 250 - 400 word document that’s meant to convince the hiring manager that you’re the best candidate for the job.
• Your job application should always include a cover letter alongside your resume.
• To grab the hiring manager’s attention, write a strong opening paragraph. Mention who you are, why you’re applying, and a standout achievement to pique their interest.
• Your cover letter should focus on why you’re the perfect candidate for the job and why you’re passionate about working in this specific company.
• Use the body of your cover letter to provide details on your skills, achievements, and qualifications, as well as make sure to convey your enthusiasm throughout your whole cover letter.
• Recap your key selling points towards the end of your cover letter, and end it with a formal closing line and your full name signed underneath.

At Novorésumé, we’re committed to helping you get the job you deserve every step of the way! 

Follow our career blog for more valuable advice, or check out some of our top guides, such as:

• How to Make a Resume in 2024 | Beginner's Guide
• How to Write a CV (Curriculum Vitae) in 2024 [31+ Examples]
• 35+ Job Interview Questions and Answers [Full List]

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• Career Blog

Should a Cover Letter Have a Header in 2024?

Cover letters have always been an important document in any job application. Even in today’s digital age, where job applications are submitted online, cover letters remain to be a crucial part of every job seeker’s toolkit. A cover letter introduces you to the hiring manager, highlights your qualifications and experience, and demonstrates your enthusiasm for the job.

The purpose of this article is to explore the question – Should a Cover Letter Have a Header? A header is a short text that includes your name, contact information and the date, placed at the top of the cover letter.

This article will provide a brief overview of the topic and demonstrate why having a header is important, and its various benefits. It will also discuss some common mistakes people make when it comes to headers and offer expert advice on how to craft the perfect header for your cover letter.

The article will delve into the key components of a header and how they contribute to making your cover letter stand out among other candidates. We will explore the impact of headers on the hiring manager’s perception of your application and provide insights into what you should include in your header.

In addition, the article will touch upon the different types of headers you can use, their styles and formats. It will also provide handy tips on what to avoid when creating a header and what mistakes to look out for while creating one.

All in all, this article aims to provide you with all the information you need related to headers and their relevance to your cover letter. By the end of this article, you will have a clear understanding of whether you should include a header or not, and what elements to include in the header to optimize your chances of getting hired.

What is a Cover Letter?

A cover letter is a professional document that accompanies a job application, typically in response to a job opening. It provides a brief overview of the applicant’s qualifications, experience, and interest in the job, and serves as an introduction to the accompanying resume or CV.

How Cover Letters Differ From Resumes/CVs

While resumes and CVs focus on the applicant’s work experience and accomplishments, cover letters provide an opportunity for the applicant to showcase their personality, explain any gaps or discrepancies in their work history, and express why they believe they are a good fit for the position. Whereas a resume or CV may simply list the applicant’s education, work experience, and skills, a cover letter can provide additional context and highlight specific achievements or abilities relevant to the job.

Importance of Cover Letters in the Job Application Process

Although not all employers require a cover letter, submitting one can significantly improve the chances of being invited to an interview. A well-written cover letter shows that the applicant has taken the time to research the company and position and is genuinely interested in the job, making them stand out from other applicants who may be submitting a generic resume or CV. Additionally, a cover letter allows the applicant to make a personal connection with the hiring manager and demonstrate their communication skills in a professional setting.

A cover letter is a crucial component of a job application that allows applicants to showcase their personality, explain gaps in their experience, and express their interest and qualifications for the position. While not always required, submitting a well-crafted cover letter can greatly improve an applicant’s chances of being invited to an interview and ultimately landing the job.

What is a Header?

A header is a section of a cover letter that appears at the top of the document. It includes specific information that identifies the applicant and the purpose of the letter. In general, a header consists of contact information, such as name, address, email, and phone number, along with other relevant details that support the job application.

The primary purpose of a header in a cover letter is to make a good first impression and to demonstrate a professional and organized presentation. A well-formatted header can catch the attention of the potential employer and provide a positive impression even before they start reading the content of the letter.

When creating a header, there are several types of information that applicants should consider including. The most important are personal and professional contact information, which can help employers reach out to applicants for follow-up interviews or hiring decisions. Other details that can be included in a header are job titles, LinkedIn profiles, social media handles, and website links.

In addition to these details, the header can also contain the date, job title, and the name of the employer or hiring manager. This information can demonstrate a genuine interest in the specific job and show commitment to the application process.

Including a header in a cover letter is an essential part of the job application process. A well-crafted header can showcase an applicant’s professionalism, attention to detail and assist in creating a positive first impression. It is important to ensure that the information in the header is accurate and presented clearly to avoid confusion and help the reader better understand the applicant’s qualifications.

Pros of Using a Header in a Cover Letter

If you’re wondering whether or not to include a header in your cover letter, the answer is yes – and here are a few of the reasons why:

Establishes Professional Identity

Your cover letter is your first opportunity to make an impression on a potential employer. By including a header at the top of the page, you’re immediately setting the tone for a professional document. This can include your name, contact information, and even a professional title or tagline if appropriate. By establishing your professional identity up front, you’re making it clear that you take the job search seriously and are committed to presenting yourself in the best possible light.

Makes it Easier to Identify the Document

When a hiring manager is sifting through dozens or even hundreds of cover letters at once, anything that can make the process easier is helpful. By including a header, you’re making it easier for the reader to quickly identify your cover letter amongst a sea of other documents. This can be especially helpful if you’re submitting your application via email, where it can be easy for attachments to get lost or misplaced.

Makes the Document More Visually Appealing

Let’s face it – plain, unformatted text can be hard on the eyes. A well-designed header can break up the monotony of a page and make the entire document more visually appealing. This can be especially helpful if you’re applying for a job that values creativity and design skills. By taking the time to create a visually appealing header, you’re showing your prospective employer that you have some design chops and can create eye-catching documents.

Shows Attention to Detail and Professionalism

Finally, including a header in your cover letter shows that you pay attention to the little details – and that you’re serious about presenting yourself in a professional manner. By taking the initiative to design a header that stands out, you’re demonstrating that you’re a detail-oriented individual with a keen eye for presentation. In an age where attention to detail is increasingly important, this can be a valuable trait for any job applicant to possess.

There are many benefits to including a header in your cover letter. By establishing your professional identity, making the document easier to identify, creating a more visually appealing document, and demonstrating your attention to detail and professionalism, you’re setting yourself up for success when applying for jobs. Don’t underestimate the power of a well-designed header – it could be just what you need to catch a hiring manager’s eye and land that dream job!

Cons of Using a Header in a Cover Letter

When it comes to using a header in a cover letter, there are several potential drawbacks to consider. These cons include:

Not necessary if the cover letter is submitted electronically:  In the digital age, many job applications are submitted online. In these cases, a header may not be necessary, since the company will likely have your name and contact information on file already.

Limits space for the rest of the cover letter:  Headers can take up valuable real estate on a cover letter. If you’re struggling to fit everything you want to say into a single page, a header may not be worth the trade-off.

Might not be preferred by certain employers:  Some hiring managers and recruiters may have specific preferences for cover letter formatting. If you’re applying to a company that has strict guidelines for cover letters, a header may not be an option. Additionally, some companies may simply prefer a more traditional, simple format with no header.

While headers may have some benefits, it’s important to weigh the potential downsides as well. Consider your industry norms, the company’s expectations, and your own personal style and preferences when making a decision about whether or not to include a header in your cover letter.

Tips for Creating a Header in a Cover Letter

Having a well-designed header in your cover letter can make all the difference in capturing the attention of a potential employer. Whether you’re applying for your dream job or just trying to update your resume, here are some tips to help you create an effective header:

Choose an Appropriate Font and Font Size

First and foremost, it’s important to select a font that is easy to read and professional-looking. Aim for a font that is common across different platforms, such as Arial or Times New Roman. As for the font size, it’s important to make it large enough to be read comfortably, but not so large that it takes up too much space on the page. A good rule of thumb is to use a font size between 10 and 12 points.

Layout and Positioning of Header Elements

The layout and positioning of your header elements can also make a big difference in the overall design of your cover letter. Your name should be the most prominent element, followed by your contact information such as your phone number, email address, and current city and state. You could also include your LinkedIn profile, website, or portfolio URL.

What Information to Include in a Header

In addition to your name and contact information, you may also choose to include a title or brief description of your skills and experience. This can help to highlight your strengths and differentiate you from other job candidates.

It’s vital to make sure that your header is easy to scan, with clear headings and condensed information that’s easy to follow. Keep your wording concise and avoid adding too much information that isn’t relevant to the job.

A well-designed header is an essential component of a successful cover letter. By following these tips and keeping it simple, you can capture the attention of potential employers and increase the chances of landing your dream job.

Examples of Cover Letter Headers

When it comes to creating a cover letter, there is no one-size-fits-all approach. One element to consider is the header, as it sets the tone for your introduction. Here are three examples of cover letter headers to help you decide which style suits your application best.

Example #1: Traditional Header

The traditional header includes your name, address, and contact details on the top right side of the page. The employer’s name, position, and company details follow on the left side, followed by the date. This style is straightforward and professional, making it a safe choice for formal positions.

Example #2: Modern Header

A modern header combines a bold font with a minimalist design. Your name and contact information are on the top left side of the page, while the recipient’s information is on the right. This style is suitable for creative industries, as it shows your design skills and attention to detail.

Example #3: Header with a Logo

If you want to stand out from the crowd, a header with a logo can do the job. This header includes your name, contact information, and a company logo. The recipient’s information follows below, with the date on the right. This style is ideal for graphic designers or marketers, as it showcases your brand identity and creativity.

The header is an essential element of your cover letter that reflects your personality, professionalism, and design skills. Choose a header that aligns with the company’s culture and the position you are applying for, and you will increase your chances of standing out.

Should the Header Match Your Resume?

Consistency is key when it comes to job application documents. Employers and recruiters receive a large volume of resumes and cover letters, so making sure that your application is consistent and easy to read is crucial.

One aspect of consistency to consider is matching the header on both your resume and cover letter. This means using the same name, contact information, and formatting on both documents.

Advantages of Matching the Header

One advantage of matching the header is that it makes your application look more professional and put-together. It shows that you have taken the time to review and edit your documents, which can make a good impression on potential employers. It also makes it easier for employers to contact you if they need to, as they can simply refer to the header on either document.

Matching the header can also help ensure that your application isn’t overlooked or lost in the shuffle. If your resume and cover letter have different headers, an employer might not realize that they belong together. This can be especially true if you’re submitting your application through an online system or via email.

Disadvantages of Matching the Header

There aren’t many disadvantages to matching the header, but it is worth considering a few things. If you have a very unique or creative header, for example, it might not translate well to both documents. In this case, you might want to use a more standard header for your resume and cover letter.

Another potential disadvantage is that if you change your contact information or formatting in the future, you’ll need to update both your resume and cover letter separately. This can be time-consuming and could lead to errors if you forget to update one or the other.

Final Thoughts

Matching the header on your resume and cover letter is a good practice to follow. It can make your application look more professional, help ensure that it isn’t overlooked, and make it easier for employers to contact you. However, it’s important to consider any unique aspects of your header and be aware of the potential for future updates. By doing so, you can create a consistent and effective job application that showcases your skills and qualifications.

Alternative Options to Using a Header in a Cover Letter

While header is the most popular option for formatting a cover letter, it is not the only choice. Here are a few alternatives to consider:

Using a footer:  Instead of placing your contact information at the top, you can include it in a footer section at the bottom of the page. This can be a neat and professional way to present your details without taking up too much space at the top.

Including information in the top left corner:  If you prefer to have your contact information in the body of the letter, you can consider placing it in the top left corner. This is a common approach for email signatures, and can also work well in a cover letter.

Adding information in the closing paragraph:  Finally, you can opt to include your contact information and other details in the closing paragraph of your cover letter. This can be a good way to tie the letter together and leave a positive impression on the hiring manager.

Keep in mind that these options may not be appropriate for every situation, and you should always consider the specific requirements of the job you are applying for. However, by exploring different formatting choices, you can create a cover letter that is both effective and professional.

How to Choose Whether to Include a Header in Your Cover Letter

One of the important decisions when writing a cover letter is whether or not to include a header. A header can add professionalism and structure to your letter, but it’s not always necessary. Here are some factors to consider when deciding whether to include a header:

Factors to Consider

Company culture.

Research the company’s culture and make sure that your letter aligns with it. Some employers may prefer a more formal approach, while others may appreciate a more personal touch.

Industry Norms

Different industries have different practices when it comes to cover letters. For example, creative fields may encourage more personalized and unique cover letters. On the other hand, more traditional industries may prefer a more standard and formal approach.

Length of Letter

If your cover letter is only one page, a header may be unnecessary and take up valuable space. However, if your letter is multiple pages, a header can help keep it organized and easy to read.

Personal Branding

Your header can also be a way to brand yourself and stand out to potential employers. Include your name, contact information, and perhaps a logo or other branding elements that represent you and your personal brand.

Potential Employer Preferences

It’s important to research the potential employer’s preferences when deciding whether to include a header in your cover letter. Some employers may explicitly request a header, while others may prefer a more minimalist approach. Look at the company’s website, job posting, and any other available resources to determine their preferences.

However, if there is no specific guidance from the employer, it’s generally safe to include a header. A header can add structure and make your cover letter look more professional.

When deciding whether to include a header in your cover letter, consider the factors mentioned above, but also take into account the preferences of the potential employer. A well-crafted header can add professionalism and structure to your letter, but it’s important to ensure that it aligns with the company culture and industry norms.

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The 3 Rules of Addressing Your Cover Letter in 2023

You’ve finally sat down to write that cover letter (good for you!), but immediately you run into a roadblock: How do you even start the darn thing? Who do you address it to? Should you use Mr. or Ms.? Do you include a first name? And what if you’ve searched high and low, but can’t find the hiring manager’s name? 

Don’t fret! Follow these three rules for cover letter salutation salvation.

Rule #1: Address your cover letter to the hiring manager using a formal, full-name salutation (if possible).

For a cover letter, you should always default to addressing it to the hiring manager for the position you’re applying to. Unless you know for sure that the culture of the company is more casual, use the hiring manager’s first and last name. You can include a title, such as “Mr.” or “Ms.” (never Mrs. or Miss). But if you aren’t crystal clear on whether to use “Mr.” or “Ms.” and can’t find their pronouns with a little Google and social media searching (and you don’t have an easy way out with a “Dr.”), just drop the title. Omitting it is infinitely better than accidentally misgendering someone .

Most letters I see still use the “Dear” greeting, though I’ve seen a growing trend of people dropping it and starting with “Hello” or just the name. Any of these works. The most important part is having the actual name . Never use “ To Whom it May Concern ” or “Dear or Sir or Madam”—nothing could be more generic (not to mention archaic). Your cover letter could be the first opportunity you have to make an impression on the hiring manager, so make sure you show that you did your research .

For example, you can address your cover letter by saying:

• Dear Ms. Jacklyn O’Connell,
• Hello Mr. Kevin Chen,
• Dear Niko Adamos,
• Hello Jean Butler,
• Tiana Richards,

Rule #2: If you don’t know the hiring manager, guess.

Sometimes, even after hours of online searching ( try these tips ), you still might not be able to definitively figure out who exactly the hiring manager for the position you’re applying for is—and that’s OK.

If you can only find a list of the company’s executive team, use the head of the department for the position you’re applying for. In the end, no one will fault you for addressing the letter higher up than necessary. This approach is definitely better than not using a name in your cover letter, because it still shows the time and effort you took to find out who the department head is.

Rule #3: Be as specific as possible.

So you’ve done your due diligence and after an exhaustive search—nothing. You just can’t find a single name to address your cover letter to. If that’s the case, don’t worry. The company is likely privately held with no reason to share who its employees are—and, more importantly, is aware of this.

If this is the case and you don’t have a name to use, try to still be as specific as possible in your greeting. Consider using “Senior Analyst Hiring Manager” or “Research Manager Search Committee”—something that shows that you’ve written this letter with a particular audience in mind and aren’t just sending the same generic letter for every job opening.

For example:

• Dear Software Developer Search Committee,
• Hello XYZ Co Marketing Team,
• Dear Junior Accountant Hiring Manager,

Ultimately, you want your cover letter to convey your interest in the position. To start off on the right note, make your salutation as specific as possible—ideally with the name of the hiring manager. Of course, that can’t always happen, but as long as the effort is clearly made, you’ll be showing whoever reads your cover letter that you’ve put time into your application and are truly excited about the opportunity. 

Regina Borsellino contributed writing, reporting, and/or advice to this article.