For a printed or attached cover letter, put your name, a reliable email address and phone number in a header that matches your resume. For an email or application-portal text box, use a different layout: follow the submission instructions, which may call for leaving off the formal header and contact block.
What contact information should you put on a cover letter?
For a conventional cover letter, include your name and the contact details an employer can use to reach you—typically an email address and phone number. Use an email account and number you check regularly, and make sure they are accurate on both your cover letter and CV or resume. The UK National Careers Service also advises making clear how the employer can best contact you: How to write a cover letter.
Use the same name-and-contact header as your resume so the two documents look like a matched application. University of Pennsylvania Career Services and UNLV Career Services recommend consistent headers: Penn’s cover-letter guidance and UNLV’s cover-letter guidance.
- Usually include: your name, phone number and email address.
- Optional when useful and current: a professional profile or portfolio link, such as LinkedIn. Florida Gulf Coast University’s template includes LinkedIn as an option: Heading and salutation guidance.
- Street address: not a universal requirement. Some conventional templates show a mailing address, but the guidance does not establish that every applicant must include a full home address.
How to format contact information in a printed or attached letter
Place your name and contact information at the top. In a conventional business-letter format, follow that header with the date and, when appropriate, the employer’s contact block. Penn and the University of Colorado Boulder describe conventional layouts with applicant and employer details; Colorado also recommends including the position title or number when applicable: CU Boulder’s cover-letter guidance.
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Example layout:
Jordan Lee
555-010-0123 | [email protected] | linkedin.com/in/jordanlee
October 8, 2026
Hiring Manager
Example Company
This is an illustration, not a required list of fields. Add a street address or professional link only if it is useful, current and appropriate for the application. For more formal recipient-block examples, see FGCU Career Development Services and Penn’s cover-letter writing guide.
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Should you include your address on a cover letter?
A full home street address is not established as a universal requirement. Some conventional letter templates include an address, while others focus on email and phone. If you include a mailing address, use the one you want the employer to use; do not add it just because a template has a blank for it. Follow the employer’s instructions if the posting requests a particular format.
How email and portal submissions change the layout
| Submission format | Applicant contact information | Other formatting |
|---|---|---|
| Printed or attached letter | Use a name-and-contact header; matching the resume header is recommended. | A conventional letter may include the date and employer contact details. |
| Email body | UT Austin advises keeping contact details in the email signature. | Its guidance says to omit the formal header, date and address block from a cover letter placed in the message body. |
| Application-portal text box | Nebraska advises removing contact information from the pasted letter. | Paste from the greeting through the signature, unless the portal or employer requests otherwise. |
If you are emailing the cover letter
When the letter itself is in the email message, University of Texas at Austin CNS Career Services advises omitting the formal header, date and address section. Keep your contact details in the email signature so they remain available if the message is forwarded. This guidance applies to the email-body letter; an attached document may still use a conventional header if requested. See UT Austin’s cover-letter guidance.
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If you are pasting it into an application portal
For a text box that asks you to paste the letter, University of Nebraska–Lincoln advises removing the header, date and contact information, then pasting from the greeting through the signature. The application form may collect personal details separately. Follow any instructions in the portal or job posting that ask for additional information: Nebraska’s cover-letter format guidance.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Whose information goes in the recipient block?
Your contact header is separate from the employer’s details. If you know the hiring manager or recruiter’s name, use it with the appropriate title. If you do not, use a suitable general salutation rather than guessing. Add the employer’s name and other recipient details when they fit the format and are available; a posting’s specific addressing instructions take precedence. Penn recommends using the recruiter or hiring manager’s name when possible, and FGCU advises researching the appropriate contact.
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