Not sure where to add contact information in a cover letter? This guide explains what to include, where to place it, and common mistakes.

A strong cover letter does more than simply introduce you to a hiring manager or prove that you can follow instructions. It serves as a personal marketing piece—one that showcases your top qualifications, highlights your strengths, and positions you as a standout candidate among other applicants.

But even the most compelling and well-crafted cover letter can fall flat if you overlook one critical detail: placing your contact information correctly. If your details aren’t easy to find, you risk losing the reader’s attention before they even get the chance to learn why you’re the right fit for the job.

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Contact Information to Include in a Cover Letter

Whether you’re writing a printed or email cover letter, it’s essential to include clear, accurate contact details so employers can easily reach you.

Your Contact Details (Required for All Cover Letters)

Your information should clearly identify who you are and how you can be contacted:

1. Full Name – Use your complete legal name as it appears on your resume.
2. Street Address – List your current residential address.
3. City, State, and ZIP Code – Always include your full location.
4. Phone Number – Provide the number where you’re most accessible.
5. Email Address – Required for written cover letters. Use a professional email address, ideally based on your name or initials.
6. Preferred Contact Method – Specify the fastest way to reach you, such as email or mobile phone.

Note: For email cover letters, your email address is already visible in the message sender field, so it doesn’t need to be repeated in the header.

Recipient’s Contact Details (Written Cover Letters Only)

When submitting a printed or uploaded cover letter, also include the employer’s information:

1. Recipient’s Name – Use the full name of the hiring manager whenever possible. If unavailable, address the relevant department (e.g., Hiring Manager).
2. Job Title – Include the recipient’s professional title, such as Sales Manager.
3. Company Name – State the full company name.
4. Company Address – Add the business address.
5. City, State, and ZIP Code – Include the company’s complete location.

Note:

Adding the hiring manager’s name to a written cover letter can speed up delivery and ensure it reaches the right person—especially in organizations that receive a high volume of mail.

How to Format Contact Information in a Cover Letter

The placement of contact information depends on whether your cover letter is written or emailed, but the order of details remains consistent in both formats.

Place Contact Information at the Top of Written Cover Letters

When submitting a cover letter as a printed document, scanned PDF, or job board upload, your contact information should appear at the very top of the page. This ensures recruiters can quickly identify and contact you.

Follow standard business letter formatting:

1. Align all content to the top left of the document
2. Use single spacing and a clean, consistent font
3. Present the information in a block format (no indentation)

Start with your contact details, listed on separate single-spaced lines:

1. Full name
2. Street address
3. City, state, and ZIP code
4. Phone number
5. Email address

Leave one blank line, then add the date.

After another blank line, include the employer’s details on separate single-spaced lines:

1. Recipient’s full name
2. Job title
3. Company name
4. Company address
5. City, state, and ZIP code

Your Full Name

Street Address

City, State, ZIP Code

Phone Number

Email Address

Date

Recipient’s Name

Recipient’s Job Title

Company Name

Company Address

City, State, ZIP Code

Place Contact Information at the Bottom of an Email Cover Letter

Email cover letters follow a different standard than printed letters. Because recipients may view emails on smaller screens, contact details should not be placed at the top. Instead, include your information in a professional email signature and omit the employer’s contact details.

What to Include in an Email Signature

Your email signature should be concise and functional. While you may leave out your street address and location, the following details are essential:

1. Full name
2. Phone number
3. Professional links, such as your personal website, portfolio, or LinkedIn profile

Including credible links helps reinforce your authority and establishes your professional presence.

Sample Email Signature Format

Your Full Name

Phone Number

Website or LinkedIn Profile

A small visual element, such as a company logo, is acceptable. Avoid large images or decorative graphics that distract from the message. Keep the design clean, restrained, and professional.

State Your Preferred Contact Method in the Letter Body

Because you’re providing more than one contact option, clearly state your preferred method of communication within the body of your cover letter. This removes any uncertainty and helps the recipient reach you quickly.

Your preferred contact method should be the one you check most frequently.

1. In a written cover letter, you might conclude with:
2. “You may reach me during business hours at the email address listed above.”
3. In an email cover letter, a strong closing line would be:
4. “I look forward to hearing from you and can be reached most easily by mobile phone at the number in my signature below.”

This approach ensures clarity, improves response time, and presents you as organized and professional.

Save Your Contact Information as a Template

Use a standardized format each time you include your contact details in a cover letter or email. For efficiency and accuracy, save your contact information as a reusable template.

If you typically send email cover letters, store your signature and contact layout in a single file and paste it into each application. When your details change, you’ll only need to update them once—eliminating inconsistencies and reducing the risk of missed communications.

A consistent contact information template ensures professionalism, prevents errors, and increases the likelihood of receiving a response from employers.

Review Cover Letter Examples

Explore professional cover letter examples across various industries and roles. Use proven templates as a foundation to craft customized, job-specific letters with confidence.

Key Takeaways

1. Your contact information should always be clearly visible, whether you submit a cover letter by mail or email.
2. For written cover letters, follow standard business formatting: place your contact details at the top, followed by the date and the employer’s information.
3. For email cover letters, include your name, phone number, and email address in a professional email signature.
4. Using templates ensures your contact details are never missed and helps maintain a consistent, polished presentation in every job application.

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