How to Include Your Contact Information in a Cover Letter
When you write a cover letter or send an email message that includes a cover letter, you will always need to include your contact information. You'll use the same basic template every time to share your contact details — this isn't the time to get creative.
You don’t want to make the recipient have to do any work at all to figure out how to get in touch with you. However, the way you include your contact information will vary based on the method you use to send your cover letter.
Clue Your Reader In
In your cover letter, no matter what contact information you include — street address, phone number, email — indicate to the recipient the most expeditious way to contact you. If you're sending a paper cover letter, for example, you can write, “You can reach me during business hours at the phone number above.”
Or in an email message, you could say, "I look forward to hearing from you — my email address and phone number are in my signature below." A simple sentence in the conclusion of your cover letter will make it clear to employees both where to find your contact information, and the best way to get in touch.
Contact Section Template - Paper Cover Letter
When you are writing a cover letter to mail or to upload to a job board or company website, the first section of your cover letter should include information on how the employer can contact you. If you have contact information for the employer, include that.
Otherwise, just list your information.
For a cover letter printed on paper, put your contact information at the top left. Use single-spacing and a consistent font, formatting it as a block of information that belongs together. On paper, you will always include your full mailing address (after all, you’re including the recipient’s full address as well, since you’re mailing the letter).
Additional contact information should include your phone number and email address.
Leave a space, add the date, and then type the recipient’s name and address, single-spaced. Include both the name of the person you are sending the letter to and that person’s title, as well as the organization name.
Experts strongly recommend doing your research so that you know the name of the person who's receiving the letter. You can use the company website or LinkedIn to try to determine the hiring manager's name. Or, call up the company's main line, and see if the receptionist can help.
If you cannot determine a contact's name, simply leave off the "name" and "title" in the employer contact information section. Instead, you can put a department. (For instance, "Editorial Department" or "Human Resources.") Here’s how the beginning of your letter should look:
Your Contact Information
Your City, State, Zip Code
Your Phone Number
Your Email Address
Employer Contact Information
City, State, Zip Code
Contact Section Template - Email Letter
Email communication is a different story. When you send an email cover letter, you should not include the contact information of the employer.
And instead of listing your own contact information at the top of the message, include it in your signature, after your name.
You can include your full contact information, such as street address, or just your name, email address, and phone number. You might also include relevant links to your social footprint, such as your LinkedIn profile or professional website, if that will provide additional helpful information or add to your stature in the profession that you work.
Here are examples of email signatures:
Email Signature Example
Email Signature with Full Address Example
City, State, Zip
Email Signature with LinkedIn Example
Now that you've got your contact information squared away, the following links will help you write the rest of that cover letter.
Get your cover letter right.
There are several elements that need to be included in any cover letter. When you know how to write a cover letter properly, you will be able to do it again for any new job applications that you might make. Just follow these simple steps:
- Start with your name and postal address. These contact details should be in the top right-hand corner of the cover letter. Include your email address and telephone number as means of contacting you.
- Write the date of your letter underneath your contact details.
- Add the contact details of your addressee. Start these details on the next line of your cover letter, but on the left-hand side of the paper. Along with the job title, write down the name of the person you are writing to.
- Add the job title of the addressee.
- Add the company name and address. Again, this should be on the left-hand side of the page.
- Address your readers. Leave a line below the contact details then write, “Dear Mrs. Jones,” or whatever the right name might be. If this is unknown, then, “Dear Sir or Madam,” will suffice.
- Add the job reference. Before you start the body of the letter, add any reference that has been given for the job application, for example, “Re: Engineering Trainee, Eastern Division” or “ Ref – HR/004.”
- Introduce your CV in two or three short paragraphs.
- End and sign your letter. In most cases end with, “Yours faithfully” and then your name. Leave a big enough gap so that you can add your signature, whether it is electronic or hand-written.
- End your letter informally only in the case where you know the individual you are writing to, perhaps because you are making an internal application within your organisation. In these cases, you can sign off with, “Yours sincerely,”
What to include in a cover letter
- Say you are submitting your CV and application form in the main body of your cover letter.
- Don´t cover everything in your CV. This tends to create the unwanted impression that you are merely repeating yourself. It is best to highlight one or two points from your CV if they are especially pertinent to the job you are applying for.
- Keep the letter simple. One sentence is fine if you can say all that you want to in only a few words. If you need to progress to a second paragraph, include a line break. This avoids any large, lengthy text passages and makes the letter easier to read.
- Upload your cover letter with Monster.
Remember that your cover letter is the first thing that a potential employer will look at when considering your application. Dedicate the time and effort into getting it right and you will have taken your first step towards a new job!