The cover letter serves as formal business correspondence, introducing a job seeker to a potential employer. While the content focuses on qualifications, the document’s structure must adhere to established professional standards. Formatting rules often confuse job seekers preparing application materials. Understanding the required elements ensures the letter presents a professional image. This guide clarifies the definitive standard for including a date and details the correct presentation of this component.
The Direct Answer Why Dating is Standard Practice
Job seekers should always include a date on their cover letter before submitting it. Dating the document immediately establishes it as a formal record, following the protocols of professional business correspondence. This practice signals adherence to standard communication etiquette expected in any organizational environment. Omitting the date can suggest a lack of attention to detail in document preparation. The date formalizes the submission and provides immediate context for the hiring manager.
Proper Formatting and Placement of the Date
The date is placed strategically within the letter’s header to maintain a clean, organized structure. It appears two line spaces below the sender’s contact information block. Following the date, a single line space separates it from the recipient’s address block. This placement ensures the date is easily visible and correctly separates the two main contact information sections.
The correct format requires spelling out the full name of the month, followed by the day and the full four-digit year (e.g., “November 10, 2025”). Job seekers must avoid using informal, purely numerical date formats such as “11/10/25” or “11-10-2025.” Using the full month name prevents potential confusion between American and European date systems and reinforces the letter’s formal nature.
Essential Components of a Professional Cover Letter Header
The date functions as part of a larger, structured header that organizes all necessary contact details. The header begins with the sender’s contact information, positioned flush left, containing the full name, address, phone number, and email address. After the date, the header proceeds to the recipient’s information block. This section must be thoroughly researched and contain the recipient’s full name, professional title (e.g., “Hiring Manager”), the full company name, and the complete company mailing address. The date serves as a functional separator, connecting the applicant’s identity with the organization receiving the correspondence.
The Role of the Date in Application Tracking
Beyond formality, the date provides a practical function for both the applicant and the hiring organization during the recruitment cycle. It immediately confirms the timeliness of the application, which is particularly relevant when a job posting has a clear submission deadline. The date acts as a verifiable timestamp, helping the hiring manager quickly assess the relevance of the submission. For applicants, the date assists with version control if they tailor letters for different submissions. For human resources departments, the date is a simple metric for record-keeping and filing, ensuring a smooth and auditable hiring process and managing high correspondence volume.
Navigating Date Requirements in Digital Applications
The shift to digital submissions does not eliminate the need for a date on the cover letter document itself. Even when uploading a letter through an Applicant Tracking System (ATS), the formal date must remain in the header of the attached file. While file metadata provides a submission timestamp, the document must stand alone as a professional piece of correspondence. If the cover letter text is written directly into the body of an email, the formal date is often omitted because the email client automatically records the transmission date. However, when attaching a separate document, the inclusion of the date is necessary to preserve the document’s integrity.