How to Write a Letter Heading (With Example Letters)

By Indeed Editorial Team

Published 10 April 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Letter headings include the personal and contact details of the recipient and sender. The formatting of the heading may change depending on the type of letter you intend to send. By looking at several heading examples, you can understand how to structure your letter. In this article, we discuss what a heading is, explore how to write a letter heading, discover a heading template and review some letter examples.

What is a letter heading?

A letter heading is the first piece of information contained within a letter. The information includes your name, job title, job number, address, postcode, contact information and date of writing. If you're sending a formal letter to someone, you may also include the recipient's details. The purpose of a letter heading is to inform the recipient of where the letter came from and to provide them with an address to respond to. By providing your mail address on the letter, your recipient can send you a letter in response.

How to write a letter heading

Below, you can find guides on how to write a letter heading for a business and personal letter:

Business letter

A business letter often refers to a letter sent between businesses or professionals. It's usually a good idea to write business letters in a formal tone. This can show your professionalism when communicating with companies.

You may consider some of the following steps when writing a heading for a business letter:

  1. Indicate confidential content. If you're including confidential details in your letter, you can inform the recipient of the confidential information. To inform the recipient, you may write CONFIDENTIAL as the first line of your letter.

  2. Include your personal information. Your personal information refers to your name, job title, job number, company name, business address and email address. You can include each piece of information on a new line.

  3. Write the date. You can add the date of writing underneath your personal information. You may also leave a space between the date and your contact information to make it more viewable.

  4. Add the recipient's contact details. Below the date of writing, you can write the recipient's personal information. This may include their name, address, contact details, job title and company name.

  5. Write a topic header. You may include a header to inform the recipient of the letter topic. You can write the topic header after the recipient's details.

  6. Greet the recipient. Once you include all the relevant contact information, you may greet the recipient with a salutation. It's usually a good idea to use a formal greeting, such as Dear [title surname].

Related: How to Write a Formal Letter (With Example)

Personal letter

Friends, family or close colleagues may communicate with personal letters. Personal letters are usually an informal way of communicating. The content of your letter may refer to personal matters between you and the recipient. You can also use a personal letter heading when discussing business matters with a close colleague.

Steps on how to write a heading for a personal letter:

  1. Include your personal information. You can include the same contact details as you would in a business letter, though it may not be necessary. If you're sending a personal letter, then the recipient might already know most of your details.

  2. Add the date. You can add the date underneath your personal details. After you include the date, you can go straight to the salutations.

  3. Greet the recipient. You may consider an informal greeting when writing a personal letter. For example, Hello, or Hi [recipient's first name].

Related: How to Write an Appreciation Letter (With Tips and Examples)

Tips for writing a business letter heading

You can consider some of the following tips when writing a heading for your letter:

  • Research the recipient. It can be a good idea to research the company before you write your letter. From your research, you can gain information such as the recipient's name, contact details and business culture, which can help you format your letter appropriately.

  • Use an appropriate greeting. Depending on who you're sending the letter to, you might not know their full name. If you don't know their name, you can use a generic greeting that provides a level of personalisation, such as Greetings [company name] team or Greetings [company name].

  • Only include necessary information. It's often a good idea to only include information that relates to and contributes to the topic. In your letter heading, you can include the specific contact details that are useful for the recipient.

  • Review and edit your letter. Once you write your business letter, you may review it for grammar and information errors. It can be important to ensure your personal details are correct, as the recipient may use them as a reference when responding.

Related: What Is a Letter Salutation? (Definition and Examples)

Creative, brand icon letter headings

Using a brand icon and business address only as the header is a newer contemporary choice. In such cases, the business may be writing to well-known clients so the brand icon is a short, relevant introduction. They may also decide on an image header within a marketing brand strategy. Where this format is used, the footer of the page is where contact and date information is listed.

Letter heading template

Below you can find two heading templates for a business letter and a personal letter:

Business letter template

The following template is for a letter between professionals and businesses:

CONFIDENTIAL (optional)

[Your full name]
[Your job title]
[Your company's name]
[Your company's address]
[Your work phone number]
[Your email address]

[The date of writing]

[Recipient's full name]
[Recipient's job title]
[Recipient's company name]
[Recipient's company address]
[Recipient's work phone number]
[Recipient's email address]

[Topic header]

[Greet the recipient with a formal salutation]

Personal letter template

You may use this template when writing a more personal or casual letter:

[Your full name]
[Your residential address]
[Your contact number]
[Your email address]

[The date of writing]

[Greet the recipient with an informal salutation]

Example letters with appropriate headings

You can use different headings depending on who the recipient of your letter is. Below you can find several example letters that utilise an appropriate heading:

Example letter to a colleague

Below, you can review an example letter sent to a colleague within the same company:

CONFIDENTIAL

Florentino Tapia
Office Manager
Monroe Accounts
+61 7 1111 2222
Tapia@email.com

17 December, 2021

Trent Garcia
Office Administrator
Monroe Accounts
+61 7 1111 1111
Garcia@email.com

Re: 2021 Performance Review Advisory

Dear Garcia,

As you might know, we have been conducting performance reviews on the team and its individuals. I am happy to inform you that based on your performance, we have decided to give you a 10% bonus on your salary.

As determined by our company policy, you are also eligible for a pay rise. As of 12/1/2022, we will update your salary in accordance with your performance review. If you have any questions, please feel free to contact me, or visit me in my office.

Kind regards,
Florentino Tapia

Related: What Is a Recommendation Letter From Your Employer?

Example letter to a business

Here you can find an example letter sent between two professionals from different companies:

Callie Ponce
Project Executive
West Productions
1625 Westward Road,
Sydney, NSW 4017
+61 7 2222 2222
Ponce@email.com

15 July, 2021

Vanessa Abbott
Production Manager
Steel Tech
16 Windle Road,
Sydney, NSW 4017
+61 7 3333 3333
Abbott@email.com

Dear Vanessa Abbot,

I am writing to show my appreciation towards Steel Tech and its team. Your team has been providing West Productions with quality fabrications for several years. Your customer service is incomparable and we greatly appreciate the extra effort your team has put into production this year.

West Productions are hosting an event on 16 November 2021, at 12 Dain Street. For the event, we are revealing our latest products. This is only possible because of Steel Tech's loyal contribution to our productions.

On behalf of West Productions, I invite you and your team to our event. There is food, drink and plenty of entertainment. We hope to see you all on the 16th of November!

Kind Regards,
Callie Ponce

Example letter to a client

Here is an example of a business sending a letter to one of their clients:

Marlon Escobar
Executive Manager
Boone Corporation
98 Northfield Place,
Melbourne, VIC 4179
+61 7 1234 5678
Escobar@email.com

16 October, 2021

Tamra Christia
667 Findle Drive,
Melbourne, VIC 4178
+61 7 1212 1212
Christia@email.com

Boone Ball Fund-raiser invitation

Dear Tamra,

It's our pleasure to invite you to our annual fund-raising ball ‘Boone Ball Fund-raiser' on 19 November, 2021. As you may know, we give all proceeds from the fund-raiser to the local children's hospital. Caring for the youth of our community has always been a core value at Boone Corporation and we know it's something you value as well.

The fund-raiser includes a raffle and auction, along with a delicious choice of food and drinks served throughout the night. The first event of the fund-raiser begins at 6pm, but the venue opens at 4pm, so please feel free to come early and help yourself to drinks and food. We hope to see you there on the 19th and we look forward to a fun night of entertainment and joy.

Warm wishes,
Marlon Escobar

Explore more articles