The addresses for sender and recipient, specifying location, date, and subject: This information goes into the header of your application ... or do you maybe place it elsewhere? Here we show you examples of how you can handle the information in your application.

1| Sender: Your contact details in the header of the application

How else should HR contact you?

The letterhead is recommended for positioning your contact details. This way, HR personnel immediately know your name, where you are from, and how they can contact you. Although the DIN 5008 provides a recommendation for the positioning of your contact details, ultimately you can choose them relatively freely. So feel free to be creative! The important thing is that the information can be quickly understood. In addition, you can also use the margin or footer.

Streets and house numbers

According to DIN 5008, you insert a space between street and house number. If a letter follows the house number, you insert another space. The letter can be written in uppercase or lowercase.

• Sample Street 1
• Sample Street 1 a
• Sample Street 1 A

For compound house numbers, you can use either the slash or the so-called "to" symbol. The following variants are possible:

• Sample Street 10/12
• According to DIN 5008: Sample Street 10 – 12
• According to Duden: Sample Street 10–12

Therefore, you do not use spaces with the slash. When using a dash, you should never use the hyphen (-), but rather the "to" symbol (–). This is the slightly longer en dash, which you also know as an em dash. According to DIN 5008, you put a space before and after it, according to Duden, you do not. If you strictly adhere to the DIN 5008 guidelines for your cover letter, you should follow the corresponding recommendation with spaces. Otherwise, decide on one variant and make sure you use it consistently throughout your documents. Attention to detail will surely leave a good impression!

Email address

Provide an email address that sounds fairly official. An unusual and perhaps even funny email address may work in private - not in your job application letter.

Telephone numbers

When specifying your telephone number, the DIN 5008 again recommends separating the area code from the rest of the number with a space. Only in applications abroad is the international phone number useful:

• 01234 4455666
• +49 123 4455666

2 | Address: Recipient Address

To whom is your cover letter addressed?

Nowhere else would a spelling mistake stand out more than in the address. As in the entire cover letter, here too it is emphatically stated: Be sure to correctly spell information such as the company name and the contact person!

You usually position the address in the top left corner. Alternatively, you can also align it to the right or center. If you want to send the cover letter in an envelope with a window, the position is predetermined.

The address field is 85 mm wide, 45 mm high, and can contain up to nine lines at maximum. These lines are divided into an area for notes and additions (the first three lines) and into the area for the address (lines four to nine). For your job application letter, you will generally only need the area for the address and here the first four lines.

Important notes regarding the address:

• The abbreviation "z. H." (for "zu Händen") is outdated and no longer used.
• A prefixed "An" ("An Henriette Mustermeier") is no longer used.
• You do not insert a blank line between the street and city (that used to be common, not anymore).
• For applications in Germany, there is no country code before the postal code (not: "D-12345").
• Font size: at least 8 points. Do not use serif fonts under 10 points.
• If the first name is known, include it in the address line (not in the salutation).
• Using "Frau" (Madam) or "Herrn" (Sir) before the name appears more polite.
• Make sure that for a man, "Herrn" (with "n") is used and not just "Herr" (when using Sir).
• When indicating "Frau" (Madam) or "Herrn" (Sir), avoid abbreviations (not: "Fr." or "Hr.").
• It's best to follow the academic degrees mentioned in the job advertisement.
• Generally, academic degrees are usually abbreviated: e.g. "Dr." (for Doctor) and according to DIN 5008
• also "Prof." (for Professor), which you could also spell out as ("Professor"/"Professorin").

3 | City and Date

The devil can only be in the detail here.

When indicating city and date, there are some aspects to consider. The most important points are:

• Your cover letter must contain a date.
• The city is only useful if the application is not sent from your place of residence. Usually, you omit this.
• You place the city and date aligned to the right, two lines above the subject line.
• While in the cover letter the date is often sufficient, you include the city and date at the end of your resume.

There are various variants for the writing of the date, as well as different recommendations. However, two aspects apply fundamentally:

• Regardless of the variant you choose: always write the year with four digits ("2025", not "25").
• Ensure uniformity. If, for example, you use the form "8.1.2025", then this should also be chosen at the end of the resume.

You can choose these variants:

• 8.1.2025 (numeric notation without leading zero; allowed according to the Duden)
• 08.01.2025 (numeric notation with leading zero; DIN-compliant)
• 8 January 2025 (alphanumeric notation; the leading zero is omitted)
• 2025-01-08 (international format with the sequence YearMonth-Day; DIN-compliant)

DIN 5008 emphasizes the international format ("2024-01-08"). However, this format has not become established in the German-speaking world. It can lead to confusion due to the change in the sequence of dates from the common Day/Month/Year to Year/Month/Day. Therefore, you should only consider this format for international applications. Otherwise, it is recommended not to use it.

For your cover letter, the numeric notation without a leading zero is actually completely sufficient ("8.1.2024"). The spelled out month may appear more elegant ("8 January 2025"). However, both are not DIN-compliant – the spelled out month names are only specified in flowing text according to DIN 5008. If you strictly adhere to DIN 5008, you should use the numeric notation with a leading zero ("08.01.2025").

If you want to specify the city, you place it before the date and separate both with a comma. The addition of "den" is optional but uncommon and is recommended only in more conservative industries.

• Musterhausen, 8.1.2025
• Musterhausen, den 8.1.2025

4 | Subject

What is this actually about?

You are well aware: With your application, you want to apply for a (specific) position in a company. However, this should also be clear to the HR responsible at first glance. You achieve exactly that with the subject line.

Examples:

• Application as Frontend Engineer; Reference number 1234/5566
• Application for an internship as Media Designer from 1.4. to 31.5.2025
• Unsolicited application as Field Sales Representative

The subject line is usually read first and should be as concise and specific as possible. Clarity is key! Therefore, provide detailed information regarding the type of application and the position you are applying for. If possible, refer to the information in the job advertisement.

The subject line is left-aligned above the salutation of your cover letter and can be highlighted in bold. It also gives your letter a clear structure and separates the header from the main body.

More examples:

• Application as Specialist in Digital Communication
  Your job advertisement in the Musterstädter Zeitung from 20.1.2025
• Application as Motion Designer
  Your job offer on jobjob.de from 20.1.2025
• Application as Employee for Online Marketing
  Your current ad on jobjob.de, reference number 12345
• Application for a position as Clerk
  Our conversation on 20.1.2025 at the BUIMesse in Musterhausen
• Application for an Internship as Graphic Designer
  Our phone call on 20.1.2025

Single-line variations and two-line versions are possible, which include a so-called reference line: In line one, you clarify that it is an application and specify which position you are applying for. In line two, you provide further details about the job posting. The more detailed your information, the easier it is to assign your cover letter to a job posting. Important: Leave out the word "Subject", as this specification is no longer common. Additionally, you should refrain from further highlights such as underlining or italicizing. Your subject line should convey the following:

• Type of application ("Application," "Speculative application," "Brief application")
• Exact and complete job title (as in the job posting)
• Indication of where the job posting was found
• Indication of the date of the job posting
• Reference number or code (if available)
• Reference to a conversation (with date, possibly location)

P.S. - the Post Script

We have clarified some important formatting issues in applications. There is more to the structure of the cover letter. Read our additional articles for more information. In addition to the cover letter, the resume is another central part of your application. It is important that you also become familiar with the intricacies of resume structure. The resume provides your potential employer with a comprehensive overview of your professional career, skills, and qualifications.

Also, check if your application photos are professional and appropriate. A good photo can significantly improve the first impression and increase your chances of getting an interview.

If you do everything right and are invited to an interview, preparation is crucial. You should know how to present yourself advantageously to the employer, anticipate the questions you may be asked, and know how to respond. It is especially important to be well-prepared for questions about your strengths and weaknesses. It is advisable to remain authentic while showing that you can assess yourself well and are willing to work on your weaknesses.

In addition, you should prepare to confidently answer common interview questions. This includes questions about your motivation for the position, your past experiences, and how you handle specific work situations. Thorough preparation will give you the confidence you need to impress during the conversation and take the next step in your career.

Helpful Articles on the Topic of Applications

At first glance, creating a high-quality application document may seem simple, but in reality, there is a bit more to it. We have put together a collection of impactful articles to help you not only create professional application documents but also prepare for the interview and increase your chances of success. You will learn about the questions you may be asked, how to present your strengths and weaknesses, and much more. In short, these articles will help you get the job you desire. For comprehensive preparation for your interview, also check out our detailed tips and strategies to help you present yourself confidently and answer common questions with ease.

• It all starts with preparation, including creating a photo for the application.
• How to create a professional photo for the application/resume yourself.
• You should know what distinguishes the German resume from the CV.
• Traditional resume template or modern resume template?
• Download a free Word resume template.
• Structure of the cover letter.
• Resume structure.
• Preparing for the interview. Common questions you may be asked in the interview.
• Preparing for the interview. Strengths and weaknesses.