Dating a letter might seems like a small detail, but getting it right can make a big difference.
Whether you're drafting a formal business letter, sending a job application, or writing a personal note, properly formatting the date ensures clarity and professionalism.
Different countries follow different date formats, and a simple mistake can lead to confusion or even misinterpretation.
This guide will walk you through 4 simple rules to help you format dates correctly in any type of letter, ensuring your communication is polished, professional, and universally understood.
1. Stick to the Standard Format for Formal Letters
For business and professional letters, always use the Month-Day-Year format (U.S.) or Day-Month-Year format (U.K.).
- U.S. Format (American English): March 12, 2025
- U.K. Format (British English): 12 March 2025
Example: If you’re applying for a job in the U.S., writing “March 12, 2025” is preferred over “12/03/2025,” which could be misinterpreted as December 3rd.
Pro Tip: If writing to an international audience, spell out the month completely to avoid confusion.
Also Read: What are some good cover letter examples?
2. Use the Right Punctuation (Or None at All)
Even punctuation rules for writing dates in letters vary depending on the format and region.
A small misplaced comma, or the absence of one, can change the tone of your letter or make it seem grammatically incorrect.
1. American English: Use a Comma
In the Month-Day-Year format (used in the U.S.), a comma is placed between the day and the year:
✅ Correct: March 12, 2025
❌ Incorrect: March 12 2025
Additionally, if the date appears within a sentence, you must add a second comma after the year:
✅ Correct: "Our meeting on March 12, 2025, was very productive."
❌ Incorrect: "Our meeting on March 12, 2025 was very productive."
2. British English: No Comma Needed
In the Day-Month-Year format (used in the U.K. and many other countries), no comma is required:
✅ Correct: 12 March 2025
❌ Incorrect: 12 March, 2025
Since the format already follows a logical progression from smallest to largest (day → month → year), the comma isn’t necessary for clarity.
3. Where to Place the Date in a Letter
The placement of the date depends on the type of letter you’re writing.
- Formal Business Letter: The date goes at the top, aligned to the left or right, depending on your preferred style. Here's an example:
John Doe
123 Main Street
New York, NY 10001
March 12, 2025 - Personal Letter: You can place the date at the top left, top right, or even at the end after your signature.
Also Read: How to ask for a letter of recommendation?
4. Keep Date Formatting Consistent Throughout the Letter
One of the biggest mistakes people make is switching between different date formats within the same letter.
If you start with "March 12, 2025," don't suddenly write "12/03/2025" elsewhere.
✅ Good Example:
- "I’m available for an interview on March 12, 2025 or March 14, 2025."
❌ Bad Example:
- "I’m available for an interview on March 12, 2025 or 14/03/2025."
Also Read: How to write a job application letter?
Conclusion
A small detail like the correct date format can make a big difference - whether you’re sending a job application, writing to a professor, or corresponding with a potential business partner.
At Hiration, we understand that small details matter in professional communication.
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