4 Basic Rules for Writing Dates in Letters Correctly (With Examples)

Dating a letter might feel like a small detail, but it plays a bigger role than most people realize.

Studies show up to 70% of emails are misunderstood due to formatting ambiguities like dates, which often leads to unnecessary delays or mistakes in professional settings.

Because date formats vary across countries, even something as simple as 06/04/05 can mean April 6, June 4, or a completely different year depending on who’s reading it.

That’s why getting the date right isn’t just about formality, it’s about preventing misinterpretation.

Whether you're writing a business letter, submitting a job application, or sending a personal note, clear date formatting instantly signals professionalism and avoids confusion.

This guide breaks down 4 simple rules to help you format dates correctly in any letter so your communication stays accurate, polished, and easy to understand.

1. What is the correct date format for formal letters?

Use the Month-Day-Year format in the U.S. and Day-Month-Year format in the U.K. or other regions.

For business and professional letters, always stick to the regional standard format to avoid confusion.

• 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 mistaken for December 3rd.

Pro Tip: When writing to an international audience, spell out the month completely - this eliminates ambiguity and ensures clarity.

Also Read: What are some good cover letter examples?

2. Should I use punctuation when writing dates in letters?

Yes, but it depends on the country. American English uses commas, while British English does not.

A small misplaced comma, or the absence of one, can change the tone of your letter or make it seem grammatically incorrect, exacerbating communication failures where only 50-56% of messages are fully understood.​

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.

Also Read: What is the ideal format for formal letters?

3. Where should I place the date in a letter?

The ideal place to the date in a letter is at the top of the letter for formal communication, or near the signature for personal letters.

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. Why is consistent date formatting important?

Consistent date formatting is key because it maintains clarity and professionalism; switching formats can confuse the reader.

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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