The 3 Rules of Addressing Your Cover Letter in 2022
Hot jobs on the muse.
You’ve finally sat down to write that cover letter (good for you!), but immediately you run into a roadblock: How do you even start the darn thing? Who do you address it to? Should you use Mr. or Ms.? Do you include a first name? And what if you’ve searched high and low, but can’t find the hiring manager’s name?
Don’t fret! Follow these three rules for cover letter salutation salvation.
Rule #1: Address your cover letter to the hiring manager using a formal, full-name salutation (if possible).
For a cover letter, you should always default to addressing it to the hiring manager for the position you’re applying to. Unless you know for sure that the culture of the company is more casual, use the hiring manager’s first and last name. You can include a title, such as “Mr.” or “Ms.” (never Mrs. or Miss). But if you aren’t crystal clear on whether to use “Mr.” or “Ms.” and can’t find their pronouns with a little Google and social media searching (and you don’t have an easy way out with a “Dr.”), just drop the title. Omitting it is infinitely better than accidentally misgendering someone .
Most letters I see still use the “Dear” greeting, though I’ve seen a growing trend of people dropping it and starting with “Hello” or just the name. Any of these works. The most important part is having the actual name . Never use “ To Whom it May Concern ” or “Dear or Sir or Madam”—nothing could be more generic (not to mention archaic). Your cover letter could be the first opportunity you have to make an impression on the hiring manager, so make sure you show that you did your research .
For example, you can address your cover letter by saying:
- Dear Ms. Jacklyn O’Connell,
- Hello Mr. Kevin Chen,
- Dear Niko Adamos,
- Hello Jean Butler,
- Sam Little,
Rule #2: If you don’t know the hiring manager, guess.
Sometimes, even after hours of online searching ( try these tips ), you still might not be able to definitively figure out who exactly the hiring manager for the position you’re applying for is—and that’s OK.
If you can only find a list of the company’s executive team, use the head of the department for the position you’re applying for. In the end, no one will fault you for addressing the letter higher up than necessary. This approach is definitely better than not using a name in your cover letter, because it still shows the time and effort you took to find out who the department head is.
Rule #3: Be as specific as possible.
So you’ve done your due diligence and after an exhaustive search—nothing. You just can’t find a single name to address your cover letter to. If that’s the case, don’t worry. The company is likely privately held with no reason to share who its employees are—and, more importantly, is aware of this.
If this is the case and you don’t have a name to use, try to still be as specific as possible in your greeting. Consider using “Senior Analyst Hiring Manager” or “Research Manager Search Committee”—something that shows that you’ve written this letter with a particular audience in mind and aren’t just sending the same generic letter for every job opening.
For example:
- Dear Software Developer Search Committee,
- Hello XYZ Co Marketing Team,
- Dear Junior Accountant Hiring Manager,
Ultimately, you want your cover letter to convey your interest in the position. To start off on the right note, make your salutation as specific as possible—ideally with the name of the hiring manager. Of course, that can’t always happen, but as long as the effort is clearly made, you’ll be showing whoever reads your cover letter that you’ve put time into your application and are truly excited about the opportunity.
Regina Borsellino contributed writing, reporting, and/or advice to this article.
How to Address a Cover Letter in 2023
Yes, how you address your cover letter matters.
After all, this is the first thing the recruiter reads when going through your cover letter, and yes, there is a right and wrong way to do it.
In this article, we’re going to teach you how to address your cover letter in such a way that you leave a positive impression on any recruiter!
- How to address a cover letter to a recruiter? (Casual or formal)
- What title to use when addressing the hiring manager
- How to address a cover letter without a contact person/to a company
- How to address a cover letter without an address
- How to address a cover letter in an email
How to Address a Cover Letter To a Recruiter (Casual or Formal)?
As we already mentioned, the way you address your cover letter is important because it is the very first thing recruiters see upon opening your cover letter.
A well-formulated cover letter address means that you care enough to research the company (i.e. to find the hiring manager’s name and title) and that you show attention to detail.
As such, you should always put some research into who you’re addressing your cover letter to and do so in a formal way.
And yes, the formal part is important too. The recruiter isn’t your best friend - you want to maintain a sense of professionalism.
If this is how you address the recruiter in your cover letter:
- What’s up Hiring Manager
- Hi there Hiring Team
Then you say goodbye to the job.
Now, you’re probably wondering, how can I find out whom to address my cover letter to?
That’s what we’re about to teach you:
Who Am I Addressing My Cover Letter To?
Here are some tricks to find the full name of the hiring manager:
- Check the job listing. The job listing may have information about the recruiter or the department doing the hiring. Make sure to read through the entire job listing, as it might not be at an entirely obvious place.
- Check the company website. Some websites feature the names of the hiring managers or heads of departments that may go through your cover letter. Alternatively, LinkedIn is another place where you can look for this information.
- Check the company’s LinkedIn. You can look up who works in the company you’re applying for on their LinkedIn page.
- Ask around. Do you have friends that work for the company? They could provide you with valuable inside info.
To avoid making a bad impression, head over to our guide on cover letter mistakes to learn about what NOT to do when writing your cover letter.
Addressing a Cover Letter With a Name
By now, you have probably found the hiring manager’s full name and gender. With this information available, it’s best to address the hiring manager formally, as follows:
- Dear Mr. Brown,
- Dear Miss Fitzpatrick,
- Dear Mrs. Lockhart,
- Dear Ms. Walters,
If, for some reason, you are unsure about the person’s title, gender, marital status, or preferred pronouns, just address them using their entire name to avoid any mistakes. For example:
- Dear Alex Brown,
- Dear Blair Fitzpatrick,
- Dear Jesse Lockhart,
- Dear Madison Walters,
Addressing someone with a title
Now, if you found out that the hiring manager has a professional or academic title, then it’s more appropriate to address them using that title. If, for example, the hiring manager has a Ph.D., then it’s more respectful to address them as “Dr. Last Name,” instead of “Mr. Last Name.”
Here are some professional titles and how they’re abbreviated:
- A professor is Prof.
- A reverend is Rev.
- A sergeant is Sgt.
- Honorable is Hon.
If, however, you are uncertain about how a title is abbreviated, then avoid it altogether.
Here are a few examples to give you an idea:
- Dear Prof. Welsch,
- Dear Director Smith,
- Dear Rev. Owen,
Dear Dr. Leonard,
When addressing women and you don’t know their marital status, always go with Ms., because it doesn’t comment on marital status. Some women prefer not to be addressed with Miss or Mrs. even when they’re married, so sticking with Ms. is the best choice.
Want to learn more cover letter tips ? Our guide has all you need to ace your cover letter!
How to Address a Cover Letter Without a Contact Person
It might happen that, no matter how hard you search, you can’t find the name of the hiring manager or department head that will read your cover letter.
In that case, you can address your cover letter to the department, faculty, or the company.
- Dear Software Development Hiring Team,
- Dear Customer Service Department Hiring Team,
- Dear Head of the Literature Faculty,
- Dear Director of Marketing,
- Dear Human Resources Recruitment Team,
Alternatively, if you don’t have enough information either about the department or the team, you can opt for addressing the cover letter directly to the company’s hiring staff, as follows:
Dear [Company Name] Hiring Team
Dear [Company Name] Recruiting Staff
If all else fails (meaning, you don’t know the name of the department head or even the exact department, in addition to the recruiter) then you can use one of the good, old-fashioned:
Dear Hiring Manager,
...but NOT the impersonal and way outdated “To whom it may concern” and “Dear Sir/Madam.”
Starting a cover letter can be challenging. Our guide can show you how to start a cover letter that will get you results from the get-go.
How to Format the Company’s Address
Before you reach the salutation, you have to make sure that the header with the recipient’s contact information is formatted correctly.
It might not be the deciding point of whether you’ll secure an interview or not, but it will cost you points if it’s off.
So, the first thing you want to do is add your name and surname on the upper left side of the cover letter. Underneath, you should write your professional title (if applicable), your email , and your phone number .
Now, after you’ve also added the date, you should leave one more space and add the recipient’s contact information and, most importantly, the company’s address.
It should look something like this on your cover letter:
When You Can’t Find the Company’s Address
Some companies might have several addresses listed (as per their branches, for example), or even none at all.
Since an application that doesn’t have an address line could end up lost or misplaced, make sure you do one of the following before skipping the company’s address completely:
- Check all your resources, (pretty much like when you were looking for the hiring manager’s name) to find the company’s address.
- Use the company’s headquarter address. This is sometimes easier to find, especially if the company has several branches.
- Use the P.O. Box number for the company. This is not as specific as an actual address line, but if all else fails, it’s still something.
Frequently, you’ll be asked to submit your job application (including your cover letter) electronically, or by email. In those cases, you can skip the address line altogether.
Here’s how you’d go about addressing a cover letter in an email.
How to Address an Email Cover Letter
If you’re sending your job application through email, chances are you’ll need to format your cover letter in the body of the email, or as an attachment along with your resume.
First and foremost when you’re addressing a cover letter in an email is the subject line, which should be between 6-10 words long.
Considering that hiring managers receive countless emails daily, you want to make sure that yours is a job application immediately. And the way to do that is straight through the subject line, which should indicate exactly the position you’re applying for and your name so that it’s easier to find through the recruiter’s swarmed mailbox.
Here’ what we mean by that:
- Subject Line: John Doe - Software Development Job Application
- Subject Line: John Doe - Job Application for Marketing Manager Position
- Subject Line: John Doe - Stock Manager Job Application
Afterward, if you’re including your cover letter in the body of the email (as opposed to attaching it as a document), begin by using a salutation, add space, and start your letter.
If someone referred you for the position, make sure to mention that in the subject line of your email as well as in your opening paragraph.
So, let’s see how all the above plays out in practice:
Subject Line: John Doe - Carl Jacob’s Referral for Software Developer
I was very glad that Mr. Jacobs, a long-time partner at your firm who also happens to be my mentor from college, referred me for the Software Developer position.
Do you want your style, personality, and overall personal brand to shine through your application? With Novorésumé, you can match your cover letter with your resume to make a lasting impression!
Key Takeaways
And that’s all there is when it comes to addressing a cover letter! You should feel much more confident in doing so by now.
Either way, let’s go over the main points we covered throughout the article:
- Your cover letter address should be formal and well-researched. Don’t address the hiring manager with “hey,” “what’s up,” “hi there,” or even the old-fashioned “Dear Sir/Madam” and “To Whom It May Concern.”
- Always try to find the hiring manager’s full name and professional title through the company’s website, LinkedIn, by calling, or by asking someone who works there.
- If you know the hiring manager’s name, go with “Dear Mr./Miss Last Name,” but if you’re unsure about their gender, marital status, or preferred pronoun, just address them using their full name.
- If the recruiter has a professional or academic title, it’s more appropriate to address them using their title.
- If you can’t find the contact person’s name, then address the department, faculty, or company (i.e. Dear Microsoft Hiring Team , or Dear Software Development Recruitment Team ).
Related Readings:
- Do I Need a Cover Letter in 2023
- Entry-Level Cover Letter
- Cover Letter for Internship
- How to Write a Cover Letter in 2023
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How to Address a Cover Letter (And Who Should It Be To?)
As seen in:
Could the address on a cover letter affect your chances to land the interview? You bet it can! Hiring managers have hundreds of cover letters and resumes to read, and a generic “to whom it may concern” instead of an actual name equals an instant no-go.
If you want the recruiter to feel good about you from word #1, you'll need to learn how to address a cover letter.
This guide will show you:
- How to address a cover letter without a name.
- The #1 way to address a cover letter.
- Who to address a cover letter to (with four great tricks to learn their name).
- The top 4 cover letter address mistakes.
Here's an example cover letter made with our fast online cover letter tool. Want to write your introduction letter fast? See 20+ cover letter templates and create your cover letter here .
Create your cover letter now
Sample cover letter for a resume— See more cover letter examples here .
That example of who to address a cover letter to without a name will start your relationship off right. Now let me show you several ways to do it perfectly.
Learn how to keep it short and on point too. See our guides: Short Cover Letter Examples for a Speedy Job Application and C over Letter Header Examples
How to Address a Cover Letter with No Name
Imagine you're reading emails.
Sounds fun already, right?
One starts, "Dear esteemed gentleman of high regard." To make things worse, your name is Nancy.
Of course you won't do anything that silly in a business letter. But if you don't know how to address a cover letter without a name, you may sound almost as tin-eared.
The first and easiest way to address a cover letter without a contact?
Leave the salutation off and start with the first paragraph.
Addressing a Cover Letter with No Salutation
Agilium's commitment to employee development is well known...
Why does that work for addressing a cover letter to unknown? It avoids the chance to make things worse .
Addressing a Cover Letter with "Dear Hiring Manager"
Dear Hiring Manager,
That's another way to start a cover letter introduction right if you don't know the hiring manager's name. In fact, 40% of managers prefer " Dear Hiring Manager " to any other cover letter salutation .
Is it perfect? No. But it's invisible. It lets the manager get on to the important info in your letter, like why your resume is so amazing.
For the best way to address a cover letter with no name, you'll need specifics.
I'll show you a career-saving way to do that next.
Pro Tip: Should you use "dear" in a cover letter address? It's common and accepted. If you don't like it, leave it off and just say, "Hiring Manager,".
Want to save time and have your professional job application ready in minutes? Here are a sample cover letter and a matching resume made with our resume and cover letter builder. Start by picking the right resume template , then make a matching cover letter.
Resume and a sample cover letter for a job application. See all our resume templates matching your cover letter here .
Ready to move past the "who do you address a cover letter to" question? Need great tips and advice to write the whole thing? See our guides: " How to Write a Cover Letter [Complete Guide With Examples] " and " Are Cover Letters Necessary ?"
The BEST Way to Address a Cover Letter with No Name
"This applicant clearly has a brain."
What if I gave you a button, and by pushing it, you could make the hiring manager say the words above?
If you just want to know how to address your letter without a name, the examples above will work.
To convey high competence from the beginning, use specifics. Like this:
Who to Address a Cover Letter To [The Best Way]
Address your cover letter to the hiring manager, even if the letter will go through a recruiter.
Here are five examples of how to address someone in a cover letter when you don't know their name.
- Dear Project Manager Hiring Team,
- Dear Sales Associate Hiring Manager,
- To the Customer Service Search Committee,
- To the Computer Science Recruitment Team,
- Dear Software Team Hiring Manager,
Pow. There's a switch somewhere in the hiring manager's head, and it just flipped to "Pay Attention."
Why do those examples for how to address a cover letter work?
They show you're not just scattershooting resumes from a potato gun. You actually have some idea what's going on within the company.
Pro Tip: Knowing the hiring manager's name is the best tip for addressing a cover letter. I'll show you six fantastic tricks up next.
Want to move past how to address a cover letter and on to the first paragraph? See this guide: " How to Start a Cover Letter: Sample & Complete Guide [20+ Examples] "
How to Find the Hiring Manager's Name without a Detective
You addressed your cover letter with "Dear Hiring Manager." The manager pictured a mouthbreather. She folded your resume into a little triangle and flicked it at the trash.
Well, that probably won't happen.
Still, if you're looking for how to address a cover letter in the best way possible, it's with a name.
You know that, but you're not Miss Marple. You don't have time to show the manager's picture around a bunch of coffee shops.
So, do these things:
How to Find Out Who to Address a Cover Letter To
Don't create a generic letter address until you've tried these tips to find a name:
Double check the job posting. Make absolutely sure the name's not in it. If it is and you miss it, you'll have enough egg on your face to make a double omelet.
Examine the email address in the job description. If it's [email protected] , do a Google search for "p fudderman" and "amible.com." Chances are, you'll find your manager's full name.
Check LinkedIn. Job offers on LinkedIn often identify the one who did the posting. Also, look at the company page or do a LinkedIn company search.
Check the Company Website. Try to find the head of the department on the company's staff page.
Ask friends. You can use LinkedIn to check if you've got contacts at the company. A Facebook shout-out may work too. If you're six degrees from Kevin Bacon, you're probably even closer to the hiring manager.
Call. If all else fails, call the receptionist and ask who the contact person is.
Use a Title in Your Address
If the hiring manager has a title like Dr., Professor, Reverend, or Captain, use that in place of a first name. She'll notice the respect and it'll give her a good feeling.
- Dear Dr. Steuben,
- Dear Professor Onion,
Pro Tip: Still can't find the hiring manager's name? Don't panic. Just use one of our excellent tips above for how to address a cover letter without a name.
Finished your cover letter and need to close it? See our guide: " How To End A Cover Letter [Complete Guide With Examples] "
How to Address a Cover Letter with Ms. or Mrs.
Picture a pencil.
It's full of bite marks.
You put them there because you're not sure whether to use "Miss" or "Mrs."
Mmm. Graphite.
Is she married? Isn't she? You don't want to insult her.
Gender rules can make it hard to know who to address a cover letter to.
The good news is, "Ms." works great, and doesn't comment on marital status.
Don't use "Miss" or "Mrs." unless you know the manager prefers them.
You can also use the first name, or the first and last together.
- Dear Karen Passalacqua,
- Dear Karen,
Pro Tip: Don't know the recruiter's gender? Names like Pat and Adrian can be tricky. A glance at a LinkedIn profile photo can clear up the confusion. Or use both names.
Need to know how to address a general cover letter? See this guide: How to Write a Letter of Interest [Complete Guide & 15+ Examples]
What's the Proper Cover Letter Address Format?
Visualize the ultimate success:
You got the job. You're earning a fat paycheck. Your quality of life would make Mark Zuckerberg jealous.
Is it because you used the right cover letter format?
Knowing how to address a cover letter with the proper format is just a way to sidestep looking sloppy.
But doing that will help you get the interview.
Write your name and address in the upper left.
After a line space, write the date.
After one more space, write the hiring manager's address.
Add one more space and then the salutation.
Barrett Miller, IT Professional
3367 Jewell Road
Minneapolis, MN 55415
IT Hiring Manager
Ideonix, Inc.
341 Lodgeville Road
Dear IT Hiring Manager,
I've been interested in Ideonix since...
How to Write a Cover Letter Email Address
Need to know how to address a cover letter when sending an electronic cover letter?
If you're formatting an email, start with a 6-10 word subject line.
Use a salutation, add a line space, then begin your letter.
Subject Line: Job Application for Nursing Position, Referred by Gregory Torres
Dear Dr. Appleton,
When Mr. Torres told me about the opening...
For emails, use that cover letter address format without the address of the company.
Pro Tip: There's a trend for modern job applicants to leave out "Dear." There's nothing wrong with doing that. It all comes down to preference.
Want to know how to format the rest of your cover letter? See this guide: " Cover Letter Formats: A Complete How-To Guide [10+ Examples] "
How NOT to Address a Cover Letter [Mistakes]
Will you sink your chance to land the interview if you don't know how to address a cover letter?
Probably not.
But addressing a letter incorrectly sets the wrong tone. It can make the hiring manager doubt you. And that can hurt your chances.
Avoid these addressing mistakes:
Addressing a cover letter with "Hello" or "Hi" comes off too informal. It sends a message that you don't quite grasp the rules.
The exclamation point is a bonus no-no.
Don't use "Dear Sir or Madam" when you don't know who to address a cover letter to. Not unless you're applying for a position back in 1895.
"To Whom it May Concern" in a cover letter salutation may seem old fashioned or even archaic. Some managers (about 25%) claim they like the "To Whom it May Concern" cover letter address. The trouble is, the other 75% don't.
That last example looks fine at first. But the hiring manager might not be in HR. She might be the head of Accounting, or the company CEO.
If you know the HR director is handling the talent search, you probably know her name. Use that instead.
Pro Tip: Be rigorous with spell-checking. Nothing shows you don't know how to address a cover letter like botching the manager's name.
Writing a cover letter for an internship position? See our guide: " How to Write a Cover Letter For an Internship [+20 Examples] "
Plus, a great cover letter that matches your resume will give you an advantage over other candidates. You can write it in our cover letter builder here. Here's what it may look like:
See more cover letter templates and start writing.
Key Takeaway
Knowing how to address a cover letter is the first step to starting off on the right foot.
Keep these points in mind:
- The best tip when you don't know who to address a cover letter to? Learn the name. LinkedIn, Google, and the company receptionist can help.
- To address a cover letter without a name, use some variation of, "Dear Software Team Hiring Manager." You can also use, "Dear Hiring Manager" if the addressee really is unknown.
- Remember that "To Whom It May Concern" is an old-fashioned salutation for cover letters. It also feels very impersonal.
- Use titles like Dr., Professor, Captain, Reverend, Ms., or Mr. when you can.
Want to know more about how to address a cover letter? Maybe you found the best way to address a cover letter? Do you think to whom it may concern cover letters are a thing of the past? Give us a shout in the comments! We love to help!
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How to Address a Cover Letter (and Who to Address)
Addressing your cover letter directly to the hiring manager is the best way to start it. No matter how you format your cover letter , begin it with a personalized greeting so the hiring manager sees you’ve researched the company.
Knowing how to address a cover letter properly is the first step toward starting your cover letter . Not only that, but finding out the right person to address shows initiative and that you’ve researched the position thoroughly. Taking the time to find out who to address a cover letter to and how to address them appropriately will make a positive impression on the hiring manager.
Who to address a cover letter to
You should address a cover letter to the hiring manager of the job you’re applying for, or the HR manager of the company. A basic cover letter salutation (or greeting) uses the hiring manager’s first and last name and includes a “Mr.”, “Ms.”, or other relevant professional title before their name.
But you’ll often find yourself in situations where there’s no personal contact information in the job post or if you’re cold emailing for a job, you’re unsure of who to contact. Either way, you’ll need to address your letter the right way, and addressing the hiring manager is the safest way to do so.
How to find out who to address a cover letter to
In many cases, the hiring manager’s name will be mentioned in the job description. If you can’t find the hiring manager’s name in the job description, make the effort to find their name elsewhere. It’s worth the extra work, so use the following sources to help you find the hiring manager’s name:
- The company website : See if you can locate the hiring manager on the “About Us” or “Company Directory” page of the company’s website.
- LinkedIn : Browse the company’s LinkedIn page and use filters such as position title, location, and personal names to find out who heads the hiring team.
- Google search : A targeted Google search can help you uncover the name of the hiring manager. Simply insert the company website and relevant title into Google in the following format: site:resumegenius.com “position title”
- Contact the company : If you’re still unable to find the hiring manager’s name, call or email the company and ask for the contact person’s name (and direct email address if you don’t have it already). Explain that you’re applying for a position and you’d like to address your cover letter to someone responsible for filling that position.
Addressing your cover letter to the hiring manager directly allows you to quickly establish a personal connection and shows you’ve done your research. A cover letter addressed to the right person and tailored to the company you’re applying for is more likely to get noticed than a generic cover letter sent to multiple companies.
This is why it’s so crucial to address a cover letter the right way.
How to address a cover letter without a name
If you’ve exhausted all your options and still can’t find the hiring manager’s name, or you’re not positive it’s the right name and don’t want to risk addressing the wrong person, it’s better to be on the safe side.
So don’t worry, there are plenty of options you can try if the hiring manager’s name is unknown. Here are the most common ways to address a cover letter without a name:
- To Whom It May Concern
- Dear Human Resources Director
- Dear Hiring Manager
- Dear Recruitment Manager
Additionally, if you want to add a personal touch, address your cover letter to your prospective department or manager. For example, “Dear Customer Service Department,”.
How to address a cover letter with a name
Even when you have the hiring manager’s name, there are still a few different ways to address your cover letter.
Use the right salutation
First thing’s first: you need to use the proper salutation. Usually, “Dear” followed by the hiring manager’s name is perfect because it’s traditional and professional.
However, “Hello” is also acceptable if you’re applying to a job with a casual office culture or you know the hiring manager personally.
Use their academic, professional, or gendered title
In some cases, it might be unclear what title to use when addressing the hiring manager.
If the hiring manager has a gender-neutral name, it’s best not to assume their gender and risk making a mistake. In this situation, simply avoid gender-specific titles such as “Mr.” and “Ms.” in your greeting.
Instead, do either of the following to make your cover letter salutation gender-neutral:
- Write out their first and last names in full (e.g. Jordan Reeves)
- Use the gender-neutral pronoun “ Mx. “, in the case that the hiring manager explicitly wants to be addressed this way
When you address a cover letter to a hiring manager with a professional or academic title (like Doctor or Professor), include their title in your salutation. You can write out the full title or use an abbreviation. For example, “Reverend” and “Rev.” are both fine.
Here are some examples of a few different ways to address your cover letter:
- Dear Sam Jones,
- Dear Mx. Lopez,
- Dear Ms. Patel,
- Dear Prof. Tsai,
The only time it’s acceptable to address the hiring manager with only their first name (for example, “Dear Mollie,”) is if you’re writing a cover letter for an internal position or promotion in the same company, and you already know the hiring manager.
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Written by Dominique Vatin
Dominique is a Content Writer at Resume Genius, where she enjoys crafting content to better equip job seekers. She graduated from Yonsei GSIS in Korea with a Master's... more
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Who To Address Cover Letter To If Unknown (With Examples)
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What to Avoid When Addressing a Cover Letter to an Unknown Recipient
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Summary. When the hiring managers name is unknow, try to be as specific as possible by using their job title or company name such as “dear [company name] hiring manager ” or “dear [department name] hiring manager.” Make sure to use a persons title, and avoid assuming their gender based on their name. Writing the body of a cover letter is difficult enough without the added challenge of not knowing who to address it to. Since such a significant part of the job search and application process is now automated, it can be difficult to find out who is going to be reading your application. This isn’t necessarily a problem until you need to write a recipient’s name in your cover letter salutation. If you’re struggling to figure out who to address your cover letter to, keep reading. We’ll give you some tips and examples that you can use to make your cover letter’s opening lines as strong as possible — even without a name. Key Takeaways: Try to find the name of the person you are addressing using the job listing, company website, or contacting the company. Don’t assume someone’s martial status and avoid using “Miss” and “Mrs.” whenever possible. Use a professional and appropriate greeting and avoid sounding like you would when addressing your friend. Examples of How to Address a Cover Letter if You Don’t Know the Recipient’s Name
If you are applying to a small company, a startup , or a local business, chances are good that you will probably find a name to address a cover letter to. If you are applying through online job sites or to a federal job , you may never know the name of the hiring manager until you are contacted about your application. Not knowing who to address the cover letter to doesn’t mean you have free reign to just say, “Dear person who will read this” or “Good morning!” as your greeting on a cover letter. There are preferred ways to address a cover letter if you don’t know who the cover letter will be read by.
Dear Sir or Madam Dear Hiring Manager Dear Talent Acquisition Team Dear [Company Name] HR Department Dear [Company name] Hiring Manager Dear Human Resources Manager Dear Human Resources Department Dear [Company Name] Recruiter Dear [Department Name] Hiring Manager Dear [Department Name] Hiring Team
By using these greetings to address your cover letters, you will avoid major problems. For example, all of the above greetings don’t assume a specific gender, can be used regardless of honorific the person may hold, and are professional.
They also don’t sound like you are writing to your grandmother about your vacation. These greetings will look professional and well put together, making them an excellent start to any cover letter.
We recommend always being as specific as you possibly can. For example, if you know your cover letter will be read by the hiring manager for the marketing team, use “Dear Marketing Hiring Manager” instead of just “Dear Hiring Manager.”
Also, don’t assume someone from human resources will be the hiring manager unless your research indicates that’s the case. While reaching out to HR might be the best way to find the name of your cover letter recipient, there’s no guarantee that that person works in HR.
Here are some things you should try to avoid when addressing a cover letter to an unknown recipient:
Assuming the person is a certain gender. If in doubt, just use their full name. For example, instead of saying, “Dear Ms. Hopkins,” you’d say, “Dear Alex Hopkins.”
Assuming the person’s marital status. Avoid using the titles of “Miss” or “Mrs.” before someone’s name before you know for sure what they prefer. Instead, use “Ms.” or simply stick to their full name.
Addressing the reader as if you were addressing a friend. Your cover letter can be friendly, but it should still be professional, erring on the side of formal. Using words like “hi,” and “hello,” or using exclamation marks is simply too casual and familiar for a cover letter.
Not addressing the reader at all. Not including a greeting is just as bad as using the wrong one.
Not only does it look like you didn’t put in any effort at all to find out who you’re writing to, but it also looks like you just copied and pasted your cover letter for multiple applications, which hiring managers do not want to see.
Here are some examples of how not to address a cover letter:
Good Morning
To Whom It May Concern
Dear Mrs. Smith
Hi Sebastian!
Hey Sales Team
When applying for jobs, one of the most important things you can do is find a way to make sure your name, face, or correspondence matches up with your application.
So when hiring managers sort through a pile of sometimes hundreds of applicants, they can say, “Oh yeah, this person contacted us the other day and seemed great and professional — let’s see what their application looks like.”
Now, this doesn’t mean that calling the HR department of the place you are applying to 24/7 is a good idea. You don’t want to seem needy or impatient. But you can still show that you are genuinely interested in the position by attempting to find out who will read your cover letter.
Making an effort to find out who the recipient of your cover letter will go to, especially if that information is easily available, shows that you have a real interest in the position. You are willing to take an extra few minutes to do some digging to make sure your application stands out.
There are a few ways to go about finding who you should address your cover letter to.
Check the job listing. One simple way is to look at the application and double-check that the hiring manager’s name isn’t on the main listing. Sometimes the information isn’t on the application, but rather on the job listing. If it isn’t there you will then have to start doing a little bit more investigative work.
Check LinkedIn. You can check on LinkedIn and on the company’s website to find the hiring manager’s name. If nothing shows up, then you will have to start contacting someone at the company to find out.
Contact the company. Now, this does not mean you should contact some random person at the company who lists the company’s name on their profile. Find the contact information for the HR department, for someone who works in HR, or for the head of the department you are trying to work in and ask them if they know the name of the hiring manager for your application.
Sometimes, they will not give this information, simply so that the hiring manager can stay anonymous and not get a billion emails from applicants. This situation is more likely to happen with massive companies like Google or Apple.
If they give you a name, use it. If they don’t, then you will have to then move on to the next step of figuring out how to address a cover letter to an unknown recipient.
Here are some tips for addressing a cover letter :
Attempt to find out who your cover letter will be read by.
Use the person’s title (Dr./Ms./Prof./etc.); use Ms., not Miss.
For non-gender-specific names, use the recipient’s full name.
Always use “Dear” to start your address
If you cannot find the name of the hiring manager/ reader , use a generic greeting to address your cover letter.
Be as specific with your generic greeting as you can be.
Make sure your greeting sounds professional and appropriate for the position.
Remember that cover letters should be short and tailored for each individual job.
When emailing your cover letter , make sure the subject line is clear and direct. Identify the job you’re applying for and yourself so that the recipient knows who you are and what you want right away.
After your greeting, let the reader know what position you’re applying for.
Then, get into the body of your letter by highlighting your most impressive key skills , qualifications, and professional experience. Let the reader know what value you’ll bring to the new job. Also, emphasize your enthusiasm for the specific company.
Use a call-to-action like “I look forward to hearing from you.” Finish by thanking the reader for their time and consideration and sign off with a proper email closing and signature.
Dear Sales Team Hiring Manager, As a fan of XYZ Inc.’s impressive technology products, I was ecstatic to see an opening for a Junior Sales Representative . After reading the job description, I am confident that I’m the right person for the job. With 4 years of experience selling cloud computing products and services, I would bring a unique perspective to the role. In my current role as a Sales Representative at ABC Corp., I’ve created technology presentations for all my clients, driving interest in new product sales and subscriptions by 84% year-over-year. Additionally, I’ve reduced the cost of customer acquisition by over 15% and consistently topped sales quotas by over 20% since starting at ABC. I know XYZ has amazing products and services that I would be honored to promote and sell. With my background in cloud computing, I would be able to hit the ground running and communicate your product’s benefits to customers. Please contact me if you have any further questions about my application or resume. I look forward to speaking with the Sales Team more about the role in an interview. Thank you for your time and consideration. Sincerely, Malia Freeman [email protected] 555-777-9999
Who do I address my cover letter to if there is no contact name?
Address your cover letter to “Hiring Manager” or “[Department Name] Hiring Manager.” Always do whatever you can to try to find the name of the person you’re addressing, but if you can’t, address it to the generic position or team you’re trying to get in contact with.
Is To Whom It May Concern rude?
Yes, To Whom It May Concern is rude. Not everyone will agree that it’s rude, but many people do find it rude, or at least impersonal and lazy on a cover letter, so it’s best to avoid this greeting
Is it OK to use Dear Hiring Manager?
Yes, it is okay to use Dear Hiring Manager as a cover letter greeting.
Who is the best person to address a cover letter to?
The best person to address a cover letter to would be the hiring manager. This should be their first and last name if you know it, but “dear hiring manager” is acceptable if you are unsure of their name. If you are using their name, make sure to include titles such as “Ms.” or “Mr.” infront of their name.
If you are applying for a job and writing a cover letter, make sure you take the time to look over all the details in the cover letter. Not taking the time to look for the recipient of a cover letter or using a professional greeting will look lazy. Your greeting is a small part of the cover letter. However, it’s one of the most important pieces because it’s the first thing the hiring managers will read. Using an appropriate generic greeting will set the tone for your cover letter, making you sound professional and willing to put in the effort to make your cover letter flawless. Now that you know how to address a cover letter if the reader is the recipient is unknown, check out our other articles about cover letters and the job application process.
Applying for jobs can be stressful and tedious, but taking the time to learn tips on how to improve your application will help put you one step closer to landing your dream job .
Mypath Blog – No Name? No Company Address? Here’s How to Address Your Cover Letter
Who To Address Cover Letter To If Unknown
Vimari Roman Career Strategist Coach Be Productive Coaching
My recommendation is to always send a customized cover letter when applying for any job and when in doubt, address your letter to the hiring team using “Dear Hiring Team.” In most cases the application will end up on a recruiter’s or an HR Business Partner’s desk, and if they like your cover letter and resume, then they will pass it on to the hiring manager or the hiring team. By addressing your letter to the “team” you’ve got everyone covered and they will all feel as if the letter was written directly to them.
Expert Tip To Find Contact Infoformation
Sally Mikhail Founder of Recruit Petra LLC
Use LinkedIn to find out who to address your cover letter to you with a search of company personnel on the company careers page . However, if you are sending out a cover letter to an unknown hiring influence, you can address it to “Dear Hiring Team” or “Dear Hiring Manager.”
Who To Address Cover Letter To If Unknown Tip
Chelsea Jay Certified Resume Writer and Career Coach
Make sure that you review the company’s “About Me” or “Staff” to view their leaders which often lists direct managers, HR professionals, and executive leadership staff. If you know what department you’ll be working for, I recommend addressing the leader of that department. If the website is for a larger organization and does not list individual staff, I recommend utilizing LinkedIn. You can do a quick company search and find employees who are currently working there. You may even find the original posting with the hiring manager’s name attached.
If you cannot find the hiring manager’s name based on the posting, I recommend taking time to learn more about the specific department you’ll be working in. For example, if you discover that you’ll be working in the Communications department, the next step would be to learn about the specific team you’ll be part of. If you find out that it is the Public Affairs team, I encourage you to address “Public Affairs Team” at the beginning of your cover letter.
If you’re up for a bolder approach that is sure to get attention, address someone on the executive leadership team. I recommend addressing the President or Vice President of the organization (they should be easy to find since they are often the “face” of the organization). Of course, address them with a salutation along with their first name, last name, and title. In the beginning of the cover letter make sure to distinguish what department and position you are applying for. For example, Dear Mr. John Smith, President.
As an applicant, your goal is to stand out and showcase that you are informed and willing to go the extra mile (by doing research!).
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Heidi Cope is a former writer for the Zippia Career Advice blog. Her writing focused primarily on Zippia's suite of rankings and general career advice. After leaving Zippia, Heidi joined The Mighty as a writer and editor, among other positions. She received her BS from UNC Charlotte in German Studies.
Matt Warzel a President of a resume writing firm (MJW Careers, LLC) with 15+ years of recruitment, outplacement, career coaching and resume writing experience. Matt is also a Certified Professional Resume Writer (CPRW) and Certified Internet Recruiter (CIR) with a Bachelor of Science in Business Administration (Marketing Focus) from John Carroll University.
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Topics: Cover Letter , Cover Letter Format
Avoid these killer cover letter mistakes
The student's resume was impressive. The formatting was impeccable, the content was excellent, and he did a great job of focusing on accomplishments instead of job duties. If I were an employer, I would have been impressed.
Then I looked at his cover letter and imagined the employer tossing that perfect resume into the trash bin.
Many college students and recent grads destroy their resumes by accompanying them with halfhearted or downright terrible cover letters. While some employers don't bother reading cover letters, most do. And they will quickly eliminate you if you make these cover letter mistakes:
Using the wrong cover letter format
The student's cover letter looked more like a cut-and-paste email than a business letter. It had no recipient information, no return address and no date. The letter screamed unprofessional.
Be sure your cover letter uses a standard business letter format . It should include the date, the recipient's mailing address and your address.
Making it all about you
It may seem counterintuitive, but your cover letter, like your resume, should be about the employer as much as it's about you. Yes, you need to tell the employer about yourself, but do so in the context of the employer's needs and the specified job requirements.
Not proofing for typos and grammatical errors
Employers tend to view typos and grammatical errors as evidence of your carelessness and inability to write. Proofread every letter you send. Get additional cover letter help by asking a friend who knows good writing double-check your letter for you.
Making unsupported claims
Too many cover letters from college students and recent grads say the applicant has "strong written and verbal communication skills." Without evidence, it's an empty boast. Give some examples for each claim you make. Employers need proof.
Writing a novel
A good cover letter should be no longer than one page. Employers are deluged with resumes and cover letters, and their time is scarce. Make sure your cover letter has three or four concise but convincing paragraphs that are easy to read. If your competitor's letter rambles on for two pages, guess which candidate the employer will prefer.
Using the same cover letter for every job and company
Employers see so many cover letters that it's easy for them to tell when you're using a one-size-fits-all approach. If you haven't addressed their company's specific concerns, they'll conclude you don't care about this particular job.
It's time-consuming but worthwhile to customize each cover letter for the specific job and company.
Not sending a real cover letter
Some job seekers—college students, recent grads and even those with years of work experience—don't bother sending a cover letter with their resume. Others type up a one or two-sentence "here's my resume" cover letter, while others attach handwritten letters or sticky notes.
There is no gray area here: You must include a well-written, neatly formatted cover letter with every resume you send. If you don't, you won't be considered for the job.
Don't neglect your resume
Now that you know the pitfalls to avoid when writing a cover letter, it's time to turn your attention to your resume. How's that going? Could you use some advice on making it mistake-free? Get a free resume evaluation today from the experts at Monster's Resume Writing Service . You'll get detailed feedback in two business days, including a review of your resume's appearance and content, and a prediction of a recruiter's first impression. Let the experts at Monster help you feel confident in your job search.
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Do You Need to Include the Company’s Address (or Yours) on a Cover Letter?
Dec 31, 2020 | Cover Letters
It seems to be common practice to include the company’s address on a cover letter … but do you really need to? Actually, no. Here’s an expert guide on how to write a cover letter without a company address to save valuable space.
Updated February 2023.
By: Katelyn Skye Bennett | Contributor for Let’s Eat, Grandma
Why is abbreviated such a long word? Why isn’t phonetic spelled the way it sounds? And why, oh why, is it common practice to include the company’s address in the heading of a cover letter?
Many cover letter templates typically show the intended company’s full physical address (sometimes after the applicant’s full physical address), with each address item on a new line.
This takes up at least a third of the page before getting to the actual letter.
But why? In a world where cover letters are submitted via email or directly uploaded to online applications, is this still necessary?
Here at Let’s Eat, Grandma, we maintain you don’t need to put the company address on a cover letter anymore .
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Just like on your resume , your street address doesn’t belong on your cover letter, and neither does your recipient’s.
Of course, including the company’s address is not going to hurt you, but there’s really no point since you aren’t sending the letter by snail mail. The address will just take up space, and the formality doesn’t carry any real meaning.
Instead, put your effort into addressing the hiring manager by name and creating compelling body content .
Back in 2012, Forbes wrote about changing formats and the importance of concision in the midst of changing norms about cover letters. They caught the gist of this issue a decade ago by pointing out the importance of content over format.
Your reader cares about what’s in your cover letter, not about an arbitrary formality, such as telling them where they’re located.
Including the recipient’s full address is archaic and takes up precious cover letter space.
When it comes to your contact information, you should list your phone and email in your header, under your signature, and maybe even in as a CTA in the last paragraph – so there’s no need to write them out again in a huge block before the body of your letter. The company will know how to reach you.
Since we recommend using the same header from your resume for your cover letter, your city location will be listed there too so they can tell if you’re local — that’s the only physical location they’ll need from you.
Still not convinced that you should submit your cover letter without the company address, though? Maybe you’re still thinking, “Better safe than sorry.” Fair enough, but let’s break it down a little further:
Pros of listing the company’s address on a cover letter:
—archaic formality.
If you want to play it super safe, go ahead. They won’t reject you for it.
Cons of listing the company’s address:
—unnecessary information in our virtual age.
You’re likely submitting your application to a company online, rather than to their physical address.
Have you ever actually mailed a cover letter as a physical letter to a company in the last 20 years? If you have, you won’t need to for your next application. If nothing else, the company may be remote at this point, not operating out of its mailing address as it did in pre-COVID years. Either way, you’re going to be submitting the application electronically, and they know their own location.
— Outdated format
Etiquette evolves with time. This aspect of cover letters hasn’t been much discussed in the public realm, unlike the development of applicant tracking systems , but the times have still changed.
Companies may have thought that including their address at the top of a cover letter was a polite formality in times past, but it’s difficult to imagine a recruiter today thinking, “Oh, they didn’t include our address? What an uncultured buffoon! No one with these improper manners will set foot in my establishment!”
—Waste of space compared to the body of the letter
The body is the part that matters, since it’s where you introduce yourself to the employer and elaborate on why you’re a good fit for the job. Your vivid examples and compelling, perhaps transferable skill sets look best within half to three-quarters of a page .
Wasting space with the company’s address on multiple lines in your cover letter limits you and gives you less space to express yourself.
Including the company’s address in the cover letter may not be a major turn-off compared to having a sloppy body, using an unprofessional email address , or not including a cover letter at all. But it’s simply unnecessary at best, and a waste of precious space at the worst.
Finally, if you do decide to add the company’s address, don’t let it take up more space than it needs. Condense it into one line like so:
As you have your header with your contact information and city, you don’t need to write out your address — or theirs. Write your next cover letter without the company address or yours, and you’ll have so much more room for the stories, values, and personal voice that will actually help you get hired.
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How to Address a Cover Letter
The beginning of a cover letter typically includes a salutation to the person who will be reading it—most likely the hiring manager. This important first line, written in the proper format, makes a positive first impression and can help you land an interview with a potential employer.
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Cover Letter Address Template
Download a free cover letter address template in MS Word format.
Cover Letter Address Template:
[Full Name]
[Email Address]
[Contact Number]
[LinkedIn Profile/website link]
[Name of the Company or Institution receiving your cover letter]
[Subject Line]
[Cover letter body.]
[Insert name]
A step-by-step guide to addressing a cover letter.
How to address the hiring manager.
Find the name of the hiring manager..
While it's important to address the hiring manager directly in your cover letter, oftentimes a job ad won't mention a contact person, especially if it's advertised through a recruiter. Fortunately, you can often find out who the hiring manager or head of the department is with a quick internet search. If all else fails, use "Dear Hiring Manager."
Address hiring managers by name if possible.
Always address the hiring manager directly by using Mr. or Ms. followed by their last name. Furthermore, using Ms. instead of Miss or Mrs. will avoid offending a female hiring manager, particularly if you don't know her marital status.
For example:
"Dear Mr. Smith"
"Dear Ms. Smith"
If you're unsure about the gender of the hiring manager, use both their first and last names.
"Dear Taylor Smith"
"Dear Jordan Newton"
Use the correct title.
Generally, using a professional title conveys respect and should always be used when the hiring manager has one, such as Doctor, Professor, Sergeant, Reverend, etc. You can shorten the title for brevity.
"Dear Dr. Smith"
"Dear Prof. Einstein"
"Dear Sgt. Newton"
"Dear Rev. Parker"
Address unknown hiring managers by their job title.
When you don't know the name of the hiring manager, the most acceptable salutation to use is "Dear Hiring Manager." Although you're not addressing someone directly, it still conveys professionalism and attention to detail. Avoid using the antiquated "To whom it may concern."
"Dear Customer Service Hiring Manager"
"Dear Sales Team Hiring Manager"
Note: Use a comma after your salutation, followed by a space and the body of your cover letter.
How to address an e-mail cover letter.
Include a subject line..
Hiring managers receive tons of emails so it's important to include a clear subject line indicating which job you are applying for.
Subject Line: Job application for sales manager position.
Address the hiring manager.
Start off the body of your email with the hiring manager's name or use a general salutation.
Dear Mr. Smith, OR Mr. Smith,
[Cover letter text...]
Include your name and contact details.
Lastly, sign off your email with your name, email address, phone number, and LinkedIn profile or website link.
Samantha Phillips
[email protected]
+09 012 029 9234
www.samanthaphillips.com
Common cover letter address mistakes:
- Make sure that you've addressed your cover letter to the right person, and that their name is spelled correctly.
- Do not use "Hello," "Hey," or "Hi," as this could come off as too informal.
- Do not use outdated salutations like "Dear Sir," "Dear Madam," or "To Whom it may Concern."
Additional Resources.
- Best Cover Letter Generators .
- 10 Best Cover Letter Tips for 2020 .
- Common Cover Letter Mistakes .
- Best Resume Builder .
- Skills to Put on a Resume .
- Best Font for Resume .
- How to Prepare for a Job Interview .
Common Cover Letter Mistakes
How do I address a cover letter?
Always address the hiring manager directly by name . If you don't know the hiring manager's name, do some research or use a general salutation.
How do I address a cover letter to a PHD (doctor)?
If the hiring manager has a professional title , always put the title in front of their name, e.g. "Dear Dr. Einstein."
How do I start a cover letter?
It's important to start a cover letter with a greeting or salutation .
What is a good cover letter address format?
Addressing the hiring manager by name shows professionalism and establishes a connection. If you don't know their name even after doing a Google search, use a general salutation like "Dear Hiring Manager."
How do you address a cover letter to an unknown recipient?
It's acceptable to use a general salutation like these:
- "Dear Hiring Manager."
- "Dear Sales Team Hiring Manager."
- "Dear Customer Service Hiring Manager."
- "Dear IT Department Hiring Manager."
Related Articles:
Hiring managers: how to contact them and make an impression, 10 best cover letter tips for 2023, action verbs for resumes, cv vs. resume, how to write a cv.
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For a cover letter, you should always default to addressing it to the hiring manager for the position you're applying to. Unless you know for sure that the
Make a positive first impression by addressing your cover letter to the right person. An appropriate salutation is specific and sets the tone
Your cover letter address should be formal and well-researched. Don't address the hiring manager with “hey,” “what's up,” “hi there,” or even
To address a cover letter without a name, use some variation of, "Dear Software Team Hiring Manager." You can also use, "Dear Hiring Manager" if
You should address a cover letter to the hiring manager of the job you're applying for, or the HR manager of the company. A basic cover letter
If you know the name of the person you're sending your cover letter to, address the letter to them using either their full name or 'Mr.' or 'Ms.
The best person to address a cover letter to would be the hiring manager. This should be their first and last name if you know it, but “dear
Be sure your cover letter uses a standard business letter format. It should include the date, the recipient's mailing address and your address. Making it all
As you have your header with your contact information and city, you don't need to write out your address — or theirs. Write your next cover
When you don't know the name of the hiring manager, the most acceptable salutation to use is "Dear Hiring Manager." Although you're not addressing someone