How to Address a Cover Letter: Examples (+ Without a Name)

A cover letter must be addressed to a real person, such as a hiring manager. It is essential to personalize the salutation by identifying the recipient's name. The information is typically found in the job description, company website, and LinkedIn profile.

To address the hiring manager in a cover letter, the candidate must uphold a professional tone, steering clear of overly casual expressions like "Hey," "Hi," or "Hello." Opt for more formal salutations, employing "Dear" followed by the recipient's name.

To address a cover letter to a company, the candidate must research the company's organizational structure. Based on their findings, the applicant addresses the cover letter to the appropriate department. For example, candidates applying for a marketing role address the marketing department as a whole in case they do not know the hiring manager's name.

Some organizations require candidates to submit their cover letters via email. To address an email cover letter, compliance with traditional cover letter guidelines is crucial, with the addition of incorporating a professionally written email subject line. Unlike a printed cover letter, the email version skips the header and begins directly with the salutation.

Cover letters that lack a personal touch and are written in a general way are more likely to be overlooked, which is why personalizing a cover letter salutation is crucial to leave a lasting impression.

Who to Address a Cover Letter to?

A cover letter must be addressed to a real person, such as a hiring manager. It is essential to personalize the salutation by identifying the recipient's name. The information is typically found in the job description, company website, and LinkedIn profile.

Considering addressing the department manager as an alternative is viable if the hiring manager's name is unavailable. To properly assess who to address a cover letter to, the candidate must take the time to identify the appropriate person, which reflects positively on the applicant, as hiring managers often perceive a lack of attention to detail negatively.

The best way to start a cover letter is by directing it towards a specific individual, such as the hiring manager, enhancing the cover letter’s professional tone and demonstrating the candidate's commitment to researching the company. Addressing the hiring manager by their full name adds a level of formality, avoiding an overly casual tone that is perceived as unprofessional.

How to Address a Cover Letter Without a Name

There are various effective alternatives to ensure a professional and engaging introduction when addressing a cover letter without a name.

Consider the following options provided below to understand how to start a cover letter without a name.

• Recipient greeting: Using a widely accepted standard greeting when the name of the recipient is unknown, such as "Dear Hiring Manager." It maintains a level of formality and allows the reader to focus on the content of the cover letter.
• Departmental Greetings: Addressing the entire department or specific teams demonstrates a degree of personalization and an understanding of the organizational structure. For instance, "Dear Human Resources Team" and "Dear [Department Name] Team" (e.g., "Dear Finance Department").
• Professional Title Greeting: Using the recipient's professional title adds a personalized touch, showcasing the candidate's research efforts and knowledge about the company. For example, "Dear Head of [Department Name]" and "Dear [Professional Title]."
• Company-Centric Greetings: Directly addressing the company in the salutation reflects a tailored approach, even when specific names or titles are unavailable. For instance, "Dear [Company Name] Hiring Team" and "Dear [Company Name] HR Department."

The best way to address a cover letter without a name is to remember to remain gender-neutral in the salutation to accommodate the unknown gender of the hiring manager. Regardless of the approach chosen, addressing the cover letter to a specific entity maintains a polished and polite tone, contributing to a positive first impression.

How to Address the Hiring Manager in a Cover Letter

To address the hiring manager in a cover letter, the candidate must uphold a professional tone, steering clear of overly casual expressions like "Hey," "Hi," or "Hello." Opt for more formal salutations, employing "Dear" followed by the recipient's name.

The use of gendered nouns, such as Sir and Madam, must be avoided in a cover letter to the hiring manager unless the candidate is confident of the hiring manager's preferred pronouns. Assuming gender and marital status is perceived as offensive, emphasizing the importance of maintaining politeness and professionalism through gender-neutral language, promoting inclusivity and respect.

It is advisable to use the complete name when the candidate knows the hiring manager's full name, especially if it is gender-neutral or challenging to determine the gender. Avoiding assumptions and opting for a direct approach, such as "Dear Taylor Smith" or "Drew Whitherspoon," ensures a respectful and inclusive greeting.

Addressing a female hiring manager as "Ms." is appropriate, providing a neutral and respectful alternative to "Miss" or "Mrs.," especially if the marital status is uncertain.

Acknowledging professional and academic titles, such as Doctor or Professor, when known is a sign of respect. Using the full and abbreviated forms, as in "Dear Dr. Alisson Meyer" and "Dear Professor Jessica Campbell," is acceptable and demonstrates attention to detail and a deep understanding of professional etiquette.

Avoiding time-specific greetings like "Good Morning" or "Good afternoon" is crucial, ensuring a timeless and appropriate salutation for the hiring manager.

Candidates opt for a more familiar approach in unique scenarios, such as applying for an internal position and having a longstanding relationship with the hiring manager, addressing them by their first name. For instance, "Dear Jessica," in such cases, adds a personalized touch to the cover letter.

How to Address a Cover Letter to a Company

To address a cover letter to a company, the candidate must research the company's organizational structure. Based on their findings, the applicant addresses the cover letter to the appropriate department. For example, candidates applying for a marketing role address the marketing department as a whole in case they do not know the hiring manager's name. A cover letter addressing the company like this demonstrates that despite not knowing the individual’s name who is tasked with reviewing resumes, the candidate is willing to go the extra mile and learn more about the organization.

Below are some examples of how to address a cover letter to a company.

What are the Cover Letter addressing mistakes to avoid?

Learn how to address a cover letter properly by steering clear of the common cover letter addressing mistakes provided below.

1. Avoid the Generic "To Whom It May Concern". It is an outdated and generic salutation that lacks personalization. Opt for a more inclusive and general greeting instead.

2. Watch for Name Misspellings. Ensure a positive first impression by correctly spelling the addressee's name.

3. Refrain from Assuming Marital Status or Gender. Omit gender-specific references unless the candidate knows the hiring manager's preferred pronouns and marital status.

4. Skip Time-Specific Greetings. Given the unknown reading time of cover letters, refrain from using greetings like "Good morning" or "Good afternoon."

5. Adhere to Formal Language. Maintain professionalism by adhering to business etiquette and utilizing formal language, especially in initial communications with the organization.

6. Opt for "Ms." for Gender Certainty. Choose the neutral "Ms." instead of “Miss” and “Mrs.” to avoid assumptions about marital status.

7. Direct Address to the Hiring Manager, Not the Recruiter. Address the cover letter directly to the hiring manager, as recruiters often focus on sorting documents and passing them on to the hiring manager.

8. Avoid Addressing the Previous Hiring Manager. Keep an eye on potential misinformation by steering clear of addressing the cover letter to outdated or previous hiring managers, especially if the company website is not regularly updated.

9. Refrain from Overly Casual Language. Do not use informal salutations like "Hey," "Hi," or "Hello," as they are perceived as disrespectful or indicative of unfamiliarity with business etiquette.

Cover Letter Addressing Examples

How to address a cover letter with a name.

How to address a cover letter to a hiring manager when their gender is known.

How to address a cover letter to an HR manager with an academic and professional title.

How to address a cover letter without a name.

How to Address an Email Cover Letter

To address an email cover letter, compliance with traditional cover letter guidelines is crucial, with the addition of incorporating a professionally written email subject line. Unlike a printed cover letter, the email version skips the header and begins directly with the salutation.

A well-crafted subject line is crucial to ensure the email receives due attention. Some hiring managers disregard emails lacking subject lines, and email providers frequently classify such messages as spam. It is recommended to briefly specify the job applied for within the subject line, keeping it brief—ideally, under ten words—to convey relevant information efficiently.

Candidates trying to learn how to address a company in an email must direct the cover letter to a specific contact person if their name is provided. Applicants have two options when there is no designated contact: search for the contact person's name and opt for a more general salutation.

Once the salutation is chosen, the applicant adds a comma, leaves space, and begins their cover letter, which ensures a polished and organized presentation in the email body.

For example:

Candidates must follow the submission requirements provided by the organization to which they are applying if there are any.

The email concludes with the contact information, including their full name, email address, phone number, and website link (like LinkedIn profile).

For example:

FAQ

Is There a Standard Format for Addressing a Cover Letter?

The standard format for addressing a cover letter involves using the salutation "Dear" followed by the recipient's name. The recipient's job title and department name are suitable alternatives when the recipient's name is unknown. For instance, using "Dear Hiring Manager" or "Dear Hiring Team" ensures a professional touch when the specific individual's name is unknown. The cover letter salutation follows the recipient's contact information.

To understand how to address a letter formally, the greeting format must align with the overall format of the cover letter, with proper line spacing, page margins, font size, and type. Adhering to these formatting details contributes to a visually cohesive and polished cover letter, presenting the applicant in the best professional light.

How Can I Find The Name Of The Hiring Manager To Use In My Cover Letter?

You can find the name of the hiring manager by dedicating enough time to research, ensuring a personalized touch to the cover letter. Below are some ways how to find a hiring manager's name for a cover letter.

To understand how to find the hiring manager, scan the job description, which often reveals the recipient's name and position. For instance, phrases like "The social media intern will report to the Digital Marketing Coordinator" provide valuable information. Explore the company's "About Us" or "Meet our Team" section on its website and LinkedIn page for the necessary details.

Examine the job advertisement for any provided email addresses. For example, "Send the cover letter to [email protected]" indicates the hiring manager's name is Connor Brandy.

Call the organization's front office, specify the applied-for position, and inquire about the individual responsible for reviewing job applications. Make sure to write down the correct spelling of the hiring manager's name.

Consider networking within the industry for a long-term approach. Establishing connections helps getting noticed and provides future references and valuable insights about the company, including the appropriate person to address in the cover letter.

Conduct a targeted Google search using a specific format to find the hiring manager's name. Employ the following structure: site:examplesite.com "job position title" to streamline the results.

Remember, a personalized salutation significantly enhances the impact of a cover letter. Strive to include the recipient's name whenever possible, showcasing commitment and attention to detail.