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How to Write a Job Application Cover Letter
Writing a cover letter is essential when applying for jobs. This is the perfect way to express how your specific skills are relevant to the open position. Wow your future employer with this simple cover letter example format.
Write a First Draft
Writing a first draft makes your letter concise and professional, states The Balance Careers. Organize your thoughts by making a list of what you’re trying to convey. Make sure you prioritize certain aspects like your previous job experience and why you would be a good fit for the position. Clearly state what position you’re interested in and why. Think about why you’re applying and what caught your eye about this specific position. Your cover letter will be easier to write after your thoughts are collected and organized.
Customize Your Salutation
When writing a salutation, make sure you know who you are writing to. Is this person the owner of the company or a Human Resources administrator? If you’re not sure, research the company to find out. Addressing your cover letter to a specific person shows initiative and attention to detail. After your salutation, start your letter with a short introduction of yourself. This gives future employers insight into who you are and the purpose of your cover letter.
Write Intentionally
Your cover letter should be no more than one page, so keep your points brief. Clearly state what position you are interested in and why. Explain why you are a good fit for the company because of your past job experience. If you have no similar job experience, let the employer know why you are changing career paths. Expand on your skills and give specific examples of how that skill set helped you at your last position. Name projects you’ve worked on and show results.
Close Your Letter
End your cover letter with a brief sentence and sign off. Thank the employer for their time and express your interest towards the job again. Let them know you’ll follow up with them if you do not hear back within a week and leave your contact information. Sign off with a professional farewell and leave room for a signature if sending a hard copy.
Edit and Proofread
As you finish writing your cover letter, make sure you take time to edit and proofread your document. Make sure it’s structured in a professional format with the company’s information, the salutation and introduction, the body of the letter, a brief closing sentence and farewell. Check for spelling and grammar mistakes to ensure a formal result. Make sure all names are spelled correctly, as well.
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How to Choose the Right Greeting for Your Cover Letter
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Cover Letter Greetings to Avoid
When you have a contact person.
- When You Don't Have a Contact Person
Examples of General Salutations
- When to Use 'Dear' in a Cover Letter
- Writing a Cover Letter Salutation
Concluding Your Letter
Cover letter example, sending your letter.
Hilary Allison / The Balance
A salutation is the greeting at the beginning of a cover letter that is included with a resume when applying for a job. When you're writing a cover letter or sending an email message to apply for a job, it's important to include an appropriate greeting at the beginning to set the tone for your letter, which should be professional and appropriate.
The greeting is the first thing the recipient will see when they read your cover letter . Therefore, it's important for you to convey the appropriate level of familiarity and respect.
Using casual greetings, such as “Hello” and “Hi” can make your letter seem unprofessional. Reserve these casual greetings for personal email and refrain from using them in your cover letter unless you are very familiar with the recipient. Such greetings are simply too informal—not the most professional way to begin the conversation if you’re looking to land a job.
“Hi” is appropriate only in casual email correspondence with people you personally know well. For example, if you're checking in with a close friend to find out if they've heard of a job opening at their company. "Hello" is appropriate only in email correspondence. It should be used primarily for people you know well but can be used in very casual circumstances.
Beginning your correspondence “To Whom It May Concern,” on the other hand, may seem too impersonal and make the hiring manager believe you do not care enough to find out whom you should be addressing. The only time to use " To Whom It May Concern " as a cover letter greeting is when you simply cannot find out the specific person to whom you are writing.
You should, of course, make every effort to find the name of a contact in the specific department in which you are interested. When making an inquiry with a company for unadvertised openings, this greeting may be most appropriate.
The following is a list of letter salutation examples that are appropriate for cover letters and other employment-related correspondence when you have the name of a contact.
- Dear Mr. Jones
- Dear Ms. Brown
- Dear Riley Doe
- Dear Dr. Haven
- Dear Professor Lawrence
When You Don't Have a Contact Person
If this information was not provided in the job announcement and you cannot find it on the company’s web site, then you may be able to call the company, ask to be forwarded to their Human Resources department (if they have one), explain that you will be applying for a job there, and ask for the name of their hiring manager.
Always make every effort to find a contact name to use in your letter. It leaves a good impression on the hiring manager if you have taken the time to use their name, especially if you needed to work a little to find it.
LinkedIn is also a great tool to find out the name of the hiring manager. You can do a search for the company you are applying to with one or two keywords that would describe the person hiring for the position. Scroll down the list until you find the person who fits the criteria. This approach may help you pinpoint the appropriate contact person.
Many companies don't list a contact person when they post jobs, because they have a team of hiring staff who sort through cover letters and resumes before passing them to the hiring manager for the appropriate department. They prefer to leave the hiring manager anonymous until he or she contacts you for an interview.
An organization may also not want to disclose who the hiring manager is to avoid emails and phone calls from applicants, particularly if they anticipate receiving a large number of applications from potential job candidates. So, don't worry if you can't find someone to address your letter to. It will be forwarded to the correct department and recipient.
If you don't have a contact person at the company, either leave off the salutation from your cover letter and start with the first paragraph of your letter or, better yet, use a general salutation.
When using a general salutation, capitalize the nouns.
- Dear Hiring Manager
- To Whom It May Concern
- Dear Human Resources Manager
- Dear Sir or Madam
- Dear [Company Name] Recruiter
When to Use 'Dear' in a Cover Letter
It is appropriate to use “Dear” in most circumstances, such as when the potential employer is someone you know well, or they are a business acquaintance. Follow these tips on choosing the right greeting:
- For people who you know well on a first-name basis, it's okay to use their first name only. For a business acquaintance or associate, use their first name if you met them more than once and addressed them by their first name.
- For potential employers, use Mr., Ms. or Dr., unless you have been instructed otherwise. Even if you know a woman is married, it is safer to use “Ms.” as opposed to “Mrs.,” as the latter may be offensive in certain circumstances.
- If you are unsure of the appropriate greeting, play it safe and use Mr./Ms./Dr. [last name] or Mr./Ms./Dr. [first name, last name].
How to Write a Cover Letter Salutation
Standard business correspondence formatting requires that, after providing your own contact information and the date of your letter, you then write down your contact person’s name, the company’s name, and the company’s address.
The formal salutation/greeting comes next: “Dear [Contact Person’s name].” If you have a contact person for your letter, include their personal title and name in the salutation (i.e. "Dear Mr. Franklin"). If you are unsure of the reader's gender, simply state their full name and avoid the personal title (i.e. "Dear Jamie Smith"). Follow the salutation with a colon or comma, leave one line blank, and then start the first paragraph of your letter on the following line.
Your letter greeting has the potential to improve your chances of getting an interview. To enhance your candidacy, make sure your cover letter maintains a professional appearance and offers relevant information, including your qualifications for the position. Choose the appropriate closing and always thank the reader for their time and consideration.
This is a cover letter salutation example. Download the salutation cover letter template (compatible with Google Docs and Word Online) or see below for more examples.
Cover Letter With Salutation Example (Text Version)
Alex Applicant 123 Main Street Anytown, CA 12345 555-555-5555 alex.applicant@email.com
September 1, 2018
Brett Lee Nurse Manager St. Ansgar Hospital 123 Business Rd. Business City, NY 54321
Dear Mr. Lee:
I am writing to apply for the position of nursing attendant, as advertised on the St. Ansgar Hospital website. As a trained nursing assistant who is fulfilled by working with patients and staff, and by helping people, I would be a great asset to your nursing staff.
I completed my nurse assistant program in June of 20XX, and I also have a nurse attendant certificate from the state of New York. I have been working part-time at Dr. Ellen Mueller’s primary care office in Smithtown, NY, for the past year, so I am experienced in working with patients. In addition, I am diligent about my responsibilities, and I have a flexible schedule which enables me to work almost any hours that you need.
I’ve attached my resume so that you can review my education and experience. I hope to hear from you soon. Thank you very much for your time and consideration.
Respectfully,
Signature (hard copy letter)
Alex Applicant
When you are sending your letter via email, include the reason you are writing in the subject line of your message:
Subject: First Name Last Name – Nurse Attendant Position
List yourcontact information in your signature, rather than in the body of the letter:
FirstName LastName Your Email Your Phone Number
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Resume & Cover Letter
How to address a cover letter.
Posted by Glassdoor Team
Career Advice Experts
Last Updated June 29, 2021
Guide Overview
Addressing a cover letter.
The beginning of your cover letter, or how and who you address it to, is the first thing the recipient sees when opening your letter. For this reason, understanding how to address a cover letter in a professional and effective manner is essential when making a positive impression on hiring managers. Here we explore why it's important to know how to address a cover letter, steps to take when addressing both physical and emailed cover letters, and several examples of different ways to address your cover letter.
Why is a cover letter address important?
A cover letter address is important primarily because it is often the first thing the recipient sees upon opening the letter. If you address your cover letter professionally and appropriately, you’re more likely to make a positive impression on the hiring manager or recruiter reviewing your letter. This will ultimately support you in your job search endeavors and help you secure more job interviews than if you were not to address your cover letter or do so in an unacceptable manner.
Additionally, a cover letter address is important because it demonstrates your attention to detail and willingness to perform research when necessary. This is especially true when you include the name of the hiring manager in your address. Doing so shows your commitment to professionalism and supports a positive first impression on the reader.
Learn more: How to Write A Cover Letter
How to address a cover letter
The following are methods to follow when addressing a cover letter depending on the situation:
When you know the name of the recipient
It’s always preferable to address your cover letter using the recipient’s name rather than using a generic address. Using the recipient’s name establishes a personal connection and demonstrates your ability to gather information, especially if the recipient’s name is not readily available.
If you don’t know the recipient’s name, do your due diligence by performing a search to find their name. For example, if you’re applying to an organization’s marketing department, look on their website to find the name of the marketing department’s manager.
When you know the recipient’s full name but are unsure of their gender, you can include their full name in your cover letter address. For example, ‘Dear Austen Myers’ is acceptable and considered a professional way to address a cover letter. If you know their gender and wish to use a title in the address, use either ‘Ms.’ or ‘Mr.’ to avoid inaccurately describing the recipient’s marital status. For example, you’d write ‘Dear Ms. Myers’ rather than ‘Dear Mrs. Myers.’
When the recipient has a professional title
If you do know the name of the recipient and they hold a professional or academic title, it’s considered best practice to use that title in your cover letter address. Instead of using ‘Ms.’ or ‘Mr.,’ you’d use their academic or professional title in its place. For example, you’d write, ‘Dear Sgt. Myers’ instead of ‘Dear Ms. Myers.’
Other possible academic and professional title abbreviations you can use in your cover letter address when relevant include:
- Reverend (Rev.)
- Professor (Prof.)
- Doctor (Dr.)
When you don’t know the name of the recipient
If you’ve searched for the recipient’s name and could not find it, you’ll need to use a more general introduction for your cover letter. General cover letter salutations don’t require you to know the recipient’s name or gender and are your safest bet to ensure you make a good impression on the reader.
The most common ways to address a cover letter when you don’t know the name of the hiring manager include:
- Dear Hiring Manager
- Dear Sir/Madam
- Dear Human Resources Director
- To Whom It May Concern
- Dear [company name] Recruiter
When using a title in the address, such as ‘hiring manager,’ you should ensure that the person with that title is the one who will be receiving your cover letter. If you’re unsure of who will be reading your letter, stick with a more generic greeting such as ‘To whom it may concern.’
Learn more: To Whom It May Concern’ Capitalization Guidelines
How to address an email cover letter
Emailing cover letters has become more of the norm than the exception these days, so knowing how to properly address a cover letter being sent by email is essential for your job search success. Use these steps when sending a cover letter via email:
Create a strong subject line
Subject lines are an important component of professional emails and are necessary to include when sending a cover letter via email to a hiring manager. A clear and concise subject line allows the recipient to quickly know what the email is pertaining to and ensures the email isn’t overlooked or sent to the recipient’s spam folder.
In your email’s subject line, include the job title you are applying for so the hiring manager knows which job you’re interested in. You should also include your full name and a simple word or phrase that iterates what the email contains. For example, ‘John Yates – Assistant Manager Position – Resume and Cover Letter’ is an acceptable subject line.
Use a professional address in your cover letter
As with cover letters sent in a more traditional manner, the salutation you use in your emailed cover letter should be professional and accurate. 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.’ followed by their first and last name. If they have a professional or academic title, use that in place of ‘Mr.’ or Ms.’
If you don’t have the recipient’s name, use a general salutation or simply leave off the salutation. Not using a salutation in an emailed cover letter is more acceptable than when doing so in a physical cover letter.
Double-check the recipient’s email address and spelling of their name
When sending a cover letter via email, it’s important to ensure that you have the email address correct. Double-check the email address by comparing it to the address provided in the job listing or by a human resources employee at the organization you’re applying with. If you’re unsure of the email address, call the organization and ask to verify or be provided with it.
You should also double-check that the name you address your cover letter to is accurate. Incorrect spelling of a name can come off as unprofessional and even offensive in some cases. Don’t be afraid to contact the company to confirm the spelling of the recipient’s name.
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Cover letter address template
The following are templates to use when addressing a cover letter:
- [Dear First and Last Name]
- [Dear Mr. First and Last Name]
- [Dear Mr. Last Name]
- [Dear Ms. First and Last Name]
- [Dear Ms. Last Name]
- [To Whom It May Concern]
- [Dear Hiring Manager]
- [Dear (department you are applying with) Department]
- [Dear (company name) Team]
- [Dear (title of department head)]
- [Dear Madam]
Cover letter address examples
The following are examples of cover letter addresses:
- Dear Ms. Jones
- Dear Ms. Cynthia Jones
- Dear Mr. Clay
- Dear Mr. Timothy Clay
- Dear Prof. Reynolds
- Dear Dr. Kay
- Dear Marketing Department
- Dear Head of Marketing
- Dear Amy’s Cookie’s Recruiter
- Dear Customer Service Manager
- Dear Human Resources Manager
- Dear Taylor Jones
- Dear Tim Johnson
- Dear Public Relations Department Manager
- Dear Head of Recruiting
- Dear Marketing Team
- Dear Department of Art Team
- Dear Head of Publishing
- Dear Assistant Director
- Dear Customer Relations Director
Cover letter addresses to avoid
While there are certainly several addresses that are appropriate for use in a cover letter, there are also a few addresses you should avoid using. You should avoid using addresses that are too casual, such as ‘Hi’ or Hello.’ This type of casual greeting can come off as unprofessional to the reader and potentially have a negative impact on how the hiring manager perceives you. While you can certainly use this type of greeting when sending a personal message or email, doing so when applying for a job is typically frowned upon.
Additionally, while mentioned earlier, addressing your cover letter with ‘Whom It May Concern’ should only be reserved for instances in which you do not know the name, professional title, or department in which the recipient works. For example, if you know the person is the head of the human resources department of the company you’re applying with, you should begin your cover letter with ‘Dear Human Resources Department Head’ rather than ‘To Whom It May Concern.’ This is because some people perceive ‘To Whom It May Concern’ to be too impersonal and as if you did not spend time researching the recipient.
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Eight Cover Letter Greetings for Every Situation
Published: May 26, 2021
When you’re trying to make a good first impression, a greeting is critical. Saying “Yo, what’s up” to your new employer will evoke a different, likely more negative reaction than, “Hello, it’s nice to meet you.”
A cover letter greeting is just as important as your first in-person salutation. It’s a chance to demonstrate professionalism and even effort — for instance, addressing your hiring manager by first and last name shows you did your research.
Here, we'll explore the best cover letter greetings you can use to ensure your cover letter is well-received.
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Cover Letter Salutation and Greeting Examples
Sometimes job listings let you know who will be in charge of your application process, but sometimes they don’t. Let’s go over how to address your cover letters for either situation. Please note that it’s always important to capitalize the nouns for all of your greetings.
- Dear Hiring Manager,
- Dear [name of team or department you’re applying for a position in],
- Dear [company name] Recruiter,
- To the [name of team you are applying for a position in] Department,
- Dear [title of the person you would report to],
- Dear [position title] Hiring Manager,
- Dear [hiring manager, recruiter, or name of point of contact],
- Dear Human Resources Manager.
Below we’ll go over an example of how to start a cover letter greeting when you have the name of the hiring manager, recruiter, or point of contact for your application process.
How To Start a Cover Letter Greeting
1. use "hello," or "dear," followed by their first and last name..
If the job description includes the hiring manager's name, or if you've managed to figure it out through research (which we’ll cover below), an easy greeting uses a full name with a "Dear" or "Hello" before it. Additionally, this helps prevent the possibility of misgendering someone that can come from using “Dear Ms./Mr.”
2. Include their title if possible.
If you're writing to a hiring manager with a title like "Dr." or "Professor,” include it in your greeting. It will demonstrate a level of respect and that you’ve done your research. It’s also non-gender specific, again reducing the likelihood of misgendering.
For instance, you might start your cover letter like this — "Dear Dr. Grace [Insert Last Name]."
3. If you don't know their name, you can still make it specific.
If you've done your research and can't find a specific person hiring for the role, it's likely because the company has a team assembled to delegate the hiring responsibilities. To address a letter to a team, figure out the department or group in which the role falls. Then, follow this formula — "Dear [Department] Hiring Team.”
For instance, if you're applying for a role within Customer Service, you might say, "Dear Customer Service Hiring Committee," or "Dear Customer Service Hiring Team."
However, it’s worth putting in the effort to research who the hiring manager may be, as the information can sometimes be easy to find.
How to Address a Cover Letter Without a Name
A customized greeting goes a long way towards helping your cover letter stand out in a sea of "To Whom It May Concern." Let’s go over what you can do to uncover who the hiring manager or person responsible for the application process may be.
Find Recruiters on Company Website
An easy way to try and find the direct responsible individual is by visiting the company website and looking for an “About Us” tab. Some businesses list names of people who work there, and you can browse through the list to see if you can find the recruiter for your position or relevant department.
Find Recruiters on LinkedIn
Some companies have such big teams that each department has its own recruiter or hiring manager. LinkedIn can come in handy here, as you can use the “People” tab to search for keywords like “hiring manager + department you’re applying to,” or “department you’re applying to + recruiter” to figure out who the direct responsible individual is for different departments.
Find Recruiters on Twitter
Twitter is also a great social media tool for identifying recruiters or hiring managers. You can search through keywords related to the business you’re hoping to work for and browse through profiles to see what you can find. Most professionals using Twitter have some description of their job position in their bio, so you should be able to identify them when you see them.
You can also search on Twitter for the position title you’re applying for to see if a recruiter has Tweeted a link on their profile.
If you’ve done all your research and you can’t find a hiring manager to address your letter to, and you weren’t given a name in the application process, there are still some alternatives:
- Dear Hiring Manager
- Dear [name of team or department you’re applying for a position in]
- Dear [position title] Hiring Manager
- Dear Human Resources Manager
To Whom It May Concern is an often recommended option, but most would say that you shy away from it as it is considered a more outdated and less personalized greeting than others on this list. It would be safe to consider using it as a last resort option.
At the end of the day, when writing your cover letter, your ultimate goal is to make a good impression. If you’re able to find the name of the recruiter or hiring manager, use their name, but if not, any of the recommended greetings in this post will do.
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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.
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How to Write a Cover Letter
Advice for tackling one of the toughest parts of the job-hunting process.
Perhaps the most challenging part of the job application process is writing an effective cover letter. And yes, you should send one. Even if only one in two cover letters gets read, that’s still a 50% chance that including one could help you. Before you start writing, find out more about the company and the specific job you want. Next, catch the attention of the hiring manager or recruiter with a strong opening line. If you have a personal connection with the company or someone who works there, mention it in the first sentence or two, and try to address your letter to someone directly. Hiring managers are looking for people who can help them solve problems, so show that you know what the company does and some of the challenges it faces. Then explain how your experience has equipped you to meet those needs. If the online application doesn’t allow you to submit a cover letter, use the format you’re given to demonstrate your ability to do the job and your enthusiasm for the role.
No one likes job hunting. Scouring through online job listings, spiffing up your résumé , prepping for grueling interviews — none of it is fun. For many, the most challenging part of the process is writing an effective cover letter. There’s so much conflicting advice out there, it’s hard to know where to start. Do you even need one, especially if you’re applying through an online system?
What the Experts Say
The answer is almost always yes. Sure, there will be times when you’re submitting an application online and you may not be able to include one, but whenever possible, send one, says Jodi Glickman, a communications expert and author of Great on the Job . “It’s your best chance of getting the attention of the HR person or hiring manager and an important opportunity to distinguish yourself from everyone else.” And in a tight job market, setting yourself apart is critical, says John Lees, a UK-based career strategist and author of Knockout CV . Still, as anyone who’s ever written a cover letter knows, it’s not easy to do well. Here are some tips to help.
Do your research first.
Before you start writing, find out more about the company and the specific job you want. Of course, you should carefully read the job description, but also peruse the company’s website, its executives’ Twitter feeds, and employee profiles on LinkedIn. This research will help you customize your cover letter, since you shouldn’t send a generic one. It’ll also help you decide on the right tone. “Think about the culture of the organization you’re applying to,” advises Glickman. “If it’s a creative agency, like a design shop, you might take more risks, but if it’s a more conservative organization, like a bank, you may hold back.”
If at all possible, reach out to the hiring manager or someone else you know at the company before writing your cover letter, advises Lees. You can send an email or a LinkedIn message “asking a smart question about the job.” That way you can start your letter by referencing the interaction. You might say, “Thanks for the helpful conversation last week” or “I recently spoke to so-and-so at your company.” Of course, it’s not always possible to contact someone — or you may not get a response. That’s OK. It’s still worth a try.
Focus it on the future.
While your résumé is meant to be a look back at your experience and where you’ve been, the cover letter should focus on the future and what you want to do, says Glickman. “It can be helpful to think of it as the bridge between the past and the future that explains what you hope to do next and why.” Because of the pandemic there is less of an expectation that you’ll be applying for a job that you’ve done before. “There are millions of people who are making career changes — voluntarily or involuntarily — and need to pivot and rethink how their skill set relates to a different role or industry,” says Glickman. You can use your cover letter to explain the shift you’re making, perhaps from hospitality to marketing, for example. Think of it as an opportunity to sell your transferrable skills .
Open strong.
“People typically write themselves into the letter with ‘I’m applying for X job that I saw in Y place.’ That’s a waste,” says Lees. Instead, lead with a strong opening sentence . “Start with the punch line — why this job is exciting to you and what you bring to the table,” says Glickman. For example, you might write, “I’m an environmental fundraising professional with more than 15 years of experience looking for an opportunity to apply my skills in new ways, and I’d love to bring my expertise and enthusiasm to your growing development team.” Then you can include a sentence or two about your background and your relevant experience, but don’t rehash your résumé.
Read more about
How to Write a Resume That Stands Out
Chances are the hiring manager or recruiter is reading a stack of these, so you want to catch their attention. But don’t try to be funny. “Humor can often fall flat or sound self-regarding,” says Lees. Stay away from common platitudes, too. “Say something direct and dynamic, such as ‘Let me draw your attention to two reasons why I’d be a great addition to your team.'”
If you have a personal connection with the company or someone who works there, also mention it in the first sentence or two. And always address your letter to someone directly. “With social media, it’s often possible to find the name of a hiring manager,” says Glickman.
Emphasize your personal value.
Hiring managers are looking for people who can help them solve problems. Drawing on the research you did earlier, show that you know what the company does and some of the challenges it faces. These don’t need to be specific but you might mention how the industry has been affected by the pandemic. For example, you might write, “A lot of health care companies are overwhelmed with the need to provide high-quality care while protecting the health and safety of their staff.” Then talk about how your experience has equipped you to meet those needs; perhaps explain how you solved a similar problem in the past or share a relevant accomplishment. You want to provide evidence of the things that set you apart.
Lees points out that there are two skills that are relevant to almost any job right now: adaptability and the ability to learn quickly. If you have brief examples that demonstrate these skills, include those. For example, if you supported your team in the shift to remote work, describe how you did that and what capabilities you drew on.
Convey enthusiasm.
“When you don’t get hired, it’s usually not because of a lack of skills,” says Glickman. “It’s because people didn’t believe your story, that you wanted the job, or that you knew what you were getting into.” Hiring managers are going to go with the candidate who has made it seem like this is their dream job. So make it clear why you want the position . “Enthusiasm conveys personality,” Lees adds. He suggests writing something like “I’d love to work for your company. Who wouldn’t? You’re the industry leader, setting standards that others only follow.” Don’t bother applying if you’re not excited about some aspect of the company or role.
Watch the tone.
At the same time, don’t go overboard with the flattery or say anything you don’t mean. Authenticity is crucial. “Even if you’ve been out of work for months, and would take any job at this point, you want to avoid sounding desperate ,” says Lees. You don’t want your tone to undermine your message, so be professional and mature. A good rule of thumb is to put yourself in the shoes of the hiring manager and think about “the kind of language that the hiring manager would use with one of the company’s customers.” Of course, it can be hard to discern your own tone in writing, so you may need to ask someone to review a draft (which is always a good idea anyway — see advice below). Lees says that he often cuts outs “anything that sounds like desperation” when he’s reviewing letters for clients.
Keep it short.
Much of the advice out there says to keep it under a page. But both Glickman and Lees say even shorter is better. “Most cover letters I see are too long,” says Lees. “It should be brief enough that someone can read it at a glance.” You do have to cover a lot of ground — but you should do it succinctly. This is where asking a friend, former colleague, or mentor to review your letter can be helpful. Ask them to read through it and point out places where you can cut.
Get feedback.
In fact, it’s a great idea to share your cover letter with a few people, says Lees. Rather than sending it off and asking, “What do you think?” be specific about the kind of feedback you want. In particular, request two things. First, ask your friend if it’s clear what your main point is. What’s the story you’re telling? Are they able to summarize it? Second, ask them what’s wrong with the letter. “Other people are more attuned to desperation, overselling, over-modesty, and underselling,” says Lees, and they should be able to point out places where the tone is off.
When you can’t submit a cover letter.
Many companies now use online application systems that don’t allow for a cover letter. You may be able to figure out how to include one in the same document as your résumé, but that’s not a guarantee, especially because some systems only allow for data to be entered into specific boxes. In these cases, use the format you’re given to demonstrate your ability to do the job and your enthusiasm for the role. If possible, you may try to find someone to whom you can send a brief follow-up email highlighting a few key points about your application.
Principles to Remember
- Have a strong opening statement that makes clear why you want the job and what you bring to the table.
- Be succinct — a hiring manager should be able to read your letter at a glance.
- Share an accomplishment that shows you can address the challenges the employer is facing.
- Try to be funny — too often it falls flat.
- Send a generic cover letter — customize each one for the specific job.
- Go overboard with flattery — be professional and mature.
Advice in Practice
Case study #1: demonstrate an understanding of what the company needs..
Michele Sommers, the vice president of HR for the Boys & Girls Village, a nonprofit in Connecticut, recently posted a job for a recruiting and training specialist. “I was looking for someone with a strong recruiting background who could do everything from sourcing candidates to onboarding new hires,” she says. She also wanted the person to hit the ground running. “We’re a small team and I can’t afford to train someone,” she says.
More than 100 candidates applied for the job. The organization’s online application system doesn’t allow for cover letter attachments, but one of the applicants, Heidi (not her real name), sent a follow-up email after submitting her résumé. “And it’s a good thing she did, because she would’ve been weeded out otherwise,” Michele says.
Heidi’s résumé made her look like a “job hopper” — very short stints at each previous employer. Michele assumed she was a poor performer who kept getting fired. She was also the only candidate who didn’t have a four-year college degree.
But Heidi’s email caught Michele’s eye. First off, it was professional. Heidi stated clearly that she was writing to double-check that her application had been received. She went on to explain how she had gotten Michele’s name and information (through her husband’s boss, who was on the board) and her personal connection to Boys & Girls Village (her father-in-law had done some work with the organization).
Further Reading
Stand Out in Your Interview
What really stood out to Michele, though, was Heidi’s understanding of the group and the challenges it was facing. She’d done her research and “listed some things she would do or already had done that would help us address those needs,” says Michele.
“The personality and passion she conveyed in the cover letter came through during her phone screening,” Michele says. Heidi ended up being more than qualified for the job. “I wanted this role to be bigger from the get-go, but I didn’t think that was possible. When I met her, I knew we could expand it.” Three weeks later Michele offered Heidi the job and she accepted.
Case Study #2: Catch their attention.
Over the past four years, Emily Sernaker applied for multiple positions at the International Rescue Committee (IRC). She never gave up. With each application, she sent a personalized cover letter. “I wanted my cover letter to highlight my qualifications, creative thinking, and genuine respect for the organization,” she says.
Sarah Vania, the organization’s regional HR director, says that Emily’s letters caught her attention, especially because they included several video links that showed the results of Emily’s advocacy and fundraising work at other organizations. Emily explains, “I had prior experience advocating for former child soldiers, human trafficking survivors, vulnerable women, and displaced persons. It’s one thing to make statements in a cover letter, like ‘I can make a pitch, I am a creative person, I am thoughtful,’ but showing these qualities seemed like a better way of convincing the recruiter that the statements were true.”
This is what Emily wrote to Sarah about the video:
Here is a short video about my story with activism. The nonprofit organization Invisible Children made it for a youth conference I spoke at this year. It is about four minutes. As you’ll see from the video, I’ve had a lot of success as a student fundraiser, raising over $200,000 for Invisible Children. I’ve since gone on to work as a consultant for Wellspring International and have recently concluded my studies as a Rotary International Ambassadorial Scholar.
In each of the cover letters, Emily also made clear how much she wanted to work for IRC. “To convey enthusiasm is a vulnerable thing to do and can come off as naivete, but, when it came down to it, my enthusiasm for the organization was genuine and expressing it felt right,” she says.
This is how Emily conveyed her interest in working for IRC:
You should also know that I have a sincere appreciation of the IRC. I have enjoyed learning about your programs and have personally visited your New York headquarters, the San Diego New Roots farm, the We Can Be Heroes exhibit, and the Half the Sky exhibit in Los Angeles. The IRC is my top choice and I believe I would be a valuable addition to your fundraising team.
Emily learned throughout the process that the organization had hundreds of applicants for each position and it was extremely competitive. “I appreciated that I wouldn’t be the best for every opening but also remained firm that I did have a significant contribution to make,” she says. Eventually, Emily’s persistence paid off. She was hired as a temporary external relations coordinator, and four months later she moved into a permanent role.
Editor’s note: The author updated this article, which was originally written in 2014, to reflect the latest advice from the experts and the reality of job-seeking during the pandemic.
- Amy Gallo is a contributing editor at Harvard Business Review, cohost of the Women at Work podcast , and the author of two books: Getting Along: How to Work with Anyone (Even Difficult People) and the HBR Guide to Dealing with Conflict . She writes and speaks about workplace dynamics. Watch her TEDx talk on conflict and follow her on LinkedIn . amyegallo
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Click here to directly go to the complete cover letter without name sample
How to address a cover letter without name?
According to a study, every corporate job opening gets roughly 250 resumes , out of which only 3-4 applicants land an interview.
That means if your cover letter feels generic and lacks personal touch, it may end up in the trash.
However, what if there is a circumstance for addressing cover letter with no name?
Read on to get an insight into the following FAQs:
- How do you write a cover letter if you don't know the hiring manager?
- How to format the cover letter address correctly?
- Who to write a cover letter to without a contact
- Which method of delivering a cover letter is not appropriate?
- What are the practical ways to find the hiring manager’s name?
- Additional tips to write a cover letter without name
Whom to Address a Cover Letter To?
Who do you address a cover letter to when there is no name?
To understand how to address a cover letter, you need to know to whom to address it.
A cover letter should be addressed in the following ways:
- If the hiring manager’s name is given in the job description, you should always address the cover letter to them.
- If the hiring manager’s email address is not there in the job description, you can address the cover letter to the department manager.
There is no point in sending the cover letter to the CEO or founders because they are not the ones who usually handle the recruitment process.
Also Read: How to address a cover letter?
How to Address a Cover Letter Without a Name?
A cover letter for a job is not similar to a letter to a friend.
The purpose of a cover is to impress the hiring manager with your professional expertise to score an interview.
But addressing cover letters with no name may get rejected by the recruiters.
According to a survey, 92% of managers prefer some kind of address in the cover letter as opposed to only 8% of hiring managers who are okay with no address at all.
We understand how important it is to know how to write a cover letter without a name as per these statistics.
Also Read: How to write a cover letter?
Here are some steps on how to address a cover letter without a name:
1. Address the Cover Letter with “Dear Hiring Manager”
It is the most common way to address a hiring manager with no name and 40% of hiring managers prefer this salutation over no salutation at all.
This salutation allows the hiring manager to quickly focus on the main body of the cover letter, instead of rejecting the cover letter right away.
However, the best way to address a cover letter is by personalizing it.
2. Address the Cover Letter to the Team
When in doubt, you can address the whole team so that anyone from the team can receive your cover letter and respond accordingly.
It can be the hiring manager, assistant, or anyone from the department who may interview you during the job application process.
You can phrase it as:
- Dear Recruiting Team
- Dear Project Manager Hiring Team
3. Maintain Professional Approach
Maintain a professional approach and avoid informal phrases or words such as "Hello!", "Good Evening/Morning", or "Hi!"
Keep it simple and professional by using the term, "Dear" followed by the designation.
For Example:
- Dear Hiring Head
- Dear Recruitment Supervisor
4. Do Not Assume Gender or Marital Status
You often know the hiring manager’s name but do not know their gender or marital status.
Assuming someone's gender may seem disrespectful and unprofessional hence you should avoid making such mistakes by keeping it gender-neutral. Avoid the term "Sir" or "Madam" and simply address the recipient as "Dear (Profile)".
The best way to find the hiring manager’s gender is by doing a quick LinkedIn search.
The LinkedIn profile may contain a profile picture wherein you can determine the hiring manager’s gender.
If the hiring manager’s gender is Male, address the hiring manager with “Mr.”.
- “Mr. Xavier,”
If the hiring manager is female, it can be confusing.
As you don’t know the marital status, avoid using Miss. or Mrs. to address the hiring manager. Instead, use a generic “Ms..”
- Dear Ms. Moore
- Dear Ms. Kyle
- Dear Mrs. Lane
- Dear Miss Maximoff
Also Read: How to reach out to recruiters on LinkedIn?
5. Include Job Profile and Professional Titles
Are you asking yourself continuously, “How to address a cover letter without a contact name?”
Here is the answer for you.
Instead of using only “ Dear Hiring Manager ,” include the department name or the title of the person who will be reading the cover letter to make it more specific.
- Dear Marketing Department,
- Dear Head of the Sales Department,
- Dear VP of Marketing
By personalizing the addresses in this way, you can grab the hiring manager’s attention to read your resume.
This shows that you are not throwing a rock blindly. You have done your research and have some idea about the company.
Don’t forget to include the hiring manager’s academic title or professional title in the cover letter address.
These types of hyper-personalization can grab the hiring manager’s attention even more and entice them to read your cover letter.
How to Write the Academic Title in the Cover Letter Address?
You can write the academic title in full form.
- Dear Doctor Green,
- Dear Professor Geller,
Alternatively, you can use the abbreviation of the titles as well.
- Dear Dr. Murphy,
- Dear Prof. Goodwin,
- Dear Sgt. Moore,
- Dear Principle Alan,
Where to Place the Cover Letter Address?
Not just the proper format, but the placement of the cover letter address also plays an important role.
- The cover letter heading will go at the top.
- Write the date below the heading.
- Leave one line space and write the hiring manager’s name.
- Write the address of the company.
- Leave one space and then write the position you are applying for.
- Leave one space and then write the salutation.
Best Way to Address a Cover Letter with No Name or Email
Writing an email cover letter address is fundamentally similar but with some tweaks.
If you are sending a digital cover letter, you need to start with a professional subject line.
John Doe: Application for Video Editor Position, Reff: Anthony Moore
Then add your cover letter salutation based on the same rule.
Add a line space and then start your cover letter by adding the necessary information that gives an insight into your professional experience and skills.
Subject Line: John Doe: Application for Project Manager Position, Reff: Charles Moore
Dear Hiring Manager,
I am a 5+ years experienced project management professional…
Appropriate Method of Delivering a Cover Letter
- Dear Hiring Manager
- Dear Hiring Committee
- Dear (department name) Hiring Committee
- Dear Hiring Team
- To the (department name) Hiring Manager
- Dear Team (For smaller companies)
- To the Recruiting Team
Inappropriate Method of Delivering a Cover Letter
- Dear Sir or Madam — Ancient salutation does not work anymore
- To Whom It May Concern — It is not personalized
- Hello, Hi, or Greetings — Informal salutation
- Happy Sunday! — Casual salutation
- Good Morning — Not practical as you have no idea when they will read the letter
Also Read: How to draft a professional message to hiring manager?
How to Find the Hiring Manager's Name?
How do you write a cover letter if you don't know the name?
Well, you can simply address your cover letter as, "Dear Hiring Manager". But if you feel the need to add the name of the hiring manager then there are ways to do so.
Finding the hiring manager’s name is the best way to address a cover letter.
So, before calling it quits, let us look at some ways to find the hiring manager’s name.
Read the Job Description Thoroughly
Always read the job description carefully!
Usually, the hiring manager’s name or the title of the reporting manager is given in the job description or under the job description.
For instance, “ The digital marketer will report to the Marketing Manager. ”
You can use the title to then find their name on the company website or LinkedIn.
Sometimes the job description includes the hiring manager’s email address.
For Example: “ Send your cover letter and resume to [email protected][dot]com" .
You can find the hiring manager’s name in the email address.
Visit the Profile of the Job Publisher
Sites like LinkedIn or AngelList have this unique feature to show you the name of the one who posts the job.
You can go to their profile to see if they are the hiring manager and include their name in the cover letter.
Call the Company Front Desk
Calling the company is the easiest way to find the hiring manager's name. But, job candidates reserve it as the last option.
- Call the company desk
- Tell them that you are applying for a “vacant position” in their company and would like to know the hiring manager’s name.
Here’s an example of the script:
“ Hi, my name is Alex, and I’m currently applying for the video editor position in your company. Would it be possible for you to provide me the name and email id of the hiring manager so that I can address the cover letter properly?”
Do a Quick LinkedIn Search
According to a study, 87% of recruiters use LinkedIn regularly . That means, if you search for the hiring manager of a certain company on LinkedIn, there is a high chance for you to find their name.
Many job descriptions specifically tell the reporting manager’s title in the job description. Then you need to address the cover letter to the reporting manager.
The process of finding the reporting manager’s name is similar.
- Go to LinkedIn
- Search the job title and company name
- In the search result, you can find the profile of the designated person
- Sometimes, there might be more than one similar position for a big company so you need to narrow your search by location to find the reporting manager
Also Read : How to Make the Best Use of LinkedIn Search Feature?
Network with People
LinkedIn is the best way to find and connect with people who have connections in the company you are applying for. If you can create a good rapport with these professionals, you can ask for a reference.
It is an easy but time-consuming process.
- Search the company name and see the professionals active on LinkedIn
- Start engaging with their content and leave thoughtful comments
- Send them a personalized connection invite after engaging with their content for a couple of days
- Do not ask for a reference abruptly; instead, start building a rapport with them by sharing helpful industry information, blog, article links, videos, etc.
- If possible, move the connection offline and meet in person
- After you develop a good rapport with the professionals, you can ask for a reference or introduce yourself to the hiring manager
Also Read : How to Connect with People on LinkedIn?
Tips for Addressing a Cover Letter with No Name
Always use formal address in the cover letter.
Whether you know the hiring manager’s name or not, always keep the address formal in the cover letter. Even if the company has an informal culture, do not use any casual address unless you are a part of the organization.
- Dear Ms. Lane,
- Dear Prof. Luther,
- Dear Ms. Ann,
- Hello Maya,
- Greetings Max,
Avoid Using “To Whom It May Concern”
This salutation is too generic and does not address anyone at all; however, according to a survey, 17% of hiring managers prefer this salutation over others .
But the problem is 83% of hiring managers don’t prefer it.
So we suggest that you avoid it altogether.
Avoid Addressing the Cover Letter to the Recruiters
A recruiter’s job is to sort the resumes based on skills and experience and pass them to the hiring managers. They don’t generally read the cover letter.
So, it’s a waste of opportunity if you address the cover letter to the recruiter.
Instead, always address the cover letter to the hiring manager.
Ensure That You Are Addressing the Cover Letter to the Right Person
Online information is not updated regularly. Often, the concerned persons leave the job, but their email id is still there on the website.
That’s why to be careful when researching the hiring manager’s name and crosscheck if you have any doubts by calling the company directly.
Do Not Mess up the Hiring Manager’s Name
There is a saying that “The first impression is the last impression.”
Try to make an excellent first impression by writing the hiring manager’s name using the correct spelling.
Don’t Stress Too Much
If you have the relevant skills and experience for a job, addressing a cover letter to the wrong person might not be a big deal. So, if you can’t find the hiring manager’s name and wondering how to address cover letter without name, just write “Dear Hiring Manager.”
Make Sure the Cover Letter is Short and Easy to Read
You should not make the cover letter more than 400-500 words long. It will make it difficult to read.
A short and crisp cover letter will intrigue the hiring managers as compared to a long one.
Also Read: How long should a cover letter be?
Cover Letter Without Name Sample
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Key Takeaways
With that, we have answered all of your questions on “how to address cover letter without a name?”. Addressing a cover letter without a name should not be difficult if you can keep some points in mind. Here are the key takeaways from the blog:
- Never send a cover letter to the hiring manager with no salutation. If you don’t find the hiring manager’s name, just start with a good old “Dear Hiring Manager.”
- Do some online research, or call the company directly to ask for the hiring manager’s name.
- Try to make the cover letter address without a name as personalized as possible.
- Ensure to use a formal salutation for a cover letter with or without a name.
With that said, if you want to create a cover letter for yourself without a name, go to Hiration Cover Letter Builder , and choose from 20+ designs to create a professional-grade cover letter for yourself.
It has 24x7 chat support to provide you with professional assistance for all your job & career-related queries. You can also write to us at [email protected] .
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- Examples of How to Address a Cover Letter if You Don’t Know the Recipient’s Name
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
To Whom it May Concern? How to Address and End a Cover Letter
We’ve put together a few tips to help you personalize your cover letter, whether you know the hiring manager’s name or not.
In our modern age of personalization, To Whom It May Concern is both an antiquated and detached way to address a cover letter . It may also imply that you haven’t researched the company or that you assume the letter can be read by anyone. Below, we’ve put together a few tips to help you personalize your cover letter , whether you know the hiring manager’s name or not.
When it comes to addressing a cover letter, advice columns frequently spotlight these two pitfalls:
- Mistake 1 : Failing to address your cover letter to a specific person
- Mistake 2 : Addressing a cover letter to the wrong person
Most job postings don’t specify who will be reading your cover letter. This puts job seekers in a tricky situation. Fixing the first mistake could cause you to make the second. So what’s the best way to replace “To Whom It May Concern” on your cover letter?
Get instant feedback on your cover letter with Jobscan’s cover letter optimization tool. See it in action .
3 Key Tips for Addressing Your Cover Letter
1) don’t address your cover letter to the recruiter.
For many job openings, the first person you need to impress is a corporate recruiter. That doesn’t mean you should address your cover letter to them.
“Recruiters do not read cover letters,” a long-time healthcare recruiter told Jobscan . “Bottom line.”
That might be an overstatement — most don’t, some do — but many recruiters would admit that they aren’t the intended audience of a cover letter. “It’s mostly for the hiring manager,” said a recruiter in the non-profit industry. “For us [recruiters], it’s just an extra step in an already elongated process.”
The healthcare recruiter agreed: “If you’re sending it straight to a hiring manager who’s looking at a much lower number of applicants, they might actually read that.”
2) Search for the Hiring Manager’s Name
The best way to personalize your cover letter is to address the hiring manager by name. However, it can be difficult to identify the hiring manager, and your educated guess could cause you to address your cover letter to the wrong person. Here are some tips for finding the hiring manager.
Search the Company Website
Few job postings list the hiring manager by name but many will tell you the position to which you’d be reporting.
With this information, a little detective work can reveal the name of the hiring manager.
Start off by browsing the company’s website. Look for an about page, company directory, or contact page. These pages are frequently linked at the very bottom of the website. Companies that feature employees on their about page make it much easier to figure out who will be reading your cover letter.
You can also try searching the website. If the website doesn’t have a built-in search bar, use this syntax in Google:
“[position you’ll be reporting to]” site:company website
This will reveal hard-to-find about pages or other mentions of the position in the company’s blog posts, press releases, and other pages.
Search LinkedIn
If a company doesn’t list the hiring manager on their website, LinkedIn is your next best resource.
Start off by searching for the company page on LinkedIn. Once you’re on the company’s LinkedIn page, click “See all X employees on LinkedIn” near the top.
Depending on the company size, you can either browse all positions or narrow your results by adding search terms to the search bar (e.g. “Marketing Manager”) and utilizing the “Current companies” filters on the right side of the screen.
Search for the “reports to” position from the job listing. If it wasn’t provided in the listing, search for keywords related to your prospective department (e.g. “marketing”). If the company uses an intuitive corporate hierarchy you should be able to determine who will be reading the cover letter.
Contact the Company Directly
There is nothing wrong with calling or emailing the company to ask for the name of the hiring manager. Be polite and honest with the administrative assistant or customer service representative. Explain that you’re about to apply for a job and you’d like to know who you should address in your cover letter.
If they aren’t able to provide an answer or transfer you to someone who knows, let it go. The last thing you need is word getting back to the hiring manager that you were pushy with one of their colleagues.
3) Use a More Personalized “To Whom it May Concern” Alternative
You can still personalize your cover letter, even when you don’t know the identity of the hiring manager. Instead of “To Whom It May Concern,” which casts a wide net and is specific to no one, try addressing your cover letter to one specific person.
The most generic version of this is:
Dear Hiring Manager,
But job seekers can often be more specific. Take a look at these examples:
Dear Customer Experience Manager,
Dear Customer Experience Hiring Team Manager,
Some other alternatives include addressing your cover letter to an entire department:
- Dear Engineering Department,
Dear Engineering Team,
OR addressing the entire team:
Hi Jobscan Team,
Dear Jobscan Team,
As with many aspects of the job application process, demonstrating that you put in some extra effort can make a difference. Doing some research before addressing a cover letter contributes to a positive first impression.
8 cover letter salutation examples
Here are eight standard cover letter openings you can choose from. Select the one that best suits the energy of the company you’re applying to and use either a specific name or department depending on the information you have available.
- Hi Mr. Smith,
- Hello Jobscan Team,
- Dear Ms. Whittaker and Team,
- Good morning, Mr. Kennedy
- Good afternoon, Louise,
- To the Jobscan hiring manager,
How to end a cover letter
Just as important as beginning your cover letter is ensuring you end it on a strong note. Your cover letter ending should not be underestimated in its ability to help you move forward in the hiring process. After making your case in the previous paragraphs, you need to end your cover letter with a strong call to action to entice the recruiter to invite you for a job interview.
Madeline Mann , an HR leader in the technology industry and creator of Self Made Millennial , says that while no conclusion will save a bad cover letter, it can distinguish you from another good candidate.
It’s all about enthusiasm, according to Madeline. “Companies want people who want them,” she says. If you can draw to the company’s values and show how interested in working with them you are, that’s a substantial advantage. You want to create a lasting impression by incorporating that enthusiasm in your cover letter ending.
“Companies want people who want them” – Madeline mann
A good conclusion, in fact, should reflect the rest of your cover letter.
Set up the end of your cover letter with a strategic middle section
If you want your cover letter ending to be effective, you first need to build momentum. Most recruiters and career coaches agree that by the time you get to the end of your cover letter, it needs to possess the following three elements:
- It tells a story about yourself
- It shows your value concretely
- It calls the recruiter to action
Julia Reiter, a career coach based in Toronto, suggests that you lead up to your cover letter ending by showing that you understand the company’s current challenges and are equipped to solve them. This will make your cover letter call to action all the more effective.
Although the job description will give you information about what the company is looking to accomplish, it will not help you distinguish yourself from other applicants. Show the company you are willing to go the extra mile by researching the key industry challenges and the particular issues they might be facing (beyond the obvious ones).
For example, you can read articles from industry-related publications and get acquainted with the numbers and statistics about the particular business areas your company is engaged in. By being aware of the particular issues they are facing, you can more easily make your skillset and experiences relevant.
When you talk about your past experiences and accomplishments , make sure you mention the problems the company is facing. For example, if you are applying for a customer success manager position at a Software-as-a-Service company, a relevant issue might be high churn rates.
Instead of writing something like “my experience in customer success makes me confident I will be a great addition to your team,” write something like “When I worked at XYZ company, I was able to reduce the churn rate by 30%. With this experience and my deep knowledge of B2B consumer psychology, I am prepared to ensure we have one of the lowest churn rates in XYZ industry.”
End your letter with a call to action
You may be tempted to write that “I’m looking forward to hearing from you” for your cover letter ending. That isn’t a call to action. For Madeline, the end of a cover letter serves to give one last push and show interest and enthusiasm in a way that stands out.
Likewise, Julia says, “now that the company knows you are aware of their current challenges and are equipped to solve those challenges for them, don’t leave them hanging. Tell them how they can make your skills and experiences a reality on their team. What number can they reach you at for an interview?”
How do you conclude a cover letter? Here are 3 examples
- “I’m excited to have the opportunity to talk about how I could join your team in its quest for XYZ value. I’m particularly thrilled about XYZ project and would love to know how I can contribute to it.
- “I am keen on meeting with you to see what I can contribute to XYZ company as it moves on in its journey to XYZ goal. I am available at your convenience for a phone call or in-person meeting.”
- “I would love to get your thoughts on what I mentioned. I am happy to hop on a phone call at your earliest convenience to discuss how I can help XYZ company with XYZ issue.”
Mistakes to avoid when ending a cover letter
The mistakes people make when they end their cover letter are often the same ones they made earlier in the piece. However, they can be particularly detrimental to your chances of landing an interview if they constitute the final impression a recruiter has of you.
When ending a cover letter, avoid:
Making it about yourself instead of the company: use sentence constructions that make the recruiter see how the company is going to benefit from hiring you. For example, try to use “you” or “we” instead of “I.”
Sounding generic or robotic: we’ve all seen these cover letters that end with the same plain paragraph. If you write one of those, the last impression you’re giving is not different from those given by all other applicants.
Selling yourself short: the conclusion is your last chance to show off the value you can bring to the company. Emphasize it and use it as a segue into your call to action.
How to end a cover letter with the appropriate salutations
Always remember that recruiters review hundreds of applications for each position. When you are competing with that many candidates, the slightest mistake will disqualify you immediately Although you may not think too much of the salutations, they can hurt your chance of landing an interview.
Make sure your salutations are formal and polite. You should be respectful not only by indicating your appreciation of the recruiter’s time but also by being concise. Do not overdo your salutations and do not employ informal greetings. “Sincerely,” “Thank you for your consideration,” “kind regards,” are all safe options.
When ending your cover letter, you want to balance confidence, respect, and appreciation.
17 cover letter ending examples
Depending on the energy of the business you are applying to, and your own personality, select one of the following 17 cover letter closing options.
- Best wishes,
- Sincere thanks,
- Many thanks,
- Thanks in advance,
- Thank you for your consideration,
- Thank you for your time,
- Respectfully,
- Sincerely,
- Sincerely yours,
- Yours truly,
- Kind regards,
- With best regards,
- Looking forward to speaking with you,
- With gratitude,
One Final Important note: Cover letters aren’t what they say they are
Cover letters don’t introduce your resume, they supplement it.
In order to get your cover letter into the hands of a hiring manager who cares, your resume has to get past the recruiter and, in many cases, the applicant tracking system they’re using.
Try analyzing your resume below to receive instant optimization tips and recruiter insights from Jobscan so that the time you spend crafting your cover letter isn’t a waste.
The keyword analysis also shows exactly what to focus on in your cover letter.
Jobscan Premium (one month free) even has a cover letter scan feature.
Editor’s Note: A section of this article was originally written in a separate blog post by Léandre Larouche on June 9, 2020. It has been updated and combined with this article as of June 10, 2021.
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The correct salutation on a cover letter should always include the word “Dear” followed by the contact person to whom the letter is addressed. This should be followed by either a comma or a colon, then a blank line and the first line of the...
Writing a cover letter is essential when applying for jobs. This is the perfect way to express how your specific skills are relevant to the open position. Wow your future employer with this simple cover letter example format.
I am delighted to know that you managed to see me in person despite your tight schedule. I have listened to your thoughts on the current issue
Examples of General Salutations · Dear Hiring Manager · To Whom It May Concern · Dear Human Resources Manager · Dear Sir or Madam · Dear [Company
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.
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Consider crafting a section within the letter that begins with, “Here's what, specifically, I can deliver in this role.” And then expound upon your strengths in
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
If at all possible, reach out to the hiring manager or someone else you know at the company before writing your cover letter, advises Lees.
Instead of using only “Dear Hiring Manager,” include the department name or the title of the person who will be reading the cover letter to make
When you know the hiring manager's name ... Establish a personal connection by addressing the hiring manager directly. If you have their full name
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
You can still personalize your cover letter, even when you don't know the identity of the hiring manager. Instead of “To Whom It May Concern,”