do you include address on cover letter

The 3 Rules of Addressing Your Cover Letter in 2023

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,
• Tiana Richards,

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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Does my cover letter need an address?

HR and the ATS

Standard letter format back when people pounded on manual typewriters required both the company’s physical address and your return address at the top of a letter. That made a lot of sense at a time when you couldn’t copy and paste or simply hit reply on an email.

But does it still make sense today to include the company’s address or even your own?

Below we will look at:

Does my cover letter need the company’s address?

Does my cover letter need my address, what does my cover letter need.

When you use a cover letter template , it may suggest that you include the physical address of the company you are applying to. Does that mean you must type it in? No. If you do add the building site, will it hurt your application? Again, no. It can’t hurt to err on the side of formality.

But let’s look at the reasons not to use the company’s physical address. If it’s a big corporation, it has many addresses and you may be limiting where the HR department thinks you want to work by listing a specific site. You are also introducing a place for an error. For instance, if you include an address that the company no longer uses or is just a warehouse or server location, it looks as though you haven’t done your homework.

Another consideration is the use of the valuable real estate within your letter. Depending on the layout of your cover letter, the address may also be a waste of space you could be using to add that one last sentence that could tip the scales in your favor.

The bottom line: There’s no compelling reason to put the company’s address on your letter. Cover letters without addresses will not be penalized and adding an address introduces room for an unforced error.

You may be wondering, “So, do I put my address on my cover letter ?” Listing your address is a bit different from putting the company address on your letter, but not as much as you think. Again, it won’t hurt you to include your full street address in your cover letter, but do you need it and what are the downsides? 

The first step is to consider what information it conveys to your reader. Does where you live enhance your prospects? It may if it’s important for you to be able to get to work quickly in case of an emergency and you live nearby. On the other hand, your full street address may hurt your chances if you have a long, congested commute.

Consider whether your neighborhood has a reputation—good or bad—and that where you live may predispose a recruiter to make judgements before even reading your letter. The less extraneous information you provide, the more likely your application package will be judged on its merits alone.

Looking to relocate?

If you live in another city or state and the job is not remote or they are looking for local candidates and you list your address, you will have to explain how you are going to make the job work if you receive an offer. 

Especially if you have a common name, an address will help distinguish your file from another candidate’s and may be necessary when completing online applications. The Applicant Tracking System can be rigid and refuse to allow you to move to the next screen until you fill in all the address boxes. In that case, whether or not you put your address on your cover letter is simply a matter of space, since HR already knows where you live.

The most important information you can put on your cover letter (aside from the actual written portion—more on that here ) is the best way to reach you to schedule an interview. No one is going to snail mail you an invitation to meet with HR. Definitely include:

• Your full name and title
• Your cell phone number
• A professional sounding email address
• Any social media or portfolio URLs

Note that we did not specify your address. Our advice: list your city and state, but only include your house number and street if it adds to your desirability as a candidate.

Key takeaways

• So do you put your address on a cover letter? We vote for erring on the side of less is more.
• Leave it out unless you have a very good reason for putting it in.
• And the only good reason is one that will make you look better in the eyes of those who have the power to grant.

How to Address a Cover Letter in 2024

Yes, how you address your cover letter matters.

After all, this is the first thing the recruiter reads when going through your cover letter, and yes, there is a right and wrong way to do it.

In this article, we’re going to teach you how to address your cover letter in such a way that you leave a positive impression on any recruiter!

• How to address a cover letter to a recruiter? (Casual or formal)
• What title to use when addressing the hiring manager
• How to address a cover letter without a contact person/to a company
• How to address a cover letter without an address
• How to address a cover letter in an email

How to Address a Cover Letter To a Recruiter (Casual or Formal)?

As we already mentioned, the way you address your cover letter is important because it is the very first thing recruiters see upon opening your cover letter. 

A well-formulated cover letter address means that you care enough to research the company (i.e. to find the hiring manager’s name and title) and that you show attention to detail. 

As such, you should always put some research into who you’re addressing your cover letter to and do so in a formal way.  

And yes, the formal part is important too. The recruiter isn’t your best friend - you want to maintain a sense of professionalism.

If this is how you address the recruiter in your cover letter:

• What’s up Hiring Manager
• Hi there Hiring Team

Then you say goodbye to the job.

Now, you’re probably wondering, how can I find out whom to address my cover letter to?

That’s what we’re about to teach you:

Who Am I Addressing My Cover Letter To?

Here are some tricks to find the full name of the hiring manager: 

• Check the job listing. The job listing may have information about the recruiter or the department doing the hiring. Make sure to read through the entire job listing, as it might not be at an entirely obvious place.
• Check the company website. Some websites feature the names of the hiring managers or heads of departments that may go through your cover letter. Alternatively, LinkedIn is another place where you can look for this information.
• Check the company’s LinkedIn. You can look up who works in the company you’re applying for on their LinkedIn page.
• Ask around. Do you have friends that work for the company? They could provide you with valuable inside info.

To avoid making a bad impression, head over to our guide on cover letter mistakes to learn about what NOT to do when writing your cover letter.  

Addressing a Cover Letter With a Name

By now, you have probably found the hiring manager’s full name and gender. With this information available, it’s best to address the hiring manager formally, as follows: 

• Dear Mr. Brown,
• Dear Miss Fitzpatrick,
• Dear Mrs. Lockhart,
• Dear Ms. Walters,

If, for some reason, you are unsure about the person’s title, gender, marital status, or preferred pronouns, just address them using their entire name to avoid any mistakes. For example:

• Dear Alex Brown, 
• Dear Blair Fitzpatrick,
• Dear Jesse Lockhart,
• Dear Madison Walters,

Addressing someone with a title 

Now, if you found out that the hiring manager has a professional or academic title, then it’s more appropriate to address them using that title. If, for example, the hiring manager has a Ph.D., then it’s more respectful to address them as “Dr. Last Name,” instead of “Mr. Last Name.”  

Here are some professional titles and how they’re abbreviated: 

• A professor is Prof. 
• A reverend is Rev. 
• A sergeant is Sgt. 
• Honorable is Hon. 

If, however, you are uncertain about how a title is abbreviated, then avoid it altogether. 

Here are a few examples to give you an idea: 

• Dear Prof. Welsch,
• Dear Director Smith,
• Dear Rev. Owen,

Dear Dr. Leonard,

When addressing women and you don’t know their marital status, always go with Ms., because it doesn’t comment on marital status. Some women prefer not to be addressed with Miss or Mrs. even when they’re married, so sticking with Ms. is the best choice. 

Want to learn more cover letter tips ? Our guide has all you need to ace your cover letter!  

How to Address a Cover Letter Without a Contact Person

It might happen that, no matter how hard you search, you can’t find the name of the hiring manager or department head that will read your cover letter.

In that case, you can address your cover letter to the department, faculty, or the company.

• Dear Software Development Hiring Team,
• Dear Customer Service Department Hiring Team,
• Dear Head of the Literature Faculty,
• Dear Director of Marketing,
• Dear Human Resources Recruitment Team,

Alternatively, if you don’t have enough information either about the department or the team, you can opt for addressing the cover letter directly to the company’s hiring staff, as follows: 

Dear [Company Name] Hiring Team 

Dear [Company Name] Recruiting Staff

If all else fails (meaning, you don’t know the name of the department head or even the exact department, in addition to the recruiter) then you can use one of the good, old-fashioned:

Dear Hiring Manager,

...but NOT the impersonal and way outdated “To whom it may concern” and “Dear Sir/Madam.” 

Starting a cover letter can be challenging. Our guide can show you how to start a cover letter that will get you results from the get-go. 

How to Format the Company’s Address

Before you reach the salutation, you have to make sure that the header with the recipient’s contact information is formatted correctly. 

It might not be the deciding point of whether you’ll secure an interview or not, but it will cost you points if it’s off. 

So, the first thing you want to do is add your name and surname on the upper left side of the cover letter. Underneath, you should write your professional title (if applicable), your email , and your phone number . 

Now, after you’ve also added the date, you should leave one more space and add the recipient’s contact information and, most importantly, the company’s address. 

It should look something like this on your cover letter: 

When You Can’t Find the Company’s Address 

Some companies might have several addresses listed (as per their branches, for example), or even none at all. 

Since an application that doesn’t have an address line could end up lost or misplaced, make sure you do one of the following before skipping the company’s address completely:

• Check all your resources, (pretty much like when you were looking for the hiring manager’s name) to find the company’s address. 
• Use the company’s headquarter address. This is sometimes easier to find, especially if the company has several branches. 
• Use the P.O. Box number for the company. This is not as specific as an actual address line, but if all else fails, it’s still something. 

Frequently, you’ll be asked to submit your job application (including your cover letter) electronically, or by email. In those cases, you can skip the address line altogether. 

Here’s how you’d go about addressing a cover letter in an email.

How to Address an Email Cover Letter

If you’re sending your job application through email, chances are you’ll need to format your cover letter in the body of the email, or as an attachment along with your resume.

First and foremost when you’re addressing a cover letter in an email is the subject line, which should be between 6-10 words long. 

Considering that hiring managers receive countless emails daily, you want to make sure that yours is a job application immediately. And the way to do that is straight through the subject line, which should indicate exactly the position you’re applying for and your name so that it’s easier to find through the recruiter’s swarmed mailbox. 

Here’ what we mean by that:

• Subject Line:   John Doe - Software Development Job Application 
• Subject Line: John Doe - Job Application for Marketing Manager Position   
• Subject Line: John Doe - Stock Manager Job Application 

Afterward, if you’re including your cover letter in the body of the email (as opposed to attaching it as a document), begin by using a salutation, add space, and start your letter. 

If someone referred you for the position, make sure to mention that in the subject line of your email as well as in your opening paragraph.  

So, let’s see how all the above plays out in practice: 

Subject Line: John Doe - Carl Jacob’s Referral for Software Developer

I was very glad that Mr. Jacobs, a long-time partner at your firm who also happens to be my mentor from college, referred me for the Software Developer position. 

Do you want your style, personality, and overall personal brand to shine through your application? With Novorésumé, you can match your cover letter with your resume to make a lasting impression! 

Key Takeaways 

And that’s all there is when it comes to addressing a cover letter! You should feel much more confident in doing so by now. 

Either way, let’s go over the main points we covered throughout the article: 

• Your cover letter address should be formal and well-researched. Don’t address the hiring manager with “hey,” “what’s up,” “hi there,” or even the old-fashioned “Dear Sir/Madam” and “To Whom It May Concern.”
• Always try to find the hiring manager’s full name and professional title through the company’s website, LinkedIn, by calling, or by asking someone who works there.
• If you know the hiring manager’s name, go with “Dear Mr./Miss Last Name,” but if you’re unsure about their gender, marital status, or preferred pronoun, just address them using their full name.
• If the recruiter has a professional or academic title, it’s more appropriate to address them using their title.
• If you can’t find the contact person’s name, then address the department, faculty, or company (i.e. Dear Microsoft Hiring Team , or Dear Software Development Recruitment Team ).

Related Readings: 

• Do I Need a Cover Letter in 2024
• Entry-Level Cover Letter
• Cover Letter for Internship
• How to Write a Cover Letter in 2024

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How to address a cover letter?

I'm sure that you had to create a cover letter at some point in your job search. And like most other job seekers, you probably came across this problem: "How to address a cover letter?"

Most of the time, you have no idea who is going to read the cover letter.

So, how to address a cover letter without a name?

Hiring managers get roughly 100-200 resumes every day. And, they are already under a lot of pressure to sort the resumes.

On top of that, if they get cover letters that do not have proper formatting and do not address the hiring manager in the cover letter header, mark my words; they will surely throw your resume away.

In a resume cover letter, minute details make or break your chance of being hired.

So, you need to make sure that you know how to address cover letter correctly.

Don't worry!

In this blog, we will tell you everything you need to know about:

• Who to address cover letter to?
• How to address a cover letter without a name?
• How to find out who to address a cover letter to?
• How to address an email cover letter?
• How to address a cover letter for internal position?
• What should you not do when addressing a cover letter?
• Example of Proper Cover letter address format?
• Some common question about how to address cover letter

Who to Address a Cover Letter To?

Ideally, you need to address your cover letter to hiring managers , not the recruiters .

In many job postings, the name or email address of the hiring manager is given.

If you are lucky enough to find such job listings, then you are sorted. You can write a personalized cover letter addressing the hiring manager directly.

Unfortunately, not many job listing sites give the name and email address of the contact person.

Do not quit and send the cover letter without a name.

Go to the company website/about page and see if it has the list of staff.

That way, you can probably get the hiring manager's name or someone from the talent acquisition department to whom you need to address your cover letter.

The critical aspect is to do a lot of research .

Suppose you still don't find any name or contact information of anyone in the hiring department. In that case, you can also address your cover letter to someone in authority in other departments, such as the senior manager or the head of the department you are applying for.

It is a hundred times better to address your cover letter to someone in the organization than not addressing it at all.

At least, this way, they will understand that you are not throwing rocks in the dark. You have done your research and have good ideas about the organization.

Also Read: How to write a stellar cover letter in 2022?

How to Address a Cover letter Without a Name?

There are plenty of generic cover letter salutations you can use in your cover letter. These generic cover letter salutations eliminate the need to know the name of the contact person.

The only drawback is that you have no option to personalize your cover letter.

A survey conducted by Saddleback College has seen that only 8% of hiring managers are ok with a cover letter without name. But 92% of hiring managers prefer to have some address in the cover letter.

• Dear Hiring Manager (40%)
• Dear Sir/Madam (27%)
• To Whom It May Concern (17%)
• Dear Human Resources Director (6%)

However, we don't recommend you to use to whom it may concern in your cover letter address.

Instead, the best general salutation can be "Dear Hiring Manager."

If you want to personalize the address, you can address your cover letter to the specific department you are applying for. For example, "Dear Digital Marketing Department."

How to Address Cover Letter When You Don't Know Hiring Manager's Gender?

There will be times when you will find the gender-neutral name of the hiring manager. In that case, altogether avoid using gender-specific cover letter addresses. Instead, address with their both name and last name in the salutation like this:

• Dear John Doe,
• Dear Charlie Brown ,
• Dear Taylor Paisley,

Hiration Pro Tip : In this type of gender-neutral name, you can search for the person on Linkedin to find out their gender. Alternatively, you can search on the company page or call the company reception to get more information about the hiring manager.

How to Address Cover Letter When You Know Hiring Manager's Gender?

If you know the hiring manager's gender, things will be much easier for you. For men, you can address the hiring manager with "Mr.," but things get a bit tricky for female hiring managers.

Imagine this,

You have addressed the hiring manager with "Miss.," and if she turns out to be married, it will not look good on your part. You definitely do not want to offend your hiring manager.

Instead of "Miss" or "Mrs.," use " Ms.," which does not focus on their marital status.

• Dear. Ms. Moore,
• Dear Miss Jane,
• Dear Mrs. Black,

Should You Address the Hiring Manager With Only Their First Name?

If you know the hiring manager personally, only then can you use their first name to address the cover letter. Else, address the letter with their full name.

How to Use Professional Titles When Addressing a Cover Letter?

If the hiring manager has a professional or academic title, don't forget to address them by their title. You can write the full title like this:

• "Dear Doctor Taylor,"

Or you can use the abbreviated form like this:

• Dear Dr. Taylor ,
• Dear Sgt. Park,
• Dear Prof. Hoverman,
• Dear Principal Fury,

Also Read: How long should a cover letter be?

How Do You Find Out Who to Address a Cover Letter To?

If you don't find the hiring manager's name and contact information on the job description, don't just leave it like that! Do some research and put some effort into finding the name and email id of the hiring manager.

It may take some extra effort, but it shows that you are interested in this job. This section will tell you everything you need to know about finding the hiring manager's name and to who you address a cover letter.

Call the Company

Calling the company to ask for a hiring manager's details is the best way to accurately determine the hiring manager's name and number.

• Call the company desk
• State who you are and why you are calling
• Tell that you are applying for a job position and confirm who the hiring manager is for addressing in the cover letter.
• Most of the time, the hiring manager will happily give you the information you need.

Tip : When taking their name, ask for the spelling of the hiring manager's name. You do not want to screw up the spelling.

If the company desk refuses to give information for any reason, don't worry; we have four other ways in our arsenal.

Network With People Working With Prospective Employer

The second best way to get the hiring manager's name and contact information is to connect with your prospective employer's employees.

This way, you can ask your connection to refer you to the hiring manager or ask for the hiring manager's contact information when a job becomes available.

It is easier than you think.

Just do a quick Linkedin search and see the employers active on Linkedin.

Now, slowly start engaging with the person you want to connect with.

After a couple of days, send them a personalized connection request and slowly build a rapport.

You do not want to ask right out for reference after introducing yourself. Instead, add some value to the conversation, and show genuine interest in them.

This process takes some time, but the connection you will make with these people will take you a long way in your professional journey.

Read the Job Description Carefully

It is a sad truth that most job seekers do not read the job description carefully. In this way, they miss vital information and potentially the hiring manager's contact name and details.

Most of the job descriptions contain the email address of the hiring manager at the end. And you can easily find the name of the contact person with the email address.

Most professional email ids contain the name of the person and the company name. For example, [email protected] has two parts- Judy.M and hiraiton.com.

And if you search on Google by the first part of the email address "Judy.M" and the company name, there is a high chance that you will find the Linkedin profile of the respective person. And you can get to know other information about them as well.

Find Out Who Will Become Your Superior or Manager

Many job descriptions include the details about the reporting manager. In such cases, you need to address your cover letter to the reporting manager.

You can find more information about the reporting manager by a quick Linkedin search with the reporting manager's job title and the company.

If the company is larger, there may be multiple individuals with the same job title. In that case, you can further narrow down your search by location.

Do an Online Search

Another easy way to search for the hiring manager is by simply doing a Google search. Google will show you the most relevant results for your search query. Example: See in this example how the first result itself answered your question.

Also Read: How to address a cover letter without name?

How to Address a Email Cover Letter?

We live in a digital age now.

Nowadays, most candidates send email cover letters to the hiring managers. And hiring managers get 100s of email cover letters daily.

To stand out from these 100s of email cover letters, you need to make sure your email cover address is perfect.

1. Subject Line of Email Cover Letter

The first thing the hiring manager will see is your email cover letter subject line. So, never leave the subject line blank.

Hiring managers sort the email cover letters by the job title. And if your cover letter does not have a subject line, it will not show in the hiring manager's list.

Here is an example cover letter subject line :

Subject line: Job Application for Video Editor Position, Ref: Hanna Moore

2. Address the Cover Letter in the Correct Way

The rules of a formal cover letter and an email cover letter salutation are similar. You can refer to the previous section of this blog to know more about it. Here is an example of an email cover letter address

• "Dear Mr. Doe,"

Note : Recent trends have seen many job seekers do not include "Dear" in the salutation. You can do that too. There is nothing wrong with it.

Also Read: How to start a cover letter for maximum impact?

How to Address a Cover Letter for Internal Position?

If you address the cover letter to higher management or hiring manager, always use their name to address in the cover letter.

luckily, since it's an internal position, you can easily find the name of the person by asking your colleagues.

What Not to Do When Addressing a Cover Letter

Even if you did everything right on your resume and cover letter, starting it wrong may cost you a chance to get a call for an interview.

Let's see what you should not do when addressing a cover letter.

Do Not Address the Cover Letter to the Recruiter

" Recruiters do not read cover letters. "

Recruiters only sort the resumes by keywords and forward the same to the hiring managers.

This is the golden rule you need to keep in mind when addressing a cover letter. Always address the cover letter to the hiring manager.

Do Not Address the Cover Letter to an Ex. Hiring Manager

Company websites do not get updated regularly. If a hiring manager leaves the company, you may still find their name and contact information on the website or other third-party websites. So, be extra careful when addressing a cover letter.

Spelling the Hiring Manager or Company Name Wrong

Do not sabotage your first impression by making a spelling mistake on the hiring manager's name or the company name. It demonstrates a lack of attention to detail.

Do Not Start With a Bland Greeting

Avoid using to whom it may concern cover letter address. It is very generic and shows utter laziness on your part. It projects that you did not put much effort into writing the cover letter.

Example of a Cover Letter Address Format

Here is an example of a proper cover letter address format:

Frequently Asked Questions

How to address a cover letter to a large company.

If you have to address a cover letter to a large company, and you don't know the hiring manager's name, you can always address the cover letter to the department you are applying job to. For example:

• Dear Finance Department
• Dear Marketing Team
• Dear Customer Service Department

Can I get creative with my cover letter address?

There is no restriction on being creative with addressing a cover letter. It is essential to research and understand who your audience is and if he/she will appreciate your creativity.

For example, if you do something creative with your cover letter salutation to apply in a creative field, it will get the hiring manager's attention.

On the other hand, if you apply for a technical position, you might hold off from showing your creativity on the cover letter address.

Should a cover letter address the company location?

It is a traditional practice to include the company address in the cover letter. Primary because it is a formal document, it would be better to add the company address before starting your cover letter.

Should a cover letter header include the candidate's address?

The candidate's address is an essential part of the cover letter. If not the whole address, at least City, Country should be mentioned in the cover letter. Example:

• "Pine Bluff, AR"

This helps the hiring manager sort the candidates based on location.

Also, the Application Tracking Softwares sort the resumes and cover letters based on their locations. And if your location is not mentioned in the cover letter, it might get unnoticed by the ATS software.

Should a cover letter header, and resume header be the same?

Ideally, your cover letter header should be the name of the role you are applying for. And resume heading should be your current job title. For example, if you are currently working as a data analyst, your Resume headline should be something like:

• "Jr. Data Analyst."

And you are applying for a Data Scientist position, then your cover letter heading should be,

• "Data Scientist"

There is no hard and fast rule, but this is the approach we at Hiration follow, and it has been working for our clients.

You can also write the same heading for the cover letter and resume if you like. It has some added advantages. If the cover letter gets misplaced, it will be a lot easier to trace it back to the resume.

How to write the intro to a cover letter?

If you want to hook the hiring manager to read your cover letter, you need to write a professional intro explaining why you are applying and what role you are applying for.

You need to remember that hiring managers are often dealing with recruitment for more than one position. And it will help them if you specifically mention what role you are applying for.

Key Takeaways

With that, we have come to the end of this blog. By now, you should get all of your questions answered. But still, if you have any questions regarding how to address a cover letter and who to address a cover letter, let's go over the key takeaways of the blog:

• Do not send the cover letter without addressing someone.
• If you do not know who to address, call the company desk or go to LinkedIn to search the hiring manager's name.
• If you do not know the name, you can address the cover letter with "Dear Hiring Manager,"
• Alternatively, you can address the cover letter to the head of the department you are applying for. For example: "Dear Sr. Marketing Manager,"
• Make sure to use accurate professional and academic titles with the name of hiring managers.
• Do not use "To whom it may concern." It is old-fashioned and does not impress the hiring manager nowadays.

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• Resume and Cover Letter
• How to Address a Cover Letter...

How to Address a Cover Letter to Recruiter or Hiring Manager

5 min read · Updated on November 24, 2021

Knowing how to effectively address a cover letter makes you a very visible and appealing candidate.

Did you know that the cardinal rule of cover letters is personalization? It impresses a hiring manager or recruiter because it tells them you took time to research the specific information for the letter rather than sending a generic version.

What many people forget, however, is that the greeting or salutation in a cover letter must also be personalized with the hiring professional's first and last name whenever possible.

There are several effective ways to find the hiring manager's name for your greeting — and some acceptable back-up strategies when you can't. Either way, knowing how to address a cover letter effectively can prevent you from ending your hiring chances before they even begin. 

When you know the hiring manager's name

More often than not, you'll be given the name of the hiring professional or the manager that you'll work for. Whoever it is, use their full name (first and last name) in the greeting. 

If you cannot definitively tell the gender of the hiring person, do not use a gender-based title such as “Mr.” or “Ms.” in the greeting. Instead just use the person's full name.

For example, Alex Johnson could be male or female. To avoid a gender mistake, use Dear Alex Johnson, Hello Alex Johnson, or simply Alex Johnson .

However, professional titles such as “Professor” or “Dr.” are definitely acceptable as a cover letter salutation and should be used as a sign of respect. Be on the lookout for these and other titles to include.

How to find a hiring manager's name for your cover letter

If you're not given the name of the hiring manager, here are some effective ways to discover their name by using:

The job description: Check this document for the hiring manager's name. While it's not generally listed, you never know. If it's not obvious, there's also a trick to quickly discover an email in the job description that might contain the name; while in the document, press Ctrl +F or run Command + F and search for the @ symbol.

An email address: If you discover an email address, it may not have a full name but rather a first initial and last name or just a first name like [email protected] or [email protected] . A Google search combining the person's name as shown in the email and the company name might find you the person's full name.

 A LinkedIn post: A name connected to the LinkedIn job posting is probably that of the hiring professional who posted it, so use that name in your greeting.

The supervisor's title: It's more likely that a job description will list who the new hire will report to — such as the director of accounting — without listing a name. In this case, there are several search options:

Search the company's website for listings of staff members by title.

Run an advanced LinkedIn or Google search for all directors of accounting at that specific company.

Check with your network for someone who might know the person's name or search the appropriate professional networking sites.

Contact the company by phone or email. Tell them you're applying for [job title] and want to address your cover letter to the right person.

In the end, this research can be the difference between making a great first impression and getting noticed for the position — or getting totally ignored by the hiring manager. 

Acceptable options in lieu of a name

If you try the steps above and come up empty, there are still some alternative greeting options that will put you in a professional light.

The idea is to show that you've read the job description and tailored your greeting based on the company department where the job is located, the hiring manager's title, or the team with which you'll potentially work.

Some good examples include:

Dear Head of Design

Hello IT Department

Dear Accounting Manager

To Company ABC Recruiter/Hiring Professional

Hello Marketing Hiring Team

Dear Customer Support Hiring Group

Dear Human Resources

If you still can't find any specific name or department information, go with “Dear Hiring Manager.” It sounds professional and it's not gender-specific. In fact, a recent survey of over 2000 companies by Saddleback College showed that 40 percent preferred “Dear Hiring Manager” as the best greeting when a manager's name can't be found. 

“Dear Sir or Madam” is another option that works because it's gender-neutral and respectful. However, it sounds a bit old-fashioned and may signal a hiring professional that you're an older worker or just not aware of other greeting options. It's perfectly acceptable, but the better choice is “Dear Hiring Manager.” 

In the end, an actual name or any of the alternative examples will let you stand out from the crowd, so do your best to find and use those whenever you can.

Never leave the greeting blank

Whatever information you may or may not find, it's important to never leave your greeting line blank.

A blank greeting line can make you come across as lazy or rude, or imply that you simply don't understand how to write a cover letter — all of which will immediately put you out of contention for the job. There's no reason to leave the greeting blank when there are so many options that can be used effectively.

When you spend the time and effort to personalize your cover letter, you don't want to come across as “just another candidate” by using a generic greeting or no greeting at all.

A personalized greeting will impress any hiring professional, increasing the chance they'll read your entire cover letter — and ask you for an interview.

Not sure if your cover letter is cutting it? Our writers don't just help you with your resume . 

Recommended Reading:

Do Hiring Managers Actually Read Cover Letters?

5 Things to Say in Your Cover Letter If You Want to Get the Job

How To Write a Cover Letter (With Example)

Related Articles:

How to Create a Resume With No Education

From Bland to Beautiful: How We Made This Professional's Resume Shine

See how your resume stacks up.

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To Whom it May Concern? How to Address 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.

Customers Interviewed by:

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. If you’re wondering how to address a cover letter, we’re here to help.

“As a hiring manager, if I were to see ‘To Whom It Might Concern,’ it would frankly concern me,” says Monique Montanino , a former Fortune 500 hiring manager. “If not readily apparent in a job posting who the recruiter or hiring manager is, then search with keywords in LinkedIn for the potential person.”

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?

3 key tips for addressing your cover letter

Below, the following tips will guide you through the best practices for addressing your cover letter and help you avoid common pitfalls.

Read more: How to Use ChatGPT to Generate a Cover Letter That Will Actually Get You An Interview

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. You should create a cover letter that a recruiter will actually read . 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.”

Stand out from the competition and land more job interviews.

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

With a little detective work, you can find 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.

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.

10 more cover letter salutation examples

Here are ten more 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,
• Dear [Department] Hiring Team,
• Dear [Job Title] Manager,

Common mistakes to avoid when addressing a cover letter

Starting your cover letter is an important step, but it’s important to do it the right way. You want to do everything right at every step. When addressing a cover letter, there are several common mistakes that can undermine your efforts. Here are some errors to watch out for:

Using the wrong name or title: Double-check that you have the correct spelling of the hiring manager’s name and their appropriate title.

Being too generic: Avoid overly generic salutations like “To Whom It May Concern” when you can use more specific alternatives.

Overly informal salutations: Keep the tone professional. Avoid overly casual greetings like “Hey” or “Hi there.”

Why does addressing your cover letter correctly matter?

Writing a cover letter worth writing starts with how you address it.

A correctly addressed cover letter is essential in making a strong first impression. It shows that you’ve done your homework and that you care about getting the details right. In a competitive job market, small details like this can set you apart from other candidates. It also demonstrates your respect for the hiring manager and your understanding of the importance of personalization in the job application process.

One final note on addressing your cover letter

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.

With our helpful cover letter generator tool, the job description is listed, and your resume will already have been generated or created. Then, you just click “Generate Cover Letter”, it analyzes everything, and in seconds you have a brand new cover letter.

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.

Frequently asked questions

When addressing an email cover letter, use the same level of formality as you would in a traditional printed cover letter. Start with a professional salutation such as “Dear [Hiring Manager’s Name],” and include the job title or department if you don’t know their name. If the hiring manager’s name is unknown, “Dear Hiring Manager,” is an acceptable alternative.

Ideally, you should address your cover letter to the hiring manager responsible for filling the position. If the job posting doesn’t provide a name, do some research by checking the company’s website or LinkedIn, or by calling the company directly to ask for the appropriate contact.

If you cannot find the hiring manager’s name after thorough research, address your cover letter to a specific department or team. Examples include “Dear Hiring Manager,” “Dear [Department] Team,” or “Dear [Job Title] Hiring Team.”

A good way to address a cover letter is by using the hiring manager’s full name, preceded by “Dear” and followed by a colon. For example, “Dear Jane Doe:” If the name isn’t available, use a title like “Dear Hiring Manager” or “Dear [Job Title] Team.”

The proper greeting for a cover letter is “Dear [Hiring Manager’s Name],” followed by a colon. If you don’t have the name, “Dear Hiring Manager,” is a professional and widely accepted alternative.

If you don’t have the hiring manager’s name, here’s a sample salutation: “Dear Hiring Manager,” “Dear Marketing Team,” “Dear [Job Title] Hiring Team,” These options show you’ve put in some effort to personalize your cover letter even without a specific name.

To find the right recipient, start by reviewing the job posting for any clues. Next, visit the company’s website to check the “About Us” or “Team” pages. LinkedIn is also a valuable resource—search for the company and use job titles to narrow down potential hiring managers. If all else fails, consider contacting the company’s HR department directly to ask for the appropriate contact.

A cover letter is a personalized document submitted with your resume as part of a job application. It introduces you to the employer, highlights your qualifications, and explains why you’re a good fit for the role. A well-written cover letter can make a strong first impression and set you apart from other candidates by showing your enthusiasm and professionalism.

When formatting the company’s address on your cover letter, include the following: The recipient’s name (if known) The company’s name The company’s street address City, state, and ZIP code This format is typically placed at the top left of the cover letter, below your contact information.

Content Writer at Jobscan.

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• Careers & Jobs

How to Address a Cover Letter: From Heading to Date to Salutation + More

We’ll discuss how to address a cover letter with examples, and then we’ll look at specific parts of each cover letter address area in detail..

Writing a cover letter might be one of those things that make you want to bang your head on your keyboard.

Fortunately, though, addressing a cover letter is a piece of cake (we’ll help you with the other bits in a different article).

In this short article, we’ll walk you through how to address a cover letter effectively and easily, with examples, and then we’ll guide you through the specific parts of each cover letter address area in more detail.

Let’s get to it!

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How to Address a Cover Letter

Here’s an example of how to address a cover letter:

Your First & Last Name Your Address Line 1 Your Address Line 2 January 1, 2021 Jessica Schwartz Human Resources Manager Name of Prospective Company Prospective Company Address Line 1 Prospective Company Address Line 2 Dear Jessica:

And there you have it! 

As you can see from the cover letter address sample above, it’s really quite simple. Feel free to copy and paste that into your cover letter opening and tweak to your needs!

Next, we’ll go into detail about each of the various subsections of the cover letter address area.

Related Read : 10+ Cover Letter Tips & Tricks Sure to Score Interviews

Structure of a Cover Letter Address Section

1. cover letter heading (sender’s information).

At the very top of your cover letter, in what’s called the cover letter header, you’ll place your contact details. 

As we showed you above, it’s quite simple:

Your First & Last Name Your Address Line 1 Your Address Line 2

If you want, you can include your phone number or email address, as well.

Cover letters follow a business letter or formal letter format, but, you don’t have to necessarily stick to the styling of the example above. If you have a stylized heading with your name and contact details from your resume contact information section, feel free to use the same heading here!

However, for the remainder of the cover letter, stick as close to the business letter format as possible.

2. The Date

The entirety of addressing a cover letter is quite simple, and that’s true for the date as well.

Here’s how to add a date on a cover letter:

January 31, 2022

Just remember to leave a line break space both above and below the date to keep things looking neat and organized.

Related Read : Career Glossary: 45+ Job Terms, HR Vocab & Employment Words to Know

3. Inside Address (Recipient’s Information)

After the date, it’s time to add the recipient’s information, also known in formal letter writing as the “inside address.”

As we showed you above, here’s how to write the company’s info:

Jessica Schwartz Human Resources Manager Name of Prospective Company Prospective Company Address Line 1 Prospective Company Address Line 2

We start with the name of the person you are addressing the cover letter to, usually the HR manager or hiring supervisor, followed by their official title at the company. Do your best to find someone’s name so it is tailored by researching the company and its LinkedIn profile.

If you still can’t find someone’s name, simply put “Hiring Manager” or “ATTN: Hiring Manager” above the company name and address.

4. Salutation

The last part of the cover letter address section before reaching the body is the salutation. 

And here’s how simple that is:

Dear Jessica:

Easy as that! 

You can tweak that a bit, if you prefer not to use “dear,” for example. You could also choose to use their last name (“Dear Ms. Schwartz”) or their full name. However, in most cases, I think the first name is most powerful (and we’re in the 2020s now, as well).

Finally, use a colon after the name and you’re through!

Related Read : Resume Sections: 10+ Things to Include on a Resume to Land Interviews

Well, that’s it for our guide on how to address a cover letter, and we hope it helps answer all your questions about addressing cover letters right. Got any further questions or feedback about how to format the address on a cover letter? Let us know below in the comments, and thanks for reading!

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thank you for this article, Goodwall! It’s easy, simple, and so useful for me, because I search for a job right now and have to send out many cover letters. Wish me luck 🙂

Thanks for your comment, Anastasia, and for stopping by! I’m so happy if it helped, and I wish you the best of luck on your job search!

Your Privacy

How to address a cover letter | with examples

The way you start your cover letter counts.

It’s the first thing a hiring manager sees when they open your application so you need to make them excited to peek into your CV .

In our guide, we’ll show you the ropes on how to address your cover letter, and even teach you how to find the recruiter or hiring manager’s name for maximum impact.

CV templates 

Address the hiring manager or recruiter directly

Address the hiring manager or recruiter by name to start building a rapport with them.

Something simple like, “Hi Lucy” will do the trick.

According to recent research , simply seeing your own name can trigger a strong response in the brain. So, be sure to do this, to captivate the recruiter’s attention.

Build your CV now 

How to find the recruiter or hiring manager’s name

You may be wondering, “How do I figure out their name?”

There are several ways to find out the name of the person handling the job opening, which we’ll look at below.

When you’re reading a job advert, you’ll sometimes find the name and email address of the person you need to get in touch with directly in the ad.

Look out for the section that says “For enquiries” or “Contact person”.

For example, the advert might say something like:

“For more info, please contact Susan Wright at [email protected].”

Usually, this person manages that job vacancy.

If you see this information, it’s your lucky day – job adverts are the simplest way to find the correct name.

Company website

If you can’t find the recruiter’s name on the job advert , and you’re applying for a job directly via a company, check out their website.

Keep an eye out for a “Who We Are” , “About Us” or “Our Team” section.

Here, you’ll usually be able to find the info about the people who work there, including the head of the department or hiring team connected to the position you’re applying for.

Look at the people’s profiles to get the one that fits your job’s department.

If you have trouble finding it directly, use the search bar on the company’s website and type in “Head of [Department Name]” or “HR Manager”.

You could also run a Google search for “[Company name] + team” for a quick way of finding an About Page for a particular team or department.

LinkedIn is one of the best ways to find a hiring manager or recruiter because millions of them are registered on the platform.

Firstly, ascertain the company that posted the position and the team it’s connected with from the information provided in the job advert.

When you know the department and organisation, head over to LinkedIn . Here, you can use the search bar to look for the company name, department or job title associated with the job opening.

Let’s say you’re applying for a marketing vacancy at Tesco. You can search for “Marketing Manager” in the search bar like this:

Once the search results appear, click the “People” filter button to narrow down your findings further so that you’re only seeing people (and not companies or groups).

Then make sure you choose your target company under “Current Company” – this ensures you only view people who are current employees.

You will need to type the name of the company into the text box like this:

Click on the name of the company you typed in. In this case, it’s “Tesco.”

Then hit the blue “Show results” button.

And examine the profiles that come up.

You’ll be able to find the person handling the job applications by looking for titles such as “recruitment manager” or “team leader” .

And once you view their profiles you may even be able to get hold of their phone number or email address.

Contact info

Here is how you can find a person’s email address via the contact details, if they have entered them.

Click on their profile then seek out the “Contact info” section.

This sits under their profile picture and headline.

If the user has made their contact info visible, you’ll see it here.

About section

Often, you can locate additional contact info, such as email addresses, in the “About” or “Summary” section of their profile.

To do this, scroll down to the user’s “About” section.

If the user has decided to include their email address, you’ll see it here.

If you can’t find an email, you can contact them directly through LinkedIn.

Here’s how you’d do this:

• Send a connection request – Send the person a connection request and a message. When they accept your request, you’ll be able to write an accompanying message.
• Use InMail – If this specific individual isn’t in your network, use the LinkedIn InMail. This is a premium feature which lets you send messages to LinkedIn members outside of your network – it’s useful but do. Of course, there is a fee to use this feature but it’s a useful tool.

What if you can’t find a name?

Don’t panic if you can’t find the name of the individual you’re trying to address. This will happen a lot during your job search .

In such cases, it’s absolutely fine to begin with a friendly “Hi.”

But don’t use expressions like “Dear Sir or Madam” – this sounds extremely outdated and aloof.

If you use the word “Hi”, this ensures your cover letter is more amicable and modern , even when you’re unsure of the person’s name.

This is a courteous and simple way to start if you have difficulty locating the specific hiring manager’s name.

How to write a cover letter email subject line

A recruiter’s inbox gets flooded with applications, so when you write your cover letter email , your initial goal is to entice them to read your email.

You must catch their attention with a compelling subject line and give a captivating reason for them to click on your message.

Avoid using generic subject lines, such as:

• “Check This Out” – Subject lines like this sound spammy, and hiring managers may ignore it.
• “Important” – Recruiters won’t know why your email is important – they might deem it clickbait.
• “CV Attached” – This subject line doesn’t offer any context or engage the recruiter in any way at all.
• “Hire Me” – This comes across as too blunt and provides no context.
• “I Need a Job” – This sounds too direct and may sound a little too desperate.
• “Looking for Work” – While you’re being upfront, this isn’t an engaging subject line.

Instead of including any of these generic subject lines, you must promote your selling points right off the bat.

For instance, use subject lines that highlight your skills and expertise in a concise, screen-friendly title.

Determine your main strengths as an applicant and invent a way to integrate them into your subject line.

You could say something like:

• “Veteran Graphic Designer with a Portfolio of Projects”
• “Registered Nurse with Intensive Care Unit Expertise”
• “Committed Secondary School Teacher with 10 Years’ Classroom Expertise”
• “Certified IT Professional with Experience in Network Security”

These subject lines are effective because they communicate key information and value to hiring managers clearly and concisely. Each tells the recruiter about your qualifications and expertise and is tailored to the specific job or field.

A recruiter is more likely to open an email from someone who can potentially meet their requirements.

A quick tip: Remember, subject lines have a limited amount of space – you’ll probably only be able to squeeze in between 30 and 35 characters.

How not to address a cover letter

When you’re addressing your cover letter , some things simply aren’t worth including. These old-fashioned or overly formal ways of starting a cover letter can make a negative first impression.

So, avoid the below phrases in your cover letter greeting:

• “Dear Sir or Madam” – This is far too old-fashioned and doesn’t show much effort. It’s also fairly impersonal.
• “What’s up, [Department Name]?” – This is excessively informal and will probably give hiring managers the wrong impression about you. It also doesn’t address the specific person.

Steer clear of these unimpressive ways to address your cover letter and plump for a more personal, engaging approach, like “Hi James” or “Hello Sarah”. Don’t forget, you need to get the perfect balance of friendliness and professionalism.

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• Cover Letters

How to Address a Cover Letter With Examples

Options for Addressing a Cover Letter

• Letter Without a Contact Person
• Non-Gender-Specific Names

What Title to Use

• Address an Email Cover Letter
• Review a Sample Cover Letter

Before You Send Your Letter

One of the trickiest parts of writing a cover letter comes at the very beginning. Much of the time, you won’t know exactly who will read your letter. How do you address your cover letter when you don’t have the contact person’s name and/or gender ?

First of all, try to find out the name of the contact person. Some employers will think poorly of an applicant who does not take the time to learn the hiring manager’s name. Also, take care not to assume that you know the gender of the recipient based on the name. Many names are gender-neutral, and some hiring managers may identify as a gender other than male or female.

It’s also possible that you’ll do your research and still be unable to figure out to whom you are addressing your letter. In that case, it's better to be safe and use a generic greeting . It's also acceptable to start a letter without a greeting and start with the first paragraph of your letter .

You have a lot of options when addressing your letter. Learn more about the possibilities before you make your choice.

How to Address a Cover Letter Without a Contact Person

There are a variety of general cover letter salutations you can use to address your letter. These general cover letter salutations do not require you to know the name of the hiring manager.

In a survey of more than 2,000 companies, Saddleback College found that employers preferred the following greetings:  

• Dear Sir/Madam (27%)
• To Whom It May Concern  (17%)
• Dear Human Resources Director (6%)
• Leave it blank (8%)

Do keep in mind that terms like "To Whom It May Concern" may seem dated, so the best options may be either to use "Dear Hiring Manager" or not to include a greeting at all. Simply start with the first paragraph of your letter.

How to Address a Cover Letter for a Non-Gender-Specific Name

If you do have a name but aren't sure of the person's gender, one option is to include both the first name and the last name in your salutation, without a title that reveals gender:

• Dear Sydney Doe
• Dear Taylor Smith
• Dear Jamie Brown

With these types of gender-ambiguous names,  LinkedIn  can be a helpful resource. Since many people include a photo with their profile, a simple search of the person's name and company within LinkedIn could potentially turn up the contact's photograph.

Again, you can also check the company website or call the company’s administrative assistant to get more information as well.

Even if you know the name and gender of the person to whom you are writing, think carefully about what title you will use in your salutation.

For example, if the person is a doctor or holds a Ph.D., you might want to address your letter to “Dr. Lastname” rather than “Ms. Lastname” or “Mr. Lastname.” Other titles might be “Prof.,” “Rev.,” or “Sgt.,” among others.

When you address a letter to a female employer, use the title “Ms.” unless you know for certain that she prefers another title (such as “Miss” or “Mrs.”).

“Ms.” is a general title that does not denote marital status, so it works for any female employer.

How to Address an Email Cover Letter

Hiring managers get a lot of emails each day. Make it easy for them to scan your email and follow up by including a clear subject line and a signature with your contact information. It's important to address the email cover letter correctly, including the name of the person hiring for the position if you have a contact, to ensure that your letter gets noticed.

Subject Line of Email Message

Never leave the subject line blank. There is a good chance that if a hiring manager receives an email with no subject line, they’ll delete it without even bothering to open it, or it could end up in their spam mailbox. Instead, write a clear subject indicating your intentions.

List the job you are applying for in the  subject line of your email message , so the employer knows what job you are interested in. They may be hiring for multiple positions, and you will want them to identify the position you’re interested in easily.

How to Address the Contact Person

There are a variety of  cover letter salutations  you can use to address your email message. If you have a contact person at the company, address the letter to Ms. or Mr. Lastname. If you aren’t given a contact person, check to see if you can  determine the email recipient's name .

If you can’t find a contact person at the company, you can either leave off the salutation from your cover letter and  start with the first paragraph  of your letter or use a  general salutation .

How to Format the Salutation

Once you have chosen a salutation, follow it with a colon or comma, a space, and then start the first paragraph of your letter. For example:

Dear Hiring Manager:

First paragraph of the letter.

Body of Email Cover Letter

The body of your cover letter  lets the employer know what position you are applying for, and why the employer should select you for an interview. This is where you'll sell yourself as a candidate. Review the job posting and include examples of your attributes that closely match the ones they are looking for.

When you're sending an  email cover letter , it's important to follow the employer's instructions on how to submit your cover letter and resume.

Make sure that your email cover letters are as well-written as any other documents you send.

If you have attached your resume, mention this as part of your conclusion. Then finish your cover letter by thanking the employer for considering you for the position. Include information on how you will follow up. Include a closing, then list your name and your  email signature .

Your email signature should include your name, full address, phone number, email address, and  LinkedIn Profile URL  (if you have one) so it is easy for hiring managers to get in touch.

Firstname Lastname  Street Address  (optional) City, State Zip Code  Email  Phone  LinkedIn

Sample Cover Letter

This is a cover letter example. Download the cover letter template (compatible with Google Docs and Word Online) or see below for more examples.

Sample Cover Letter (Text Version)

Mary Garcia 12 Rogers Avenue Townville, New Hampshire 03060 555-555-5555 mary.garcia@email.com

February 17, 2021

Franklin Lee

CBI Industries 39 Main Street Townville, New Hampshire 03060

Dear Mr. Lee:

I was excited to see your ad for the operations assistant position in your Townville offices.

I have five years of experience as an operations assistant/associate. In my most recent role at ABC Corp., I fulfilled orders, resolved customer issues, ordered supplies, and prepared reports. In previous roles, I’ve done bookkeeping, data entry, and sales support. Basically, anything your department needs to run smoothly, I can do – and most likely, I already have experience doing it.

My other skills include:

• Strong communication skills, in person, in writing, and on the phone
• Excellent attention to detail and organization skills
• Top-notch customer service
• Experience in the industry and passion for the product
• Adept at all the usual professional software, including Microsoft Office Suite

I’ve included my resume for your review. Please contact me if you have questions or would like to schedule an interview. Thank you for your consideration.

Signature (hard copy letter)

Mary Garcia

Review Cover Letter Samples: It’s hard to write cover letters from scratch. To make life easier – and to make sure you don’t forget any of those pesky formatting rules —start by reviewing cover letter samples . Sending an email version instead? Look at a few examples of email cover letters to get started.

Customize Your Cover Letter: Why personalize your cover letter every time you apply for a job? Because even similar job titles have different requirements. The goal of a cover letter is to show the hiring manager that you’re the best candidate for this particular job. Customizing your cover letter will help you emphasize your skills and experience and how they fit with the job requirements .

Spell-Check Names: Before sending your cover letter, make absolutely sure that you have spelled the hiring manager’s name correctly. That is the kind of small error that can cost you a job interview.

Carefully Proofread Your Letter: Whether you're sending an email or uploading or attaching a printable cover letter, it's important to make sure that your cover letter and resume are written as well as any other business correspondence. If you can, have a friend proofread before you hit send, to pick up any typos or grammatical errors.

Saddleback College. " Your Resume is Your 1st Interview ," Page 14. Accessed Feb. 17, 2021.

How to address a cover letter without a name

Writing a cover letter and  tailoring it to the job you’re applying for can be tricky, especially when you can’t find the details of whom you’re meant to address it to. This seemingly small stumbling block could pause your progress. What to do?

In this article, we cover best practices and approaches to address a cover letter when the recipient is unknown. Here are some tips for success and mistakes to avoid when addressing your cover letter without a name.

Whom to address a cover letter to if no name is provided?  

How to start a cover letter without a name   

How to find the right name for your cover letter  

Cover letter with no name – examples

Whom to address a cover letter to if no name is provided?

The ideal scenario is to  address your cover letter directly to the hiring manager by name. This approach shows you care about the role enough to find out who your boss would be, and helps personalise your letter. It’s a great way to capture their attention.

But what happens when a job posting doesn’t include the name of the hiring manager or contact details? It may be a hurdle, but it doesn’t mean you can’t make a strong, personable connection. In these cases, different approaches can be used to maintain professionalism while still making a personal impact.

How to start a cover   letter without a name  

Starting your cover letter to an unknown recipient is important, to help you create a professional and engaging tone. Here are some ways you can open your letter, ensuring it captures attention and conveys respect.

Using ‘Dear Hiring Manager’   

‘ Dear Hiring Manager ’ is a universally accepted option when the name of the recipient is unknown. (The hiring manager is usually the person you’d be reporting to in the role.) This approach holds a high level of professionalism and formality, which is appropriate for most types of  job applications . It ensures your cover letter is likely to be directed to the correct person or at least to someone with hiring responsibilities.

Addressing the letter to the hiring team   

Choosing to address  your cover letter to the department's hiring team shows you have taken the time to research the company and understand its structure. A ‘hiring team’ generally includes the direct manager of the vacant position, plus senior colleagues or teammates you’d be working most closely with. To tailor your letter effectively, look for the specific department name either in the job posting or on the company website. This shows a proactive approach to your job application.

Use a formal address in a cover letter   

Using a formal address such as  ‘ Dear Recruitment Officer ’ is less common but still works if the job posting provides a generic title. It’s important to use the exact title mentioned to keep it professional and ensure the letter reflects the specific role or department outlined in the description.

Do not assume gender or marital status   

It’s important to avoid assuming the gender or marital status of the recipient. Phrases like  ‘ Dear Sir/Madam ’ are outdated and can be seen as impersonal. Use titles like Mr., Mrs., Ms., or Miss only if you are certain of the recipient’s preferred title, which is rarely the case when the name is unknown.

Use job profiles and processional titles   

Addressing your cover letter to a job profile or professional title, such as  ‘ Dear Head of Sales, ’ can be effective if the job posting clearly mentions a specific department or senior position. This approach is less formal than other options but can be a great way to add personalisation.

Avoid using ‘To whom it may concern’   

The phrase  ‘ To Whom It May Concern ’ is considered outdated and impersonal. Because it’s generic, it could be seen as a lack of effort on your behalf, in trying to find the right contact person. You should always try to avoid making your  application appear generic , as it’s less likely to capture the attention of the hiring manager. Instead, opt for more personalised alternatives.

Avoid addressing your cover letter to recruiters   

Directly addressing your cover letter to  recruiters is generally not recommended unless requested, as they may not be the decision-makers for the position you’re applying for. Focus instead on addressing it to either the  hiring manager or the relevant team that is directly involved with the role.

Address the cover letter to the right person    

It’s important to make every effort to address your cover letter to the most relevant person or team. This shows you’re really invested in the role and that you’ve carried out thorough research and increases your chances of your application being reviewed by the right person. Use all available resources, including the job posting, company website and professional networking platforms, to find the best recipient for your cover letter. 

How to find the right   name for your cover letter

Finding the right name to address in your cover letter can have a big impact and create a personal connection. Here are some methods for  researching this crucial piece of information to ensure your application is as targeted and effective as possible.

Read the job description thoroughly   

The job description is the most likely place you’ll find clues for whom you should address in your cover letter. Take a close look to see if it mentions the name or title of the hiring manager. Contact details such as an email or a direct line might be provided, particularly in smaller companies, offering you insight into how to personalise your cover letter. 

Visit the profile of the job publisher   

Many job boards allow you to view the profile of the company that posted the job. This company profile can sometimes reveal the name of the hiring manager or relevant department responsible for the listing. Accessing this information directly from the job board can be a simple yet effective way to personalise your cover letter and show your attention to detail skills. The company’s official website might also have an Our Team page where you can see employees’ names and roles. 

Do a quick search   

If in doubt… search online. Use the company name along with the job title or department as search terms, and consider using quotation marks around your search phrase to narrow down the results more accurately. This can help uncover the name of the hiring manager or relevant contacts posted on the company’s official website or professional networking sites. 

Network with people in the company   

If you have  connections at the company , now’s the time to reach out for some inside information about the hiring process and the name of the hiring manager. This helps when it comes to personalising your cover letter and also provides insights into the company culture and other job-related details.  

Cover letter with no name –  examples

Writing a cover letter without a name can still be effective with the right approach. Here are some examples to give you an idea.

Subject: Application for Project Coordinator Position

Dear Hiring Manager,

I’m writing to express my interest in the project coordinator position advertised on your website. With a proven track record in project management and a passion for continuous improvement, I believe I am a strong candidate for this role. My experience at XYZ Corp, where I led cross-functional teams to deliver projects within strict deadlines and budgets, aligns closely with the responsibilities of this position.

I am particularly drawn to this opportunity because of your company's commitment to innovation and quality, values I have upheld throughout my career. I am eager to bring my expertise in project planning and stakeholder engagement to your team, contributing to successful project outcomes and organisational growth.

Thank you for considering my application. I look forward to the possibility of discussing how my background, skills, and enthusiasm align with the goals of your team.

Kind regards,

Takeshi Sugi

Subject: Enthusiastic Candidate for Marketing Coordinator Position

Dear marketing coordinator hiring team,

I’m excited to submit my application for the marketing coordinator role advertised on SEEK. With a solid background in digital marketing and a deep understanding of communication strategies, I’m ready to contribute to your department’s goals.

At my current workplace, I successfully increased our social media engagement by over 50% through targeted content campaigns and data-driven decision-making. I am keen to bring my skills in social media strategy and analytics to your company, supporting your efforts to expand your digital footprint and engage with a broader audience.

I admire your team's innovative approach to marketing and am enthusiastic about the opportunity to contribute in such a dynamic role. I am confident that my proactive style and commitment to excellence would be a great match for your company.

Thank you for considering my application. I hope to discuss in further detail how I can contribute to your team.

Warmest regards,

Ilana Mauboy

The way you address your cover letter can shape the  first impression you make. By thoughtfully choosing how to address your cover letter when you don't know the name –whether to a hiring manager, a team, or a department – you set a professional tone right from the start. By following the methods outlined in this guide and dedicating the time to write a well-written and personalised cover letter, you can help your application stand out. Remember: every part of your  job application is an opportunity to demonstrate your  attention to detail and conscientiousness. 

If the job posting mentions a department, should I address the cover letter to that department or the hiring manager within it? 

Address the cover letter to the hiring manager within that department if possible. If the manager's name is not available, addressing it to the department (e.g.,  Dear Marketing Department ) is a good alternative. 

Should I address my cover letter to the recruiter who contacted me about the job? 

Yes, if a recruiter contacted you directly about the job opportunity, you should address the cover letter to them. This personalises your response and helps in maintaining continuity in communication.

Where can I find the company website or social media profiles to potentially discover the hiring manager's name? 

Company websites are typically the best source for accurate and up-to-date information. Look for sections like  About Us, Team  or Staff . Social media platforms are also great for researching company staff, especially for finding out the names and titles of department heads or hiring managers.

Is it appropriate to reach out to someone at the company to ask about the hiring manager? 

Yes, it is appropriate to reach out to someone at the company, especially if you have a professional connection. This can be done through professional networking sites. Ensure your approach is courteous and professional, expressing genuine interest in learning more about the role and the company.

If I can't find the hiring manager’s name anywhere, which approach from this guide should I prioritise? 

If you can’t find the hiring manager's name, the safest and most professional approach is to use  Dear Hiring Manager . This is widely accepted and ensures that your cover letter is appropriately directed without making incorrect assumptions about personal details.

How can I ensure my cover letter opening is strong even without a personalised salutation? 

To ensure a strong opening for your cover letter without a personalised salutation, focus on an introductory paragraph that highlights your enthusiasm for the position and your most relevant qualifications, and how they align with the job’s requirements. Starting with a strong statement about your professional background or a notable achievement can capture the reader's attention.

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