how to address someone cover letter

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 When Applying for a Job

While addressing your cover letter may seem like a small part of your job application, your salutation may be the first thing an employer reads on your application. An appropriate opening can leave a good first impression and set the tone for a successful application that engages the interest of an employer. This article explains how to address a cover letter depending on the information available to you about the job you are applying for.

Who should you address a cover letter to?

While you may not be certain who will read your cover letter when applying for jobs, there are a few best practices for addressing a cover letter. Unless a job description includes information on a different person to send application materials to, you should address your cover letter to the hiring manager for the position. ‘Dear Hiring Manager’ is an appropriate greeting for situations when you don’t know the hiring manager’s name, but seeking out details about the team you would be working with shows that you have a strong interest in the company and pay attention to details.

Methods for finding the hiring manager’s name

The following methods can help you find the hiring manager’s name when applying for a new job:

Check the application materials

Sometimes a job posting or other application materials have the name and title of the person reviewing your application listed. Many companies include information about who to contact in order to streamline the job search process, so read the job listing carefully for any instruction on who to address your letter to. Look at email addresses or social media profiles linked to the posting and see if the hiring manager’s name is listed. If you previously communicated with someone at the company about your application, consider reaching out and asking who you should address your cover letter to.  

Look at the company website 

Some companies keep a list of key employees or even a full directory of their employees available on their website. They may have a separate careers page with information on a hiring manager, or you may be able to find the name of a human resources representative for your position. Look for who the managers are for the department are applying to work with and determine who would work most closely with your position. You can also search for the company online and find outside information on their hiring structure.

Call the business

You can call the front office of a company and ask for the name of the contact person for the position you are applying for.  Be sure to call during business hours and be as specific as possible so that you get the name of the correct person. If you are still not able to confirm the name of a contact, the company will likely expect applicants to use the name of their hiring manager’s position or even leave off the greeting entirely.

How to address a cover letter

Use these steps as a guide toward addressing your cover letter:

1. First, verify your information

Once you have the name or title of the person receiving your cover letter, make sure that all of your information is accurate. Do a quick search to see if they have any honorifics such as Dr. or Prof. that you can include in your greeting Avoid using gendered language such as ‘Mr.’ or ‘Ms.’ unless you have confirmed that they prefer to be addressed by that term.

2. Second, choose a salutation

Including a salutation is optional and based on personal preference. One option for beginning your cover letter is to simply list the name of the hiring manager followed by a comma. ‘Dear’ followed by their name and a comma is also a professional way to open your greeting. You should avoid less casual greetings such as ‘hey’ and ‘hello.’

3. Third, use a consistent format

When addressing your cover letter, use the same font and style as the rest of your application materials. Your greeting should be above the body of your letter and below a header that includes your name and contact information. Use consistent spacing before and after the greeting to make the letter easier to read for the hiring manager while devoting most of the page to the content of your letter.

4. Lastly, proofread

Every time you send out a cover letter, proofread every part of it including the address. Proofreading can help you avoid accidentally sending one company a cover letter with another company’s hiring manager listed in the greeting. Confirm the spelling of any names or titles and have another person check your work for typos. You should also make sure that you are using proper capitalization for their name and title.

Template for how to address a cover letter

Here is a brief template you can use when crafting a new cover letter or adding to an existing one:

[First name] [Last name] [Address] [City, State ZIP code] [Email] [Phone number]

Dear [Honorific]. [First name] [Last name],

Examples of how to address a cover letter

These are all examples of an acceptable greeting for a cover letter:

• Dear Hiring Manager,
• Dr. Alison Choudary,
• Dear Human Resources Manager,
• Dear Revolve Marketing Team,
• Dear Prof. Rivera,
• Dear Sierra, 
• Ms. Cleo Thet,

Regardless of whether you can find the name of the hiring manager or not, you can still include a professional greeting when addressing your cover letter. While the way you address your cover letter will not likely convince someone to hire you, a greeting with dated or unprofessional language can easily discourage a hiring manager from taking your application seriously. You can use only a first name or add a salutation and honorific depending on your preference. 

Tips for addressing a cover letter

Use these tips to make sure your greeting is relevant and appropriate to the position:

• Avoid phrases like ‘to whom it may concern’ or any other excessively formal language when possible.
• Consider addressing the team you will be working with as a group if you do not have the name of your contact for the job.
• If you have already communicated with the hiring manager, look at their email signature to see how they prefer to be addressed. For example, if the hiring manager signs their emails as ‘Mr. Dunlap,’ that is an indication that you should call him that as opposed to his full name.
• When writing your cover letter or adapting it for a new position, make sure that every section including the greeting is professional and purposeful.

• Career Advice
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How to Address a Cover Letter

The beginning of a cover letter typically includes a salutation to the person who will be reading it—most likely the hiring manager. This important first line, written in the proper format, makes a positive first impression and can help you land an interview with a potential employer.

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Cover Letter Address Template

Download a free cover letter address template in MS Word format.

Cover Letter Address Template:

[Full Name]

[Email Address]

[Contact Number]

[LinkedIn Profile/website link]

[Name of the Company or Institution receiving your cover letter]

[Subject Line]

[Cover letter body.]

[Insert name]

A step-by-step guide to addressing a cover letter.

How to address the hiring manager.

Find the name of the hiring manager..

While it's important to address the hiring manager directly in your cover letter, oftentimes a job ad won't mention a contact person, especially if it's advertised through a recruiter. Fortunately, you can often find out who the hiring manager or head of the department is with a quick internet search. If all else fails, use "Dear Hiring Manager."

Address hiring managers by name if possible.

Always address the hiring manager directly by using Mr. or Ms. followed by their last name. Furthermore, using Ms. instead of Miss or Mrs. will avoid offending a female hiring manager, particularly if you don't know her marital status.

For example:

"Dear Mr. Smith"

"Dear Ms. Smith"

If you're unsure about the gender of the hiring manager, use both their first and last names.

"Dear Taylor Smith"

"Dear Jordan Newton"

Use the correct title.

Generally, using a professional title conveys respect and should always be used when the hiring manager has one, such as Doctor, Professor, Sergeant, Reverend, etc. You can shorten the title for brevity.

"Dear Dr. Smith"

"Dear Prof. Einstein"

"Dear Sgt. Newton"

"Dear Rev. Parker"

Address unknown hiring managers by their job title.

When you don't know the name of the hiring manager, the most acceptable salutation to use is "Dear Hiring Manager." Although you're not addressing someone directly, it still conveys professionalism and attention to detail. Avoid using the antiquated "To whom it may concern."

"Dear Customer Service Hiring Manager"

"Dear Sales Team Hiring Manager"

Note: Use a comma after your salutation, followed by a space and the body of your cover letter.

How to address an e-mail cover letter.

Include a subject line..

Hiring managers receive tons of emails so it's important to include a clear subject line indicating which job you are applying for.

Subject Line: Job application for sales manager position.

Address the hiring manager.

Start off the body of your email with the hiring manager's name or use a general salutation.

Dear Mr. Smith, OR Mr. Smith,

[Cover letter text...]

Include your name and contact details.

Lastly, sign off your email with your name, email address, phone number, and LinkedIn profile or website link.

Samantha Phillips

[email protected]

+09 012 029 9234

www.samanthaphillips.com

Common cover letter address mistakes:

• Make sure that you've addressed your cover letter to the right person, and that their name is spelled correctly.
• Do not use "Hello," "Hey," or "Hi," as this could come off as too informal.
• Do not use outdated salutations like "Dear Sir," "Dear Madam," or "To Whom it may Concern."

Additional Resources.

• Best Cover Letter Generators .
• Best Cover Letter Tips .
• Common Cover Letter Mistakes .
• Best Resume Builder .
• Skills to Put on a Resume .
• Best Font for Resume .
• How to Prepare for a Job Interview .

Common Cover Letter Mistakes

How do I address a cover letter?

Always address the hiring manager directly by name . If you don't know the hiring manager's name, do some research or use a general salutation.

How do I address a cover letter to a PHD (doctor)?

If the hiring manager has a professional title , always put the title in front of their name, e.g. "Dear Dr. Einstein."

How do I start a cover letter?

It's important to start a cover letter with a greeting or salutation .

What is a good cover letter address format?

Addressing the hiring manager by name shows professionalism and establishes a connection. If you don't know their name even after doing a Google search, use a general salutation like "Dear Hiring Manager."

How do you address a cover letter to an unknown recipient?

It's acceptable to use a general salutation like these:

• "Dear Hiring Manager."
• "Dear Sales Team Hiring Manager."
• "Dear Customer Service Hiring Manager."
• "Dear IT Department Hiring Manager."

Related Articles:

What is a hiring manager, the 12 best cover letter tips for 2024, action verbs for resumes, cv vs. resume, how to write a cv.

How To Address A Cover Letter (Step-By-Step Instructions)

Mike Simpson 0 Comments

By Mike Simpson

Everything is set. 

You have the skills, you’ve found the job and you are ready to apply. The only thing standing in your way is an ominously blank word document. The text cursor blinks relentlessly, mocking you.

You, however, are not one to be taken down by the annoying persistence of blinking mechanical devices. You take a deep break, stretch, and complete a brief, but effective, chair-based war dance.

You begin to write.

The first words you write will be the very first words a potential employer will read.

They are your introduction, a blast of information that will set the tone for your entire cover letter. They are important. Luckily, they are easily conquered.

What Is A Cover Letter?

Ok, so you know what a cover letter is.

(If you don’t, you might need a more in-depth look at what a cover letter is, so check out our article “How To Write a Cover Letter” )

But what else is a cover letter?

A cover letter is your friend.

This is your chance to get a potential employer’s attention, beyond the facts and details of your resume. It is an opportunity to show hiring managers that you did more than send fifty identical resumes out without carefully researching the organizations you are soliciting.

The best letters match the tone and culture of an organization. This starts with your very first few words – how you address the reader.

So having said all of that, you need to learn how to address a cover letter properly!

Addressing a Cover Letter: Why is it Important?

It is tempting to discount the importance of how you address your cover letters. Do so at your own peril!

The wrong choice can land your application squarely in the recycle bin. 

Most employers receive more than 25 resumes for each position posted, while some receive hundreds. They are looking for that perfect fit, but they are also overwhelmed by choices.

Even seemingly small mistakes may see your submission culled from the flock.

They can, after all, only fully examine so many options over the course of a busy afternoon. Unless you’re applying to a large company with an independent human resources department, your reviewer has better things to do.

You need to get their attention, positively, from the very beginning.

Who To Address a Cover Letter To

Imagine you receive two cover letters.

• Both applicants are qualified.
• Both letters are well-written.

In fact, the only difference seems to be in their greeting. One person took the time to figure out where this letter was going and has addressed you by name. The other included a general greeting.

Who are you more likely to interview? Most hiring managers will, unsurprisingly, choose the candidate who included a personal greeting.

Y ou want to be that candidate!

How To Address a Cover Letter Without a Contact Person

When you cannot address your cover letter to a specific person, the next best thing is a professional, generic greeting. Which one? A 2011 study conducted by Saddleback University provides some insight:

• “ Dear Hiring Manager” Preferred by 40.5% of employers surveyed  
• “ To whom it may concern” Preferred by 27.4% of employers surveyed
• “ Dear Sir/Madam” Preferred by 17.9 % of employers surveyed

Data Source: Saddleback University

Mistakes To Avoid When Addressing a Cover Letter

• Grammar and punctuation are the biggest mistakes made when drafting a cover letter .
• Be sure to use a colon in your greeting.
• Also, avoid being too familiar! Though this may be appropriate, depending upon a company’s culture, it is more likely to come off as inappropriate. “Hi Bill” is seldom a good cover letter greeting.

Step By Step Instructions For Addressing a Cover Letter

STEP 1) Carefully read the job advertisement for mention of to whom you should address your cover letter . If the name of the hiring manager is listed, not using his or her name would show a lack of attention to detail and immediately earn you negative points.

STEP 2) If the name of the hiring committee is listed, but their gender is absent, visit the company’s website in search of a photograph or pronoun that will reveal the hiring manager’s gender . If in doubt, is is best to avoid gender pronouns altogether by using the person’s full name to address your cover letter.

STEP 3) Be sure to use the correct title. If you are applying to health care, academia or military fields this is especially important. Addressing a doctor or a colonel as “Mr.” is going to cost you .

STEP 4) If there is no name listed on the job advertisement, take to the internet for an answer. Visit the company website to see if you can decipher the most likely hiring manager for the position . If a personal email address was given, you should be able to match this email to its owner. If a general email was given, you may still be able to figure out who will read your letter.

STEP 5) When all else fails, consider a phone call to the main office. Skip this if the job advertisement specifically lists no calls. Otherwise, this is an extra step that is likely to get you noticed.

STEP 6) If you cannot address your cover letter to an actual person at the agency to which you are applying, then you will need to use a generic greeting.

STEP 7) Though there is some disagreement over cover letter greeting punctuation, the safest and most professional option is to use a colon. “Dear Hiring Manager:” is a good choice .

Putting it All Together

Armed with this new knowledge, you realize why the blinking text cursor has been mocking you: you weren’t quite ready to write those first few words.

Creating a compelling cover letter is about more than stream-of-consciousness prose flowing effortlessly from your fingers, through the keyboard, and into a word document. It requires knowledge, research and effort.

Now that you have the first requirement covered, there is probably an employer website you should be visiting. Good luck!

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com.

His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others.

Learn more about The Interview Guys on our About Us page .

About The Author

Mike simpson.

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com. His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others. Learn more about The Interview Guys on our About Us page .

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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)

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How to Create a Resume With No Education

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How To Address A Cover Letter (With Examples)

• Cover Letter Format
• Salutation and Greeting
• Who To Address When Unknown
• How To Start A Cover Letter
• How To End A Cover Letter
• Best Cover Letter Font And Size
• Cover Letter Spacing
• Cover Letter Length
• Key Elements Of A Cover Letter
• How To Write An Address
• Official Letter Format
• Cover Letter Opening

Find a Job You Really Want In

A cover letter is a great way for a hiring manager to get to know you a little better. Writing a great letter can help you land the interview.

When sitting down to write a cover letter, you may be asking yourself how to address a cover letter correctly when you don’t know who the hiring manager is and how formal addressing a cover letter needs to be.

Thankfully, addressing a cover letter is quite simple. Keep reading for details on how to address a cover letter with confidence.

Key Takeaways:

It’s important to do your research to figure out who you are writing to before sending your letter.

Try remaining gender neutral if you don’t know the gender of who you are addressing.

If the hiring manager or recruiter ’s name is not available online, then you can address the cover letter with a generic salutation such as “dear hiring manager”.

How to Address a Cover Letter

Examples of how to address someone in a cover letter, cover letter subject lines, how to find the hiring manager’s name, final thoughts.

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Research. The first step in addressing a cover letter is researching who the cover letter will be read by. One way to make a very good impression, especially with online applications, is taking the time to research who the hiring manager or recruiter is for the department you are applying for.

You can call the HR department at a company and ask for the hiring manager’s name to be used on a cover letter. If you were contacted by a recruiter on LinkedIn or another job hiring platform, you can confirm with the recruiter who the cover letter should be addressed to. Properly addressing the cover letter by having the correct name is the most important step.

Keep it formal and modern. Regardless of who’s receiving your cover letter, we recommend sticking with “Dear” as your greeting . It’s a timeless classic for a reason, and there’s really no need to risk your opener with something more daring.

Remain gender neutral. If you don’t know the gender of who you are addressing, its best to use gender-neutral identifiers. Even if a name might sound like a typical man or woman’s name, its best not to assume. Staying gender neutral is a great way to show respect and not get your cover letter thrown out right away.

Use the job title. If you aren’t sure what their name is, a great way to address them is to use their job title. It also shows your interest and that you did research before sending in your letter.

Professional title. How you address your cover letter is core to its format . To address a cover letter correctly, you will need to make sure you have an appropriate salutation paired with the correct title/honorific.

For example, if you are addressing a cover letter to a person with a medical degree or doctorate, you will need to write “Dr.” before their name. Not doing so is unprofessional.

Dear Dr. Keller Dear Dr. Michael Ward Dear Dr. Liz Sells

If you do not know the correct title of the person, do not put a title with the name. The same goes for people with other special titles, like Reverend.

Dear Rev. Bill Smith Dear Prof. Johnson Dear Lt. Saraceno Dear Principal Luzi

As you can see from the above examples, you can include the person’s full name or only their last name after their title. The choice is yours.

Mrs. vs. Ms. It is better to address women without the Mrs. title. The Mrs. title implies that the woman is married and since that information is not easy to come by, keep it safe and address the woman as Ms. Don’t ever use “Miss,” as it is seen as infantilizing.

Dear Ms. Keller Dear Ms. O’Brian Dear Ms. Sells

For males, keep to Mr. as the title. You don’t need to write “Master” or “Sir” when addressing your cover letter. Using alternative titles can seem old-fashioned and much too formal.

Unknown gender. If the hiring manager or recruiter’s name is gender-neutral, try looking the person up on LinkedIn to learn their gender. If they have a photo and a personal blurb, it should clear up any confusion.

Not everyone has an easily-findable picture online, though. In those situations, avoid using Mr. or Ms. in your salutation. Instead, write out the hiring manager’s full name:

Dear Sam Kenney Dear Alex O’Hanson Dear Jamie Tyrell

Unknown recipient. If the hiring manager or recruiter’s name is not available online , then you can address the cover letter with a generic salutation. Of course, this doesn’t mean you can write, “Hey you!” or “Dear hiring person,” but there are a few phrases you can use that are professional and fine to use.

If you do not know the recipient of the cover letter, you can use a more generic greeting or you can even go without a greeting. It is better to be safe than sorry for these greetings as they are a key part of your cover letter .

The more specific you can get, the better. It shows that you’ve done your research and aren’t just sending the same cover letter to hiring managers all over town.

Dear Hiring Manager Dear Talent Acquisition Team Dear [Company Name] Recruiter Dear Human Resources Manager Dear Human Resources Department Dear [Position Title] Hiring Team Dear [Position Title] Hiring Manager Dear [Position Title] Recruitment Team Dear [Position Title] Recruiter Dear [Department] Team Dear [Title of Person You’d Report To] Some people like to use “ Dear Sir or Madam ” as a generic greeting for a cover letter, but using that is a bit too formal for the United States. Using the greeting “ To Whom It May Concern ” is also too stuffy for most cover letters and will probably not match the rest of your writing style, making it seem awkward.

All right, so you’ve got a perfectly-address, beautifully-written cover letter. Now it’s time to make sure the recipient actually opens up your email with a winning subject line. The ultimate goal is for the hiring manager or recruiter to know exactly what to expect when they open your email.

With that in mind, here are a few options for formatting your subject line:

[Position Title] Application – [Your Full Name] Application for [Position Title] Application for [Position Title] – [Your Full Name] [Position Title] Looking for New Role – [number of years] years experience Application for [Position Title] Position – referred by [Referral Name} Referred by [Referral Name] – [Position Title] Position

Never leave your subject line blank, or the recipient will probably delete it without ever opening it. It may even just go straight to their spam folder .

Additionally, we always recommend including the position title, because hiring managers and recruiters are often hiring for multiple open roles simultaneously.

Since knowing the hiring manager’s name is 95% of the battle, let’s go through a step-by-step process of finding out your cover letter’s recipient:

Read the job posting. The obvious first step is to carefully review the job listing and see if a contact person is given. Or perhaps the email address they’ve told you to send your application documents is obviously a person’s name, like [email protected]. Even for less obvious ones, you can try Googling the email address and see what turns up.

The company website. Most company websites have an “About Us” and/or “Company Directory” page . Try to navigate to your department and see if you can find a hiring manager’s name.

Check professional networking sites. The company’s LinkedIn page might also have information about hiring managers for different roles. You can also search for “[company name] + recruiter” and see what turns up. You might not find exactly who you’re looking for, but a quick message might help direct you.

Targeted Google search. Searching for the company’s name, location, and the position title you’re applying for might turn up some information on the hiring manager.

Contact the company. If all else fails, you can always call or email the company (someone in human resources is a good idea) to ask for the hiring manager’s name. If you explain that you’re trying to address your cover letter correctly, they’ll most likely be happy to help.

When applying for jobs, making sure you have every detail perfect can be a nerve-wracking time. With the tight job market, you are probably applying to many jobs at the same time, but don’t let the volume of the applications lower your quality of applications.

Take the time to research who you should address your cover letter to — it can make a great first impression on recruiters and hiring managers.

Address the cover letter with the correct title or honorific, and when in doubt, go without. Address your cover letter with a title or honorific if you are not sure what to use.

Addressing the cover letter with class is a simple way to making a great first impression for recruiters and hiring managers.

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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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How to Address a Cover Letter. Who to Address?

How you address your cover letter is crucial because it’s the first thing the hiring managers see when they open it.

When your cover letter address is well-formulated, it shows that you’ve done your research and paid attention to detail.

So it’s always important to know:

• How to address a cover letter and
• who to address the cover letter to.

But who do you address a cover letter to when you don’t have the hiring manager’s full name, after long research? Which salutations are appropriate, even when you have a name?

This guide will show you expert tips on how to address a cover letter.

Table of Contents

Why Is It Necessary to Address a Cover Letter?

Primarily, the cover letter address is the first thing the recipient sees when they open the cover letter. So, you’re more likely to get a positive impression from the hiring manager when you address your cover letter professionally and correctly.

This can increase your chances of landing more job interviews. A cover letter address also shows that you’re more detail-oriented and willing to do more research when needed. This holds true when the hiring manager’s name is included in the address.

It’ll also show your dedication to professionalism and help you make a good impression on the recipient. But before you learn how to address a cover letter correctly, you must know how to write a cover letter first.

Who Do You Address a Cover Letter To?

You should address the cover letter to the individual making the final hiring decision. The person can be the company’s owner, especially in a small business.

However, if the company size is from medium to big, you may address the cover letter to the department head or hiring manager. If you need to get in touch with a large, international company, you might want to try the regional or local manager first.

Address your cover letter to a specific person if you can. Your cover letter will have a higher impact on the recipient if you take the time to include this information.

Furthermore, it shows that you cared enough about the company to do some preliminary research. And that can make you seem more driven than other applicants.

How to Address a Cover Letter?

There are several ways to address cover letters, each method depending on the situation. So go through different scenarios in this section to know how and who to address the cover letter to.

When You Know the Recipient’s Name

Always use the recipient’s name instead of a generic address when writing a cover letter. When you do that, it establishes a personal connection with the recipient. It’s also an excellent way to show that you’ve taken the time to learn more about them.

• Do your homework and look up the recipient’s name if you don’t already know it. For example, if you want to work in the sales department, you may find the sales manager’s name on the company website.
• You should use the full name for cover letters where you don’t know the recipient’s gender but do know their full name. For example, a cover letter addressed to “Dear Elizabeth Morgan” is an appropriate and proper example of a professional salutation.
• Use the appropriate title like ‘ Ms .’ or ‘Mr. ‘ if you know the person’s gender and want to include a title in the address. Otherwise, avoid using a title to avoid implying the recipient’s marital status. For example, to address someone as “ Ms. Morgan ” rather than “Mrs. Morgan,” you would use the former form of address.

When You Don’t Know the Recipient’s Name

You’d have to use a more general introduction for your cover letter if you can’t find the recipient’s name after several searches. It’s best to play it safe with a generic salutation in a cover letter since you won’t know the recipient’s gender or name.

It’s also the safest way to make a good impression on the hiring manager. If you don’t have a contact person’s name, you can use one of the following approaches to address your cover letter.

Remember that the list below is based on a survey of over 2,000 companies to find employers’ preferred greetings.

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

It’s essential to ensure the right person will get your cover letter when you specify a title like “hiring manager” in the address. Use a more general greeting, like “ To whom it may concern ,” if you aren’t sure who will receive your letter.

If the Recipient Has an Academic or Professional Title

If you know the recipient’s name and academic or professional title, it’s ideal to use it. You can use it in place of ‘Mr.’ or ‘Ms.’

For example, it would be more appropriate to address the recipient as “ Dear Prof. Adams ” rather than “Dear Ms. Adams.”

Here are some professional and academic titles and their abbreviations you can use in your cover letter address:

• Professor (Prof.)
• Doctor (Dr.)
• Revered (Rev.)

How to Address an Email Cover Letter?

Hiring managers are flooded with emails daily. So it’s crucial to make it easy for them to scan your email and respond to it. You can do that through a well-written subject line and a signature with your contact information.

If you know the recipient’s name, use it. This will increase the likelihood that your letter will be read.

The Email Subject Line

Never send an email without a topic . Hiring managers are likely to dismiss or delete emails without opening them if they don’t contain a subject line. Instead, use a subject that makes your point immediately evident.

Make sure the recipient or hiring manager sees the job position you’re applying for by specifying it in your email’s subject line.

You should make it simple for them to determine the position you are applying for, especially if they’re hiring for multiple positions.

Addressing A Cover Letter: Some Helpful Tips

Addressing your cover letter correctly can get the recipient’s attention. It can also make your letter stand out, especially if you know the purpose of your cover letter.

Use these tips while addressing your cover letter:

Check the spelling

Ensure that you have the correct spelling by consulting with the company or looking it up online. Employers always appreciate it when candidates take the time to proofread their work for correct spelling and grammar.

In addition, it shows that you care about the smallest details, which is always a plus.

Verify the Contact Person

When making initial contact, it’s not always easy to tell if the person listed is the actual one. And it’s not always clear whether the contact information for an open position belongs to a recruiter or the hiring manager.

Maybe you saw the contact’s name in a long-forgotten social media post, and you have no idea if they still work for the company. Get in touch with the hiring company if you have any questions.

Check Your Address for Any Mistakes

Each time you apply anywhere, you’ll need to review your cover letter because its address will differ. First, verify that the date, company name, and address are all right. This ensures that your cover letter always looks professional.

Use the Correct Format and Font

Cover letters printed on paper should have 2.5-cm margins. Your address should be written in the same typeface as the remainder of your cover letter. The fonts Arial, Times New Roman, and Calibri are all excellent options.

Also, try using single spacing for your header to save valuable space.

The Best Way to Address the Recipient

You can use several different cover letter salutations to personalize your email. For example, write to Ms. or Mr. [Last Name] at the company if you have a recipient. If you aren’t sure who to email, find out if you can see the email recipient’s name.

If you’re having trouble finding the recipient’s name, you have two options:

• skip the salutation altogether and jump right into the body of the letter
• use a generic greeting.

Formatting the Salutation

If you’re writing an email, after choosing a salutation, place a comma after it. Then press the space button before writing the first paragraph.

How to Write the Body of the Email Letter?

The body of your cover letter should explain to the employer what position you’re applying for and why they should meet with you.

Carefully read the job description and highlight your skills and experience as a perfect fit for the position. Then, follow the employer’s guidelines while submitting your resume and cover letter by email.

Always put the same effort into your email cover letters as you would for other documents you send.

Include a mention of your resume attachment in the final paragraph if you have one. Thank the hiring manager or recipient for their time and consideration at the end of your cover letter.

Specify what steps you’ll take to follow up. For example, put a period at the end of the email and sign it with your name and email address.

To make it simple for hiring managers to get in touch with you, provide the following:

• your full name,
• phone number,
• full address,
• email address, and
• URL to your LinkedIn profile in your email signature.

How to Find the Right Recipient For the Cover Letter Address?

You’ll have to do some research if you don’t know the recipient’s name. Below are some ways to find the contact person’s name:

Check Out the Company’s Websites

Check the company’s website, including its social media pages like LinkedIn , Twitter, or Reddit. You can use Google to fill in the blanks of what you know and see what it brings up.

For example, if you know the department’s name, try searching for “Head of Marketing for [Department]” and see what comes up.

If you know the person’s name but not their email or phone number, search for a term like “Mr. Adams, Marketing Head at [Company].” You’ll find a social media page or an email address if you’re lucky.

Reach Out to the Company

One of the simpler ways to find a recipient’s contact is just to call the company. Explain your reason for calling and ask them about the right person to send your cover letter to.

Check on LinkedIn

LinkedIn’s built-in and powerful search engine makes it an excellent resource for finding people. If you know the person’s name, you can use that. Otherwise, you can expand your search by including the company, location, or both.

You can send a message to the person if you find them by clicking the “Contact info” link.

If you don’t know someone’s name, you can look through the company’s employee directory to find out who works there.

If you can’t find the right person, try contacting someone in a related department. The two of you may share a common connection and may introduce yourself.

Also read : How to Upload Resume to LinkedIn

Final Thoughts

Cover letters should always be addressed to the hiring manager of the company. Always use the hiring manager’s full name to show respect, even if you’re applying to a more informal workplace. Titles like “ Mr. ” and “ Ms. ” are acceptable. Don’t use ‘Mrs.’ or ‘Miss.’

Also, even though you can include many email addresses in your cover letter, there are some you should avoid. For example, you shouldn’t use overly informal greetings like “Hi” or “Hello.”

The hiring manager may form a poor impression of you if you greet them in such a casual manner. It’s okay to use such a welcome in a casual email, but it’s not recommended in a formal setting like a job application.

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20 Examples Of How To Address a Cover Letter to an Unknown Recipient

Introduction.

Imagine sending out dozens of job applications, only to realize that you've been addressing your cover letters incorrectly. As it turns out, addressing a cover letter to an unknown recipient can be a tricky task. In this comprehensive guide, we'll provide strategies for finding the right name, using job titles as an alternative, formatting the letter, avoiding common mistakes, leveraging professional networking, and understanding the importance of personalization. By following our advice, you can increase your chances of landing that job interview and making a great first impression.

Finding the Right Name

Before you give up on finding the recipient's name, consider these research strategies:

Check the job post for a specific name. Sometimes, the name of the hiring manager or contact person is listed in the job posting. Read the post carefully to see if a name is mentioned.

Search the company website for a company directory or listing of key personnel. Many organizations have a "Meet Our Team" or "About Us" section that introduces their staff members. Look for someone with a relevant title, such as "Hiring Manager" or "Human Resources Director."

Call the company directly and ask for the appropriate contact person. If you're unable to find the name online, consider calling the company and asking for the name of the person responsible for hiring for the position you're applying for. This approach can be particularly effective for smaller organizations.

Utilize professional networking platforms like LinkedIn to find the recipient. LinkedIn is a powerful tool for job seekers. Try searching for employees at the company with relevant titles, then check their profiles for clues about their role in the hiring process. You can learn more about how to find the name of the hiring manager using LinkedIn in this helpful article.

Personalize your cover letter. Addressing your cover letter to a specific individual shows that you've done your homework and are genuinely interested in the position. This extra effort can make a big difference in how your application is perceived by the recipient.

Using a Job Title

If you're unable to find the recipient's name, consider using a job title or department head as an alternative:

Address the letter to the job title of the reader. For example, you might write "Dear Hiring Manager" or "Dear Human Resources Director." This approach is more specific and professional than using a generic greeting like "To Whom It May Concern."

Consider addressing the letter to the head of the department where you're applying to work. If you know the department your job falls under, try addressing your cover letter to the department head, such as "Dear Marketing Director" or "Dear IT Manager."

Explain why using a job title or department head can still demonstrate professionalism and personalization. Although it's not as ideal as using a specific name, addressing your letter to a relevant job title shows that you've put some thought into your application and have a clear understanding of the company's structure.

Provide examples of different job titles to use as salutations. You can find a list of different job titles to use as salutations in this resource.

Discuss the potential impact of using job titles on the success of the job application. While using a job title may not guarantee success, it can increase your chances of making a favorable impression. A personalized salutation indicates that you're genuinely interested in the position and have taken the time to research the company.

Formatting the Letter

When addressing a cover letter to an unknown recipient, follow these formatting tips:

Always use "Dear" to start the address. This is a professional and respectful way to begin a cover letter.

Use a gender-neutral title (such as Ms.) if the recipient's gender is unknown. If you're unsure of the recipient's gender, it's better to use a neutral title like "Ms." rather than making assumptions.

For non-gender-specific names, use the recipient's full name. If you can't determine the recipient's gender based on their name, address the letter using their full name, such as "Dear Taylor Smith."

Maintain a professional tone even when the name is unknown. Even if you don't know the recipient's name, it's crucial to keep your language and tone professional throughout your cover letter.

Provide examples of well-formatted cover letter salutations.

While it's always best to try and find the name of the hiring manager or recruiter, there may be times when you just can't find that information. Don't let it deter you. Below are 20 examples of how you can address your cover letter when the recipient is unknown:

1. Dear Hiring Manager, 2. To the Recruitment Team, 3. Dear Human Resources Team, 4. Attention Hiring Committee, 5. Dear [Job Title] Hiring Team, 6. To the [Company Name] Team, 7. Dear [Company Name] Recruiter, 8. To Whom It May Concern, 9. Dear Hiring Authority, 10. Attention [Company Name] Hiring Professionals, 11. Dear Talent Acquisition Team, 12. Hello [Company Name] Selection Panel, 13. Dear Recruitment Advisor, 14. To the [Industry] Professionals at [Company Name], 15. Attention [Company Name] Talent Scouts, 16. Dear Hiring Advocate, 17. To the Selection Committee for [Job Title], 18. Dear [Company Name] Staffing Team, 19. Attention [Job Title] Recruitment Panel, 20. Dear [Company Name] Hiring Panel,

Remember, the goal is to be as respectful and professional as possible in your salutation. Even if you don't know the recipient's name, demonstrating courtesy in your greeting will set a positive tone for the rest of your cover letter.

Also, avoid overly casual greetings like 'Hello' or 'Hi there,' which might seem unprofessional, and stay clear of outdated phrases such as 'Dear Sir or Madam.' Instead, opt for more modern, inclusive alternatives. Be sure to follow your greeting with a comma or a colon, then leave a space before starting the body of your letter.

Avoiding Common Mistakes

When addressing a cover letter to an unknown recipient, it's essential to avoid these common mistakes:

Using generic greetings like "To Whom It May Concern." This phrase is outdated and impersonal, and using it can make your application seem generic and unprofessional. Instead, try to find a specific name or use a job title, as discussed in previous sections.

Using incorrect titles or making assumptions about the recipient's gender. Making assumptions about someone's gender or using an inappropriate title can potentially offend the recipient and hurt your chances of landing an interview. Stick to gender-neutral titles or use the recipient's full name when in doubt.

Addressing the letter to the wrong department or job title. Be sure to double-check that you're addressing your letter to the appropriate person or department. Sending your application to the wrong person can result in your application being overlooked or discarded.

Failing to proofread the cover letter for errors, even in the salutation. Typos and other errors can make a poor impression on the recipient. Be sure to proofread your entire cover letter, including the salutation, before submitting it.

Provide examples of mistakes that could hurt the applicant's chances of landing an interview. Some examples of common errors include misspelling the recipient's name, using an informal greeting (such as "Hey"), or addressing the letter to an unrelated department (e.g., "Dear Accounting Manager" when applying for a marketing position).

Utilizing Professional Networking

Leveraging your professional network can be an effective way to find the name of the recipient for your cover letter:

Use platforms like LinkedIn to research the company and its employees. As mentioned earlier, LinkedIn is a valuable resource for job seekers. You can use the platform to find employees with relevant titles, learn more about the company culture, and even discover mutual connections who might be able to provide an introduction or additional information.

Connect with current employees or alumni of the company. Networking with people who work at the company or have worked there in the past can give you valuable insights into the hiring process and help you identify the appropriate contact person for your cover letter.

Search for the appropriate contact person within your professional network. Use your connections to find people who work at the company you're applying to, and ask if they know who the hiring manager for your desired position is.

Networking can help job seekers get noticed by potential employers. Building relationships with people at the company can increase your chances of getting noticed and potentially even lead to a referral. Learn more about how networking can help job seekers get noticed by potential employers in this article.

Offer examples of successful job seekers who found the recipient's name through networking. For instance, this cover letter that landed a job seeker a role at LinkedIn is a great example of how personalizing your cover letter and leveraging your network can help you stand out.

Importance of Personalization

Personalizing your cover letter can make a significant difference in the success of your job application:

Discuss the impact of personalization on the reader's impression of the applicant. A personalized cover letter demonstrates that you've done your research and are genuinely interested in the position, which can make a positive impression on the recipient.

Provide statistics on the success rate of personalized cover letters compared to generic ones. According to resume statistics , candidates with typos in their cover letters or resumes are 58% more likely to be dismissed, while those who do not include specific employment dates are 27% more likely to be dismissed.

Offer expert opinions on the importance of addressing cover letters to specific individuals. Many career experts agree that addressing cover letters to specific individuals can increase your chances of landing an interview.

Explain how personalization demonstrates research skills and genuine interest in the company. Taking the time to research the recipient and tailor your cover letter to the specific position and company shows that you're not only a thorough and detail-oriented candidate, but also genuinely interested in the opportunity.

Share anecdotes of successful job seekers who personalized their cover letters and landed interviews. For example, one job seeker found the recipient's name through LinkedIn and personalized his cover letter , which helped him land an interview and ultimately secure the position.

Conclusion and Final Thoughts

In summary, addressing a cover letter to an unknown recipient can be challenging, but by following our tips and strategies, you can make a strong impression on potential employers. Remember to:

• Research the recipient's name or use a relevant job title.
• Personalize your cover letter to demonstrate genuine interest in the position.
• Maintain a professional tone and formatting throughout your cover letter.
• Avoid common mistakes that can hurt your chances of landing an interview.
• Leverage your professional network to find the appropriate contact person.

By applying these tips to your job search, you'll increase your chances of success and make a lasting impression on potential employers. Good luck with your job applications!

How to Write a Cover Letter That Will Get You a Job

I ’ve read thousands, maybe tens of thousands, of cover letters in my career. If you’re thinking that sounds like really boring reading, you’re right. What I can tell you from enduring that experience is that most cover letters are terrible — and not only that, but squandered opportunities. When a cover letter is done well, it can significantly increase your chances of getting an interview, but the vast majority fail that test.

So let’s talk about how to do cover letters right.

First, understand the point of a cover letter.

The whole idea of a cover letter is that it can help the employer see you as more than just your résumé. Managers generally aren’t hiring based solely on your work history; your experience is crucial, yes, but they’re also looking for someone who will be easy to work with, shows good judgment, communicates well, possesses strong critical thinking skills and a drive to get things done, complements their current team, and all the other things you yourself probably want from your co-workers. It’s tough to learn much about those things from job history alone, and that’s where your cover letter comes in.

Because of that …

Whatever you do, don’t just summarize your résumé.

The No. 1 mistake people make with cover letters is that they simply use them to summarize their résumé. This makes no sense — hiring managers don’t need a summary of your résumé! It’s on the very next page! They’re about to see it as soon as they scroll down. And if you think about it, your entire application is only a few pages (in most cases, a one- or two-page résumé and a one-page cover letter) — why would you squander one of those pages by repeating the content of the others? And yet, probably 95 percent of the cover letters I see don’t add anything new beyond the résumé itself (and that’s a conservative estimate).

Instead, your cover letter should go beyond your work history to talk about things that make you especially well-suited for the job. For example, if you’re applying for an assistant job that requires being highly organized and you neurotically track your household finances in a detailed, color-coded spreadsheet, most hiring managers would love to know that because it says something about the kind of attention to detail you’d bring to the job. That’s not something you could put on your résumé, but it can go in your cover letter.

Or maybe your last boss told you that you were the most accurate data processor she’d ever seen, or came to rely on you as her go-to person whenever a lightning-fast rewrite was needed. Maybe your co-workers called you “the client whisperer” because of your skill in calming upset clients. Maybe you’re regularly sought out by more senior staff to help problem-solve, or you find immense satisfaction in bringing order to chaos. Those sorts of details illustrate what you bring to the job in a different way than your résumé does, and they belong in your cover letter.

If you’re still stumped, pretend you’re writing an email to a friend about why you’d be great at the job. You probably wouldn’t do that by stiffly reciting your work history, right? You’d talk about what you’re good at and how you’d approach the work. That’s what you want here.

You don’t need a creative opening line.

If you think you need to open the letter with something creative or catchy, I am here to tell you that you don’t. Just be simple and straightforward:

• “I’m writing to apply for your X position.”

• “I’d love to be considered for your X position.”

• “I’m interested in your X position because …”

• “I’m excited to apply for your X position.”

That’s it! Straightforward is fine — better, even, if the alternative is sounding like an aggressive salesperson.

Show, don’t tell.

A lot of cover letters assert that the person who wrote it would excel at the job or announce that the applicant is a skillful engineer or a great communicator or all sorts of other subjective superlatives. That’s wasted space — the hiring manager has no reason to believe it, and so many candidates claim those things about themselves that most managers ignore that sort of self-assessment entirely. So instead of simply declaring that you’re great at X (whatever X is), your letter should demonstrate that. And the way you do that is by describing accomplishments and experiences that illustrate it.

Here’s a concrete example taken from one extraordinarily effective cover-letter makeover that I saw. The candidate had originally written, “I offer exceptional attention to detail, highly developed communication skills, and a talent for managing complex projects with a demonstrated ability to prioritize and multitask.” That’s pretty boring and not especially convincing, right? (This is also exactly how most people’s cover letters read.)

In her revised version, she wrote this instead:

“In addition to being flexible and responsive, I’m also a fanatic for details — particularly when it comes to presentation. One of my recent projects involved coordinating a 200-page grant proposal: I proofed and edited the narratives provided by the division head, formatted spreadsheets, and generally made sure that every line was letter-perfect and that the entire finished product conformed to the specific guidelines of the RFP. (The result? A five-year, $1.5 million grant award.) I believe in applying this same level of attention to detail to tasks as visible as prepping the materials for a top-level meeting and as mundane as making sure the copier never runs out of paper.”

That second version is so much more compelling and interesting — and makes me believe that she really is great with details.

If there’s anything unusual or confusing about your candidacy, address it in the letter.

Your cover letter is your chance to provide context for things that otherwise might seem confusing or less than ideal to a hiring manager. For example, if you’re overqualified for the position but are excited about it anyway, or if you’re a bit underqualified but have reason to think you could excel at the job, address that up front. Or if your background is in a different field but you’re actively working to move into this one, say so, talk about why, and explain how your experience will translate. Or if you’re applying for a job across the country from where you live because you’re hoping to relocate to be closer to your family, let them know that.

If you don’t provide that kind of context, it’s too easy for a hiring manager to decide you’re the wrong fit or applying to everything you see or don’t understand the job description and put you in the “no” pile. A cover letter gives you a chance to say, “No, wait — here’s why this could be a good match.”

Keep the tone warm and conversational.

While there are some industries that prize formal-sounding cover letters — like law — in most fields, yours will stand out if it’s warm and conversational. Aim for the tone you’d use if you were writing to a co-worker whom you liked a lot but didn’t know especially well. It’s okay to show some personality or even use humor; as long as you don’t go overboard, your letter will be stronger for it.

Don’t use a form letter.

You don’t need to write every cover letter completely from scratch, but if you’re not customizing it to each job, you’re doing it wrong. Form letters tend to read like form letters, and they waste the chance to speak to the specifics of what this employer is looking for and what it will take to thrive in this particular job.

If you’re applying for a lot of similar jobs, of course you’ll end up reusing language from one letter to the next. But you shouldn’t have a single cover letter that you wrote once and then use every time you apply; whatever you send should sound like you wrote it with the nuances of this one job in mind.

A good litmus test is this: Could you imagine other applicants for this job sending in the same letter? If so, that’s a sign that you haven’t made it individualized enough to you and are probably leaning too heavily on reciting your work history.

No, you don’t need to hunt down the hiring manager’s name.

If you read much job-search advice, at some point you’ll come across the idea that you need to do Woodward and Bernstein–level research to hunt down the hiring manager’s name in order to open your letter with “Dear Matilda Jones.” You don’t need to do this; no reasonable hiring manager will care. If the name is easily available, by all means, feel free to use it, but otherwise “Dear Hiring Manager” is absolutely fine. Take the hour you just freed up and do something more enjoyable with it.

Keep it under one page.

If your cover letters are longer than a page, you’re writing too much, and you risk annoying hiring managers who are likely sifting through hundreds of applications and don’t have time to read lengthy tomes. On the other hand, if you only write one paragraph, it’s unlikely that you’re making a compelling case for yourself as a candidate — not impossible, but unlikely. For most people, something close to a page is about right.

Don’t agonize over the small details.

What matters most about your cover letter is its content. You should of course ensure that it’s well-written and thoroughly proofread, but many job seekers agonize over elements of the letter that really don’t matter. I get tons of  questions from job seekers  about whether they should attach their cover letter or put it in the body of the email (answer: No one cares, but attaching it makes it easier to share and will preserve your formatting), or what to name the file (again, no one really cares as long as it’s reasonably professional, but when people are dealing with hundreds of files named “resume,” it’s courteous to name it with your full name).

Approaching your cover letter like this can make a huge difference in your job search. It can be the thing that moves your application from the “maybe” pile (or even the “no” pile) to the “yes” pile. Of course, writing cover letters like this will take more time than sending out the same templated letter summarizing your résumé — but 10 personalized, compelling cover letters are likely to get you more  interview invitations  than 50 generic ones will.

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How to Write a Cover Letter When You’re Changing Careers (or a New Grad)

Apr 16, 2024

By Nancy Koziol

Across the world, people as young as 15 are put in the position of choosing the line of work they'd like to pursue. At this early age, we're barely beyond aspiring to be astronauts or superheroes. Forced to choose, be it during the early teen years outside of the US or the late teens and early twenties in the US, many of us find ourselves in one of two positions. Either we decide changing careers is the right move, or we're entering the workforce with zero experience and approaching a job application. We discussed how to craft a resume if you find yourself in this position but didn't cover the other half of the application equation. How is it possible to accomplish writing a cover letter with no experience? That's today's topic.

Stats on Career Changers

Career changes are more common than you might think.

• 70% of the workforce is actively seeking a career change . That's not a typo! Most people seek a change in their career path. In 2020, 87% of people under 25 were considering a career change . The five most common reasons for changing careers probably won't surprise you.
• Most (41%) consider leaving because their employer ignored their distress during the pandemic .
• In 2020, the main reason people considered changing careers was to make more money . That accounted for 39%.
• 27% of people change careers for improved work-life balance . This was the #1 reason in 2021.
• 26% of workers planned to change careers once the pandemic ended . This likely links back to the fact that many felt their employers weren't responsive to the significant emotional toll the pandemic took.
• 22% of workers wanted to leave their career to start a business . A bold, but fairly common move!

Understanding the Career Change Cover Letter

When changing careers, or as a new entrant into the job search, it's common to have to submit a well-crafted cover letter and resume to hiring managers.

There are several approaches to this task. Some people choose to introduce themselves and turn their resume into a narrative. Most hiring managers find these resumes at best boring and, at worst, lazy.

Candidates can capture the reader's attention by drafting a personalized cover letter that illustrates how the candidate fits the position. This can be communicated through sharing quantified metrics, platform fluency and relevant skills.

But what about when you're a new grad or career changer? Here, the key is showing prospective employers what you bring to the table while not drawing attention to the fact that you're lacking experience.

An Effective Cover Letter Hooks the Reader

We're not suggesting you do anything too outside of the box for your cover letter, but if you're in the position we're discussing today, it's important to take a bold approach to your cover letter.

The most important thing, just like when crafting a resume, is to understand what the company's values are and what skills match you and the position. There are two ways to discover this information.

Research Your Prospective Employer

Before writing a cover letter with no experience, be sure to understand both the position and the company you're applying to.

The two best resources to help you on this first step to your new career path are the company website and the job description.

Peruse the company website. See if you can find the mission statement (where they are now) and vision statement (who they'd like to become). Words used in these that are repeated elsewhere on the site will give you a good sense of their values and what they're seeking.

For example, if the mission and vision include words like "community-minded," "independent" and "fresh perspective" and you see these elsewhere on the site, you know these are important.

Does the job description include these? Chances are it does. Jot down the most common words and phrases and use those to plan your cover letter.

Organizing a Strong Cover Letter

If you're writing a career change cover letter or one where you don't have experience, do not lead with this information. Instead, structure your introductory letter to show how you embody the keywords you noticed.

Using our existing example of "community-minded," "independent," and "fresh perspective," the first thing you'll want to do is make three columns. Under each, list examples of how you've exhibited these traits. The lists don't have to be equal in length or quality, it's even okay if you can't think of anything under a list.

Review your lists and highlight places where you have direct experience. Including this will make a strong impression.

Drafting The Meat of Your Letter

Pick two things from your list that exemplify both that you align with the values of the company and that you have relevant skills.

You'll craft two strong paragraphs illustrating this. For example, if you did an independent study project that you won an award for, this shows independence. It may not be directly related to the position or career, but it shows the ability to work both doggedly and independently.

Your paragraphs should feature two different aspects of their values, the job description and your lists. Follow the sage writing advice "show, don't tell," and approach it as storytelling.

Craft a Strong Opening Paragraph for your Cover Letter

Imagine you're meeting someone for the first time and when they hold out their hand to shake yours they say, "I've never shaken someone's hand before." Whether or not their handshake is a good one, you'll go into it expecting a mediocre one at best.

Do not start a cover letter with a self-deprecating statement like, "I know you can tell from my resume that I don't have any transferable skills or relevant experience."

Instead, start stronger.

If you're feeling particularly brave, you can dive right into one of your middle paragraphs. But, it's fine to start with a more traditional opening.

Many people choose to start with an introduction and why they are applying. The hiring manager is also going to see your resume, so don't be redundant. We recommend showing that you're excited by the job. Here you can weave in some of those words and values you've found.

Starting with, "When I saw that [COMPANY] was hiring a [POSITION APPLYING FOR], I knew I had to apply," is an example of a strong opening statement. It shows interest and knowledge and that the cover letter is not just a boilerplate. Remember, hiring managers want personalized resumes and cover letters.

Keep your opening brief and punchy. Balance your language. Don't use overly casual language, but don't try to sound too formal. This can give the impression that a candidate is lacking communication skills.

Ending Your Letter

Near the end of your cover letter, it is okay to acknowledge that you are a career changer or new to the workforce . Your letter, thus far, has been engaging and showed off how you're a good fit. You've told a story of who you are and how you'll fit in.

Never Complain, Never Explain

Don't apologize or put yourself down over a lack of experience. A cover letter should convey confidence. Try language like, "My experience may not be exactly what you'd expect from an applicant but my proven ability to work independently and innovative approach to budgeting align with your values and needs."

Downplay what you don't have. Highlight what you do.

Cover Letter Tips for Everyone

No matter the job opening you're applying for, your level of experience or transferable skills, here are the most important tips for your cover letter.

Do not go Over one Page

The hiring manager in charge of reading cover letters and resumes is not going to spend much time, so make sure your letter is tight and doesn't require going onto a second page.

Use the Active Voice

Consider the following two sentences:

• I have been managing lower-ranking employees at my place of work and was responsible for creating a system to get people to show up on time.
• I increased timeliness by 90% as a manager. (Also acceptable: As a manager, I increased timeliness by 90%.

The first sentence uses more words to say less.

The second sentence better communicates information and adds quantification. You've not only saved room; you've gotten your point across!

Don't be Fancy

Do not use unusual or paid fonts, colored text or extensive formatting. And please, do not ever include a picture on your resume. Hiring managers will not take these seriously.

Use a serif font (one with feet like Times New Roman) if you are submitting a print copy. For digital and online resumes , use a sans serif font (like Arial).

An 11- or 12- point font is the right choice. Be sure the font color is set to black.

Proofread Carefully

Proofreading is very different from using spell check. Yes, you should use spelling and grammar checkers (Google now includes a decent proofreading functionality in its workspace) but take time to actually read it yourself, too.

If possible, ask someone you trust to proofread for you. We recommend asking for specific feedback. For example, "Can you proofread this and only focus on places where you think I could be more concise?" This will avoid everyone trying to rewrite your letter to suit their personal tastes.

Don't Give up

The job search is grueling. But if you take the time to craft personalized, job opening specific cover letters and resumes that follow these guidelines you're far more likely to get a response.

Reading next

How to Write a Resume With No Experience

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