Always aim to add a personal touch when addressing your cover letter. Use the hiring manager’s professional title like “Mr.,” “Ms.,” or “Dr.” (if you’re confident with their pronouns) alongside their last name. If you can’t find a name, “Dear Hiring Manager” works well. Just avoid outdated salutations like “To Whom It May Concern.” Be sure to double-check for correct spelling and titles to avoid mistakes. The right greeting sets a respectful tone and shows you’ve put in the effort to tailor your application.
I remember starting college and feeling totally unsure about how to address my professors. Do I go with “Mr” or “Miss?” Is it okay to use their first names, or should I stick to “Professor?” As long as I don’t accidentally call them “mom” (we’ve all been there).
My point is: how you address someone matters. It sets the tone, shows respect, and makes that all-important first impression. In your cover letter, you’ve got to find the sweet spot between professional and personal, but how do you do that when you don’t even know who’s reading it?
Even without a name, you can still leave your mark. This guide will show you:
- The best ways to address a cover letter.
- Who to address your cover letter to with no name.
- The correct cover letter address formatting.
Want to create a tailored cover letter? Try our AI Cover Letter Builder. Just enter the job title and company name, and our tool will create a customized cover letter to complement your resume.
And if you're keen to give your whole cover letter a refresh, take a look at our other guides:
- How to Format a Cover Letter
- How to Start a Cover Letter: Opening Examples
- How to End a Cover Letter: Closing Examples and Tips
How to Address a Cover Letter?
While your resume sticks to a formal tone, your cover letter is your chance to show more personality and connect with the hiring manager — starting with the very first line. But staring at a blank page can feel daunting. What do you write if you don’t know the hiring manager’s name? And even if you do, is it too soon to be on a first-name basis?
Don’t worry, there are ways to avoid any awkwardness while keeping things professional. Here’s how to address a cover letter when you have a name, when you don’t, and when a formal title comes into play.
Addressing a cover letter with the hiring manager’s name
The best way to keep things professional is to use the hiring manager’s professional title, followed by their last name. For example, “Dear Ms. Miller” or “Dear Mr. Sanchez.”
Do you know the hiring manager, or are you applying for a more relaxed company? In that case, you can get away with using their title and full name for a more personal touch. For instance, “Dear Ms. Joan Peters” or “Dear Mr. Lee Zhang”.
Of course, only add the title if you’re confident about their gender and preferred pronouns. Trust me, starting with “Dear Mr. Alex Thompson” won’t go over well if Alex is actually a woman. And remember, it’s always best to use “Ms.” instead of “Mrs.” You can’t assume marital status, and you definitely don’t want to annoy a newly divorced hiring manager.
Here are some solid examples to address the hiring manager in a cover letter:
• Dear Ms. Brown
• Dear Mr. Michael Garcia
• Dear Ms. Patel
• Dear Mr. Williams
• Dear Dr. Chen
You’ve started strong, so make sure the rest of your resume stacks up. Learn more: How to Write a Cover Letter
Addressing a cover letter with a professional title
If the hiring manager has a professional or academic title, you certainly want to give them a nod. After all, they’ve worked hard for that title. It shows respect and highlights your attention to detail, which is always a plus in a cover letter.
For example, if the person has a Ph.D., address them as “Dr. Kate Davis” or “Dr. Garcia” if you don’t know their first name. This same rule applies to other titles like “Professor” or “Reverend,” depending on the industry. Using the right title shows you’ve done your homework and are mindful of professional etiquette.
Here’s how to address your cover letter’s recipients with a title:
• Dear Dr. Johnson
• Dear Professor Mark Thompson
• Dear Dr. Martinez
• Dear Reverend David Chen
• Dear Professor Sarah Patel
Addressing a cover letter without a name
Can’t track down the hiring manager’s name? First off, make sure you’ve done your homework (more on that later). But if you’ve turned every stone, there are still ways to address your cover letter in a personal and tailored way.
If you know the department or team responsible for the role, you can directly address them. For example, saying “Dear Marketing Department” or “Dear Customer Support Team” shows you’re making an effort to connect with the right group within the company. It makes your application feel more targeted and less generic. Even better if you know the job title of the hiring decision-maker: “Dear Head of Technology,” or “Dear Director of Operations” will do the trick.
When you’re unsure which department handles the hiring but still want to keep it professional, you can address your letter to the hiring team. Something like “Dear [Company Name] Hiring Team” works great.
When all else fails and you don’t have any details about the team or department, “Dear Hiring Manager” is a solid fallback. It might lack that personal touch, but it’s respectful, factually correct, and keeps the tone formal. Just avoid saying “Dear Recruiter,” unless it’s explicitly stated that only a recruiter will read your cover letter (that’s rarely the case). Recruiters typically aren’t making the final decisions — you want to address the people actually calling the shots.
Here’s how to address your cover letter without the hiring manager’s name:
• Dear Sales Team
• Dear Engineering Department
• Dear [Company Name] Hiring Team
• Dear [Company Name] Recruiting Staff
• Dear Customer Experience Team
Continue to grab the hiring manager’s attention with your first paragraph. Find out more: How to Start a Cover Letter
How to Format a Cover Letter Address?
While the content of your cover letter is the star of the show, the formatting keeps everything in place. If the format is off, hiring managers might be tempted to skim right past it in favor of something easier to read.
Your cover letter’s address section and contact information might seem basic, but any typos or mistakes can make you look careless and could even cost you a callback.
When you send a physical or digital copy
Physical cover letters and resumes might seem like a thing of the past — but applying in person is still an option for small local businesses or entry-level positions where you want to make an instant personal connection.
For a physical copy, place your personal information in the top left corner: your name, address, phone number, and email. Follow that with the date, then the recipient’s name, title, company, and address. Finish with a greeting like “Dear [Name],” all lined up neatly on the left.
Here’s what a cover letter address looks like on a physical cover letter:
Steven Turner
123 Maple Street
New York, NY 10001
[email protected]
(555) 123-4567
October 23, 2024
Mr. Smith
Hiring Manager
Sunrise Café
456 Oak Avenue
New York, NY 10001
Dear Mr. Smith,
The format is slightly different if you’re sending the letter digitally (which is way more common). You won’t need to include the hiring manager’s full name and address. Instead, just add the date, city, and state, along with your phone number and email. Then, jump straight into the usual “Dear [Name]” and keep it moving from there.
Here’s an example of a digital cover letter address:
October 23, 2024
New York, NY
[email protected]
(555) 123-4567
Dear Mr. Smith,
Learn more about the correct cover letter formatting: How to Format a Cover Letter
When you send an email cover letter
Here’s a tip that’ll give you an edge: instead of hitting “Easy Apply” on job boards like Indeed or LinkedIn (which I would avoid), try emailing your application directly. Most job listings or company websites have an email contact, and applying this way helps you stand out from the flood of generic LinkedIn applications.
When sending a cover letter by email, the first thing to nail is the subject line. Hiring managers have busy inboxes, and you don’t want your email to get buried. Keep it clear, concise, and around 6–10 words. Something like: “Rachel Morris – Marketing Assistant Application – Resume and Cover Letter Attached”. It’s professional, to the point, and makes it clear why you’re reaching out.
Once you’ve sorted the subject, you can attach your cover letter as a separate document or paste it directly into the email. If you go with the latter, start with a proper salutation, like “Dear [Hiring Manager’s Name],” just like you would with a traditional letter. Then jump straight into your content — no need for an address block at the top.
Wrap it up by including your contact details at the end, making it easy for them to follow up. The goal here is simple, professional, and easy to read. You want to make a good impression without any unnecessary fluff.
Make sure the rest of your cover letter impresses as much as the address: Cover Letter Tips and Tricks to Improve Your Application
How to Find the Recipient’s Name?
So we know using the hiring manager’s name is the way to go in your cover letter — but how do you find it? Time to channel your inner detective. With a little effort and some smart digging, there are ways to track down their name.
And here’s the bright side: the harder it is to find, the more impressed the hiring manager will be that you took the time to do it. Let’s dive into some ways to uncover their name to add that personal touch.
Read the job description
Job descriptions are your secret weapon when applying for jobs — you can get insight into the required qualifications, skills, and experiences to weave throughout your application. And if you’re lucky, you might even stumble upon the name of the person reading your cover letter.
Scan the listing for any mention of the hiring manager or department. While it might not be front and center, you could find some hidden gems, like a contact name at the bottom of the post or within the “How to Apply” section.
If you spot an email address or a phone number, especially with smaller companies, this information can help you track down a specific name. You can use these contact details to pinpoint the hiring manager or department head, giving you a solid lead for personalizing your cover letter.
Another trick? Check out the company’s profile on the job board. Many platforms provide extra details, including the name of the person responsible for the job listing or the relevant department.
You can also use the job description for your resume. Find out more: 5 Hacks to Tailor Your Resume to Any Job
Look through the company website
Ever had to write one of those awkward “About Me” sections for your company’s website? Not the easiest thing, right? On the bright side, these pages let you find out who’s on the team and possibly the hiring manager’s name. Just make sure everything is up-to-date by cross-checking positions and people on LinkedIn.
Start by scanning sections like “About Us,” “Our Team,” or “Staff.” These are often where companies showcase their key players, including department heads or managers. If you already know the department tied to the job you’re applying for, this is a great way to find the name of the person reading your cover letter.
You can also search for the head of the specific department. If you’re after a marketing role, try searching for “Head of Marketing” or “Marketing Director at [Company Name].” Sometimes you’ll get lucky with results from their website, or Google might point you toward the right person.
If the company is smaller or doesn’t have a detailed staff page, you can still use the “Contact Us” page. You might find a general email address or even a name connected to that department, giving you something more personal to work with.
Search on social media
We’ve all been guilty of a little social media sleuthing — well, it’s time to put those skills to good use. Your best bet is the company’s LinkedIn page, where you can see the list of employees and their positions. And if you come up short, consider reaching out to someone in HR. A polite message asking for the right contact person shows initiative and can go a long way in showing your interest in the role.
Already have a name in mind? Try searching for the hiring manager’s name directly. If you find them, LinkedIn has a “Message” button or a “Contact info” section on their profile. This lets you send them a short, professional message in addition to your formal application to show your enthusiasm.
Here’s how you can approach a professional LinkedIn message:
Hi [Hiring Manager’s Name],
I hope you’re doing well. I recently came across the open [Job Title] position at [Company Name] and I’m very excited about the opportunity to apply. I’ve submitted my application but wanted to personally reach out to express my enthusiasm for the role. I believe my [mention a key skill or experience] aligns perfectly with what you’re looking for.
I would love to connect further and discuss how I can contribute to your team.
Thanks for your time.
Best regards,
[Your Name]
Ask your network or call the company
The power of networking — it’s not just about getting your foot in the door. You can also tap into your connections to get insider information, including the hiring manager’s name. A friendly message or quick chat with a current or former employee can save you time and give you a direct line to the right person.
Don’t have the right connections? Your last resort is to call the company directly. And coming from a text-only millennial, I get it — picking up the phone might feel like a foreign concept. But it’s a solid way to show that you’re willing to go the extra mile and stand out from the crowd.
All you have to do is explain why you’re calling and ask if they know the recipient of your cover letter. The receptionist or front desk is usually more than happy to help. You could say, “Hi, I’m applying for the [position] and was hoping to get the name of the person I should address my cover letter to.” It’s a step many candidates will skip, but if it gives your application that personal touch, it’s worth the extra effort.
Find out more: What Should a Cover Letter Include?
Tips for Addressing a Cover Letter
Ever formed an opinion of someone just from their first hello? Maybe they came off awkward with no eye contact or nailed it with a confident smile. Just like in your cover letter, that initial greeting says a lot and can set the tone for everything that follows.
Let’s dive into the must-haves and common mistakes to avoid when opening your cover letter.
Maintain a professional tone
There’s a fine line between adding personal touches and sounding too informal. Steer clear of casual greetings like “Hey” or “Hi there,” even if you’re applying to a fun start-up or a laid-back company. It might seem tempting to match their vibe, but remember, you’re still making a professional introduction.
What this means for you:
- Use the hiring manager’s first and last name, alongside their title (Mr, Ms, Dr) — but only if you’re absolutely sure of their pronouns. If you don’t know the recipient’s name, go with “Dear Hiring Manager.” It’s a safe, universally accepted option that works for most job applications.
- The goal is to show respect and professionalism, which starts with your greeting and sets the tone for the rest of the letter. Keeping things formal yet approachable will help you come across as polished and serious about the job.
Avoid outdated or impersonal salutations
Imagine getting a “Dear User” email… Impersonal and dry at best, unprofessional and lazy at worst. This is one of the most common cover letter mistakes. Put yourself in the hiring manager’s shoes — a cover letter starting with “To Whom It May Concern” or “Dear Sir/Madam” is an equivalent of that “Dear User” email.
What this means for you:
- Even if you don’t have a specific name, go for something more modern and relevant. You could address it to the department responsible for the role, like “Dear Marketing Team” or “Dear Customer Service Department.”
- If you’re completely unsure, a safe bet is “Dear Hiring Manager.” It’s still formal but doesn’t feel as disconnected as the alternatives.
Don’t assume marital status or pronouns
Getting someone’s title, gender, or marital status right isn’t just about being politically correct — it shows you’re paying attention to the details. A safe way to avoid any awkwardness is to address the person by their full name. This approach keeps things respectful without the risk of misgendering or making assumptions.
What this means for you:
- Using “Mrs.” is pretty outdated in professional settings, so you should only use it if the person specifically identifies that way. These days, “Ms.” is the better option for addressing female-identifying individuals, since it doesn’t assume marital status.
- If you’re unsure about the right title or pronouns, it’s better to skip altogether than to get it wrong. Using someone’s full name adds a personal touch and shows you’re not just sending out a universal cover letter.
Double-check for typos
Imagine meeting someone for the first time, and they greet you with the wrong name (or maybe you’re the greeter). Awkward. Now imagine that happening in a professional setting. Even worse. It goes without saying — always double-check before sending your cover letter to avoid any missteps that could come across as unprofessional.
What this means for you:
- Check you have the spelling of the hiring manager’s name spot on. It might seem like a no-brainer, but it’s easy to let a typo slip through the cracks. If you’re copying their name from LinkedIn or an email, take a second to double-check it. Remember, some names have variations, like Catherine vs. Katherine, so pay attention to those details.
- Give your letter one last read-through before sending. Look for any lingering typos or formatting errors. You can also ask someone trusted to take a look — fresh eyes can catch things you might have missed.
Need inspiration for the rest of your cover letter? Take a look: 180+ Cover Letter Templates for All Jobs
Summary
Here are the key things to keep in mind when addressing a cover letter:
- Always start with a professional greeting like “Dear Ms. Wilson” or “Dear Mr. Garcia.” If you can’t find a name, “Dear Hiring Manager” works too.
- Stay away from outdated phrases like “To Whom It May Concern” or “Dear Sir/Madam,” as they sound impersonal and generic.
- Ensure you spell the hiring manager’s name correctly and use the right title (Mr., Ms., Dr., etc.) if you know their preferred pronouns. If you’re unsure of someone’s gender, use their full name without a title (e.g., “Dear Taylor Smith”).
- Tailor your greeting to the specific job or department if you don’t have a full name, to show you’ve done your research.
- If you’re sending a physical letter, include your contact details in the header to make it easy for them to reach out.
- Check for typos or errors in the name and title to avoid any embarrassing mistakes.
FAQ
What is a cover letter for a job application?
A cover letter lets you introduce yourself to potential employers and explain why you’re the perfect fit for a specific job. It should complement your resume without repeating what you’ve already said, highlighting your skills, experiences, and personality. A well-crafted cover letter can grab a hiring manager’s attention by connecting the dots between your qualifications and the job requirements.
What is the proper greeting for a cover letter?
You should address the hiring manager by name, like “Dear Jane Smith”, or “Dear Ms. Smith” for that personal touch. If you can’t find their name, “Dear Hiring Manager” is a safe and professional fallback. Just steer clear of generic phrases like “To Whom It May Concern,” as they can come off as lazy and impersonal.
How to address a cover letter if you don’t know the gender?
If you’re unsure of the hiring manager’s gender or how they prefer to be addressed, it’s best to stick with their full name. For example, “Dear Taylor Jordan” is respectful and avoids any assumptions while showing that you’ve done your research. If you can’t find a name, “Dear Hiring Manager” is a solid option.
How to write a cover letter?
Writing a cover letter is about showing your personality, qualifications, and how you can add value to the company. Start with a strong opening that grabs attention — maybe a brief story or a relevant achievement. Then, outline your skills and experiences that directly relate to the job.
Make sure to keep everything relevant to the company or position, explaining how you can add value to their team. Finally, wrap it up with a confident closing that invites further conversation. Keep your tone friendly but professional throughout to leave a lasting impression.
Find out more: How to Write a Cover Letter
What’s the correct cover letter formatting?
The correct cover letter formatting helps make your application easy to read and visually appealing. Use a modern font like Calibri or Arial in 10–12 point size. Keep it to one page, and use clear paragraphs with space between them for better readability. A formal greeting and a professional closing (like “Sincerely”) are also key to keeping everything professional.
How to describe work experience in a cover letter?
When describing your work experience in a cover letter, focus on relevant roles that align with the job you’re applying for. Start with a brief overview of your responsibilities, then highlight specific achievements using quantifiable results when possible, like “increased sales by 20%” or “managed a team of five.”
Use action verbs to convey your contributions and make your experience more impactful. Keep it concise, and connect your experiences back to how they make you a great fit for the new role.
