How to Address a Cover Letter: Tips for Any Situation

Why addressing a cover letter correctly matters

Properly greeting the recipient on cover letters is essential for a solid first impression. It showcases your professionalism and friendliness, and the more you personalize it, the more it highlights your eagerness to align with the company.

Learning the hiring manager’s name is one of the main ways to customize a cover letter, alongside understanding the company’s preferred formality. This tells the hiring manager that you put effort into your application and truly care about the opportunity. It also shows that you didn’t copy/paste your cover letter across every job application. 

Generic, impersonal greetings seem half-hearted and possibly cold. However, starting a cover letter with a warm “Dear Ms. Watson” helps you stand out from the crowd and may be just what you need to encourage them to read it from start to finish.

How to address a cover letter if you know the hiring manager’s name

Addressing cover letters with the recruiter’s name immediately builds a connection. While it isn’t always easy to find, it’s the most powerful way to start your letter and helps it make a lasting impression. Here are a few tips to consider when addressing the hiring manager by name:

• Use the right title: Address the hiring manager with the title they prefer. This is typically “Mr.” or “Ms.”, but it’s important to consider if they have a professional title like “Dr.” or “Prof.” If you’re unsure of their pronouns or gender identity, simply drop the title and use their full name, such as “Dear Jordan Watson.”
• Understand company culture: Research the company and discover its preferred formality. Traditional, conservative businesses usually lean toward “Dear” plus the surname, but more casual companies may prefer “Hello” plus a first name.
• Learn about your industry: Formality is often tied to industry, so double-check the standards in yours. For example, finance companies are typically more formal, but creative agencies and tech startups are more laid-back. Review industry-specific cover letter and resume examples for inspiration.

How to find the hiring manager’s name

Using the hiring manager’s name is the strongest way to start a cover letter, but it isn’t always easy to find. 

Who do you address a cover letter to? This information isn’t always clear, as different companies have unique structures. Some businesses have a dedicated hiring manager, some use outsourced recruiters, and others put the team lead in charge (so sales professionals may be hired by the head of sales).

Here are a few tips on how to find the hiring manager and their name:

• Check the job ad: Read the job description thoroughly and check it for names and listed contacts. Some listings provide contacts at the bottom of the ad, and some weave mentions of the name throughout the description.
• Scour the company website: Review the company’s site for mentions of hiring managers and team leads. Explore the “About Us” or “Team” pages for info on the hiring team. You might be able to find specific email addresses here, too. Sending a targeted message directly to the hiring manager is a great way to get seen.
• Check LinkedIn: Search for the company on LinkedIn and explore the “People” tab. Use the employee search bar and type in keywords to find related people. For example, if you’re applying for a marketing role, search for “marketing” to find relevant employees.
• Call or email the company: Ask for the hiring manager’s name directly if you can’t find it online. Check the company website, find the general phone number or email address, and politely ask. Let them know you’re applying for an open role and you’d love to personalize your application.

How to address a cover letter without a name

Knowing the recruiter’s name is best, so what do you do if you can’t find it? When writing a cover letter and the hiring manager is unknown, we recommend using one of these professional greetings: 

• “Dear Hiring Manager”: Best for almost any situation. Not too formal or casual and widely used.
• “Dear [Department] Team”: Slightly more personalized and targeted, but you have to be certain that a specific team manages the recruitment process.
• “Dear Hiring Team”: A standard greeting suitable for any formality. However, it could sound slightly odd to small businesses and startups that don’t have a devoted team.
• “Hello to the Hiring Team”: Laid-back and casual. A relaxed way to open your letter, so it’s not recommended for conservative companies.

You can build a strong, impactful application without the hiring manager’s name. Create a polished resume and cover letter that describes your best, most relevant achievements, and you’ll make an impact.

Cover letter greetings you should avoid

Whether you know the hiring manager’s name or not, you can make a positive impression with your greeting and opening statement. However, it’s vital to avoid certain greetings that may be considered outdated or impersonal. Here are a few common mistakes:

• “To Whom It May Concern”: This is a bit old-fashioned and stuffy. Even most formal companies prefer a bit more energy and warmth.
• “Dear Sir/Madam”: This greeting feels a little cold and distant. It’s also unnecessarily gendered and makes assumptions about the reader.
• “Hello” or “Hi”: A simple greeting with nothing attached is too brief and casual, even for relaxed companies.
• No greeting: Jumping straight into your opening paragraph is abrupt and doesn’t read well.

How to format your cover letter header

Cover letters don’t follow a typical letter structure, so you may not know how to format one properly. Start with a short header containing your contact details, then add the company or hiring manager’s details, and then go into your greeting and introductory paragraph. Here’s an example:

Using the right structure shows professionalism, helps the hiring manager comprehend and scan your letter, and ensures applicant tracking systems (ATS) can successfully read your letter.

Nail the right structure by using a clean cover letter template. This lets you achieve the perfect layout every time without fretting about it, so you can pour your effort into the letter itself. Use a matching resume template to enhance your application further, creating a strong, cohesive feel.

“Learning the hiring manager’s name is one of the main ways to customize a cover letter, alongside understanding the company’s preferred formality.”

Special considerations for email cover letters

Let’s take a look at a couple of factors to consider when writing an email cover letter. Address the hiring manager in the same manner, depending on whether you know their name, but tweak the structure slightly.

Start immediately with the greeting and then go into the letter itself. After your closing line, sign your email like usual, but include your contact details beneath it. Remember to omit the employer’s header details – just yours are fine.

Here’s an example:

Write a strong cover letter and build instant rapport

Your cover letter’s greeting is the first thing the hiring manager sees, and the right one conveys professionalism and cultural alignment. Whether you know the recruiter’s name or not, you can personalize your application and show the employer that this opportunity is worth the effort.

Take the time to research the company and carefully structure each letter. While using the same letter for every application may be easy, it’s worth the time and effort to tailor each one to a specific job description.

Ready to put these tips to use? Dive into CVwizard’s cover letter maker to create a professional application effortlessly. Simply fill in the blanks, download your personalized letter, and apply to your dream job in a few clicks.