Cover Letters To Whom It May Concern Or Dear Sir Or Madam

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How to Address a Cover Letter

Addressing a cover letter can be tricky if you are responding to a job listing and either don’t have a contact person’s name or don't know the hiring manager's gender. 

First of all, take the time to try and find out the name and gender of the contact person. Some employers will think poorly of an applicant who does not take the time to find out the hiring manager’s name.

However, if you do some research and are still not sure to whom you are addressing your letter, it's better to be safe and use a generic greeting or none at all.

It's acceptable to start a letter without a greeting.

Read below for advice on how to address a cover letter, and example salutations.

Options for Addressing a Cover Letter

When you're not sure to whom to address your cover letters, you have a few options.

The first is to find out the name of the person you are contacting. If the name is not included on the job listing, you might look up the title of the employer or hiring manager on the company website. If there is a contact number, you might also call and ask an administrative assistant for the name of the hiring manager.

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

Tips for Using a General Salutation

There a variety of general cover letter salutations you can use to address your letter.

 These general cover letter salutations do not require you to know the name of the hiring manager.

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

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

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

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

  • Dear Sydney Doe
  • Dear Taylor Smith

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

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

What Title to Use

Even if you know the name and gender of the person to whom you are writing, think carefully about what title you will use in your salutation. For example, if the person is a doctor or holds a Ph.D., you might want to address your letter to “Dr. Lastname” rather than “Ms. Lastname” or “Mr. Lastname.” Other titles might be “Prof.,” “Rev.,” or “Sgt.,” among others.

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

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

How to Format a Salutation

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

Dear Hiring Manager:

First paragraph of letter.

Spell Check Names

Finally, before sending your cover letter, make absolutely sure that you have spelled the hiring manager’s name correctly. That is the kind of small error that can cost you a job interview.

Cover Letter Examples

Here are examples of cover letters addressed to a hiring manager, cover letters with a contact person, and more samples to review.

How to Write a Cover Letter
This guide to writing cover letters has information on what to include in your cover letter, how to write a cover letter, cover letter format, targeted cover letters, and cover letter samples.

How to open and close your cover letter

On a cover letter, formality is rarely a bad thing.

Write your cover letter opening and closing with these tips.

In a tight job market flooded with resumes and cover letters, it’s a given that your documents and messages need to be error-free. So how else can you distinguish your communications? Appropriate openings and closings that convey professionalism and polish.

Use our tips below on how to start your cover letter with a proper greeting and sign off with a polished signature. And if you need additional writing tips, join Monster today, so the experts at Monster's Resume Writing Service can help you impress employers with a high-impact resume and cover letter.

Cover letter openings

Write a formal greeting, such as Dear Ms. Alvis or Dear Mr. Yang. If you're unsure of the person’s gender and can’t find out, write the full name, as in Dear Chu Li or Dear Chris Beltran.

While it is increasingly common to see greetings without the "Dear" in business, it is less formal. When applying for a job, sometimes you want to start off formally, even though you may take a less formal tone in subsequent written exchanges.

If you’re unfamiliar with someone’s name, be sure you don’t confuse the first name with the family name, which can easily happen in today’s global business environment, depending in part on the languages you know. For example, the CEO of Lenovo is Yang Yuanqing. His surname is Yang and his first name is Yuanqing (in Mandarin, the family name is written first), so if you are addressing him, you would write Dear Mr. Yang and not Dear Mr. Yuanqing.

A final comment on people’s names: be sure to spell them correctly. That is one typo no recipient will miss.

What if you cannot track down a contact name for your cover email? Use a generic salutation, such as Dear Hiring Manager, Dear Recruiting Manager or Dear Human Resources Professional. (Avoid To Whom It May Concern; it is antiquated.) Another option is to write Greetings, which is somewhat informal but polite. You could also dispense with the opening greeting altogether and start with your first sentence, although some recipients might find that approach to be abrupt.

In all openings, be sure to capitalize the first letter of every noun and follow your greeting with punctuation. Use either a colon (Dear Mr. Yang:) or a comma (Dear Recruiting Manager,).

Cover letter closings

End your message with a formal closing, such as Sincerely, Regards or Best regards. If your closing contains more than one word, capitalize only the first word, as in Best regards or Sincerely yours. And be sure to put a comma after your closing. A common error in business communications is the omission of that comma.

Your full name goes on the next line. No need for the extra space that used to go on letters for the signature. Write your telephone number and email address on separate lines after your name. Although this contact information is on your resume (and your email address is on your email), including it with your cover message makes life easier for the recipient.

 

This post is by Helen Cunningham and Brenda Greene, authors of The Business Style Handbook, An A-to-Z Guide for Effective Writing on the Job


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