How to Address Hiring Manager in Cover Letter: Complete Guide 2025
TL;DR - Quick Answer
Address your hiring manager by name whenever possible—"Dear [First Name] [Last Name]" or "Dear Mr./Ms. [Last Name]"—as personalized greetings receive 42% more responses than generic ones. When you can't find the name after thorough research, use "Dear Hiring Manager" or "Dear [Department] Team" as professional alternatives. Never use outdated greetings like "To Whom It May Concern" or generic options like "Dear Sir or Madam," as these signal you didn't research the company and immediately weaken your application.
The greeting sets the tone for your entire cover letter. Research shows that hiring managers spend an average of 7.4 seconds on initial screening, and a personalized salutation immediately signals effort and attention to detail. Taking 10-15 minutes to find the right name can dramatically increase your chances of landing an interview, while defaulting to generic greetings may cause your application to blend into the hundreds of others competing for the same position.
This comprehensive guide walks you through exactly how to address any hiring manager—from finding their name through multiple research methods to choosing the perfect level of formality for your industry. Whether you're applying to a Fortune 500 company or a creative startup, you'll learn the specific strategies that make hiring managers take notice.
Key Takeaways
Always try to find the hiring manager's name: Use LinkedIn, company websites, phone calls, and industry connections to personalize your greeting. Personalized cover letters receive 42% more positive responses than generic ones.
"Dear Hiring Manager" is your best backup: When you've exhausted all research options, this professional alternative shows respect without being outdated or overly formal.
Match formality to industry norms: Use "Dear Mr./Ms. [Last Name]" for traditional industries like law, finance, and government. Use "Dear [First Name]" for startups, tech, and creative fields.
Avoid outdated greetings entirely: "To Whom It May Concern," "Dear Sir or Madam," and "Gentlemen" are considered unprofessional in modern job applications and can hurt your candidacy.
Consider gender-neutral options: When uncertain about gender or pronouns, use full names ("Dear Taylor Johnson") or the role title ("Dear Marketing Director") to show respect while avoiding assumptions.
Introduction: Why Your Cover Letter Greeting Matters More Than You Think
Here's a scenario most job seekers know too well: You've spent hours crafting the perfect cover letter, highlighting your achievements and explaining why you're the ideal candidate. But in the first line—the greeting—you write "To Whom It May Concern" because you couldn't find the hiring manager's name. In that single moment, you've potentially undermined everything that follows.
According to a survey by TopResume, 45% of hiring managers say they would reject a candidate based on an improperly addressed cover letter. That's nearly half of your potential opportunities lost before anyone reads about your qualifications. The greeting isn't just a formality—it's your first impression, and hiring managers are paying attention.
Research from the Society for Human Resource Management (SHRM) indicates that personalized cover letters receive 42% more positive responses than generic ones. When you address someone by name, you're demonstrating initiative, research skills, and genuine interest in the specific position—qualities every employer values. On the flip side, generic greetings signal laziness and suggest you're mass-applying without caring about the individual company.
In this guide, you'll learn exactly how to address hiring managers in any situation. We'll cover proven methods for finding names, the specific greetings that work best for different industries, and what to do when you simply can't identify the right person. By the end, you'll never wonder about your cover letter greeting again. For a complete understanding of the document you're creating, start with what a cover letter is and its purpose in job applications.
How to Find the Hiring Manager's Name (7 Proven Methods)
Before defaulting to a generic greeting, invest 10-15 minutes in research. The effort you put into finding the right name directly translates to a more personalized, impactful cover letter. Here are the most effective methods, ranked by success rate:
1. LinkedIn: Your Most Powerful Research Tool
LinkedIn has transformed the job search process, and it's your best resource for identifying hiring managers. According to LinkedIn's own data, 87% of recruiters use the platform regularly to find and screen candidates. That means the person reviewing your application is likely on LinkedIn too.
Start by searching the company name and filtering by "People." Look for job titles like "Hiring Manager," "HR Manager," "Talent Acquisition," "Recruiting Manager," or the department head for your target role. If you're applying for a marketing position, search for "Marketing Director" or "VP of Marketing" at the company. Often, the direct supervisor for the role is the one reviewing applications.
Pro tip: If the job posting mentions the team you'd join, search for that team's manager specifically. A posting that says "Join our innovative Product team" suggests searching for the Product Director or VP of Product at that company.
2. The Company Website's Team or About Page
Many companies proudly display their leadership and team members on their websites. Navigate to pages labeled "About Us," "Our Team," "Leadership," or "Meet the Team." These pages often include photos, names, and titles of key employees. Pay attention to department heads, as they're often involved in hiring for their teams.
For smaller companies and startups, you might even find the CEO or founder listed—and at companies under 50 employees, executives often personally review applications. Don't overlook the "Contact" page either, as it sometimes lists departmental contacts with specific names and email addresses.
3. The Job Posting Itself
Read the job posting carefully, as some include the hiring manager's name or a contact person. Look for phrases like "For questions about this position, contact..." or "This role reports to..." Even if the name isn't explicitly stated as the hiring manager, the person the role reports to is likely involved in the hiring decision and appropriate to address.
Also pay attention to who posted the job. On platforms like LinkedIn and Indeed, you can often see who created the listing—this person may be in HR or the department itself, and either is appropriate to address.
4. Call the Company Directly
Sometimes the most direct approach works best. Call the company's main line and ask: "Could you tell me who's handling applications for the [Position Title] role?" or "I'm applying for the Marketing Manager position and would like to address my cover letter correctly. Could you tell me who's managing this search?"
Most receptionists are happy to help with this simple request. Even if they can't give you a specific name, they might direct you to HR or the relevant department, where you can ask again. This approach also demonstrates initiative—something hiring managers consistently rank as a desirable trait.
5. Industry Networking and Informational Interviews
If you have contacts in the industry or company, reach out and ask. A simple message like "I'm applying for the Software Engineer position at [Company]. Do you happen to know who's handling the search?" can yield results. Even second-degree connections—your contacts' contacts—may be willing to help.
This method has an added benefit: if your contact is willing to mention your application to the hiring manager, you've just turned a cold application into a warm referral. According to LinkedIn data, referred candidates are 9 times more likely to be hired than those who apply online alone. If you're considering making a career change and need extra support, learn how AI cover letters can help with career transitions.
6. Professional Associations and Industry Publications
For specialized roles, professional associations and industry publications can be goldmines. Company announcements, press releases, and industry news often mention who leads various departments. If a company recently appointed a new VP of Engineering, that announcement might appear in tech news or the company's press page.
Trade associations often have membership directories as well. While access varies, these can help you identify key players at target companies. Some industries—like academia, nonprofit, and government—also have public staff directories that list department contacts.
7. Email Finder Tools and Patterns
Once you have a name, you may need to verify the email format. Tools like Hunter.io, Voila Norbert, or LinkedIn Sales Navigator can help. Even without paid tools, you can often deduce email patterns: most companies use firstname.lastname@company.com, firstname@company.com, or f.lastname@company.com.
While having the email address isn't strictly necessary for addressing your cover letter (the name alone suffices), it can be useful for direct applications or follow-up communications. For detailed guidance on structuring your entire greeting section, check out our guide on how to start a cover letter.
The Best Greetings When You Have the Hiring Manager's Name
You've done your research and found the hiring manager's name—now what? The way you use that name matters just as much as finding it. Here's how to craft the perfect personalized greeting:
Formal Industries: Use Titles and Last Names
For traditional industries like law, finance, government, healthcare, and academia, maintain formality with titles:
"Dear Mr. Johnson," - Use for men when you're confident about gender
"Dear Ms. Williams," - Use for women; "Ms." is preferred over "Mrs." or "Miss" as it doesn't assume marital status
"Dear Dr. Chen," - Always use "Dr." for physicians, PhDs, and other doctoral degree holders
"Dear Professor Martinez," - Appropriate for academic positions
In these contexts, using "Dear John" would feel presumptuous and potentially disrespectful. The formality shows you understand professional norms and take the opportunity seriously.
Modern and Casual Industries: First Names Work
For startups, tech companies, creative industries, and companies with known casual cultures, first names are often appropriate:
"Dear Sarah," - Professional yet approachable
"Hello Michael," - Slightly more casual but still appropriate
"Hi Jennifer," - Use only for very casual company cultures
How do you know if a company is casual enough for first names? Look at their website tone, social media presence, and job posting language. If the job description uses phrases like "Join our awesome team!" and the CEO's bio mentions their dog, first names are likely fine. If everything reads formally and professionally, stick with titles.
When You're Unsure: The Safe Middle Ground
If you can't gauge the formality level, use the full name without a title:
"Dear Alex Thompson," - Professional and respectful without assuming formality
"Dear Jordan Lee," - Works perfectly for gender-neutral or ambiguous names
This approach is particularly useful when you're uncertain about gender or prefer to avoid titles altogether. It shows you've done your research while remaining professionally neutral. For more guidance on using names effectively, see our detailed guide on how to address a cover letter with a name.
What to Do When You Can't Find the Hiring Manager's Name
Sometimes, despite your best efforts, you simply cannot identify the hiring manager. Perhaps the company is very private, the position is with a staffing agency, or the listing genuinely doesn't reveal any contacts. Here's how to handle these situations professionally:
Best Alternative: "Dear Hiring Manager"
"Dear Hiring Manager" is the most widely accepted and professional alternative when you don't have a name. It's direct, respectful, and shows you understand professional correspondence norms. According to resume expert Amanda Augustine, "'Dear Hiring Manager' is professional, widely accepted, and shows you've made an effort to address someone specific, even without a name."
This greeting works across all industries and job levels. It doesn't assume gender, isn't outdated, and clearly indicates who the letter is for. Most hiring managers view this as a perfectly acceptable professional greeting.
Department-Specific Alternatives
When you know the department but not the specific person, customize your greeting accordingly:
"Dear Marketing Team," - Shows you're targeting the right group
"Dear Engineering Hiring Committee," - Acknowledges that multiple people may review applications
"Dear Customer Success Leadership," - Appropriate for senior roles
"Dear Talent Acquisition Team," - Works when HR handles initial screening
These alternatives are particularly useful at larger companies where hiring decisions involve committees. They're also helpful when the job posting emphasizes team culture or mentions the specific department you'd join. Our comprehensive guide on who to address a cover letter to provides additional context for these situations.
Role-Based Alternatives
If you know the likely title of the person reviewing applications, address them by role:
"Dear Recruiting Director," - For positions clearly managed by recruiting
"Dear Human Resources Director," - When HR is the primary contact
"Dear Head of Product," - If you're applying for a product role
"Dear Creative Director," - For design and creative positions
This approach shows industry knowledge and suggests you understand organizational hierarchies. It's especially effective at companies where functional leads handle their own hiring.
Greetings to Avoid at All Costs
Just as important as knowing what to write is knowing what to avoid. These outdated, inappropriate, or unprofessional greetings can immediately damage your application:
"To Whom It May Concern"
Verdict: Avoid entirely. This greeting screams "I didn't bother to research who I'm writing to." A CareerBuilder survey found that 83% of hiring managers say "To Whom It May Concern" is outdated and suggests the applicant is either lazy or mass-applying without personalization.
While this phrase was once standard in business correspondence, it now reads as impersonal and dated. Even "Dear Hiring Manager" is vastly preferable because it at least acknowledges you're writing to a specific function. For more on why this phrase fails and what to use instead, read our guide on To Whom It May Concern cover letters.
"Dear Sir or Madam"
Verdict: Avoid entirely. Like "To Whom It May Concern," this greeting dates from an era of formal business letters and feels antiquated today. Worse, it makes assumptions about gender that may not apply—many companies actively work toward inclusion, and gendered assumptions in a greeting can start you off on the wrong foot.
This greeting also suggests you couldn't be bothered to find out even the gender of who you're writing to, let alone their name. The modern workplace has moved past binary assumptions, making this greeting particularly problematic.
"Dear Sir," "Gentlemen," or "Ladies"
Verdict: Never use. Assuming the gender of your reader is inappropriate and potentially offensive. These greetings can immediately disqualify you at companies focused on diversity and inclusion—which is most companies in today's market. Even if the hiring manager happens to match your assumption, the assumption itself reflects poorly on your judgment.
"Hey," "Hi there," or No Greeting at All
Verdict: Too casual for most situations. While some extremely casual startups might accept "Hi [Name]," opening with just "Hey" or "Hi there" is too informal for professional correspondence. Starting without any greeting at all is abrupt and reads as incomplete or careless. Remember, you're asking to join someone's professional organization—a modicum of formality is appropriate.
Misspelled or Incorrect Names
Verdict: Worse than no name at all. If you're going to use someone's name, get it right. Double-check spelling, verify gender (don't assume "Pat" is male or "Taylor" is female), and ensure you have the correct person. Misspelling a hiring manager's name is one of the fastest ways to get your cover letter rejected—it suggests carelessness at best, disrespect at worst.
Pro tip: Copy and paste the name directly from LinkedIn or the company website rather than typing it manually. This eliminates typos and ensures accuracy. For more guidance on avoiding common mistakes, check out our guide on how to start a cover letter without a name.
Industry-Specific Greeting Guidelines
Different industries have different norms for professional communication. What works in Silicon Valley would feel strange on Wall Street, and vice versa. Here's a breakdown by industry:
Technology and Startups
Typical greeting: "Dear [First Name]," or "Hello [First Name],"
Tech culture generally favors informality and accessibility. Most startups and tech companies use first names exclusively, even for executives. Their job postings often use casual language, their websites feature employees in jeans, and their CEOs go by their first names in company communications.
Look at the company's engineering blog or social media for cues. If the CTO writes posts signed "- Mike," addressing your cover letter "Dear Michael" would feel oddly formal. Match their established communication style.
Finance and Banking
Typical greeting: "Dear Mr./Ms. [Last Name],"
Financial services remain among the most traditional industries. Banks, investment firms, and financial consultancies generally expect formal communication. Using someone's first name in a cover letter might be seen as presumptuous or unprofessional.
Exception: Fintech companies often blend tech casualness with financial seriousness. Research the specific company's culture through their website and job postings.
Law and Legal Services
Typical greeting: "Dear Mr./Ms. [Last Name]," or "Dear Attorney [Last Name],"
The legal profession values formality and precision. Law firms, corporate legal departments, and government legal positions all expect traditional greetings. First names are almost never appropriate in initial correspondence.
For positions at law firms, addressing the managing partner or hiring partner by title shows you understand legal hierarchy. "Dear Attorney Johnson" or "Dear Mr. Johnson" are both appropriate.
Healthcare
Typical greeting: "Dear Dr. [Last Name]," for physicians; "Dear Mr./Ms. [Last Name]," for others
Healthcare remains formal, with special attention to medical titles. Always use "Dr." for physicians, regardless of the setting. For administrative or non-clinical roles, standard formal greetings apply.
Be especially careful with academic medical centers, where individuals may hold multiple titles (Dr., Professor, etc.). When in doubt, use "Dr." for anyone with an MD, DO, PhD, or equivalent.
Creative Industries and Advertising
Typical greeting: "Dear [First Name]," or "Hello [First Name],"
Creative agencies, design studios, advertising firms, and entertainment companies typically embrace casual communication. First names are standard, and overly formal greetings might suggest you don't understand the industry's culture.
That said, larger agencies or positions at traditional brands might warrant slightly more formality. A boutique design studio will differ from a global advertising network in its cultural expectations.
Academia and Education
Typical greeting: "Dear Professor [Last Name]," or "Dear Dr. [Last Name],"
Academic institutions place great value on credentials and titles. Always use "Professor" or "Dr." when addressing faculty members. For administrative roles, the department chair or search committee chair should be addressed formally.
For K-12 education, "Dear Principal [Last Name]" or "Dear Dr. [Last Name]" (if they hold a doctorate) works well. Showing respect for educational credentials is essential in this field. For teaching-specific guidance, see our comprehensive guide on how to write a cover letter for teaching jobs.
Government and Nonprofit
Typical greeting: "Dear Mr./Ms. [Last Name],"
Government positions expect formality. Federal, state, and local government jobs all warrant traditional greetings, as does correspondence with elected officials or political appointees.
Nonprofits vary more widely—small grassroots organizations may be casual, while large international NGOs may be quite formal. Research the specific organization's culture through their communications and annual reports.
Navigating Gender-Neutral and Inclusive Greetings
In today's workplace, assuming gender based on names can lead to uncomfortable situations. Here's how to handle greetings inclusively:
When Gender Is Ambiguous or Unknown
Names like Alex, Jordan, Morgan, Taylor, Sam, and countless others don't indicate gender. Rather than guessing (and potentially guessing wrong), use strategies that work regardless of gender:
Use the full name: "Dear Alex Thompson" avoids any title that assumes gender
Use the role: "Dear Marketing Director" focuses on function rather than personal identity
Opt for "Mx.": If the person uses this honorific, "Dear Mx. Thompson" is appropriate, though verify first
If you can find the person on LinkedIn, they may have pronouns in their profile (she/her, he/him, they/them). This information helps you address them correctly and shows attention to detail that many candidates miss.
Respecting Non-Binary and Transgender Individuals
Some individuals use they/them pronouns or the honorific "Mx." If someone's pronouns are listed on their LinkedIn or company bio, use them appropriately. If you're uncertain and can't verify, the full name without title is always safe.
Companies increasingly prioritize inclusive language. Using "Dear Morgan Lee" rather than making an assumption demonstrates cultural awareness and respect—qualities that make you a better colleague and employee.
Cultural Name Considerations
Some cultural naming conventions differ from Western patterns. In Chinese names, for example, the family name typically comes first. In some Hispanic cultures, individuals use two surnames. When in doubt:
Use the full name as written: "Dear Wei Zhang"
Mirror how the person signs their own communications
Check LinkedIn for how they present their name professionally
Showing cultural competence in your greeting demonstrates the kind of awareness valued in global and diverse workplaces.
Special Situations: Hiring Committees, Multiple Contacts, and More
Not every job application is straightforward. Here's how to handle unique situations:
Addressing a Hiring Committee
Some positions, particularly in academia and senior roles, involve hiring committees rather than individual managers. When you know a committee is involved:
"Dear Hiring Committee," - Acknowledges the group reviewing applications
"Dear Search Committee Members," - Appropriate for academic positions
"Dear [Department] Selection Committee," - Shows you understand the process
If you know the committee chair's name, you might address them specifically while acknowledging the committee: "Dear Dr. Williams and Search Committee Members." This personalizes the greeting while recognizing the collective process.
When Multiple People Are Listed
Some job postings list multiple contacts or indicate that several people will review applications. You have a few options:
Address the primary contact: "Dear Ms. Johnson,"
Address the most senior person: "Dear Director Williams,"
Address both: "Dear Ms. Johnson and Mr. Garcia," (limit to two people)
Use the team name: "Dear Talent Acquisition Team,"
When in doubt, address the person most likely to make the hiring decision. For most positions, this is the department head or hiring manager rather than HR. HR typically screens applications, but the functional manager usually makes final decisions.
Internal Applications
When applying for an internal position, you likely know the hiring manager. The question becomes how formal to be:
If you've never worked directly with them: Use standard formal greeting
If you interact occasionally: Match your typical work communication style
If you work together closely: A friendly but professional tone works ("Dear Sarah,")
Even for internal applications, treat the cover letter as a formal professional document. This isn't a casual email—it's part of your official application record. For more on internal job applications, see our guide to cover letters for internal positions.
Staffing Agency Applications
When applying through a staffing agency, you may not know the end client at all. Address your greeting to the recruiter at the staffing firm who will present your candidacy:
"Dear [Recruiter Name]," if you have a specific contact
"Dear Recruiting Team," if no specific name is provided
"Dear [Agency Name] Team," when you want to acknowledge the agency
Remember that your cover letter in these situations serves a dual purpose: convincing the recruiter to present you and giving them ammunition to sell you to the client.
Formatting and Punctuation: Getting the Details Right
Beyond the greeting itself, small formatting details matter. Here's how to polish your salutation:
Colon vs. Comma
Traditional business letters use a colon after the greeting ("Dear Mr. Johnson:"), while personal letters use a comma ("Dear John,"). For cover letters, either is acceptable, though conventions vary by country and industry:
Colon ("Dear Ms. Williams:") - More formal, traditional American business style
Comma ("Dear Ms. Williams,") - Slightly less formal, common in UK and creative industries
Most hiring managers won't reject an application over this distinction. Choose one and be consistent throughout your job search. What matters more is everything that follows the greeting.
Capitalization
Always capitalize:
The word "Dear"
All proper names (first and last)
Titles like Mr., Ms., Dr., Professor
Position titles when used as part of the greeting ("Dear Marketing Director")
Team or committee names ("Dear Hiring Committee")
Don't capitalize generic references: "Dear hiring manager" should be "Dear Hiring Manager" when used as a greeting (treating it as a title).
Spacing
Your greeting should be followed by a blank line before your opening paragraph. This creates visual separation and follows standard business letter format:
Dear Ms. Johnson,
[blank line]
I am writing to express my strong interest in the Marketing Manager position...
Never start your first paragraph on the same line as your greeting. This spacing is standard and expected. For complete formatting guidance, see our comprehensive guide on how to address a cover letter without a name.
Complete Greeting Examples for Every Situation
Here are ready-to-use examples for various scenarios. Browse our comprehensive cover letter examples for full letters you can adapt:
When You Have the Hiring Manager's Name
"Dear Mr. David Chen," (formal, name known)
"Dear Ms. Jennifer Rodriguez," (formal, name known)
"Dear Dr. Sarah Mitchell," (addressing someone with doctorate)
"Dear Professor Robert Kim," (academic position)
"Dear David," (casual tech/startup environment)
"Hello Jennifer," (casual creative industry)
When You Only Know the Department
"Dear Marketing Team,"
"Dear Engineering Hiring Committee,"
"Dear Customer Support Leadership,"
"Dear Product Development Team,"
When You Don't Have Any Name
"Dear Hiring Manager,"
"Dear Recruiting Team,"
"Dear Talent Acquisition Manager,"
"Dear [Company Name] Hiring Team,"
Industry-Specific Examples
Finance: "Dear Mr. Thompson," or "Dear Ms. Williams,"
Tech Startup: "Dear Alex," or "Hello Jordan,"
Healthcare: "Dear Dr. Martinez," or "Dear Director Chen,"
Academia: "Dear Professor Johnson," or "Dear Dr. Williams,"
Creative: "Dear Sarah," or "Hello Michael,"
Legal: "Dear Attorney Rodriguez," or "Dear Mr. Garcia,"
Common Greeting Mistakes and How to Fix Them
Even experienced professionals make these errors. Here's how to avoid the most common greeting missteps:
Mistake #1: Not Researching at All
The problem: Defaulting to generic greetings without attempting to find the hiring manager's name.
The fix: Spend 10-15 minutes on LinkedIn, the company website, and potentially a phone call before giving up. Even if you don't find the exact name, this research often yields department-specific alternatives that show effort.
Mistake #2: Using Outdated Greetings
The problem: Starting with "To Whom It May Concern," "Dear Sir or Madam," or similar antiquated phrases.
The fix: Use "Dear Hiring Manager" or "Dear [Department] Team" instead. These alternatives are modern, professional, and don't carry the baggage of outdated business correspondence.
Mistake #3: Misspelling the Name
The problem: Spelling someone's name wrong immediately signals carelessness.
The fix: Copy and paste names directly from LinkedIn or company websites. Double-check before sending. If a name has multiple common spellings (Steven/Stephen, Caitlin/Kaitlyn), verify which version this person uses.
Mistake #4: Wrong Level of Formality
The problem: Using a first name at a formal company or being overly formal at a casual startup.
The fix: Research the company culture through their website, job postings, social media, and Glassdoor reviews. When uncertain, lean slightly more formal—it's easier to recover from being too formal than too casual.
Mistake #5: Making Gender Assumptions
The problem: Assuming "Pat" is male or "Dana" is female, or defaulting to "Dear Sir."
The fix: When gender is unclear, use the full name ("Dear Pat Williams") or check LinkedIn for pronouns. Never guess—being wrong is embarrassing at best, offensive at worst.
Frequently Asked Questions
Is "Dear Hiring Manager" too generic?
No—"Dear Hiring Manager" is a professional, widely accepted alternative when you genuinely cannot find the hiring manager's name. It's far superior to outdated options like "To Whom It May Concern." That said, always try to find a name first. "Dear Hiring Manager" should be your backup, not your default.
Research shows personalized greetings increase response rates by 42%, so the extra effort to find a name is worth it. But when that's truly impossible, "Dear Hiring Manager" works across industries and shows you understand professional communication norms.
Should I use Mr. or Ms. in 2025?
Yes, titles like Mr. and Ms. remain appropriate and expected in traditional industries such as law, finance, government, and healthcare. For Ms., note that it's the preferred feminine title because it doesn't indicate marital status (unlike Mrs. or Miss).
In casual industries like tech and creative fields, titles may feel overly formal—first names are often preferred. Always use "Dr." for physicians and PhDs, and "Professor" for academics with that title.
What if I address the wrong person?
Addressing your letter to the wrong person is better than using a generic greeting, as long as you're reasonably close (e.g., addressing the VP of Marketing when applying for a marketing role). However, addressing it to someone completely unrelated (the CFO for a design position) looks careless.
If you discover the error after sending, you generally cannot correct it. If you have a second chance (perhaps they request additional materials), use the correct name. For the original submission, don't draw attention to the mistake.
Can I use "Hello" instead of "Dear"?
"Hello [Name]" is acceptable in casual industries like tech, creative, and startups. It reads as friendly and approachable while still professional. However, stick with "Dear" for formal industries like law, finance, healthcare, and government.
Never use just "Hello" without a name—"Hello!" as a greeting looks like spam or a mass message. "Hello Hiring Manager" is awkward and uncommon. If you're using "Hello," pair it with a specific name.
How do I address a cover letter to a team?
Use "Dear [Department] Team" or "Dear [Company] Hiring Team." Examples include "Dear Marketing Team," "Dear Product Development Team," or "Dear TechCorp Hiring Team." This approach acknowledges that multiple people may review your application while still being specific.
Avoid making up fake team names. If you're unsure of the exact team structure, "Dear Hiring Team" is a safe, professional option that works across companies and industries.
Should the greeting match the job posting style?
Absolutely. If the job posting uses casual language ("Join our awesome team!" or "We're looking for rockstars"), a first-name greeting is appropriate. If the posting is formal and professional, match that tone with titles and last names.
The job posting is your best indicator of company culture for that role. Mirror its communication style while maintaining professionalism—you want to show you'll fit in while still making a strong first impression.
What about international applications?
For international applications, research regional norms. UK applications commonly use "Dear [First Name] [Last Name]," while German applications might include formal titles. Japanese applications require specific honorifics and formal conventions.
When applying internationally, err on the side of formality unless you have specific knowledge of the company's culture. Research business correspondence norms for your target country, as these can differ significantly from American conventions.
How formal should entry-level applications be?
Entry-level applications should generally follow the same formality rules as experienced applications. The hiring manager's expectations don't change based on your experience level. Research the company culture and match it.
What may differ is how much familiarity you can assume. A senior professional might know industry contacts who can provide names; an entry-level applicant might need to work harder to find them. The effort is equally important at all levels.
Can AI help me address my cover letter correctly?
Yes! Modern AI cover letter generators can help you craft professional greetings. Tools like Cover Letter Copilot analyze the job posting and company information to suggest appropriate greetings and formats. This can save time while ensuring you follow industry best practices.
AI tools are particularly helpful when you're applying to multiple positions and need to adjust formality levels for different companies and industries. They can also help you avoid common mistakes and outdated phrases.
What if the hiring manager has an unusual or unfamiliar name?
Treat unusual or unfamiliar names with the same respect as any other name. Copy the name exactly as written (including any accent marks if your system supports them). Don't try to anglicize, simplify, or guess at pronunciation.
If you're truly unsure how to write a name, the full name format ("Dear Wei Zhang") is always safe. This shows respect while avoiding potentially incorrect assumptions about which part is the family name or how titles should be applied.
Is "Greetings" an acceptable alternative?
"Greetings" alone is generally too casual and vague for cover letters. It lacks the warmth of "Dear" and doesn't acknowledge the reader. While you might see it in casual emails, cover letters call for more traditional greetings.
If you want something different from "Dear," try "Hello [Name]" for casual environments or stick with "Dear Hiring Manager" if you don't have a name. "Greetings" without anything following it looks incomplete.
How do I address a cover letter for a blind job posting?
Blind job postings (where the company isn't identified) require generic greetings by necessity. Use "Dear Hiring Manager" or "Dear Recruiting Team." You can't research a company you don't know, so hiring managers understand generic greetings in these contexts.
Focus your personalization efforts on the job responsibilities and requirements instead. Your cover letter can still be compelling without a personalized greeting—just make sure everything else is tailored to the role as described.
Conclusion: Make Your First Impression Count
The way you address your cover letter is more than a formality—it's your first opportunity to demonstrate professionalism, initiative, and attention to detail. Hiring managers notice when candidates take the time to find their name, and they equally notice when candidates default to outdated, generic greetings.
Remember these key principles as you write your next cover letter greeting:
Always research first: Spend 10-15 minutes trying to find the hiring manager's name before defaulting to generic alternatives
Match industry norms: Use formal titles in traditional industries, first names in casual ones
Avoid outdated phrases: "To Whom It May Concern" and "Dear Sir or Madam" have no place in modern applications
When in doubt, use "Dear Hiring Manager": It's professional, respectful, and universally accepted
Double-check spelling: A misspelled name does more damage than a generic greeting
Ready to create a perfectly addressed cover letter? Our AI cover letter generator helps you craft professional, personalized cover letters in under 60 seconds—including appropriate greetings tailored to your industry and the specific company. Upload your resume, paste the job description, and let our AI handle the details while you focus on landing interviews.
Your cover letter greeting sets the stage for everything that follows. Make it count, and you'll immediately stand out from the candidates who couldn't be bothered to do their homework. In a competitive job market, every advantage matters—and a well-addressed cover letter is one of the easiest ways to gain an edge.
