How to Address Someone in a Cover Letter

TL;DR - Quick Answer

To address someone in a cover letter, use "Dear [Title] [Last Name]," such as "Dear Ms. Johnson," or "Dear Dr. Smith," whenever possible. If you can't find the hiring manager's name after thorough research, use "Dear Hiring Manager," "Dear [Department] Team," or "Dear [Company Name] Recruiting Team." Avoid outdated phrases like "To Whom It May Concern" or "Dear Sir/Madam," which signal you didn't make an effort to personalize your application.

The greeting is your first impression—getting it right shows professionalism, attention to detail, and genuine interest in the position. A personalized salutation can significantly impact whether your letter gets read carefully or skimmed quickly.

This guide covers every scenario for addressing cover letters, from finding hidden hiring manager names to handling gender-neutral situations. For complete cover letter guidance, see our guide on how to create a cover letter.

Key Takeaways

• Always try to find a name: A personalized greeting dramatically increases your chances of making a positive impression.

• Use proper titles: "Dear Ms./Mr./Dr. [Last Name]" is the professional standard for formal applications.

• When names are unavailable: "Dear Hiring Manager" or "Dear [Department] Team" are acceptable alternatives.

• Avoid outdated phrases: "To Whom It May Concern" and "Dear Sir/Madam" feel impersonal and dated.

• Match formality to culture: Research company tone—some startups prefer first names while corporations expect formal titles.

Why the Greeting Matters

Your cover letter greeting accomplishes several critical goals:

• Shows initiative: Finding the right name demonstrates you research before applying

• Creates connection: People respond more positively when addressed by name

• Sets professional tone: The proper greeting establishes credibility from the first line

• Differentiates you: Many applicants default to generic greetings—standing out matters

• Signals attention to detail: Getting names and titles right reflects your work quality

How to Find the Hiring Manager's Name

Before defaulting to a generic greeting, exhaust these research methods:

LinkedIn Research

• Search for "[Company Name] + [Job Title] hiring manager"

• Look at the department head for the role you're applying to

• Check who posted the job listing

• Review company employees with relevant titles (HR Manager, Talent Acquisition, Department Head)

• Look at connections who might work there for referral information

Company Website

• Check the "About" or "Team" page for leadership names

• Look for a company directory or staff listing

• Review press releases for department head names

• Check the careers page for recruiter contact information

Direct Contact

• Call the company's main line and ask for the hiring manager's name

• Email the HR department with a polite inquiry

• Use the job posting contact information to ask

• Reach out to current employees via LinkedIn for guidance

Other Research Methods

• Google "[Company Name] [Department] manager"

• Check industry publications for company mentions

• Review the company's social media for team introductions

• Look at Glassdoor reviews that might mention names

Professional Greeting Formats

When You Know the Name

Standard formal: "Dear Ms. Johnson," or "Dear Mr. Smith,"

With professional title: "Dear Dr. Williams," or "Dear Professor Chen,"

For senior executives: "Dear Ms. Anderson," (maintain formality regardless of their seniority)

Casual company culture: "Dear Sarah," (only if company communication clearly uses first names)

When You Don't Know the Name

Ranked from best to acceptable:

1. "Dear Hiring Manager," — Professional and widely accepted

2. "Dear [Department] Team," — Shows you know where the role sits (e.g., "Dear Marketing Team,")

3. "Dear [Company Name] Recruiting Team," — Appropriate for large organizations

4. "Dear Human Resources," — Acceptable but less personal

5. "Dear Hiring Committee," — Appropriate for academic or panel-based hiring

What to Avoid

• "To Whom It May Concern" — Outdated and impersonal

• "Dear Sir/Madam" — Assumes binary gender and feels dated

• "Dear Sir or Madam" — Same issues as above

• "Hello" or "Hi" — Too casual for most applications

• "Hey there" — Never appropriate for job applications

• No greeting at all — Appears rushed or careless

Handling Gender-Neutral Situations

When you know a name but not the person's gender or preferred title:

Options for Unknown Gender

• Full name: "Dear Taylor Morgan," — Safe and professional

• First name only: "Dear Taylor," — If company culture supports casual greetings

• Title and department: "Dear Marketing Director," — When title is known

• Professional designation: "Dear Dr. Morgan," — When you know they have a doctorate

Respecting Pronouns

If someone's pronouns are visible on LinkedIn or email signatures:

• She/her: Use "Ms." unless they indicate preference for "Mrs." or "Miss"

• He/him: Use "Mr."

• They/them: Use full name ("Dear Alex Johnson,") or title only

Industry-Specific Considerations

Corporate and Finance

Maintain strict formality. Use "Dear Mr./Ms. [Last Name]" exclusively. Verify titles carefully—calling someone "Ms." who holds a doctorate can be seen as dismissive in formal industries.

Technology and Startups

Often more casual. If company communications use first names extensively, "Dear Sarah," may be appropriate. When in doubt, start formal—you can always adjust tone after hiring.

Creative Industries

Balance creativity with professionalism. A slightly personalized greeting that reflects brand voice can work, but avoid being too clever. "Dear Creative Team at AgencyName," shows understanding of the culture.

Academic Positions

Always use academic titles. "Dear Professor Smith," or "Dear Dr. Johnson," is expected. For committee-based hiring, "Dear Search Committee," or "Dear Hiring Committee," is standard.

Healthcare

Use medical titles appropriately. "Dear Dr. Chen," for physicians. For nursing or administrative roles, standard "Dear Ms./Mr." format applies unless the person holds advanced credentials.

Special Situations

Multiple Recipients

When your letter goes to multiple people:

• Two people: "Dear Ms. Johnson and Mr. Smith,"

• Team: "Dear Hiring Team," or "Dear Selection Committee,"

• Different departments: "Dear HR and Marketing Teams,"

Internal Applications

When applying within your current company:

• If you know them well: First name may be appropriate

• If you don't know them: Maintain formal greeting

• For senior leadership: Always use formal titles regardless of relationship

Referral Situations

When someone referred you:

Example: "Dear Ms. Johnson," (standard greeting), then mention the referral in your opening line: "Sarah Chen suggested I reach out regarding..."

Networking Contacts

When following up after meeting someone:

• If they gave you their card: Match the formality on their card

• If you met casually: Start slightly formal, then match their reply tone

• If introduced by mutual contact: Use the formality level your contact uses

Common Mistakes to Avoid

• Misspelling the name: Triple-check spelling—errors are immediately disqualifying

• Wrong gender assumption: When unsure, use full name or gender-neutral options

• Incorrect title: Using "Ms." for a "Dr." or vice versa shows lack of research

• Being too casual too soon: Start formal; you can't recover from being too informal

• Using nicknames: Use the name as it appears professionally ("Robert" not "Bob") unless they sign off otherwise

• Forgetting the comma: "Dear Ms. Johnson," needs that comma

• Using a colon: In cover letters, use a comma ("Dear Ms. Johnson,") not a colon (business letters use colons)

Quick Reference Guide

Best options (when you have a name):

• Dear Ms. Johnson,

• Dear Dr. Smith,

• Dear Professor Williams,

Best options (when you don't have a name):

• Dear Hiring Manager,

• Dear Marketing Team,

• Dear TechCorp Recruiting Team,

Avoid:

• To Whom It May Concern

• Dear Sir/Madam

• Hello/Hi

• No greeting

Using AI to Perfect Your Cover Letter

After nailing your greeting, ensure the rest of your letter is equally professional. Our AI cover letter generator creates polished, personalized content that flows naturally from your greeting through your closing.

For more AI writing strategies, see our guide on how to use ChatGPT to write a cover letter.

Frequently Asked Questions

Is it okay to use first names in a cover letter?

Generally, start with formal titles (Mr./Ms./Dr.) unless the company culture clearly indicates otherwise. Some tech startups and creative agencies use first names throughout their communications—in those cases, first names are acceptable. When in doubt, formal is safer.

What if I can't find any name at all?

"Dear Hiring Manager" is your best fallback. It's professional, widely accepted, and shows you're addressing a specific person even without knowing their identity. "Dear [Department] Team" is another solid option that demonstrates awareness of where the role sits.

Should I use "Mrs." or "Ms."?

Use "Ms." unless you know the person prefers "Mrs." or "Miss." "Ms." is the professional standard as it doesn't indicate marital status, which is irrelevant to professional correspondence.

How do I address a cover letter for a company that uses first names?

If the job posting, company website, and communications all use first names casually, "Dear Sarah," is appropriate. However, err toward formality in your initial contact. If they respond casually, you can match their tone in follow-ups.

What about titles like Dr., Professor, or military ranks?

Always use professional or military titles when known. "Dear Dr. Williams," "Dear Professor Chen," or "Dear Colonel Thompson" shows respect for their achievements and credentials. Never assume someone without a visible title has one.

Can I use "Dear Team" instead of "Dear Hiring Manager"?

"Dear [Specific Department] Team" is better than just "Dear Team," which feels too vague. "Dear Marketing Team" or "Dear Engineering Team" shows you understand the role's context and made some effort to personalize.

Is "Greetings" an acceptable cover letter salutation?

It's not wrong, but it's also not ideal. "Greetings" feels impersonal and slightly awkward in a cover letter context. "Dear Hiring Manager" or "Dear [Department] Team" are stronger choices that feel more natural and professional.

How do I address a cover letter when applying online with no contact info?

Many online applications don't provide hiring manager details. Use "Dear Hiring Manager" or "Dear [Company Name] Recruiting Team." You've done your due diligence if the information truly isn't available—don't overthink it.

Conclusion

The right cover letter greeting sets the tone for your entire application. Take time to research the hiring manager's name—it's worth the effort for the personalized connection it creates. When names aren't available, "Dear Hiring Manager" or "Dear [Department] Team" are professional alternatives that avoid dated phrases.

Remember: your greeting is the first impression of your attention to detail. A personalized, properly formatted salutation signals that the rest of your application will be equally thoughtful and professional.

Ready to create a standout cover letter? Our AI cover letter generator helps you craft professional, personalized letters from greeting to closing. For more guidance, explore our cover letter examples or learn how to make your cover letter stand out.