How to Start a Cover Letter Greeting: Professional Examples & Expert Tips [2026]
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TL;DR: Cover Letter Greeting Quick Guide
The best cover letter greeting is "Dear [Hiring Manager's Name]," when you know who will read your application. If you don't know the name, use "Dear Hiring Manager," as a professional fallback. Avoid outdated salutations like "To Whom It May Concern" or "Dear Sir/Madam"—these signal laziness and can hurt your chances. Personalized cover letters increase interview invitations by 23%, making your greeting a crucial first impression.
Key Takeaways
Best greeting with name: "Dear Mr./Ms. [Last Name]," or "Dear [Full Name],"
Best greeting without name: "Dear Hiring Manager," or "Dear [Department] Team"
Always avoid: "To Whom It May Concern," "Hey," "Hi there," "Dear Sir/Madam"
Punctuation: Use a colon (:) for formal letters, comma (,) for emails
84% of job applicants fail to personalize their greeting—stand out by doing the research
What Is a Cover Letter Greeting?
A cover letter greeting, also called a salutation, is the opening line of your cover letter that addresses the recipient before you begin the body of your message. Think of it as the professional equivalent of saying "hello", it sets the tone for everything that follows and signals to the reader whether you've done your homework.
The greeting typically follows this format: "Dear [Title] [Name]," followed by a comma or colon, then a blank line before the first paragraph. While it might seem like a small detail, hiring managers notice when candidates take the time to address them properly—or when they don't.
Cover letters addressed to a specific person receive 50% more positive responses than those with generic greetings. This isn't surprising, people respond better when they feel personally addressed rather than receiving mass communication.
Why Your Cover Letter Greeting Matters More Than You Think
Your cover letter greeting is your first impression—and in a competitive job market, first impressions are everything. Research shows that recruiters spend an average of 6-7 seconds scanning a cover letter before deciding whether to keep reading. A personalized, professional greeting signals that you're serious about this specific opportunity, not just mass-applying to every job listing.
The Psychology Behind Personalization
When someone sees their name in writing, it activates a neurological response that makes them more engaged with the content that follows. This is known as the "cocktail party effect"—we're naturally drawn to information that feels personally relevant to us. By using the hiring manager's actual name, you're leveraging this psychological principle to capture their attention from the very first line.
What a Great Greeting Signals
Research skills: You took time to find the right person to address
Attention to detail: You noticed and used the correct spelling of names and titles
Genuine interest: You're not just spray-and-pray applying to hundreds of jobs
Professionalism: You understand basic business communication norms
Cultural awareness: You've researched the company's communication style
Best Cover Letter Greetings When You Know the Hiring Manager's Name
If you can find the hiring manager's name, always use it. This shows you've invested effort in your application and creates an immediate personal connection. Here are the most effective formats:
1. Dear Mr./Ms. [Last Name],
This is the gold standard for professional cover letters. It's formal enough for any industry while still being personal.
"Dear Ms. Rodriguez,"
"Dear Mr. Chen,"
"Dear Ms. O'Brien,"
Pro tip: Always use "Ms." for women, regardless of marital status. Using "Mrs." or "Miss" requires assumptions about marital status that are inappropriate in professional settings. "Ms." is the universally accepted professional title for women.
2. Dear [Full Name],
When you're unsure of the recipient's gender or preferred title, using their full name is a safe and respectful choice.
"Dear Jordan Smith,"
"Dear Taylor Williams,"
"Dear Alex Johnson,"
This approach works especially well for:
Gender-neutral names where you can't confirm how the person identifies
When you've only seen the name written and don't know preferred honorifics
International applications where naming conventions may differ
Startup or tech companies with more casual cultures
3. Dear Dr./Prof. [Last Name],
When applying to academic positions or writing to someone with a doctoral degree, always use their academic title. Ignoring someone's earned title can be seen as disrespectful.
"Dear Dr. Patel,"
"Dear Professor Martinez,"
"Dear Associate Professor Wong,"
According to Purdue OWL's academic cover letter guide, faculty position cover letters should address the recipient with their proper academic title, as it demonstrates awareness of academic culture and professional respect.
4. Dear [First Name] [Last Name],
For slightly less formal environments, you can include the first name while still maintaining professionalism.
"Dear Sarah Thompson,"
"Dear Michael Park,"
This format works well for:
Creative industries
Startups and tech companies
Companies with clearly casual cultures
When the job posting uses informal language
Gender-Neutral Cover Letter Greetings: A Modern Approach
In today's diverse workplace, using gender-neutral language isn't just politically correct—it's professional common sense. Making assumptions about someone's gender based on their name can start your application off on the wrong foot.
When to Use Gender-Neutral Greetings
When the name could belong to any gender (Alex, Jordan, Taylor, Sam, Casey)
When you can't find photos or pronouns to confirm gender identity
When writing to international companies where naming conventions differ
When the company has explicitly inclusive hiring practices
Best Gender-Neutral Options
Option 1: Use the Full Name Without a Title
"Dear Morgan Davis," – Professional and makes no gender assumptions
Option 2: Use Mx. (pronounced "mix")
The honorific "Mx." was added to Merriam-Webster in 2017 as a gender-neutral alternative to Mr./Ms. However, use this only if you know the recipient prefers this title, as some professionals may not be familiar with it.
Option 3: Focus on the Role
"Dear Marketing Director," – Addresses the role rather than making gender assumptions
Avoiding Gender Assumptions
Never assume gender based on a name alone. Names like Andrea (feminine in English, masculine in Italian), Robin, Pat, or Kim could belong to anyone. When in doubt, do additional research on LinkedIn or the company website to find pronouns, or simply use the full name.
Best Cover Letter Greetings When You Don't Know the Name
Sometimes, despite your best efforts, you simply can't find the hiring manager's name. The job posting might be vague, the company website unhelpful, and LinkedIn searches fruitless. In these situations, here are your best options, ranked from most to least effective:
1. Dear Hiring Manager,
This is the universally accepted fallback when you don't know the recipient's name. It's professional, direct, and shows you're specifically addressing the person responsible for hiring decisions.
"Dear Hiring Manager" strikes the perfect balance between formality and approachability. It acknowledges that you're addressing a specific role rather than just throwing your application into the void.
2. Dear [Department] Hiring Manager,
Adding the department name shows you've done at least some research and understand where the role fits within the organization.
"Dear Marketing Hiring Manager,"
"Dear Engineering Hiring Manager,"
"Dear Sales Hiring Manager,"
"Dear Finance Hiring Manager,"
3. Dear [Department] Team,
This option works well when you're addressing a group or when the hiring process involves multiple stakeholders.
"Dear Product Team,"
"Dear Customer Success Team,"
"Dear Editorial Team,"
"Dear Human Resources Team,"
4. Dear [Company Name] Recruiting Team,
Incorporating the company name shows that your letter is specifically written for them, not a template you're sending everywhere.
"Dear Acme Corp Recruiting Team,"
"Dear TechStart Hiring Team,"
5. Dear Hiring Committee/Selection Committee,
Use this when the job posting indicates multiple people will review applications, common in:
Academic positions
Executive roles
Government positions
Non-profit organizations
Panel interviews explicitly mentioned
How to Find the Hiring Manager's Name: 8 Proven Methods
Before defaulting to "Dear Hiring Manager," exhaust these research methods. Taking 15-20 minutes to find the right name can significantly boost your chances of landing an interview.
1. Check the Job Posting Carefully
Sometimes the hiring manager's name is hidden in plain sight. Look for:
Contact information at the bottom
The name of the person who posted the job on LinkedIn
"Questions? Contact..." sections
Required document submission instructions (sometimes addressed to specific people)
2. Use LinkedIn's Advanced Search
LinkedIn is your most powerful tool for finding hiring managers. Here's how to use it effectively:
Search for the company name
Click on "People" to see current employees
Filter by job title (try "Hiring Manager," "Recruiter," "HR Manager," "[Department] Manager")
Look for the "Meet the hiring team" section on job postings
Check who posted the job listing
Boolean search tip: Try searching: ("Marketing Manager" OR "Head of Marketing") AND "Company Name" to find potential hiring managers.
3. Explore the Company Website
Navigate to these sections on the company website:
About Us / Our Team / Leadership pages
Company directory (if publicly available)
Press releases (often name department heads)
Blog posts (may reveal team structures)
Annual reports (list executives and key personnel)
4. Call the Company Directly
Yes, picking up the phone still works! A simple script:
"Hi, I'm preparing an application for the [Job Title] position and want to make sure I address my cover letter to the right person. Could you tell me who the hiring manager is for this role?"
Most receptionists will happily provide this information. It also demonstrates initiative and genuine interest.
5. Use Professional Networks
If you have connections at the company or in the industry:
Ask them directly who handles hiring for that department
Request an introduction to the hiring manager
Get insider tips on the company's hiring process
Remember: referrals lead to hires 4x more often than cold applications.
6. Check Industry Publications and News
Recent press coverage may reveal:
New department heads
Team expansions
Organizational changes
Key decision-makers quoted in articles
7. Search Google Strategically
Try these search queries:
"[Company Name]" + "HR Manager"
"[Company Name]" + "[Department] Director"
"hiring at [Company Name]"
site:linkedin.com "[Company Name]" recruiter
8. Use Email Finding Tools
Tools like Hunter.io, Lusha, or RocketReach can help you find professional email addresses and identify key contacts at companies. Even if you don't need the email (since you're applying through a portal), these tools often reveal names and titles.
Cover Letter Greetings to Avoid (And Why They Hurt Your Chances)
Using the wrong greeting can instantly move your application to the rejection pile. Here are the salutations career experts unanimously agree you should never use:
"To Whom It May Concern"
Why it fails: This greeting screams "I didn't bother to research." It's impersonal, outdated, and suggests you're sending the same generic letter to dozens of companies. Hiring managers immediately perceive applicants using this greeting as lazy.
"Dear Sir or Madam"
Why it fails: Besides being outdated, this phrase makes gender assumptions and excludes non-binary individuals. It signals that your job search approach is stuck in the past.
"Dear Sir" or "Dear Sirs"
Why it fails: Assumes the hiring manager is male, which is presumptuous and potentially offensive. With women comprising over 50% of the workforce, this greeting is statistically wrong half the time.
"Hey" or "Hi there"
Why it fails: Too casual for a professional document. Even if the company culture seems relaxed, your cover letter is a formal job application, not a text to a friend.
"Hello"
Why it fails: While not as bad as "Hey," a standalone "Hello" lacks professionalism and specificity. It doesn't demonstrate any effort to personalize your application.
"Dear [First Name Only]"
Why it fails: Unless you personally know the hiring manager, using only their first name can come across as presumptuous or disrespectful. Wait until you've built a relationship to use first names.
"Dear Recruiter"
Why it fails: While technically accurate, it's impersonal. "Dear Hiring Manager" is preferred because it acknowledges the person's decision-making role.
Leaving the Greeting Blank
Why it fails: Never skip the greeting entirely. A missing salutation suggests carelessness and makes your letter feel incomplete.
Frequently Asked Questions About Cover Letter Greetings
Is "Dear Hiring Manager" OK to use?
Yes, "Dear Hiring Manager" is perfectly acceptable when you genuinely cannot find the hiring manager's name after thorough research. It's professional, widely accepted, and far better than outdated alternatives like "To Whom It May Concern." However, always try to find the actual name first—personalization increases your chances of getting an interview by 23%.
Should I use a colon or comma after the greeting?
In formal U.S. business letters, use a colon (Dear Ms. Smith:). For email cover letters or slightly less formal contexts, a comma is acceptable (Dear Ms. Smith,). British English typically uses a comma in all cases. When in doubt, match the formality level of the job posting.
How do I address a cover letter when I don't know the gender?
Use the person's full name without an honorific: "Dear Jordan Smith," This is respectful, professional, and avoids making any assumptions. If you must use a title, "Mx." (pronounced "mix") is the gender-neutral option, though it's not universally recognized.
Can I use "Hello" or "Hi" in a cover letter?
No. These greetings are too casual for professional cover letters, even at relaxed startups. Stick with "Dear [Name]" or "Dear Hiring Manager." Save casual greetings for after you've been hired.
Is "To Whom It May Concern" ever appropriate?
Virtually never for cover letters. This phrase is considered outdated, impersonal, and signals that you didn't put effort into your application. The only scenario where it might be acceptable is for general letters of recommendation—not job applications.
How do I address a cover letter to a doctor or professor?
Always use their academic title: "Dear Dr. Williams:" or "Dear Professor Chen:" Failing to acknowledge academic credentials, especially in academic job applications, is a significant faux pas that could cost you the opportunity.
Related Cover Letter Resources
Master your entire cover letter with these additional guides:
How to Close a Cover Letter: Expert Guide with Examples – Finish strong with powerful closing statements
How to Write an Application Letter: Complete Guide – Step-by-step application letter writing
Cover Letter vs Resume: Key Differences – Understand what goes where
Application Letter for Job: Templates & Examples – Ready-to-use templates for any job
Customer Service Cover Letter Examples – Industry-specific examples
Cover Letter for Teaching Job: Complete Guide – Templates for educators
How to Start an Email Professionally – Professional email greetings that work
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