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.
Dear Sir or Madam (some write it Dear Sir/Madam) would be an appropriate salutation when you are writing to an institution and you don't have a name. It is in common use, at least in the UK and the EU, and is considered polite and professional.
"Sir or Madam is a respectful way to address the person when you don't know their gender - that is, when you don't know whether the person who will read the e-mail is male or female. Though it is still acceptable to write Dear Sirs in the UK, this salutation is no longer considered politically correct in the US, as it excludes women.
Dear Sir or Madam is the salutation I teach my students and business clients here in Germany. It has a courteous, respectful and professional tone to it, which is suitable for formal and more relaxed written communication. This tone of politeness and respect is very important when communicating with people of most cultures in the world.
Some people are of the opinion that you should make an effort to find out the name of the person being addressed by calling or e-mailing. If that's not possible, it is recommended to make up a title that fits the situation, as you have done; for example, Dear Student Insurance Officer.
There are many books and websites advocating one style or the other, but there is no definitive style that all agree upon in the English-speaking culture.
You seem to have thought this out well and have provided some good examples.
In the end, I can tell you that as a non-native speaker of English all of your efforts to write and express yourself in good English will be respected by the person reading your email.