read the first paragraph from a cover letter dear sir or madam

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How to Choose the Right Salutation for Your Cover Letter

When to Use 'Dear' or 'To Whom It May Concern' as Greetings

Cover Letter Greetings to Avoid

When you have a contact person.

• When You Don't Have a Contact Person

Examples of General Salutations

• When to Use 'Dear' in a Cover Letter
• Writing a Cover Letter Salutation

Concluding Your Letter

Cover letter example, sending your letter.

Hilary Allison / The Balance 

A salutation is a greeting at the beginning of a cover letter that is included with a resume when applying for a job. When you're writing a cover letter or sending an email message to apply for a job, it's important to include an appropriate greeting at the beginning to set the tone for your letter, which should be professional and appropriate.

The greeting is the first thing the recipient will see when they read your cover letter. Therefore, you need to convey the appropriate level of familiarity and respect.

Using casual greetings, such as “Hello” and “Hi” can make your letter seem unprofessional. Reserve these casual greetings for personal email and refrain from using them in your cover letter unless you are very familiar with the recipient. Such greetings are simply too informal—not the most professional way to begin the conversation if you’re looking to land a job.

“Hi” is appropriate only in casual email correspondence with people you know well—if you're checking in with a close friend to find out if they've heard of a job opening at their company, for example. "Hello" is appropriate only in email correspondence. It should be used primarily for people you know well but can be used in very casual circumstances.

Beginning your correspondence “To Whom It May Concern,” on the other hand, may seem too impersonal and make the hiring manager believe you do not care enough to find out whom you should be addressing. The only time to use " To Whom It May Concern " as a cover letter greeting is when you simply cannot find out the specific person to whom you are writing.

You should, of course, make every effort to find the name of a contact in the specific department in which you are interested. When inquiring  with a company for unadvertised openings, this greeting may be most appropriate.

The following is a list of letter salutation examples that are appropriate for cover letters and other employment-related correspondence when you have the name of a contact.

• Dear Mr. Jones
• Dear Ms. Brown
• Dear Riley Doe
• Dear Dr. Haven
• Dear Professor Lawrence

When You Don't Have a Contact Person

If this information was not provided in the job announcement and you cannot find it on the company’s website, then you may be able to call the company, ask to be forwarded to their human resources department (if they have one), explain that you will be applying for a job there, and ask for the name of their hiring manager.

Always make every effort to find a contact name to use in your letter. It leaves a good impression on the hiring manager if you have taken the time to use their name, especially if you had to work a little to find it.

LinkedIn is also a great tool to find out the name of the hiring manager. You can search for the company you are applying to with one or two keywords that would describe the person hiring for the position. Scroll down the list until you find the person who fits the criteria. This approach may help you pinpoint the appropriate contact person.

Many companies don't list a contact person when they post jobs because they have a team of hiring staff who sort through cover letters and resumes before passing them to the hiring manager for the appropriate department. They prefer to leave the hiring manager anonymous until he or she contacts you for an interview.

An organization may also not want to disclose who the hiring manager is to avoid emails and phone calls from applicants, particularly if they anticipate receiving a large number of applications from potential job candidates. So, don't worry if you can't find someone to address your letter to. It will be forwarded to the correct department and recipient.

If you don't have a contact person at the company, either leave off the salutation from your cover letter and start with the first paragraph  of your letter or, better yet, use a general salutation.

When using a general salutation, capitalize the nouns.

• Dear Hiring Manager
• To Whom It May Concern
• Dear Human Resources Manager
• Dear Sir or Madam
• Dear [Company Name] Recruiter

When to Use 'Dear' in a Cover Letter

It is appropriate to use “Dear” in most circumstances, such as when the potential employer is someone you know well, or they are a business acquaintance. Follow these tips on choosing the right greeting:

• For people who you know well on a first-name basis, it's okay to use their first name only. For a business acquaintance or associate, use their first name if you have met them more than once and typically address them by their first name.
• For potential employers, use Mr., Ms., or Dr., unless you have been instructed otherwise. Even if you know a woman is married, it is safer to use “Ms.” as opposed to “Mrs.,” as the latter may be offensive in certain circumstances.
• If you are unsure of the appropriate greeting, play it safe and use Mr./Ms./Dr. [last name] or Mr./Ms./Dr. [first name, last name].

How to Write a Cover Letter Salutation

Standard business correspondence formatting requires that, after providing your contact information and the date of your letter, you then write down your contact person’s name, the company’s name, and the company’s address.

The formal salutation or greeting comes next: “Dear [Contact Person’s name].” If you have a contact person for your letter, include their title and name in the salutation (i.e. "Dear Mr. Franklin"). If you are unsure of the reader's gender, simply state their full name and avoid the personal title (i.e. "Dear Jamie Smith"). Follow the salutation with a colon or comma, leave one line blank, and then start the first paragraph of your letter on the following line.

Your letter greeting has the potential to improve your chances of getting an interview. To enhance your candidacy, make sure your  cover letter  maintains a professional appearance and offers relevant information, including your qualifications for the position. Choose the appropriate closing and always thank the reader for their time and consideration.

This is a cover letter salutation example. Download the salutation cover letter template (compatible with Google Docs and Word Online), or see below for more examples.

Cover Letter With Salutation Example (Text Version)

Alex Applicant 123 Main Street Anytown, CA 12345 555-555-5555 alex.applicant@email.com

August 1, 2024

Brett Lee Nurse Manager St. Ansgar Hospital 123 Business Rd. Business City, NY 54321

Dear Mr. Lee:

I am writing to apply for the position of nursing attendant, as advertised on the St. Ansgar Hospital website. As a trained nursing assistant who is fulfilled by working with patients and staff, and by helping people, I would be a great asset to your nursing staff.

I completed my nurse assistant program in June of 20XX, and I also have a nurse attendant certificate from the state of New York. I have been working part-time at Dr. Ellen Mueller’s primary care office in Smithtown, NY, for the past year, so I am experienced in working with patients. In addition, I am diligent about my responsibilities, and I have a flexible schedule, which enables me to work almost any hours that you need.

I’ve attached my resume so that you can review my education and experience. I hope to hear from you soon. Thank you very much for your time and consideration.

Respectfully,

Signature (hard copy letter)

Alex Applicant

When you are sending your letter via email, include the reason you are writing in the subject line of your message:

Subject: First Name Last Name – Nurse Attendant Position

List your contact information in your signature, rather than in the body of the letter:

FirstName LastName Your Email Your Phone Number

Key Takeaways

• The salutation in a cover letter sets a professional tone and should be appropriate for the job application; avoid casual greetings like "Hello" and "Hi."
• Always try to find and use the name of a specific contact person in your salutation, as it shows effort and can leave a good impression on the hiring manager.
• If a contact person is not available, use general salutations like "Dear Hiring Manager" or "To Whom It May Concern," but ensure the overall letter remains professional and courteous.

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Perfect Cover Letter Salutations: Start Strong

11 min read · Updated on April 24, 2024

Greet your future employer professionally with these cover letter salutations

Cover letters – some recruiters love them; some recruiters hate them. Unfortunately, you'll rarely know which type of recruiter you're contacting, so the safest bet is always to send one, just in case. 

The aim of a cover letter is to make the reader want to find out more about you, so in this article, we're looking at starting strong. 

Which are the best cover letter salutations to make a great first impression?

What is a cover letter salutation?

When we say “salutation,” we mean the opening line of the letter where you greet the person you're writing to. For example, when you write to thank your aunt for the jumper she knitted for Christmas, you might use “Dear Aunt Betty” as your salutation. These days, the salutation may refer to the opening of an email as much as to the opening of a handwritten or printed letter. 

While cover letter salutations generally refer to the opening line of your epistle, some people also refer to the sign-off as a salutation as well, so we'll look at that at the end of the article. 

Considerations when choosing cover letter salutations

A cover letter is a formal business document that you use to try to make yourself more memorable. Remember, though, you want to be remembered for the right reasons and not the wrong ones! 

Starting your letter “Yo!” or “Hey” doesn't convey the impression of a competent professional who knows the unspoken rules of office writing etiquette. 

While not everyone is a natural writer, relying instead on personality, speech, and body language, cover letters depend very much on the written word. In fact, a cover letter, along with your resume, is part of your personal sales brochure. You need to choose the right words to sell yourself effectively. 

Stick to these guidelines, and you can't go far wrong.

Keep it formal and professional

Your tone should be aligned with the tone you'd use when speaking to a teacher, religious leader, or grandma, not the tone you'd use with your mates or kid brother. This is the first impression you'll make on your potential employer, so it's important to show that you can communicate professionally , with respect, and in line with workplace norms. 

Personalize wherever possible

Bonus points if you know, or can find out, the name of the person who will be reading the letter. If you can address them by name, you're instantly showing that you've made the effort, done your research, and have taken the time to write a personalized letter rather than firing the same one off to multiple vacancies. 

Always use a salutation

Even if you can't find out the recipient's name, never leave the greeting line blank. It conveys the impression of someone who lacks attention to detail or is just plain lazy. Not a great impression to create on someone you need to impress! 

This doesn't just apply to the cover letter salutation but to the entire document. Punctuation is important as it enables your reader to accurately interpret your meaning. Use capital letters for names and add a comma after the salutation. Get a trusted friend or family member to check over your letter when it's written to help you give it the polish it needs. 

Options for cover letter salutations

Let's take a look at some different salutations you could use on your cover letter. 

Dear Mr Donnelly 

Addressing the hiring manager by name is the ideal option. If it's not given in the job posting or provided by the person connecting you, it's fine to resort to good old Google. You may find their name on the company website or be able to track them down on LinkedIn. It's also perfectly acceptable to contact the company directly and ask them who you should address your application to.

If you're lucky enough to know the name of the hiring manager, you should always use it in the cover letter salutation. Bear these considerations in mind, though: 

Double and triple check the spelling – even the most common names sometimes have unconventional spellings 

Default to “Mr,” “Mrs,” or “Miss” plus their surname and use the generic “Ms” if you're not sure whether “Mrs” or “Miss” would be most appropriate

Reflect the gender-neutral title “Mx” if that's what you find online or on the job advert

Dear Doctor Foster

If the recipient has a professional title, it's recommended you use that instead of “Mr,” “Mrs,” or “Miss.” Examples could include “Dear Professor Dumbledore,” “Dear General Eisenhower,” or “Dear Doctor House.” 

While the formal “Dear Ms Farrell” is the preferred and most formal option, if you only have the hiring manager's first name, it's perfectly acceptable to use it to open the letter. Again, check the spelling. A slightly less formal salutation here isn't a reason to take a less formal tone throughout the rest of the letter, however. This is a suitable salutation for a job application email, as you can get away with a slightly more relaxed approach in an email.

Dear HR team

If you need a greeting for a cover letter to an unknown recipient, this is a popular option. It's not ideal, but your letter is likely to be forwarded to the right department at least. If you can't find the name of the hiring manager, this is a viable Plan B. 

Dear hiring manager

This is an alternative cover letter greeting when you have no name available. It's better than leaving a blank space, but it's far from warm and personal. Additionally, your letter may not find its way to the right person if the company has different teams hiring for different roles. Try to avoid this unless you've run out of other options.

Dear Sir / Madam

This cover letter salutation is falling out of favor. It's not just impersonal; it doesn't even address a specific team or department. Still, it's better than an overly casual greeting or a blank space. 

How NOT to address a cover letter

As we've already said, there are some greetings that are just too informal to use as cover letter salutations. There are others, however, that tread a very fine line. We'd advise avoiding these openings, as they're either too colloquial or too stuffy. 

To whom it may concern

We're not in the 19th century anymore. Trim your whiskers and relegate this stuffy greeting to history, it's too impersonal even for the most uptight offices. 

Using “dear” on its own, with no name or further greeting attached, gives the wrong vibe. It sounds like a combination of your old aunt, someone unfamiliar with the English language, and someone who's forgotten to fill in a blank on their template. Literally, anything is better than nothing after the word “dear.”

Hi, hello, hi there!

While these cover letter salutations certainly aren't stuffy or over-formal, they fall too far in the other direction. They're friendly and casual but too much for an initial introduction. Save these for the interview. 

Expert tip: Read this article to find out more about cover letter mistakes to avoid: 10 of the Worst Cover Letter Mistakes to Avoid  

Cover letter closing salutations

How you end is just as important as how you begin. After all, you want to end on a high! Before you come to an abrupt end, you'll want to do both of these things: 

Thank the reader for their time and consideration 

Add a call to action, for example, directing them to look at your resume or give you a call

Cover letter salutations to close 

You've started strong and used the body of the email to convince the hiring manager that you're the ideal candidate for the role. Now, it's time to choose your sign-off. 

Yours sincerely, yours truly

These two phrases should be your go-to sign-offs for a formal business letter. If you've started your letter with the recipient's name, choose sincerely; otherwise, choose truly. 

Best regards, kind regards, regards

These are all acceptable closing phrases but better suited to an email than a full letter. They veer towards the casual and aren't generally considered the best letter-writing etiquette. 

Respectfully

This is a polite way of signing off a letter, although not especially conventional or formal. While it's better than no closing at all, it would be wiser to choose a more formal option. 

How NOT to sign off a cover letter 

Just as there are ways not to start a cover letter, there are ways not to sign off. 

Well, it's polite but way too informal. “Thank you” would be better, but a line within the body of the letter saying that you appreciate the time they take to consider your application would be best. 

Just no. You're not taking leave of a friend you've just dropped in on; you're addressing your potential future employer. A more formal and respectful tone is needed. 

However you choose to end your cover letter, remember to finish with your name – and leave space above to sign it if you intend to print it out.

Cover letter examples

Below you'll find two cover letter examples with strong salutations, one a traditional letter and one an email, that you can use for inspiration. 

Traditional cover letter example

Dear Ms Searle, 

Re: Sales Manager vacancy 

Having seen your advertisement for a Sales Manager on LinkedIn, I would like to outline my professional experience and strong track record. I believe I can make a very significant contribution to Acme Corp.

In addition to extensive experience in a sales environment, I also have a commitment to delivering exceptional customer service and a proven ability to meet targets. As you will see from my enclosed resume, I am a natural people person, communicating effectively with a diverse range of people and demonstrating excellent negotiation and influencing skills. My leadership abilities mean that I am able to successfully engage and motivate teams – my current team has surpassed its Q1 targets by 23%. 

I am driven, ambitious, and keen to progress my career in a growing and innovative business such as Acme Corp. I am confident that my strong work ethic, combined with my sales results and integrity, will enable me to play a key role in your success. 

Please do not hesitate to call me at 555-555-5555 so we can arrange an interview to discuss my application in greater depth. I appreciate your consideration. 

Yours sincerely,

Email cover letter example 

Dear Liz, 

Re: Assistant Security Manager vacancy (ref: 12345)

Having read your advertisement for an Assistant Security Manager with interest, I am writing to outline my extensive professional experience. I believe that I possess the talents necessary to make a positive contribution to your hotel.    

I have a comprehensive understanding of security and a commitment to exceptional service. As a Police Officer, I led teams of up to 6 personnel, overseeing security patrols and managing performance. Colleagues would recommend me for my ability to build and motivate teams to achieve exceptionally high standards and positive outcomes. 

As a manager, I take pride in providing training and development opportunities across the team to improve individual skill levels and ensure the achievement of organizational objectives.

The position at Acme Hotel is particularly appealing to me as I believe it will make the best possible use of my security and leadership skills whilst providing opportunities for further development. 

Please do not hesitate to call me at 555-555-5555 so we can arrange an interview to discuss my application in greater depth. I appreciate your consideration of my application and look forward to hearing from you.

Best regards, 

Choose the right cover letter salutations to set the right tone

As you can see, there are several options for opening and closing a cover letter. Make sure you choose one that is professional, has the right amount of formality, and shows you understand corporate communication. 

At TopResume, we create impactful resumes that land jobs. If you need help with your cover letter, we can do that, too! Why not contact us for a strong start on your journey towards a new career? 

Recommended reading: 

Resume vs Cover Letter: How They're Different

What is the perfect cover letter length?

How to Tailor Your Cover Letter for Each Job Application

Related Articles:

How to Maximize Your Resume Action Words to Wow the Employer

Resume Spelling and Accent Explained

Guide to Writing a Great Resume with No Work Experience

See how your resume stacks up.

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Cover Letters Guide

• Introduction
• Header & Employer Address
• Salutation & First Paragraph
• Middle & Closing Paragraphs
• Target Your Cover Letter
• Edit & Proofread
• Cover Letter Examples

 i.e. Dear Mr./Ms. (last name only)

• Address your cover letter to a specific person when possible using Dear Mr. (last name of the person) or Dear Ms. (last name of the person). 
• When you are not sure which one to use (Mr./Ms.), Dear Pat James (first and last name without using Ms./Mr.) 
• If you don’t have a name you should use “Dear Hiring Manager”, “Dear Hiring Team etc.
• Avoid using “To Whom It May Concern” or “Dear Sir/Madam”

First Paragraph

Your first paragraph should be two to four sentences. Questions to answer in this section could include: 

• What job are you apply for? 
• Why are you interested in the role? 
• Why are you a good fit for the role / company? Demonstrate that you have done some research about this organization.
• TIP: In this first paragraph think of stating why you want to work for this organization.

Additional details to add to your first paragraph could include:

• What education or experience do you have that connects to the job?
• If you have a contact in the organization you're applying to, mention that person here. 

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“Dear Sir or Madam”: The wrong way to start a cover letter and your best alternatives

Further alternative options

As avid fans of The Crown or Downton Abbey can attest, there’s a time and place for addressing certain individuals out of respect as “sir” or “madam.” But the greeting of a cover letter is not one of them, now that we’re well into the third decade of the 21st century. 

No one bats an eye when addressed as “sir” or “ma’am” (the “madam” contraction) by a polite restaurant server, sales clerk, police officer, or youngster. It’s a traditional courtesy for face-to-face stranger interactions that has survived shifting etiquette trends with little objection or suggested substitutes.

But you might expect an eye roll from recruiters on the receiving end of “Dear Sir or Madam” in a job applicant’s cover letter. That’s hardly the kind of first impression you want to make during those critical six or seven seconds that hiring managers normally spend deciding whether to read further. 

How unfortunate to get bumped from the job competition , just because you started your cover letter with the off-putting address “Dear Sir or Madam” — especially if your cover letter is otherwise interview-worthy.  In this blog, we discuss:

• Is it ever okay for job seekers to use “Dear Sir or Madam” in a cover letter?
• Why this cover letter salutation is never advisable
• Much better alternatives to “Dear Sir or Madam” as a cover letter greeting

Is “Dear Sir or Madam” ever appropriate as a cover letter salutation?

The simple answer is no. There aren’t really any instances nowadays where it would be a good idea for job applicants to start a cover letter with “Dear Sir or Madam.” Not even for actors seeking roles in a Jane Austen adaptation!

Stopping short of a crusade for banishment from the HR vocabulary, let’s just say it’s always ill-advised to address your cover letter recipient as “Sir or Madam.” And considering the number of better alternatives, which we’ll look at later on, it’s never necessary.

Some variations you should also avoid:

• Dear Sir/Madam
• Dear Madam or Sir
• Dear sir and madam
• Dear Sirs and Madams
• Dear Sir or Madame

How did it come to this?

Not too many decades ago, opening any kind of business letter with “Dear Sir or Madam” was de rigueur. Older generations were taught that was the right salutation to use when the recipient’s name, job title, or gender is unknown. Today, “Dear Sir or Madam” can still be an acceptable business letter salutation in extremely limited instances, even if less customary. But for job applications, it’s long fallen out of favor. It sounds old-fashioned, stuffy, impersonal, and strange, thus at odds with the way people normally speak to each other.

Our comments about the archaic connotations of “Dear Sir or Madam” apply only to the “Sir or Madam” part, not “Dear.” “Dear” is still considered timelessly suitable for addressing any cover letter recipient, ideally by name, like this: “Dear Mr. [or Ms. or Dr.] [Surname].”

You’ll never go wrong with a “Dear” greeting. It strikes the right tone in sounding polite and professional, but also personable. There’s little risk of anyone taking offense, as long as you’ve double-checked the gender and name spelling.

As the digital age has found “Dear Sir or Madam” creeping closer to the edge of obsolescence, It’s become far less necessary to use this salutation as a workaround when letter recipients are unknown. Thanks to the internet — notably Google, LinkedIn, and employer websites — it’s much easier to attach a name and job title to the person you are addressing in a cover letter. Rarely will a job applicant’s online quest for this information be in vain.

Here is exactly how you can write a cover letter that will stand out from the crowd, and help you land that interview.

The pitfalls of “Dear Sir or Madam”

On quite a few counts, a “Dear Sir or Madam” cover letter salutation sends the wrong message about your earnestness as a job applicant.

Above all, such a generic greeting comes across as lazy and unmotivated. It suggests you aren’t serious enough about this job to be bothered finding out who’s responsible for hiring decisions at the target organization. In fact, readers might perceive that you’ve made no effort to target the employer at all. Sending the same copied and pasted cover letter with multiple job applications is a readily spotted red flag for recruiters. Even if you’re not guilty of that infraction, “Dear Sir or Madam” could make you a non-starter when the reader is turned off right away.

Failure to tailor a job application to the specific hiring circumstance is a leading reason for recruiters to eliminate you from the candidate pool. Yet, 54% of job applicants do not customize their resume , or presumably their cover letter either.

A personalized cover letter greeting, on the other hand, can earn you instant points for professionalism and attention to detail. You also stand a better chance of a favorable response by addressing your cover letter recipient by name. At the very least, the reader is more inclined to perk up and pay attention to what you’ve written, and perhaps even reply with an acknowledgment.

There’s abundant scientific evidence that hearing or reading your own name has a mood-boosting impact when the brain releases the “feel-good” hormones serotonin and dopamine. 

How could this fail to make a difference when your cover letter salutation addresses someone directly by name?

Here are a few more reasons not to use “Dear Sir or Madam” as your cover letter greeting.

• This outdated salutation might make you sound old-school and out of touch with the times.
• In the same vein, it’s not necessarily gender-inclusive in this day and age, when not everyone might identify as a “Sir” or “Madam.”
• As an impersonal and unnaturally formal way to address someone, “Dear Sir or Madam” has a distancing effect. This can hinder your effort to form a direct employer connection  that gets off on the right foot.
• It shows a lack of initiative and resourcefulness. When the identity of your cover letter recipient could be just a few clicks away, or in response to a phone call or email inquiry, there are few excuses for not finding out who you’re writing to.
• The wishy-washy nature of “Dear Sir or Madam” could detract from the power of your cover letter language and impact overall.

Opening an email message with “Dear Sir or Madam” sounds even worse than starting a cover letter that way. With emails being more informal, this greeting seems all the more out of sync.

“Dear Sir or Madam” alternatives

As emphasized earlier, it’s always preferable to address someone by name in your cover letter greeting. And that should either be the hiring manager, or someone in a closely connected role, perhaps even the person you would report to on the job. When you’ve determined who that person is, it couldn’t be any simpler: “Dear Ms. Black,” “Dear Mr. Green,” or “Dear Dr. White” is the bullet-proof salutation that HR experts recommend.

In cases where someone’s gender is uncertain — perhaps the first name could apply to a male or female, or an initial is used instead — here are some possible salutations: “Dear Robin Gray,” “Dear T.J. Auburn” or even “Dear Mx. Teal.”

In some instances, it may be quite alright to use a less formal “Dear” substitute such as “Hello” or “Greetings.” But tread carefully here and make no assumptions. Unless you’re absolutely certain that the workplace culture is relaxed enough, err on the side of the failsafe “Dear” salutation.

As for using a first-name greeting instead of “Mr./Mrs./Dr. Surname,” it’s generally frowned upon. Keep in mind that a cover letter is still a business letter, however friendly and conversational the tone. Only if you happen to know the recipient personally would a first-name salutation be a good idea.

Also as stated previously, some online sleuthing, a phone call to the company receptionist, or an email to the general information address are your best bets for identifying the person you want to connect with directly.

But suppose you come up empty? Your search for a name, or even a position title, has been fruitless. Is it okay then to use “Dear Sir or Madam” as a last resort? 

No, it’s still not advisable or necessary to fall back on “Dear Sir or Madam” when you are unable to name your cover letter recipient. The same goes for the equally objectionable “To Whom it May Concern.”

Below are some friendlier and less generic options, adaptable to any situation. There’s room to further personalize by adding the company name, the job title , or a specific department, as applicable.

• Dear Hiring Manager
• Dear HR Manager
• Dear Human Resources Department
• Dear HR Team
• Dear Recruiter
• Dear Recruitment Team
• Dear Recruiting Manager
• Dear Audit Manager Recruitment Team
• Dear Networx IT Department Manager
• Dear Runners Fitness Program Coordinator
• Dear Sales Representative Hiring Manager
• Dear Marketing Director
• Dear Bandwagon Project Manager

Cover letter greetings along these lines demonstrate initiative, regard for detail and even creativity.

Key takeaways

• “Dear Sir or Madam” is never a good cover letter salutation because it’s outdated and impersonal. It also implies a lack of effort and interest on the job applicant’s part.
• Addressing the hiring manager by name is always the best way to start a cover letter. The internet has made it easier to find out who that person is, if not identified in the posted job ad.
• If it proves impossible to name your cover letter recipient, come up with a salutation that best fits the hiring circumstance. Greetings that address an appropriate manager, team, department, or position title are by far more effective than “Dear Sir or Madam” or “To Whom it May Concern.”

Should You Use "Dear Sir or Madam" on Your Cover Letter?

In This Guide:

Why you shouldn’t use “Dear Sir or Madam” to start your cover letter

Avoid these equally bad salutations too

Dozens of ways to substitute “Dear Sir or Madam” for success

In conclusion

Quick Answer: "Why you shouldn't use ""Dear Sir or Madam"" to start your cover letter. It is not acceptable to send an impersonalized cover letter. You risk leaving the impression that you are lazy, careless, or not interested in the position. There are dozens of ways to substitute ""Dear Sir or Madam"" for success, like ""Dear [First name]."" Always refer back to precise business communication rules."

Offering the best career advice means equipping you with best tools, tips, and tricks that you can't easily find on the internet.

For example, even though some experts may assure you that for an IT startup initiating your cover letter with "Hi (First name) ", we strongly advise against that.

"Dear (First name)" is a million times better alternative. Plus, you will have a chance to infuse your cover letter with your vibrant personality, demonstrating to HR that you are a pure organizational fit without having to address them like they are just one of your friends.

Similar to "Hi (First name) " is “Dear Sir or Madam” - even if you read somewhere that using it is still acceptable, don't bite that poisonous apple.

In this blog post, you will learn:

• Why you should not use Dear Sir or Madam.
• To avoid other equally bad salutations.
• Ways to substitute “Dear Sir or Madam” on your cover letter.

Why you shouldn’t use “Dear Sir or Madam” to start your cover letter.

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In 2024, writing “Dear Sir or Madam” as the salutation of your application letter isn’t just old fashioned – it’s archaic. The salutation was a safe bet a couple of decades ago when you couldn’t easily find the hiring manager on LinkedIn and there was no way you could find our who’s desk your application will end up on.

Back then, of course, it was totally okay to use it.

On the contrary, today, almost any company, big or small, has a good social media presence. Corporate HRs can very well be more popular than their respective CEOs. Recruiters are the face of the organization, hence it’s easier than ever to find out the name of any HR.

Hence, if the information is just a few clicks away, it is not acceptable to send an impersonalized cover letter, starting with "Dear Sir or Madam." Doing so, you risk leaving the impression that you are a bit lazy, careless, or not so interested in the position.

How to nail the proper cover letter salutation .

Moreover, we live in a dynamic, diverse, and disruptive world. Opening your cover letter with an old-school salutation like "Dear Sir or Madam," you may sound not progressive enough. Instead, consider several inclusive and imaginative alternatives, which we’ll discuss later.

Avoid these other equally bad salutations.

While with the “Dear Sir or Madam” salutation, you would teleport the recruiter 30 years back in time, if you used “ To whom it may concern ”, they are going back to the 70s.

Even worse, such an opening will immediately diminish the power of your cover letter. These are by far the worst and most dangerous openings.

Further down the rabbit hole are expressions like:

They break the standards of proper business communication.

Dozens of ways to substitute “Dear Sir or Madam” for success.

Let's look at how you can avoid the dreaded outdated cover letter salutations but still convey your value proposition respectfully and reasonably. As a general rule, if in doubt, always refer back to the precise business communication rules. Better to stay more official than inappropriately casual.

Need to read more PRO tips on how exactly to write a cover letter that recruiters will talk about long after? Check our article How to Write a Cover Letter – Writing Guide + Examples & Downloadable Templates .

Here are a dozen backup options to completely eradicate from your Cover letter the “Dear Sir or Madam” in various scenarios:

When you know the name of the recruiter,

• Dear [First name]
• Dear [First and Last name]
• Dear [Ms. Last name] - marital-status neutral salutation
• Dear [Mr., Mrs. Ms. Last name] - if you know the gender of the HR
• Dear [Mx Last name] - if you don't know the gender of the HR

Using the above alternatives, you show up from the start as a considerate, respectful individual with all the right know-how on proper business communication.

When you don't know and can't find the name of the recruiter.

No name? No problem. Check out how you can navigate that situation with class.

• Dear Hiring manager
• Dear HR manager
• Dear Recruiter
• Dear (Position name)

When you are addressing a whole HR team.

There are also these situations when you apply to a big multinational corporate organization or via a Recruitment agency. Typically, you would not be communicating with only one particular HR responsible for the position, but often with the whole Recruitment team. So then, the smart go-to approach is to be inclusive and address the entire group with one of the below options:

• Dear Human Resources department
• Dear Recruitment team
• Dear HR Team

Now you have 12 savvy salutations for any Cover letter at your immediate disposal. Which one will you choose to open the door to the HR's heart? Head over to our cover letter builder and start enchanting from “hello”.

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Is Dear Sir/Madam Appropriate for Cover Letters?

Have you ever wondered if using ‘Dear Madam/Sir’ is the right greeting for your cover letter?  

Why does it matter?  

Cover letters are an essential part of any job interview process which is why they must be written with due diligence from beginning to end.  

Setting a formal tone by making sure that you address the recipient with respect & using the right words is extremely crucial. Using appropriate salutations makes a strong first impression - it is indicative of a sense of professionalism & good communication skills.  

Omitting a greeting sounds informal & rude. Beginning a cover letter with a salutation is fundamental as it sets a tone for the rest of the content. 

Let us answer whether the ‘Dear Sir/Madam’ approach still works for cover letters.  

Well, it works in some cases . But here’s the thing: Dear Sir/Madam can sound very outdated at the first glance. While it still works, it is not recommended to go by this approach. Instead, make sure to personalize the cover letter & address the recruiter/hiring manager directly. 

Why should Dear sir/madam NOT be used in cover letters? 

• It is generic & outdated. Sending out numerous applications to multiple organizations with the same salutation like dear sir/madam does not increase the probability of landing an interview. What really matters is the quality & content of the cover letter. It is important to update your writing etiquettes over time according to industry standards. Make sure that your content stands out from the crowd of applicants. 
• It might not be gender inclusive. Greeting people with gender stereotypical terms might seem offensive to some. Thus, a gender-neutral opening of a cover letter should be used to be on the safer side. Rather go for the hiring manager’s name such as Dear Rohit or Dear Janette. 
• Using Sir/Madam shows lack of effort. Sending cover letters with a generic salutation tells the recipient that you are lazy & unbothered to find out the name of the person you are addressing. This is why researching about the person you are sending your cover letter to & personalizing it may increase your likelihood of landing with him/her for an interview.
• Researching & investing some time in knowing the person you are writing to is always a good idea. Starting a cover letter with a generic greeting like Dear Sir/Madam instead of referring to a particular individual is a missed opportunity to show that you have done your research well.  

What are the alternatives for using Dear Sir/Madam? 

Using Dear Sir/Madam might make the recipient feel that they are reading a scripted greeting card & it might seem strange & offensive to many. Identifying a person by his/her name is more respectful which can impact the overall perception of the content of the cover letter in a positive manner. For this reason, it is recommended to be proactive, searching for the recipient on Google, LinkedIn or the organization’s website than addressing him/her incorrectly. 

Well, fortunately, there are many alternatives in such situations, let’s see how to create a better beginning for your cover letter. 

Here are some alternative greetings for your cover letters. These are examples of general salutations that can be used instead of using ‘Dear Sir/Madam’: 

• These days, most professionals are on LinkedIn. Identify your hiring manager’s LinkedIn profile & understand if they have called out their ‘pronouns’ (e.g. - He/Him or She/Her or They/Them). Dear Ms. Liu, Dear Dr. Morgan, Dear Mr. Xen, etc. Using Mr., Ms., Dr. etc . with confirmed backing can offer due respect to the person being addressed.  
• Dear HR Manager, Dear Recruiter, etc . using this format makes the letter very generic, so when you are approaching a team & you are unaware of who all are in the HR team or Recruiting team, Dear [Department], Dear [Job title of the person] can be a good option for your cover letter.  
• To whomsoever it may concern : This approach is used in cover letters to address complete strangers. In this situation, you are not aware to which team or organization this letter may go to, which could be in the case of providing cover letters to job agencies. This approach reduces the chances of offending someone & can be used when you are addressing someone you do not know personally. It applies to any relevant party within the organization. ‘To whomsoever it may concern’ can be used as a greeting for a cover letter to an unknown person. 

Try to answer these few questions before you make a decision on the appropriate salutation to be used in your cover letters:  

• Dear “who?” – The Head of the company, the recruiter, the HR, a client, etc. It is a good idea to address the cover letter to a specific designation if you are not sure of the name of the person.  
• Gender? – Sometimes it is difficult to figure out by name, run a quick LinkedIn search to find out more about the person you wish to address the cover letter to. 
• Ending - In case you choose to start the cover letter with ‘Dear’, make sure to end with a respectful sign-off like ’Best Regards. 

Dear Sir/Madam should be avoided not only in cover letters but also in e-mails. There are a number of handy options that can be used in place of Sir/Madam & still make it sound professional. In today’s world, there are no excuses for not knowing the person you are writing to. Knowing the person’s name & gender is fundamental to showing a sense of professionalism.  

Writing a powerful cover letter salutation is important as it sets the tone & can go a long way in setting a good first impression on the recipient. A cover letter to a prospective employer should be written notably. 

How do you address your cover letters? 

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