address cover letter to hr or manager

Protect your data

This site uses cookies and related technologies for site operation, and analytics as described in our Privacy Policy . You may choose to consent to our use of these technologies, reject non-essential technologies, or further manage your preferences.

• Resume and Cover Letter
• How to Address a Cover Letter...

How to Address a Cover Letter to Recruiter or Hiring Manager

5 min read · Updated on November 24, 2021

Knowing how to effectively address a cover letter makes you a very visible and appealing candidate.

Did you know that the cardinal rule of cover letters is personalization? It impresses a hiring manager or recruiter because it tells them you took time to research the specific information for the letter rather than sending a generic version.

What many people forget, however, is that the greeting or salutation in a cover letter must also be personalized with the hiring professional's first and last name whenever possible.

There are several effective ways to find the hiring manager's name for your greeting — and some acceptable back-up strategies when you can't. Either way, knowing how to address a cover letter effectively can prevent you from ending your hiring chances before they even begin. 

When you know the hiring manager's name

More often than not, you'll be given the name of the hiring professional or the manager that you'll work for. Whoever it is, use their full name (first and last name) in the greeting. 

If you cannot definitively tell the gender of the hiring person, do not use a gender-based title such as “Mr.” or “Ms.” in the greeting. Instead just use the person's full name.

For example, Alex Johnson could be male or female. To avoid a gender mistake, use Dear Alex Johnson, Hello Alex Johnson, or simply Alex Johnson .

However, professional titles such as “Professor” or “Dr.” are definitely acceptable as a cover letter salutation and should be used as a sign of respect. Be on the lookout for these and other titles to include.

How to find a hiring manager's name for your cover letter

If you're not given the name of the hiring manager, here are some effective ways to discover their name by using:

The job description: Check this document for the hiring manager's name. While it's not generally listed, you never know. If it's not obvious, there's also a trick to quickly discover an email in the job description that might contain the name; while in the document, press Ctrl +F or run Command + F and search for the @ symbol.

An email address: If you discover an email address, it may not have a full name but rather a first initial and last name or just a first name like [email protected] or [email protected] . A Google search combining the person's name as shown in the email and the company name might find you the person's full name.

 A LinkedIn post: A name connected to the LinkedIn job posting is probably that of the hiring professional who posted it, so use that name in your greeting.

The supervisor's title: It's more likely that a job description will list who the new hire will report to — such as the director of accounting — without listing a name. In this case, there are several search options:

Search the company's website for listings of staff members by title.

Run an advanced LinkedIn or Google search for all directors of accounting at that specific company.

Check with your network for someone who might know the person's name or search the appropriate professional networking sites.

Contact the company by phone or email. Tell them you're applying for [job title] and want to address your cover letter to the right person.

In the end, this research can be the difference between making a great first impression and getting noticed for the position — or getting totally ignored by the hiring manager. 

Acceptable options in lieu of a name

If you try the steps above and come up empty, there are still some alternative greeting options that will put you in a professional light.

The idea is to show that you've read the job description and tailored your greeting based on the company department where the job is located, the hiring manager's title, or the team with which you'll potentially work.

Some good examples include:

Dear Head of Design

Hello IT Department

Dear Accounting Manager

To Company ABC Recruiter/Hiring Professional

Hello Marketing Hiring Team

Dear Customer Support Hiring Group

Dear Human Resources

If you still can't find any specific name or department information, go with “Dear Hiring Manager.” It sounds professional and it's not gender-specific. In fact, a recent survey of over 2000 companies by Saddleback College showed that 40 percent preferred “Dear Hiring Manager” as the best greeting when a manager's name can't be found. 

“Dear Sir or Madam” is another option that works because it's gender-neutral and respectful. However, it sounds a bit old-fashioned and may signal a hiring professional that you're an older worker or just not aware of other greeting options. It's perfectly acceptable, but the better choice is “Dear Hiring Manager.” 

In the end, an actual name or any of the alternative examples will let you stand out from the crowd, so do your best to find and use those whenever you can.

Never leave the greeting blank

Whatever information you may or may not find, it's important to never leave your greeting line blank.

A blank greeting line can make you come across as lazy or rude, or imply that you simply don't understand how to write a cover letter — all of which will immediately put you out of contention for the job. There's no reason to leave the greeting blank when there are so many options that can be used effectively.

When you spend the time and effort to personalize your cover letter, you don't want to come across as “just another candidate” by using a generic greeting or no greeting at all.

A personalized greeting will impress any hiring professional, increasing the chance they'll read your entire cover letter — and ask you for an interview.

Not sure if your cover letter is cutting it? Our writers don't just help you with your resume . 

Recommended Reading:

Do Hiring Managers Actually Read Cover Letters?

5 Things to Say in Your Cover Letter If You Want to Get the Job

How To Write a Cover Letter (With Example)

Related Articles:

How to Create a Resume With No Education

From Bland to Beautiful: How We Made This Professional's Resume Shine

See how your resume stacks up.

Career Advice Newsletter

Our experts gather the best career & resume tips weekly. Delivered weekly, always free.

Thanks! Career advice is on its way.

Share this article:

Let's stay in touch.

Subscribe today to get job tips and career advice that will come in handy.

Your information is secure. Please read our privacy policy for more information.

• Search Search Please fill out this field.
• Career Planning
• Finding a Job
• Cover Letters

How to Address a Cover Letter With Examples

Options for Addressing a Cover Letter

• Letter Without a Contact Person
• Non-Gender-Specific Names

What Title to Use

• Address an Email Cover Letter
• Review a Sample Cover Letter

Before You Send Your Letter

One of the trickiest parts of writing a cover letter comes at the very beginning. Much of the time, you won’t know exactly who will read your letter. How do you address your cover letter when you don’t have the contact person’s name and/or gender ?

First of all, try to find out the name of the contact person. Some employers will think poorly of an applicant who does not take the time to learn the hiring manager’s name. Also, take care not to assume that you know the gender of the recipient based on the name. Many names are gender-neutral, and some hiring managers may identify as a gender other than male or female.

It’s also possible that you’ll do your research and still be unable to figure out to whom you are addressing your letter. In that case, it's better to be safe and use a generic greeting . It's also acceptable to start a letter without a greeting and start with the first paragraph of your letter .

You have a lot of options when addressing your letter. Learn more about the possibilities before you make your choice.

How to Address a Cover Letter Without a Contact Person

There are 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 Sir/Madam (27%)
• To Whom It May Concern  (17%)
• Dear Human Resources Director (6%)
• Leave it blank (8%)

Do keep in mind that terms like "To Whom It May Concern" may seem dated, so the best options may be either to use "Dear Hiring Manager" or not to include a greeting at all. Simply start with the first paragraph of your letter.

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 a title that reveals gender:

• Dear Sydney Doe
• Dear Taylor Smith
• Dear Jamie Brown

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.

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.

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 Address an Email Cover Letter

Hiring managers get a lot of emails each day. Make it easy for them to scan your email and follow up by including a clear subject line and a signature with your contact information. It's important to address the email cover letter correctly, including the name of the person hiring for the position if you have a contact, to ensure that your letter gets noticed.

Subject Line of Email Message

Never leave the subject line blank. There is a good chance that if a hiring manager receives an email with no subject line, they’ll delete it without even bothering to open it, or it could end up in their spam mailbox. Instead, write a clear subject indicating your intentions.

List the job you are applying for in the  subject line of your email message , so the employer knows what job you are interested in. They may be hiring for multiple positions, and you will want them to identify the position you’re interested in easily.

How to Address the Contact Person

There are a variety of  cover letter salutations  you can use to address your email message. If you have a contact person at the company, address the letter to Ms. or Mr. Lastname. If you aren’t given a contact person, check to see if you can  determine the email recipient's name .

If you can’t find a 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 .

How to Format the 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 the letter.

Body of Email Cover Letter

The body of your cover letter  lets the employer know what position you are applying for, and why the employer should select you for an interview. This is where you'll sell yourself as a candidate. Review the job posting and include examples of your attributes that closely match the ones they are looking for.

When you're sending an  email cover letter , it's important to follow the employer's instructions on how to submit your cover letter and resume.

Make sure that your email cover letters are as well-written as any other documents you send.

If you have attached your resume, mention this as part of your conclusion. Then finish your cover letter by thanking the employer for considering you for the position. Include information on how you will follow up. Include a closing, then list your name and your  email signature .

Your email signature should include your name, full address, phone number, email address, and  LinkedIn Profile URL  (if you have one) so it is easy for hiring managers to get in touch.

Firstname Lastname  Street Address  (optional) City, State Zip Code  Email  Phone  LinkedIn

Sample Cover Letter

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

Sample Cover Letter (Text Version)

Mary Garcia 12 Rogers Avenue Townville, New Hampshire 03060 555-555-5555 mary.garcia@email.com

February 17, 2021

Franklin Lee

CBI Industries 39 Main Street Townville, New Hampshire 03060

Dear Mr. Lee:

I was excited to see your ad for the operations assistant position in your Townville offices.

I have five years of experience as an operations assistant/associate. In my most recent role at ABC Corp., I fulfilled orders, resolved customer issues, ordered supplies, and prepared reports. In previous roles, I’ve done bookkeeping, data entry, and sales support. Basically, anything your department needs to run smoothly, I can do – and most likely, I already have experience doing it.

My other skills include:

• Strong communication skills, in person, in writing, and on the phone
• Excellent attention to detail and organization skills
• Top-notch customer service
• Experience in the industry and passion for the product
• Adept at all the usual professional software, including Microsoft Office Suite

I’ve included my resume for your review. Please contact me if you have questions or would like to schedule an interview. Thank you for your consideration.

Signature (hard copy letter)

Mary Garcia

Review Cover Letter Samples: It’s hard to write cover letters from scratch. To make life easier – and to make sure you don’t forget any of those pesky formatting rules —start by reviewing cover letter samples . Sending an email version instead? Look at a few examples of email cover letters to get started.

Customize Your Cover Letter: Why personalize your cover letter every time you apply for a job? Because even similar job titles have different requirements. The goal of a cover letter is to show the hiring manager that you’re the best candidate for this particular job. Customizing your cover letter will help you emphasize your skills and experience and how they fit with the job requirements .

Spell-Check Names: 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.

Carefully Proofread Your Letter: Whether you're sending an email or uploading or attaching a printable cover letter, it's important to make sure that your cover letter and resume are written as well as any other business correspondence. If you can, have a friend proofread before you hit send, to pick up any typos or grammatical errors.

Saddleback College. " Your Resume is Your 1st Interview ," Page 14. Accessed Feb. 17, 2021.

How to Address a Cover Letter in 2024

Yes, how you address your cover letter matters.

After all, this is the first thing the recruiter reads when going through your cover letter, and yes, there is a right and wrong way to do it.

In this article, we’re going to teach you how to address your cover letter in such a way that you leave a positive impression on any recruiter!

• How to address a cover letter to a recruiter? (Casual or formal)
• What title to use when addressing the hiring manager
• How to address a cover letter without a contact person/to a company
• How to address a cover letter without an address
• How to address a cover letter in an email

How to Address a Cover Letter To a Recruiter (Casual or Formal)?

As we already mentioned, the way you address your cover letter is important because it is the very first thing recruiters see upon opening your cover letter. 

A well-formulated cover letter address means that you care enough to research the company (i.e. to find the hiring manager’s name and title) and that you show attention to detail. 

As such, you should always put some research into who you’re addressing your cover letter to and do so in a formal way.  

And yes, the formal part is important too. The recruiter isn’t your best friend - you want to maintain a sense of professionalism.

If this is how you address the recruiter in your cover letter:

• What’s up Hiring Manager
• Hi there Hiring Team

Then you say goodbye to the job.

Now, you’re probably wondering, how can I find out whom to address my cover letter to?

That’s what we’re about to teach you:

Who Am I Addressing My Cover Letter To?

Here are some tricks to find the full name of the hiring manager: 

• Check the job listing. The job listing may have information about the recruiter or the department doing the hiring. Make sure to read through the entire job listing, as it might not be at an entirely obvious place.
• Check the company website. Some websites feature the names of the hiring managers or heads of departments that may go through your cover letter. Alternatively, LinkedIn is another place where you can look for this information.
• Check the company’s LinkedIn. You can look up who works in the company you’re applying for on their LinkedIn page.
• Ask around. Do you have friends that work for the company? They could provide you with valuable inside info.

To avoid making a bad impression, head over to our guide on cover letter mistakes to learn about what NOT to do when writing your cover letter.  

Addressing a Cover Letter With a Name

By now, you have probably found the hiring manager’s full name and gender. With this information available, it’s best to address the hiring manager formally, as follows: 

• Dear Mr. Brown,
• Dear Miss Fitzpatrick,
• Dear Mrs. Lockhart,
• Dear Ms. Walters,

If, for some reason, you are unsure about the person’s title, gender, marital status, or preferred pronouns, just address them using their entire name to avoid any mistakes. For example:

• Dear Alex Brown, 
• Dear Blair Fitzpatrick,
• Dear Jesse Lockhart,
• Dear Madison Walters,

Addressing someone with a title 

Now, if you found out that the hiring manager has a professional or academic title, then it’s more appropriate to address them using that title. If, for example, the hiring manager has a Ph.D., then it’s more respectful to address them as “Dr. Last Name,” instead of “Mr. Last Name.”  

Here are some professional titles and how they’re abbreviated: 

• A professor is Prof. 
• A reverend is Rev. 
• A sergeant is Sgt. 
• Honorable is Hon. 

If, however, you are uncertain about how a title is abbreviated, then avoid it altogether. 

Here are a few examples to give you an idea: 

• Dear Prof. Welsch,
• Dear Director Smith,
• Dear Rev. Owen,

Dear Dr. Leonard,

When addressing women and you don’t know their marital status, always go with Ms., because it doesn’t comment on marital status. Some women prefer not to be addressed with Miss or Mrs. even when they’re married, so sticking with Ms. is the best choice. 

Want to learn more cover letter tips ? Our guide has all you need to ace your cover letter!  

How to Address a Cover Letter Without a Contact Person

It might happen that, no matter how hard you search, you can’t find the name of the hiring manager or department head that will read your cover letter.

In that case, you can address your cover letter to the department, faculty, or the company.

• Dear Software Development Hiring Team,
• Dear Customer Service Department Hiring Team,
• Dear Head of the Literature Faculty,
• Dear Director of Marketing,
• Dear Human Resources Recruitment Team,

Alternatively, if you don’t have enough information either about the department or the team, you can opt for addressing the cover letter directly to the company’s hiring staff, as follows: 

Dear [Company Name] Hiring Team 

Dear [Company Name] Recruiting Staff

If all else fails (meaning, you don’t know the name of the department head or even the exact department, in addition to the recruiter) then you can use one of the good, old-fashioned:

Dear Hiring Manager,

...but NOT the impersonal and way outdated “To whom it may concern” and “Dear Sir/Madam.” 

Starting a cover letter can be challenging. Our guide can show you how to start a cover letter that will get you results from the get-go. 

How to Format the Company’s Address

Before you reach the salutation, you have to make sure that the header with the recipient’s contact information is formatted correctly. 

It might not be the deciding point of whether you’ll secure an interview or not, but it will cost you points if it’s off. 

So, the first thing you want to do is add your name and surname on the upper left side of the cover letter. Underneath, you should write your professional title (if applicable), your email , and your phone number . 

Now, after you’ve also added the date, you should leave one more space and add the recipient’s contact information and, most importantly, the company’s address. 

It should look something like this on your cover letter: 

When You Can’t Find the Company’s Address 

Some companies might have several addresses listed (as per their branches, for example), or even none at all. 

Since an application that doesn’t have an address line could end up lost or misplaced, make sure you do one of the following before skipping the company’s address completely:

• Check all your resources, (pretty much like when you were looking for the hiring manager’s name) to find the company’s address. 
• Use the company’s headquarter address. This is sometimes easier to find, especially if the company has several branches. 
• Use the P.O. Box number for the company. This is not as specific as an actual address line, but if all else fails, it’s still something. 

Frequently, you’ll be asked to submit your job application (including your cover letter) electronically, or by email. In those cases, you can skip the address line altogether. 

Here’s how you’d go about addressing a cover letter in an email.

How to Address an Email Cover Letter

If you’re sending your job application through email, chances are you’ll need to format your cover letter in the body of the email, or as an attachment along with your resume.

First and foremost when you’re addressing a cover letter in an email is the subject line, which should be between 6-10 words long. 

Considering that hiring managers receive countless emails daily, you want to make sure that yours is a job application immediately. And the way to do that is straight through the subject line, which should indicate exactly the position you’re applying for and your name so that it’s easier to find through the recruiter’s swarmed mailbox. 

Here’ what we mean by that:

• Subject Line:   John Doe - Software Development Job Application 
• Subject Line: John Doe - Job Application for Marketing Manager Position   
• Subject Line: John Doe - Stock Manager Job Application 

Afterward, if you’re including your cover letter in the body of the email (as opposed to attaching it as a document), begin by using a salutation, add space, and start your letter. 

If someone referred you for the position, make sure to mention that in the subject line of your email as well as in your opening paragraph.  

So, let’s see how all the above plays out in practice: 

Subject Line: John Doe - Carl Jacob’s Referral for Software Developer

I was very glad that Mr. Jacobs, a long-time partner at your firm who also happens to be my mentor from college, referred me for the Software Developer position. 

Do you want your style, personality, and overall personal brand to shine through your application? With Novorésumé, you can match your cover letter with your resume to make a lasting impression! 

Key Takeaways 

And that’s all there is when it comes to addressing a cover letter! You should feel much more confident in doing so by now. 

Either way, let’s go over the main points we covered throughout the article: 

• Your cover letter address should be formal and well-researched. Don’t address the hiring manager with “hey,” “what’s up,” “hi there,” or even the old-fashioned “Dear Sir/Madam” and “To Whom It May Concern.”
• Always try to find the hiring manager’s full name and professional title through the company’s website, LinkedIn, by calling, or by asking someone who works there.
• If you know the hiring manager’s name, go with “Dear Mr./Miss Last Name,” but if you’re unsure about their gender, marital status, or preferred pronoun, just address them using their full name.
• If the recruiter has a professional or academic title, it’s more appropriate to address them using their title.
• If you can’t find the contact person’s name, then address the department, faculty, or company (i.e. Dear Microsoft Hiring Team , or Dear Software Development Recruitment Team ).

Related Readings: 

• Do I Need a Cover Letter in 2024
• Entry-Level Cover Letter
• Cover Letter for Internship
• How to Write a Cover Letter in 2024

To provide a safer experience, the best content and great communication, we use cookies. Learn how we use them for non-authenticated users.

How to Address a Cover Letter to Human Resources

• Cover Letters
• ')" data-event="social share" data-info="Pinterest" aria-label="Share on Pinterest">
• ')" data-event="social share" data-info="Reddit" aria-label="Share on Reddit">
• ')" data-event="social share" data-info="Flipboard" aria-label="Share on Flipboard">

How to Respond to an Interview Email

How to address a blind cover letter on a website, who to address a thank you letter to if you forget the interviewer's name.

• How to Create a Resume for a Current Employer
• How to Properly Format for an Interoffice Memo

It may seem like a simple enough matter, but addressing your cover letter to a specific individual can keep both the letter and your resume from ending up in the office recycling bin. Addressing an actual person is more likely to get your resume the attention it deserves, whereas a one-size-fits-all mentality will probably get you nowhere. If you don’t know which department has the vacant position, start by applying to the company’s human resources department.

Name of Interviewer

Address your cover letter to the human resources manager or another HR professional in the department. You may be able to get this information by visiting the company’s website. You can also contact the company directly and request the name of the human resources person conducting the interviews for that particular position. Even if you are called back later for an interview with another department manager, interviewing first with the company’s HR recruiter can get you in the door. Many companies count on their HR professionals to make hiring recommendations.

Salutation Format

The salutation follows the employer contact information in the cover letter header. Skip three lines between the company’s contact information and the salutation. Include the name and title of the person to whom you are addressing the letter. Follow with “Human Resources Department” in the next line and then the company’s full address. In the salutation, use "Dear" followed by the appropriate title and the person’s last name. Avoid assuming a person’s gender. If you are uncertain about the addressee’s gender, use both the first and last name after the word "Dear" and omit the title. A cover letter is a form of business letter; therefore, use a colon after the salutation. Check to see that you have spelled the person’s name correctly.

General Salutation

Sending a personalized cover letter is more likely to get the HR manager’s attention. However, if a company doesn’t list a contact person in the job posting and you are unable to get the name of the person hiring for that job, use a general salutation and address the cover letter “Dear Hiring Manager” or “Dear Employer." You may want to include the word “for” and then identify the position for which you are applying. Another option when you don’t have a name is to exclude the salutation and start your cover letter with the first paragraph, although this may convey a lack of initiative. Making the effort to get the name of a contact person shows that you are motivated and resourceful.

Following the Salutation

Once you get past the salutation to writing the cover letter, briefly summarize your work experience and career accomplishments. Because HR recruiters generally read a cover letter in less than one minute, you can use bulleted points to make your letter easier to read. Otherwise, limit the body of the letter to three or four paragraphs. The content of the letter should provide two or three examples of your professional accomplishments that pertain to the position, listing your most notable achievements first. Tailor any information you provide to match the needs of the company to which you are applying. Use the job posting as a guide.

• OWL Online Writing Lab at Purdue: to Whom Do I Address My Letter?
• Quintessential Careers: Don’t Make These 10 cover Letter Mistakes

Amber Keefer has more than 25 years of experience working in the fields of human services and health care administration. Writing professionally since 1997, she has written articles covering business and finance, health, fitness, parenting and senior living issues for both print and online publications. Keefer holds a B.A. from Bloomsburg University of Pennsylvania and an M.B.A. in health care management from Baker College.

Related Articles

How to address an envelope to a prospective employer, proper way to write a cover letter, how to address someone when seeking employment in a letter, how to do a resume cover letter that isn't addressed to a person, when to expect a reply after a job interview, email format for a follow-up resume, writing a cover letter for a general manager position, what is the proper address heading on a cover letter, how to address cover letters with multiple names, most popular.

• 1 How to Address an Envelope to a Prospective Employer
• 2 Proper Way to Write a Cover Letter
• 3 How to Address Someone When Seeking Employment in a Letter
• 4 How to Do a Resume Cover Letter That Isn't Addressed to a Person

Here’s How to Address Your Cover Letter to HR (It’s Not “To Whom It May Concern”)

Jan 28, 2020 | Cover Letters

If you’re wondering how to properly address a cover letter to HR, you’ll want to read this! We’ll teach you why you should avoid using “to whom it may concern” in your cover letter, who you should address it to, and how to write a cover letter greeting with no name.

Updated June 2023.

By: Katelyn Skye Bennett | Contributor for Let’s Eat, Grandma

Applying for jobs can prove time-consuming and stressful. At times, it may seem easier to send out mass applications.

However, if you truly want to be considered, you need to tailor your resume and cover letter, which includes acknowledging the people on the other end of the application process.

There are a few factors you need to examine when deciding how to address a cover letter to HR.

This article will walk you through how to decide who to address your cover letter to, how to write a formal salutation to them, what to do if you can’t find the right person, and what a proper cover letter heading should look like.

Who do I address my cover letter to?

Some job postings are kind enough to list the person to whom your application will be sent. In this case, you’re all set! You have the staff member’s name and can address the person formally now.

Browse Job Search Categories

• Resume Tips
• Cover Letters
• Job Search Strategy
• Samples & Examples
• Guest Experts

Ready for more job search help?

Sign up for a free Senior Writer Resume Critique to see what's holding you back from landing interviews. One of our top professional resume writers will give you personalized feedback on the top 3 items you can improve based on our expert practices!

However, if the name isn’t listed up front, head to the company website to find the name of the hiring manager. Most companies have some sort of “About Us” or “Who We Are” page, and this page tends to list the higher-ups if not the full staff. More comprehensive sites may allow you to search by program or department. Some “Contact Us” pages also contain further information on staff and should at least offer a phone number to help you find out.

If you’re not finding the hiring manager’s information within the site, take a step back to your search engine and type in the name of the company next to “hiring manager.” It’s worth a try since this may pull up the correct link for you, bypassing the process of exhaustively searching through the website itself.

If that didn’t turn up any results, head over to the job seeker’s best friend: LinkedIn. Search LinkedIn for the name of the company and “hiring manager.” You might find recruiters and “talent acquisition partners” as well. One of these people may be the one who will read your application, and even if not, you can still reach out to them to find out who will.

Research, research, research. If you still aren’t completely certain of who the hiring manager is, use the name of the closest applicable person as you address the cover letter.

This could be someone in a senior HR position or even the head of the department you’re applying to. In any case, this is better than not using a name at all!

If you can’t find any of the necessary information online, you can always take a more active approach and call the company to request the name of the hiring manager.

How to properly address a cover letter to HR 

Now that you have the name – how do you proceed?

“Dear” is still the most popular salutation, and adding formality shows respect. When possible, it’s best to use the full formal name , eg., “Dear Ms. Anna Peregrine,” or “Hello, Mr. Armend Fazlic.”

“Ms.” is always the safest option for female hiring managers unless you know for a fact that they are married.

When you begin to write, make sure you have the correct spelling and gender of the name of the hiring manager (or whoever you’re writing to.) Names are easy since you can copy and paste them, but if the staff member’s gender is unknown to you, make the effort to find it out. No one likes being misgendered!

And the experts are in agreement: if you do not know the person’s gender, leave off the honorific (Ms./Mr.) and simply use their full name. 

Avoid “To Whom It May Concern” on your cover letter

Feeling good about your cover letter? Good! You should be! You’re on track to being hired.

But wait, you still can’t find the person’s name that you need? Don’t sweat.

In the case that the company’s website is incomplete, and you can’t get the information over the phone, don’t use To Whom It May Concern!

At Let’s Eat, Grandma, we advise against this generic cover letter greeting. We aren’t fans of “Dear Sir or Madam” for similar reasons, plus it sounds too old fashioned for 2023. Indeed agrees with us .

Instead, use a formal greeting to the position of the person you believe will read the cover letter. Address the letter to the best title for the unidentified staff member.

For example, “Dear Hiring Manager,” “Dear Human Resources Director,” or “Dear Talent Acquisition Lead.”

Even if you are sending out application after application, take the time to research the HR department for specifics if you are serious about getting a job at that company. But if you truly couldn’t find anyone, you’ll be okay with a cover letter salutation with no name.

Just don’t be vague. Even “Dear Hiring Manager” is better than “To whom it may concern,” on a cover letter, though the more specific the position is, the better.

What’s the proper cover letter heading?

Congratulations! You’ve successfully addressed your cover letter. The opening salutation of your cover letter may seem like a small detail, but acknowledging the correct person goes a long way.

Next up, you’ll want to perfect your cover letter heading! You’ve probably seen examples of cover letters with lengthy details of your contact information and the company’s at the top, like this

You don’t need all that. 

Cover letters are meant to explain why you’re a good fit for the position , and if the hiring manager is only going to skim the letter, why bulk up the page with irrelevant information? HR isn’t going to visit your house in person or use snail mail to communicate about the job, so cut that content.

Adding your email address and phone number either beneath your signature at the bottom or including them along with your City, ST in a subtle header like this is more than sufficient.

You can even use the same 2-line header from the top of your resume! This will help the hiring manager identify your cover letter when it’s printed, as well as making you look more professional with matching documents.

Acknowledge the hiring manager and the position you’re applying for, and then jump into why the company should hire you!

In conclusion, crafting an effective cover letter is a critical step in the job application process. By addressing the cover letter appropriately, you can demonstrate your attention to detail, professionalism, and genuine interest in the position.

Whether you are able to find the hiring manager’s name or need to use a more generic salutation, it is essential to approach the task with care and thoughtfulness. Remember to personalize the content of your cover letter to align with the needs of the company and showcase how your skills and experiences make you an ideal candidate.

Taking the time to address your cover letter properly shows your dedication to making a positive impression and sets you apart from the competition. By following these guidelines and incorporating your own unique voice and qualifications, you can create a compelling cover letter that captures the attention of potential employers and increases your chances of landing your dream job.

Not landing interviews? Get a free resume critique from one of our top writers to learn why.

Essential Tips on How to Address a Cover Letter

Even the easiest thing in a cover letter, such as greeting your employer, can become the first challenge to stand in your way . How to address the cover letter if you are not sure who is about to read it?

At this starting point, many job applicants already manage to make their first and biggest mistake – they do not research. At times when you are open to so many resources, finding such information is the easiest thing to do. Just take a few moments and find out the names and gender of the company’s HR managers. Eventually, your research skills will be highly estimated by the manager.

But how to address a cover letter with no name provided? Is it fine to use a generic greeting or should it be none at all? Your cover letter helper from Resume Writing Lab will guide you through several acceptable options.

Call the Office

Imagine that there wasn’t any name mentioned on the job listing, nor were there any hints on the company website.

What you can do for sure is to find the company’s phone number and make a call. This way, you can personally find out the name of the hiring manager who will read your letter for sure.

Now, if this option wasn’t successful enough, you are left with two other ones: excluding the greeting phrase at all or using a general salutation. In any case, try to stay away from common cover letter greeting mistakes .

Cover Letter without a Name

A lot of job seekers wonder how to address a cover letter without a name. General cover letter greetings should be your very last option on the list. They are very generic and most of them do not even require knowing the person’s gender.

According to a recent Saddleback College survey with more than 2,000 companies taking part in it, there are 4 most appropriate greetings that employers would prefer to see in the candidates’ cover letters.

Certainly, this is not a good reason to fire the employee. However, you might not get a chance to attract the employer in the first place if you don’t greet them properly.

Those are Dear Hiring Manager (40%), To Whom It May Concern (27%), Dear Sir/Madam (17%), and Dear Human Resources Director (6%). Only 8% of the surveyed HR managers would prefer seeing no salutation at all.

Gender-Neutral Names

It happens though that some of the persons’ names do not show a particular identity. In this case, instead of using gender-revealing titles, you should just use the person’s full name . For example, Dear Charlie Blake, Dear Jordyn Baker, etc.

But again: knowing the person’s full name and the company he/she works for at the moment, is enough for making research on social media.

The only thing you need to do is to open the person’s LinkedIn or Facebook profile picture – quite easy, isn’t it?

Also, if you keep a LinkedIn profile, be sure to learn how to set a LinkedIn background photo yourself!

Titles to Use in a Cover Letter

If you know both the name and the gender, it’s already a great win. However, here you should be careful as well, namely with the titles in your greeting.

Not always it would be ok to use Mr. or Ms. as a salutation. For instance, if your HR manager is a doctor or has a Ph.D. degree, such titles as Dr. and Prof. are more appropriate to use.

Also, pay attention to female titles since they can be tricky too. If you are not sure about the marital status of the female employer, use a generic Ms. instead of Miss. or Mrs . – you will never be wrong.

Final Words:

Always double-check if you wrote the person’s name correctly. Such a tiniest mistake can be a decisive factor that will cost you a lot more than 2 minutes of spell-check.

Your favourite senior outside college

Home » Job Tips » Resume Writing Tips » HR Manager Cover Letter

How to Write an HR Manager Cover Letter?: Steps, Template, & More

If you are applying for the position of HR manager, then consider writing a compelling cover letter to accompany your job application. As an HR manager, you will be responsible for hiring new employees, maintaining employee relations, implementing HR policies, etc. You will need a strong cover letter to showcase that your skills and abilities align with the expectations of the role to hiring managers.  In this guide, we will help you write an HR manager cover letter that highlights your skills, experience, and qualifications and sets you apart from other applicants.

Table of Contents

How to Write an Application Letter for an HR Manager?

Over 60% of hiring managers spend up to two minutes or less reading cover letters. This is why you need a strong, professional, and compelling cover letter. Here are practical steps to craft the best HR manager cover letter:

1. Craft a Professional Header

Your application letter for HR manager should begin with your contact details, including your full name, phone number, and professional email address. These details are crucial for potential employers to reach you regarding an interview or provide important updates about the job opportunity. Also, include the date on your cover letter to indicate when it was written to give the hiring manager a timeline.

2. Include a Professional Salutation

When writing your cover letter for human resources manager, it is important to use a proper salutation to address the person in charge of hiring. If you are unsure of their name, consider using a more formal greeting like, ‘Dear Hiring Manager’ to maintain a polite and professional tone.

3. Start with an Engaging Introduction

The first paragraph of your application letter for an HR manager is a chance to showcase how being an HR manager interests you. You can also use this section to highlight any relevant past experiences in similar roles and emphasize your qualifications for a human resources manager role. 

4. Highlight Skills, Qualifications & Work Experience

When writing your body paragraphs, it is important to provide in-depth information about the skills and experiences mentioned on your resume. This is an opportunity to showcase how your abilities can contribute positively to the organization you are applying for.  Consider mentioning quantifiable data such as numbers and statistics in your cover letter. For instance, you could mention how you improved employee retention by 40% compared to previous years.

5. Summarize and Add a CTA

Towards the end of your human resource manager application letter provide the summary of the details you have mentioned. Then include a call to action that encourages the hiring manager to respond. This could be as straightforward as expressing your anticipation for their reply or indicating your openness to discussing your qualifications in more detail either face-to-face or virtually through an interview. 

6. Use a Professional Sign Off

Hr manager cover letter template.

Here is the best HR manager cover letter template you can use to craft an engaging cover letter.

Sample Cover Letter for Human Resources Manager

Here is a cover letter example for HR managers that you can use to complete your HR job application.

Tips & Tricks For Crafting an Effective HR Manager Cover Letter

Here are practical tips to guide you write an effective application letter for human resource management position

1. Research About Company

Before crafting your cover letter for human resources manager, dedicate some time to conducting thorough research on the company. This will enable you to demonstrate your sincere enthusiasm and tailor your application to the required objectives and standards.

2. Adequately Highlight Skills

A well-written HR manager cover letter should effectively communicate your experience in human resources. This is why when crafting a cover letter, it is important to highlight relevant job-specific skills that align with the role you are applying for. Here are some of the technical and soft skills to include in your cover letter.

a. Technical Skills

Here are some technical skills that you can highlight in your cover letter.

• Data Analysis
• Employee Relations
• Human Resources Information System (HRIS)
• Applicant Screening
• Performance Management
• Employee Onboarding
• Clerical Procedures (paperwork)
• Accounting Software 
• Payroll 
• Knowledge of company policies (employee benefits, compensation, and health regulations)

b. Soft Skills

Consider including a few soft skills that are relevant to the HR manager job role. Here are some soft skills that you can incorporate into your human resource manager application letter.

• Interpersonal Skills
• Leadership Skills
• Negotiation
• Confidentiality
• Active Listening
• Critical Thinking
• Conflict Management
• Problem-Solving Skills
• Collaboration

3. Format Properly

Use proper format guidelines to ensure that your cover letter appears polished and easily readable. Here is how to properly format your job application letter for HR manager:

• Begin by including a header with your full name, email address, and phone number.
• Select a standard font for business correspondence and use a 10-12 point size.
• Set margins at 1″ – 1/5″.
• End with an appropriate closing such as, “Best Regards,” or “Sincerely.”
• Send as either a PDF or DOCX file format.

4. Be Concise

When crafting a cover letter for an HR manager job, ensure that it is not too lengthy due to the high volume of applications received by recruiters. It is best to avoid overly detailed or short cover letters as they may indicate a lack of effort on your part, aim for 250-400 words instead.

5. Edit and Review

Make sure to thoroughly check your cover letter for any grammatical or spelling mistakes before sending it in. It may also be helpful to have someone else, such as a friend or coworker, look at it and provide feedback.

Crafting an effective HR manager cover letter is an essential step in landing your dream job. By following the tips and guidelines outlined in this guide, you can effectively showcase your skills, experience, and qualifications to potential employers. Also, it is important to personalize each cover letter for the specific company or position you are applying for and highlight how your unique strengths align with their needs. If this blog has been helpful, check out this quick guide on the best resume formats with samples to craft a professional resume that compliments your cover letter.

• ← Previous
• Next →

Shailja Kaushik has been an Editor with Internshala since March 2023. She loves creative writing and experimenting with different forms of writing. She has explored different genres by working with journals and radio stations. She has also published her poems and nano tales in various anthologies. She graduated at the top of her class with Bachelor's in English and recently completed her Master's in English from the University of Delhi. Her experiments with writing continue on her literary blog.

Related Post

How to Upload a Resume on Internshala? A Quick & Easy Guide

If you are a job-seeker looking for job or internship opportunities on Internshala, you can add your resume to the website and apply for jobs easily. Uploading a well-crafted resume

Cover Letter For Finance Interns [with Template & Samples]

Securing a finance internship can be a crucial step in launching a successful career in the financial industry. However, getting hired for these positions can be tough, but having an

Cover Letter for a Teacher Position-  A Complete Guide

Are you ready to take the first step towards landing your dream teaching job? Crafting a standout cover letter is your key to making a positive and lasting impression on

Cover Letters for Legal Interns: A Step-by-Step Guide

If you are a law student aspiring for the position of a legal intern, it is important to craft an effective cover letter. A cover letter allows you to highlight