You're staring at a blinking cursor. It’s been twenty minutes. You’ve got the job description open in one tab and your LinkedIn profile in another, but that top line—the very first thing a hiring manager sees—is a total roadblock. Honestly, the question of how do you address a cover letter shouldn't be this hard, yet here we are. It feels like a high-stakes etiquette test. Use "To Whom It May Concern" and you risk looking like a form letter from 1985. Use "Hey" and you're probably getting tossed in the digital trash.
Getting this right isn't just about politeness. It's about showing you actually did ten minutes of research. In an era where AI is flooding recruiters with generic, low-effort applications, a specific, well-researched salutation is a massive green flag. It tells the reader, "I know who you are, and I actually want this job, not just any job."
The Death of "To Whom It May Concern"
Stop using it. Just stop.
According to various recruitment surveys, including data often cited by HR platforms like Glassdoor and Indeed, "To Whom It May Concern" is widely considered the most impersonal way to start a professional conversation. It’s the "Occupant" or "Resident" of the job-seeking world. It suggests that you couldn't be bothered to look up a name. If you're wondering how do you address a cover letter in a way that actually builds a bridge, you have to find a human being to talk to.
Think about it from the recruiter's perspective. They are drowning in resumes. A generic opening is a signal that the rest of the letter is probably generic, too. You want to spark a connection, not start a formal inquiry with a government agency.
Hunting for the Name (The 10-Minute Drill)
Finding a name is easier than it used to be, but it still takes a little bit of sleuthing. Start with the job posting itself. Sometimes—though rarely—the name of the hiring manager or the department head is right there at the bottom. If it isn't, head to LinkedIn.
Search for the company name and filter by "People." Look for titles like "Recruitment Manager," "Director of [Department]," or "Talent Acquisition." If you’re applying for a marketing role, look for the Marketing Manager. It’s better to address the letter to the person who would be your boss than to a general HR person.
If LinkedIn is a dead end, check the "About Us" or "Team" page on the company website. Small startups usually list everyone. Massive corporations might not, but you can usually find the head of a specific division. Still nothing? Pick up the phone. It sounds terrifying, I know. But calling the front desk and saying, "Hi, I’m applying for the Analyst position and I want to make sure I address my cover letter to the right person—could you tell me the name of the hiring manager?" works surprisingly often. It shows initiative.
What if there are multiple managers?
Sometimes a team hires together. In that case, addressing the "Design Team Search Committee" or "The [Department Name] Hiring Team" is perfectly acceptable. It's specific enough to show you know which group you're targeting.
Navigating the Honorifics Minefield
Gender is a tricky thing in the modern workplace. Using "Dear Mr. Smith" or "Dear Ms. Jones" used to be the gold standard. Now? It’s a bit of a gamble. You might misgender someone based on a name, or you might just come across as overly stiff.
The safest, most modern way to handle this is to use the person’s full name without a prefix.
- Good: Dear Alex Rivera,
- Risky: Dear Mr. Rivera,
By using the full name, you avoid the "Mr./Ms." dilemma entirely. It feels professional but contemporary. If the person has a clear professional title like "Dr." or "Professor," definitely use it. People worked hard for those initials; acknowledging them shows you've paid attention to their background.
When the Name Simply Doesn't Exist
Sometimes, despite your best FBI-level investigation, you cannot find a name. Maybe the company is in "stealth mode," or the HR department is a black hole. When you’re truly stuck on how do you address a cover letter without a name, you need a "Plan B" that doesn't feel like a template.
Avoid "Dear Sir or Madam." It’s incredibly dated and has a weirdly Victorian vibe. Instead, try these:
- Dear [Department] Hiring Manager
- Dear [Job Title] Search Committee
- Dear [Company Name] Team
These are functional. They aren't exciting, but they aren't offensive either. They show that you are at least thinking about the specific role and company.
The "Hi" vs. "Dear" Debate
Is "Dear" too formal? Is "Hi" too casual?
This depends entirely on the company culture. If you're applying to a 100-year-old law firm, "Dear" is mandatory. If you're applying to a tech startup where the CEO wears a hoodie and everyone slacks each other memes, "Hi [Name]," is usually fine.
Look at the company’s "Voice." Check their Twitter feed or their blog. If they use slang and a casual tone, you can mirror that slightly—but always lean a little more formal than they do. You’re still an outsider trying to get in. It’s better to be 10% too professional than 1% too casual.
Placement and Punctuation Matters
Believe it or not, people notice the colon versus the comma. In a formal business letter, a colon after the name (Dear Sam Smith:) is the traditional standard. However, in the vast majority of modern industries, a comma (Dear Sam Smith,) is the norm.
Make sure your contact information is at the top, followed by the date, and then the recipient's info (if you have it). It should look like this:
[Your Name]
[Your Phone Number]
[Your Email]
[Date]
[Hiring Manager's Name]
[Company Name]
[Company Address]
Dear [Hiring Manager's Name],
The spacing creates "white space" that makes the letter readable. If it's a wall of text, they'll skim it and miss the good stuff.
Addressing the "To" Line in Emails
Most cover letters these days are either uploaded as a PDF or written directly into an email body. If you are attaching the letter, the email itself needs a brief "cover note."
Don't repeat the entire letter in the email body. Just a quick: "Hi [Name], I'm excited to submit my application for the [Job Title] position. Please find my resume and cover letter attached. Best, [Your Name]."
If the email is the cover letter, the subject line becomes your first impression. Use something clear like: Application for [Job Title] - [Your Name]. Don't try to be cute with the subject line. Just be clear.
Common Blunders to Avoid
I’ve seen people address letters to the wrong company because they were copy-pasting. That is an immediate "No" from a recruiter. Double-check the company name. Then check it again.
Another mistake is using a nickname. If the LinkedIn profile says "Robert," don't write "Dear Bob" unless you actually know him. Stick to the name they use professionally.
Also, watch out for the "Dear Hiring Manager" trap when a name was clearly listed in the ad. That tells the recruiter you have poor attention to detail. In some roles—like legal work or data analysis—that's a dealbreaker before they even get to your experience.
Real-World Examples
Let's look at how this plays out in different scenarios.
Scenario A: The Creative Agency
You're applying for a Junior Copywriter role. The vibe is edgy.
Greeting: "Dear [Name] and the [Agency Name] Creative Team,"
Scenario B: The Corporate Bank
You're applying for an Analyst role.
Greeting: "Dear [Name]:" (Using the colon for extra formality).
Scenario C: The Non-Profit
You're applying for a Program Coordinator role.
Greeting: "Dear [Name],"
In all these cases, the goal is the same: be respectful, be specific, and be human.
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Actionable Steps for Your Next Application
Don't let the salutation stop your momentum. If you're stuck, follow this sequence:
- The LinkedIn Scan: Spend exactly 5 minutes searching for the department head.
- The Website Audit: Check the "Team" page for 2 minutes.
- The Safety Valve: If no name appears, use "Dear [Department] Hiring Manager."
- The Gender Neutral Check: Use the full name (First Last) to avoid honorific mistakes.
- The Final Proofread: Read the name out loud. Did you spell it right? Is it for the right company?
Address the letter, move into your hook, and show them why you're the best person for the job. The "how" is just the door—your content is the house. Once you've nailed the greeting, you've already cleared the first hurdle that trips up half of your competition.
Now, go find that name. Take the extra few minutes to look beyond the job board. It might feel like a small detail, but in a pile of three hundred "To Whom It May Concerns," your "Dear Sarah Jenkins" stands out like a beacon of competence.