addressing cover letter to multiple recipients

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Addressing a cover letter to multiple recipients.

In an increasingly collaborative world, it’s not uncommon to find yourself needing to address a cover letter to more than one individual. Whether it’s a team of hiring managers, multiple partners at a firm, or different department heads, ensuring your salutation respects all recipients is crucial. Let’s dive into the intricacies and best practices of addressing multiple individuals in your cover letter.

Understanding the Importance of Proper Addressing

Creating a first impression.

The manner in which you address your cover letter gives the first impression about your attention to detail, cultural fit, and professionalism. It’s not merely about getting names right; it’s about showcasing your respect for each recipient and the role they play.

Demonstrating Your Research

When you’re able to correctly and respectfully address each individual, it indicates that you’ve done your homework. This can differentiate you from other candidates who might not take the same care.

Reflecting Organizational Hierarchies

Being aware of the company hierarchy can be crucial. The order in which you address recipients might be taken as an indication of your understanding of the company’s structure and priorities.

Tips for Addressing Multiple Recipients

Ordering names correctly.

• By Seniority: If you’re addressing a CEO and a department manager, it’s appropriate to list the CEO first. This acknowledges the hierarchy and shows you recognize its importance.
• By Relevance to Position: If you’re unsure about seniority, consider who is most relevant to the position you’re applying for. If it’s a technical role and you’re addressing both the CTO and HR Manager, the CTO might be listed first.

Using Neutral Salutations

If you find that listing individual names becomes too cumbersome or you’re unsure about the order, neutral salutations can be a lifesaver. Phrases like “To the Hiring Committee,” “Dear Selection Panel,” or “To the Recruitment Team” can be broad yet respectful.

Being Gender-Sensitive

Avoid making assumptions about gender, especially if you’re relying on names you’re unfamiliar with. If you can’t ascertain gender from your research, it’s best to default to full names or neutral titles, such as “Dear Taylor Green” instead of “Mr./Ms. Green.”

Additional Points to Consider

Avoiding repetition in the body.

While you might address multiple recipients in the salutation, ensure that the body of your letter doesn’t become repetitive. Tailor your content so it’s relevant to all without feeling like you’re repeating points for each recipient’s benefit.

Using Titles and Credentials

If one of your recipients has a specific title like “Dr.” or a significant credential, it’s important to use it. This is especially relevant in academic or highly specialized fields.

Considering Cultural Norms

Some cultures have specific norms when it comes to addressing individuals. If you’re applying for a role in a company based in another country or one with a different primary culture than yours, doing a bit of research on naming conventions can prove invaluable.

Avoiding Common Pitfalls

Not making assumptions.

It’s easy to make assumptions based on common names or roles within an organization. However, these assumptions can lead to addressing errors. For instance, just because you know a few Jordans who are male doesn’t mean every Jordan is.

Cross-checking with Multiple Sources

If you’ve found the names of your recipients from a particular source, cross-reference them with another to ensure accuracy. Company websites, LinkedIn profiles, or even recent press releases can provide clarity.

Staying Updated with Organizational Changes

Organizations are dynamic. Leadership changes, role transitions, and department shifts happen regularly. Just because someone was the Marketing Director last year doesn’t mean they still hold that position. Regularly updating your information can prevent potentially embarrassing oversights.

Reaching Out for Clarification

If you’re truly uncertain about how to address your cover letter, there’s no harm in reaching out to the organization’s HR department for guidance. Not only does this show initiative, but it also demonstrates your commitment to getting things right.

Formatting and Presentation

Consistency in naming.

If you’ve chosen to use first names and surnames for one recipient, ensure you maintain this format for all. Mixing “Mr. Smith” and “John” in the same letter can appear inconsistent.

Using Clear Separation

When addressing multiple individuals, it’s essential to ensure clarity in separation. Using semicolons or listing names on separate lines can help avoid confusion.

Final Thoughts

In the end, the goal is clear communication, demonstrating respect, and ensuring the recipients feel valued. While some might argue that content should take precedence over addressing, remember: the manner in which you initiate your communication can set the tone for how the rest of your message is received.

Moreover, as with all aspects of the job application process, the devil is in the details. This attention to detail will reflect positively on you as a candidate, showcasing your diligence, respect, and eagerness to communicate effectively.

For those committed to ensuring every aspect of their application process shines, it’s not just the cover letter salutation that matters. The resume is equally, if not more, crucial. For those keen on making an impactful impression, don’t hesitate to check out our premium resume templates .

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• Career Advice

How to Write a Cover Letter to Multiple Recipients?

You can mail your cover letter and resume to multiple managers at an organization if you are not aware of the concerned person’s name. This trick helps your resume reach the right person. You should mention the names of all the recipients if you have been able to find information regarding their names and designations so that everyone knows who has got the copy of your letter.

The general format of this cover letter is the same as the regular one written for one recipient, except for the names of multiple recipients. Don’t forget to mention the position you’re applying for, where you heard about it, and why you think you are eligible for it.

How to identify the key players?

If the job advertisement doesn’t specify the names of the hiring managers, you can use multiple resources to identify the recipients’ names. For instance, you can call the organization to ask for the names of hiring managers. If you still don’t get the names, check professional networking sites like LinkedIn and look for hiring resources in the respective company. You may also get this information from the company’s official website. If you know someone who works there, he can also provide you with the required information.

How to include additional recipients?

Do you know how to cc multiple recipients in a letter ? We will explain how.

You need to give your signature at the end of the letter. Providing two spaces beneath your signature, write “cc:” and mention the names and designations of other letter recipients. For instance, type “cc: Mr. Adams, Human Resources Assistant Manager.” Use a separate line for each additional recipient.

The right way to mail your letter

You might have multiple recipients of the letter but make sure to send a copy of your letter to each recipient. Get an envelope for each recipient and put your resume and cover letter in it. Before placing the letter in the envelope, checkmark the recipient’s name you’re sending it. Do this for the recipients in the “cc” list.

Address a cover letter by email

In this digital world , most cover letters and resumes are shared by email, as it’s the fastest and most convenient method for all. Hiring managers receive many letters each day. Your responsibility is to make it easy for them to scan your mail. You can make the process easy by adding a relevant and clear subject line and your signature and contact details.

Can you address a cover letter to multiple recipients ? Of course, you can. CC other recipients at the end of the letter, mentioning their names and designations. Please write their email addresses in the “CC” tab of your email to copy the email to them.

Skip writing “To whom it may concern” in cover letters. It has become old school now. People usually mention this when they don’t get enough information from the hiring managers. However, it’s always better to write one or two names of the hiring managers. It will demonstrate your interest in the company because you will be looking for the names of hiring managers and other company details. If you don’t get information about the hiring managers, you can write “Dear Hiring Managers” to address the recipients.

How to write the subject line in the email?

Leaving the subject line blank is not a very good idea. There is a high probability of getting your email deleted because when a hiring manager receives an email without a subject line, they don’t bother to open it. And sometimes, such emails go directly to spam boxes. So, you better mention a clear subject line to convey your intentions of writing to them.

While writing the subject line, don’t forget to mention the job title you are applying for. Hiring managers look for multiple resources for different departments. So, writing the job title will make it easy for them to scan your email for the position you’re interested in.

The Salutation should be personalized

Personalization is the key. Even if you send a letter to several people in the organization, only address your letter to a single person. This person might be the most senior in the human resource department. The recipient’s address section includes the person’s name, designation, organization, and address. Address this person in salutation. You can mention the manager’s full name if you don’t know the gender. For example, write “Dear Terry Johns” rather than “Dear Miss Terry.” If there’s a hiring committee responsible for hiring resources in a company, you should write “Dear Hiring Committee.” You may also use this salutation if you don’t know who the recipients are.

The correct format of the cover letter email

Type a colon or comma after writing your selected salutation. Give a space afterward, and then start writing the letter’s first paragraph. Follow these steps to format your cover letter in an email correctly:

• Write Salutation with a comma/colon: Dear Hiring Manager:
• With a space, write the first paragraph of the letter.
• Body of your cover letter.

The body of your cover letter covers all the essential details you want to share with the employer. Mention the position you’re applying for and justify how you are the most suitable candidate to be called for an interview. That’s where you will sell your skills and experience as the right candidate. Check the job requirements properly and put relevant experiences and skills you have that match the ones they are searching for.

Before sending an email cover letter, check if the company has any specific instructions to follow on how to submit your resume and cover letter. Following their instructions is crucial. You must make sure that your cover letter is well-written, covering all the essential and required details.

•     Conclusion

To conclude your email cover letter, mention that you have attached your resume as per the requirement. Thank the employer in anticipation and give details so that they can reach out if you get selected for an interview call.

•     Signature

Your signature should include your full name, contact number, permanent home address, email address, and URL to your LinkedIn profile. This will make it easy for the hiring managers to reach out to you.

Accuracy Check is a must

Proofreading your cover letter is a must. Check that the information you have shared is accurate. Double-check the names and designations of the recipients. It is imperative to add the correct address and recipient details so that your letter reaches the right individuals. Before finalizing your letter, make sure the following information is correctly spelled and accurate:

• Job Position you’re applying for.
• Recipient’s names and designations
• Company name
• Recipient addresses

Examples of letters addressed to multiple people

Here are some examples of formatting your cover letters. We have shared some accurate headers and salutations for addressing multiple recipients.

Here is an example of a cover letter to multiple recipients at the same company address. It’s an official letter with three addresses :

Mrs. Jenny Harrison, Mr. Jonas Ramsey, Ms. Leena Larson

Department of Cyber Crime

Stanford Cyber Crime International

5678 Q Chester Rd, Suite 200

Miami, SL 33388

Dear Mrs. Jenny Harrison, Mr. Jonas Ramsey, and Ms. Leena Larson:

Here is an example of a cover letter to multiple recipients at different addresses:

Dr. Stark Abraham

CC: Dr. Marry Richard, Dr. Mads Jones

Department of Cardiology

Bloomfield General Hospital

6789 Medical Officer, Suite 34

Albany, NY 89989

Dear Dr. Stark Abraham:

CC: Dr. Marry Richard, Dr. Mads Jones:

Here is an example of a cover letter to a large group of people at the same company address:

Members of the Admissions Board

Admissions Department

New York University

7890 Learning Street, Suite 342

Dear Members of the Admissions Board:

Things To Check Before Sending the Letter

• Review sample of cover letter: Writing cover letters from scratch is not an easy task. Review existing cover letters to make your life easier and not forget any formatting guidelines.
• Personalize your cover letter: You better personalize it every time you need to send a cover letter. Because every job has different requirements, even if the job titles are similar, personalizing your cover letter for each position will let you customize your skills and experience according to the job requirements.
• Check for any spelling mistakes: Before sending the cover letter, check if you have correctly written the hiring manager’s name and designation. Making a spelling mistake in a cover letter can cost you a job interview.
• Proofread your letter twice: While sending an email for a job position you want, it is essential to be sure that your email and attached documents are well-written. If possible, take help from a friend in proofreading your email/letter for any grammatical mistakes or typos.

Written by Simon W

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• Laying Out a Letter

How to Address a Letter to Multiple Recipients

Last Updated: April 19, 2024 Fact Checked

This article was co-authored by Tami Claytor . Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification. There are 8 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 679,736 times.

There are many situations where you may find yourself writing a letter to multiple recipients. You may be sending a Christmas letter or wedding invitation to a large family. You may be sending a cover letter for a job where there are multiple hiring managers. Whatever the case, you have a variety of options when it comes to addressing a letter to multiple recipients.

Addressing A Professional Letter

• In the top right corner of the letter, you should write the recipient' names first. Write the names using formal titles if necessary (e.g., Dr. Nora Woods), and separate the names by a comma (e.g., Dr. Nora Woods, Dr. Mark Brook).
• Then, write the name of the company on the next line (i.e., Penbrook Medical Associates), and on the next line write the company's address. On the last line write the city, the state abbreviation, and the zip code.

• A carbon copy is usually marked by the words "cc" or "copies to", usually followed by a colon.
• Multiple recipients are listed using their full names and alphabetically. For example, "cc: Dr. Mark Brook, Dr. Nora Woods." If the recipients are from a different business, it's important to include that business's name in parentheses after the names. For example, "cc: Dr. Mark Brooks (Penbrook Medical Associates), Dr. Nora Woods (Shepherd Medical Hospital).
• Keep in mind, the term "carbon copy" means there will be copies of the letter circulating. You should make sure, if you're using a carbon copy, all parties listed receive their own copy of the letter. You should not use a carbon copy if you're only sending the letter to one person.

When addressing a letter to multiple recipients, be sure to clearly indicate who is receiving a copy by using 'cc' for carbon copy. List each recipient on a separate line in the header with their name, title, and address. This allows all parties to readily see who else is included.

Addressing A Personal Letter

• Whose name comes first is somewhat subjective, but some etiquette rules claim if someone has a high ranking title, like doctor, their name should come first. For example, if you're writing to a husband and wife, and the wife has a PhD, you would write, "Dear Dr. Jacobs and Mr. Jacobs." You could also write, "Dear Dr. and Mr. Jacobs."
• If no one has a formal title beyond "Mr." or "Mrs.", you can simply write "Dear Mr. and Mrs. Jacobs" or "Dear Mr. Jacobs and Mrs. Jacobs." This really depends mostly on your preference. You can also try something like, "Dear Oliver and Marie Jacobs." You can also switch up the order of the names. Formal rules of etiquette usually place the man's name first, but this is a largely outdated practice and some people may even take offense.
• If a couple has different last names, make sure you acknowledge this in your salutation. For example, "Dear Mr. Jacobs and Ms. Elliot" or "Dear Mr. Oliver Jacobs and Ms. Marie Elliot."
• If this is an informal letter, keep things simple. You can just write "Dear Marie and Oliver" or "Dear Oliver and Marie."

• You can also try including a couple of names, but not all the names. If you know a couple with a lot of kids, for example, you can try something like, "Dear Katie, James, and family."
• For smaller families, including the names of everyone can be a nice touch. If it's not too cumbersome, try to include everyone's name. For example, "Dear Katie, James, Harper, and Brayden."

• Keep in mind it's always best to get a name. You should only use this approach as a last resort if you're unable to find a specific name.

Addressing the Envelope

• For example, you could write something like "Mr. Oliver Jacobs and Mrs. Marie Jacobs" as the recipient's name. If you're limited on space, you can try something like, "Mr. and Mrs. Jacobs."
• Make sure you get titles correct. For example, if Oliver Jacobs has his PhD, write something like "Dr. Oliver Jacobs and Mrs. Marie Jacobs." Or "Dr. and Mrs. Jacobs."
• For more informal letters, do not worry as much about titles. If you are writing to close relatives or friends, "Mr." and "Mrs." are no required. Simply write something like, "Oliver and Marie Jacobs" or "Marie and Oliver Jacobs."

• When sending in submissions to a literary magazine, the magazine's website should provide information on how to address your envelope.

Avoiding Pitfalls

• If you cannot find any information on hiring managers, use a specific word to address your cover letter. For example, "Dear Hiring Managers" would work, or something like, "Dear Hiring Staff of the Hilton Hotel."

Community Q&A

• Email etiquette follows similar rules. You can use the same rules as formal letter writing to address a job application or other formal email. Thanks Helpful 0 Not Helpful 0
• If the letter is a thank you note or another personal note, consider sending each person a separate letter. Thanks Helpful 0 Not Helpful 0

You Might Also Like

• ↑ https://nmu.edu/writingcenter/parts-business-letter
• ↑ https://writing.wisc.edu/handbook/assignments/businessletter/
• ↑ https://writingcenter.unc.edu/tips-and-tools/effective-e-mail-communication/
• ↑ https://edu.gcfglobal.org/en/business-communication/how-to-write-a-formal-business-letter/1/
• ↑ https://www.boston.com/news/jobs/2014/12/11/how-do-you-address-a-letter-to-dr-and-mr-or-mrs/
• ↑ https://www.grammarly.com/blog/how-to-write-a-letter/
• ↑ https://www.indeed.com/career-advice/career-development/how-to-address-letter-to-multiple-people
• ↑ https://www.freecodecamp.org/news/to-whom-it-may-concern-alternatives-how-to-address-a-letter-when-you-dont-know-who-will-read-it/

About This Article

To address a professional letter to multiple recipients, start with a salutation beginning with “Dear” followed by their full names. For example, write “Dear Dr. Nora Woods and Dr. Mark Brooks,” and end with a colon instead of a comma. If you’re addressing an entire office or company, you can use a less formal salutation such as “Dear Colleagues” or “Dear Associates.” Keep in mind, however, that such salutations are normally used for very large groups, or informal letters like mass e-mails. For more advice, including how to address multiple recipients in a personal letter, keep reading. Did this summary help you? Yes No

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• 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.

• Frequently Asked

How To Address Multiple People in an Email

Table of Contents

Across multiple sectors, letter writing is still common in professional settings. In the course of regular business, you might find that you need to write a formal letter to several recipients. Learning the correct way to create a letter addressing multiple people is imperative to developing a professional reputation. Read on to learn how to format a business letter to multiple people. We will provide step-by-step instructions, as well as helpful tips and samples on which you can model your professional correspondence.

Addressing Multiple People in an E-mail 

When addressing one, two, or three people, include each person’s name in the salutation, for example:

• Dear, Bob, Kira, and James.
• Good afternoon Tyler and Jess

Why Would You Need to Address a Letter to More Than One Recipient? 

If you use letters as a critical form of professional communication, you need to understand how to address such a letter to multiple recipients. When you address a letter to several people, you can relate identical information to all of them at once. Here are some reasons that professionals across many disciplines and sectors would need to address a letter to more than one recipient:

• Official correspondence between departments
• Communication to clients and partners
• Providing clients and customers with information on company changes
• Drafting offer letters
• Writing a letter of intent
• Making on official requesting for funding
• Providing notice of recognition
• Formally thanking a group
• Distributing memos to the office
• Providing final notice on a contract
• Issuing policy change Announcements

Addressing a Letter to Several Recipients 

Here are some helpful guidelines for addressing a letter to several people:

1. Choose a header format

When you begin to format your formal letter header, you should first determine if you need to issue the letter to several addresses or just one. If all of the letter’s recipients work for the same organization, your header only needs to include the organization’s address once. However, when addressing a letter to multiple recipients from multiple organizations, you must specify each organization’s address in the header. Let’s go through the different header formats for numerous recipients:

One address: For multiple individuals within a single organization, you should list each recipient’s name on its own. Below the listed names, append the organization’s address.

More than one address: For multiple individuals at different organizations, you might want to consider sending each recipient an individual copy of the letter with only their name and organization address in the head. In this circumstance, we also recommend that you provide a complete list of recipients in a “cc:” section. This addition will inform the reader of everyone who received the same letter.

Addressing large groups: If you find there are too many people to reasonably send each an individual copy of the letter – for example, a committee – you may choose to address a letter to the entire group.

The address header should appear on the letter’s top left corner. Moreover, you should confirm that each recipient has the correct designation and job title. Finally, be sure to place a comma between each recipient’s name.

Related:  Here are some additional tips on better formatting headings.

2. Writing an appropriate salutation

Once you have confirmed that your header is appropriately formatted, you should draft an appropriate salutation. You need to be aware of your readers’ proper job titles and designations or job titles. These titles should always match the titles in your header. We recommend that you open your salutation with “Dear….” A formal greeting should end with a colon rather than a comma.

If you are addressing one person or a group, it is okay simply to include their name and their title or the group’s name. When saluting multiple people from a single organization, we suggest listing each recipient’s full name and job title and separating each with a comma. However, if your letter’s recipients come from different organizations, you need to include that information. To do so, you can append the organization in parentheses. Alternatively, you can have a “cc:” list in your salutation to provide the complete list of recipients and addresses.

Related: Read more about choosing the proper salutation and what it is.

3. Double check accuracy

The accuracy of your address information is paramount. If there are errors, you risk addressing people inappropriately or not reaching them at all. Before you finalize your professional letter, you need to double-check each of the items below. The information must be accurate and the spelling correct:

• Each Recipient’s Job title
• Every Recipient’s Personal Designation
• The Organization Name or Names
• Each Organization Address
• The Department receiving the letter

Example of Multiple-Recipient Letters

Here are some examples of properly constructed headers and salutations for multiple recipients.

Header and Salutation Example #1

This is how you would format a header and salutation when addressing your letter to multiple people within the same organization:

Mr. Vince Kenton, Ms. Yelena Lemrov, Mrs. Anna Rogers

Department of Labor and Industry

Pennsylvania State Capitol

1700 Labor and Industry Blvd

Harrisburg, PA 17120

Dear Mr. Vince Kenton, Ms. Yelena Lemrov, and Mrs. Anna Rogers:

Header and Salutation Example #2

This is how you would format a header and salutation when you are addressing your letter to multiple individuals at different addresses:

Dr. William Wade

CC: Dr. Cathy Hendricks, Dr. Doug Portnoy

Cedars Sinai Medical Center

8700 Beverly Blvd

Los Angeles, CA 90048

Dear Dr. William Wade:

CC: Dr. Cathy Hendricks, Dr. Doug Portnoy:

Header and Salutation Example #3

This is how you would format a header and salutation when you are addressing your letter to a large group at a single address:

Members of Board

Board of Trustees

Wittenberg University

200 W Ward St

Springfield, OH 45504

Dear Members of the Board:

Additional Considerations

Below are additional tips that will help you craft a well-structured, professional letter to several recipients:

Be appropriately formal

You should always consider the appropriate level of formality of your professional correspondence. It isn’t necessary to be highly formal when you address colleagues with whom you have a pre-existing relationship. Conversely, when corresponding with new acquaintances, professional supervisors, or institutional partners, you should always keep your verbiage formal and respectful.

Greet each recipient individually

If you are addressing a large group in your professional letter’s header, you might want to greet each member individually in the salutation. Of course, this option is only realistic when the group comprises eight members or fewer. Providing an individual salutation for each recipient can indicate personal attention within a large group. It might encourage the reader to feel more fully engaged with your correspondence.

Ensure your envelope and header match

The format of your envelope’s mailing label should always match the header on your letter. Look at the two address blocks side by side before sealing the correspondence to be sure they are identical.

Business invitations

When addressing multiple recipients in a custom invitation for occasions such as corporate events, official gatherings, or team celebrations , ensure that your digital correspondence reflects the same level of formality and precision as a traditional letter. Leveraging templates or digital tools, such as an invitation maker, can help you ensure that your communication is professional, personalized for the recipient, and aligned with the branding of your organization or event.

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How To Write a Letter to Multiple People (With Steps and Examples)

Across multiple sectors, letter-writing is still common in professional settings. You might discover that, during the course of routine business, you have to write a formal letter to a number of recipients. Creating letters with multiple recipients properly is essential for building a professional reputation. Continue reading to find out how to format a business letter to several recipients. We will give you step-by-step directions, useful hints, and examples on which you can base your business correspondence.

Examples of letters addressed to multiple people

Here are a few illustrations of effective headers and salutations that address numerous recipients:

An illustration of a letter with multiple recipients at the same address is provided below:

Mr. James Lockwood, Ms. Bella Ramsey, Mrs. Department of Security, Jenna Larson, Bloomfield Cyber International, 1234 West Chester Road, Suite 300, Miami, Florida 44499

Dear Mr. James Lockwood, Ms. Bella Ramsey and Mrs. Jenna Larson:

Here is an illustration of a letter sent to various recipients at various addresses:

Dr. Mark PearsonCC: Dr. Lilly Jones, Dr. Richard WeizCardiologyMitchell General Hospital1234 Medical Dr. , Suite 25Rochester, NY 33445.

Dear Dr. Mark Pearson: CC: Dr. Lilly Jones, Dr. Richard Weiz:

An illustration of a letter sent to many people at the same address is shown below:

Members of the Admissions BoardUniversity of Richfield Admissions Department1234 Learning Lane, Suite 900Richfield, WI 55440

Dear Members of the Admissions Board:

When do you need to address a letter to multiple people?

Use the following advice to assist you in addressing a letter to numerous recipients:

1. Decide on formatting

Choosing whether you need to send your letter to multiple addresses and how to format your header is the first step in addressing a letter to multiple people. For instance, you only need to list the address once at the bottom of your header if you’re writing to multiple recipients within the same organization. You must include each address if you are writing to people in various organizations. The formatting options for addressing multiple recipients are:

Your letter’s header can be written in the upper-left corner. When writing the names of your recipients, be sure to include any formal designations or job titles, and make sure to comma-separate each recipient.

2. Write your salutation

You only need to include the recipient’s full name, their job title, or the name of the group when writing to one person or a single recipient. Using a comma to separate each recipient’s full name and job title when writing to more than one person at the same address is acceptable. You may use a parenthesis to indicate that each recipient belongs to a different group, department, or place of employment. In your salutation, you can also add a second “cc:” for recipients at different addresses.

3. Check for accuracy

When writing to multiple recipients, it’s crucial to provide accurate information so that the right people receive your letters and they are addressed properly. Before sending your letter, make sure to double-check the following information for accuracy and correct spelling:

Tips for addressing letters to multiple people

Here are a few more pointers to help you effectively address a letter to numerous people:

Consider formality

Consideration should be given to the formality of professional correspondence. You might be able to use less formal language in your letter if you’re writing to colleagues with whom you’ve built a rapport. Keep your letter’s tone formal and businesslike if you’re writing to new acquaintances, supervisors, or investors.

Address individuals in a salutation

If there are fewer than eight people in a group you are addressing in a header, such as a board or committee, think about addressing each person specifically in your salutation. This can give a letter addressed to a large group a sense of personal connection and may make your readers feel personally acknowledged.

Match your envelope with your header

It’s crucial that your header’s formatting corresponds to that of your envelope’s mailing information. To maintain your correspondence’s neatness, professionalism, and consistency, make sure the information is the same in both places.

Mail merge Microsoft Word | a letter for multiple recipients

How do you address multiple people in a salutation?

Start a professional letter with a salutation that begins “Dear,” followed by each recipient’s full name. For example, write “Dear Dr. Nora Woods and Dr. Mark Brooks” instead of a comma at the conclusion.

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How to Address Cover Letters With Multiple Names

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How to Write Interview Acknowledgement Letters

How to word thank you cards to employees at christmas, how do companies use cover letters to screen applicants.

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• Good Salutations for Cover Letters

You can send your resume to several people at a company if you don't know the name of the interviewer. This increases the possibility of your resume reaching the right person. Your cover letter should contain the names of all the recipients, if you can find this information, so that each person knows to whom you have sent a copy. Except for the multiple names, the general format of this letter is the same as for regular cover letters addressed to one person. Tell the recipients the position for which you're applying, where you learned of it and why you believe you qualify.

Identifying Key Players

You can use several resources to discover the name of the people responsible for the hiring process if the job ad does not include that specific information. For instance, you could call the company to ask for the name of the interviewer. If you don't get a name, visit a professional networking website and search for human resources personnel at the company or look for this information on the company's website. A current employee can also provide this information if you know someone who works there.

Personalizing the Salutation

Address the letter to one person only, even if you are sending letters to multiple people in the company. This should be the person most responsible for hiring. The recipient's address block includes this person's name, title, company name and company address. Address the person in your salutation. You could type the person's full name if you are not sure of gender. For instance, type "Dear Terry Smith" instead of "Dear Mr. Smith." If the company entrusts hiring decisions to a committee, use a salutation such as "Dear Selection Committee" instead. You can also use this when you don't know to whom to send the letter.

Including Additional Names

Conclude the body of your letter with your signature. Two spaces beneath your name, type "cc:" and follow with the names and titles of the other recipients of your letter. For example, write "cc: Ms. Williams, Human Resources Generalist." Place each additional name on a separate line.

Mailing Your Letter

Your letter might contain multiple names but send a copy to each person named. Address an envelope to each recipient and enclose a copy of your cover letter and your resume. Before you place each letter in an envelope, place a small check mark in front of the name of the person to whom you are sending it. Do this for the names on the "cc" list only.

Emailing the Recipients

You can also submit your cover letter and resume by email, which is faster and more convenient. Follow the same format as the paper copy and address the letter to the person responsible for hiring in the opening salutation. Place a "cc:" at the end of the letter with the names of the other parties. Also place their email addresses in the "cc" line of your email to copy the message to them.

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Tina Amo has been writing business-related content since 2006. Her articles appear on various well-known websites. Amo holds a Bachelor of Science in business administration with a concentration in information systems.

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A Guide to Writing A Formal Letter to Multiple Recipients

Table of Contents

If you’re in a situation where you need to write a formal letter to multiple recipients , the first thing you should do is plan. The letter will be crafted smoothly and professionally if you follow the tips shared in this article.

When Do You Address a Letter to Multiple Recipients?

You need to understand what circumstances require that you send a letter to multiple recipients. Usually, a letter is to several persons when it involves the following:

• Sending business letters to prospective customers and vendors alike.
• Addressing individuals within your workplace.
• Appealing for funding from partners or prospective investors.
• Making significant changes to your business.
• Making legal changes as it concerns clients and investors.
• Communicating a piece of information with your employees.
• Updating your clients and customers on new development.

Format for Writing a Formal Letter to Multiple Recipients

When writing to multiple recipients, you will want to choose the best format popular with the group.

For most groups, an email format works well. For others, a typed note is more appropriate. It is up to to to understand your audience and pick a suitable form.

The format below will guide you when writing a formal letter to multiple recipients.

Write your address or use company letterhead. The date should come after the sender’s address. The recipient address should follow. If your letter addresses two recipients, you can type both addresses side by side or one on the other.

However, typing all the addresses might give your letter an unappealing look when you have three or more recipients. It is best to omit the addresses in this case.

Avoid using multiple subjects within a letter. If you need to address your letter to multiple recipients, the letter is to accomplish a particular goal.

The content of your letter should cover only what has is on the subject. By sticking with the subject, you will avoid letting your message gets drowned by too many topics. 

3. Salutation/Greeting

• When addressing less than five individuals, a perfect greeting is “Dear,” followed by their titles and names and ending with a colon. For example, Dear Ms. Grace, Mr. Kelvin, and Dr. Joshua:
• If your letter is directed to a team in the workplace, you may use a generalized salutation. For example, Dear Administrative Department , Dear Publicity Unit .
• When addressing a large group of people, the salutation should be general. For example, when you need to send a memo to your clients or customers or address your colleagues at work. An ideal salute is Greetings, Dear Colleagues, Dear Friends .
• Use general terms : If you are addressing your letter to a group, you will need to use words that addresses a group. Do not write as if writing to an individual.
• Stick to simple sentences : Since you’re addressing different people, you want everyone to understand your message clearly. An easy way to achieve this is to stick to using simple sentences and avoid complicated vocabulary.
• Consider accuracy : You do not want to mislead your audience. You will need to check your facts and ensure you deliver accurate information to your audience.
• Formality : Be formal and professional in your tone. You’re addressing several people, be courteous but do not use slang or any language that may are inappropriate.

5. Complementary Close

As with other formal letters , the appropriate complementary close to use is “Yours faithfully” or “Yours sincerely” followed by your name and designation.

A letter to multiple recipients becomes necessary when you need to send the same message to several people. Writing such letters can be challenging—especially if you’re unsure where to start. This article will guide you through the entire process.

Pam is an expert grammarian with years of experience teaching English, writing and ESL Grammar courses at the university level. She is enamored with all things language and fascinated with how we use words to shape our world.

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How to Address a Letter to Multiple Recipients

by Jayne Thompson

Published on 22 Jan 2019

Addressing a business letter to one person is relatively simple. You write the person's name and address using the U.S. Post Office format, and follow up with "Dear Mr./Mrs./Ms." When you need to address multiple recipients in the same business letter, things get more complicated. Depending on the recipients' location, you'll either address each recipient individually or you'll use the "carbon copy" notation – "cc" – at the bottom of the letter.

Multiple People, Same Address

When addressing multiple recipients in the same organization, there is no need to repeat the address multiple times. Simply write the name and title of each recipient followed by the single company address. It should look something like this:

Ms. Mary Harris, CEO Mr. Robert Martinez, Director of Facilities Dr. Philippa Bennett-Price, Finance Director Acme Limited 123 Acme Street Lexington, KY 40505

Your salutation should then list the names in the same order as the address, followed by a colon (":"), for example "Dear Ms. Harris, Mr. Martinez and Dr. Bennett-Price:" Writing "Dear Mary, Robert and Philippa:" is perfectly fine if you are on first-name terms. It is courteous to send a separate letter and envelope to each person, so print and sign an original copy for each recipient.

Multiple People, Different Address

When the same letter is to go to multiple recipients at different locations, each person receives an individually-addressed letter. Indicate that you have sent the letter to other people by putting "cc:" at the bottom of the letter beneath the signature line, followed by the names of the other recipients in alphabetical order. "CC" stands for carbon copy, referencing the carbon paper that was used to make additional copies of documents before the invention of the photocopier – today, we use the phrase "courtesy copy." Be sure to revise the "cc:" line in each letter so that each recipient knows who all the other recipients are. Include their addresses if this will be helpful to your recipient.

When There Are Many Addressees

When you have many recipients such as members of a committee, it may be more appropriate to prepare a single letter addressed to the group, and place a distribution block at the end of the letter. It is acceptable to greet larger groups as a body of people, for example, "Dear Investor Relations" or "Dear Members of the Board." If the letter is being distributed internally within your own organization, it's fine to use the informal greeting "Dear all."

A Word of Caution

While there is a certain etiquette for addressing letters to multiple recipients, there are no hard-and-fast rules. Your company may have its own style which may or may not follow the traditional standards. Consistency gives a good impression of your brand, so do check that all your employees are following the same style in every business communication.

How to address cover letter without a name

Imagine that you’ve found a position you want to apply for and are working through your cover letter. There’s just one problem — you’re not sure how to address your cover letter. Unknown recipients can complicate the application process, especially when you want to set a great first impression. If you’re wondering who to address cover letter to if unknown, it’s important to find an alternative solution that is professional and respectful. Here’s what you need to know.

Unknown recipient: What you can do about it

Chances are that you’ve been searching “how. to address cover letter without name” or “unknown recipient cover letter” after encountering this scenario. The good news is that there are multiple solutions to this conundrum. 

If you need to write a cover letter to an unknown party, you should: 

Research the company

You should be researching any prospective employer before submitting an application so that you can learn more about their values, organizational structure, and culture. By digging a little deeper, you can usually find some basic information about the head of HR or the appropriate contact person. 

This information is usually located on the company’s website or the hiring manager’s LinkedIn. If you search the company, their account should be associated with it. 

If necessary, call the business. Give them your name, let the person who answers know that you are submitting an application, and ask who to address the documents to. 

Customizing your resume and cover letter for each job application will help you stand out and may increase your odds of landing an interview. Doing the legwork and finding out the name of the hiring manager is a great way of customizing your application, and it shows that you are a self-starter.

Use generic salutations

You will also want to consider how to address a cover letter without a name. If you can’t track down contact information for the person in charge of hiring, use a generic salutation. A few favorites include:

• Dear Hiring Manager
• Dear Recruiting Team
• To Whom It May Concern

However, be careful not to overuse these phrases, as doing so can make your letter feel generic. Instead, use one of these phrases at the opening of your cover letter and keep your sentence phrasing focused on you and the business as a whole throughout the rest of the document. 

Need some more inspiration for creating a great introduction? Check out our cover letter examples and resume examples . These free resources can jumpstart your job search efforts and help you land an interview. 

Personalize your greeting

When deciding who to address cover letter to if unknown, it’s vital to get creative with your personalization. Do your best to track down an HR department head or hiring manager’s contact information. If you simply cannot, personalize your content by referencing recent company news or mutual connections. 

You can still create a great cover letter without a personalized greeting. However, you need to make at least some aspects of your document feel tailored to the job and organization you are applying to. You don’t want hiring personnel to believe that you submitted an identical document to multiple businesses. 

For more detailed tips and tricks, check out our growing library of cover letter articles . You’ll find everything from resume templates to job-specific cover letter examples, as well as best practices, dos and don’ts, and more!letter

Expert Tip:

Creating a cover letter with unknown recipients will not be a barrier to getting the job, provided you adhere to established best practices, research the business you are applying for, and personalize your documents to demonstrate your desire to join the organization.

Avoid common mistakes

Creating a cover letter without knowing the recipient’s name can be challenging, but it’s crucial to avoid common pitfalls that could undermine your application. Here are some common mistakes to avoid:

Using outdated or incorrect titles

One of the most common errors in addressing a cover letter involves using outdated or incorrect titles. Avoid using generic titles like “Dear Sir/Madam.” Instead, take the time to research the company or department structure to determine the appropriate title to use. Using the wrong title can convey a lack of attention to detail and professionalism.

If you can’t find the person’s name, it’s acceptable to use a generalized title, such as “Hiring Manager” or “Human Resources Manager.” Tailor the title you use based on the size and structure of the company. 

Misspelling names or titles

Another common mistake is misspelling names or titles. Double-check the spelling of the recipient’s name and any titles before sending your cover letter. 

Misspelling a name can make a negative impression and suggest carelessness. If you’re unsure of the correct spelling, consider reaching out to the company or using a neutral salutation like “Dear Hiring Manager.” 

Remember, the recipients are going to draw several conclusions about you based on your cover letter and resume. In addition to running spell checks, consider using matching resume and cover letter templates to ensure consistency across both documents. 

Our resume articles offer additional insights that can assist with preventing mishaps and making your application more impactful.  

Making assumptions about the recipient’s gender

Assuming the gender of a recipient based on their name can also be a mistake. In today’s diverse workplaces, it’s essential to avoid making assumptions about gender. 

Instead of using salutations like “Dear Sir” or “Dear Madam,” opt for gender-neutral alternatives like “Dear Hiring Manager” or “Dear [Company Name] Team.” This demonstrates respect for all individuals and avoids potential offense.

More importantly, using gender-neutral language demonstrates that you are an emotionally intelligent and considerate person. Hiring teams are considering more than just your skill set. They want to make sure you will have good chemistry with existing employees. 

Failing to research the company

Failing to research the company before addressing your cover letter is one of the worst mistakes you can make. Take the time to learn about the company’s culture, values, and organizational structure. This information can help you tailor your cover and demonstrate your genuine interest in the company. 

Neglecting to customize the cover letter

Failing to customize your cover letter for each job application is another common mistake. Employers can easily spot a generic cover letter.

Take the time to customize your cover letter for each application, highlighting relevant skills and experiences that match the job requirements. This demonstrates your genuine interest in the position and increases your chances of progressing in the hiring process. 

“Remember, the recipients are going to draw several conclusions about you based on your cover letter and resume”

In today’s hiring market, you don’t want to simply submit your cover letter and wait around for businesses to contact you. Be proactive and follow up with the human resources department a few days after you apply. Call the company directly, or reach out via email. 

When you do reach out, be direct. Consider saying something like, “I am reaching out about the status of my application, which was submitted on [D ate of Submission]. I look forward to continuing the hiring process and participating in an interview.” This reply demonstrates confidence and genuine interest without overplaying your hand. 

If you speak to someone on the phone, use a similar approach. However, it’s best not to be rigid. Aim to be kind and personable, as the person you speak to may be directly involved in the interview and vetting process. If it is a smaller business, you may even end up speaking directly to the person in charge of hiring. 

Keep in mind that it’s acceptable to follow up multiple times. Generally, you should reach out two to three days after your initial application and roughly a week later if you still haven’t heard anything definitive. 

Crafting a compelling letter for an unknown recipient

Many applicants wonder who to address cover letter to if unknown recipient. But no matter who the intended recipient is, creating a dynamic cover letter requires diligence and discipline. Be willing to research your prospective employer so that you can learn more about the organization and who will be involved in your interview process. 

Doing some extra work to make your application stand out can mean the difference between getting an interview or having your letter get lost among other job seekers.

If you’d like to learn more about how to create a more appealing application, Jobseeker can help. We provide free resources, useful templates, and personalized support designed to help you achieve your career goals. Connect with us today!

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