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  • Laying Out a Letter

How to Address a Letter to Multiple Recipients

Last Updated: June 13, 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 692,270 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

Step 1 Write a header.

  • 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.

Step 2 Address all names, if possible.

  • 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.

Jeffrey L. Seglin

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.

Step 4 Use an informal word only in certain cases.

Addressing A Personal Letter

Step 1 Consider formality.

  • 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."

Step 3 Address a family...

  • 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."

Step 4 Use an informal word as a last resort.

  • 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

Step 1 Address a business letter.

  • 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."

Step 3 Try referring to...

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

Avoiding Pitfalls

Step 1 Stay away from referring to a married couple by the man's name.

  • 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."

Step 3 Make sure you get titles correct.

Community Q&A

Community Answer

  • 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

addressing cover letter to multiple recipients

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  • ↑ 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

Tami Claytor

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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addressing cover letter to multiple recipients

Cover letter

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?

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.

addressing cover letter to multiple recipients

Written by Simon W

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COMMENTS

  1. How To Write a Letter to Multiple People (With Examples) - Indeed

    Learn when to address a letter to multiple people and how to write a header and salutation to multiple recipients with steps, additional tips and examples.

  2. How to Address a Letter to Multiple Recipients: 15 Steps

    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.

  3. Addressing a Cover Letter to Multiple Recipients - Innova ...

    Addressing multiple recipients in your cover letter can be tricky. Dive into detailed strategies, common pitfalls to avoid, and tips to ensure you present yourself in the best light.

  4. 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.

  5. How to Address a Cover Letter (With Examples) - Indeed

    Make a positive first impression by addressing your cover letter to the right person. An appropriate salutation is specific and sets the tone for the rest of your cover letter, demonstrating your attention to detail and making your job application stand out.

  6. How to Address a Cover Letter (and Who to Address)

    You should address a cover letter to the hiring manager of the job you’re applying for, or the HR manager of the company. A basic cover letter salutation (or greeting) uses the hiring manager’s first and last name and includes a “Mr.”, “Ms.”, or other relevant professional title before their name.