addressing cover letter to search committee

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To whom do I address my letter?

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Whenever possible, address your letter to a specific individual, usually the person in charge of interviewing and hiring. Doing so will give you a greater chance of having your application packet read and not filed away automatically.

Here are some ideas on how to get the name of a specific person:

• Look in the job ad for the contact person.
• Call the company for more information.
• Research the company's website for the person in charge of the department you are applying to, or a person in Human Resources.

If you cannot find the name of that person, you may address your letter to a group. For example:

If you find the name, but cannot decipher the gender of the person, you may greet that person using their full name instead of their last name. For example:

Academic Cover Letters

What is this handout about.

The long list of application materials required for many academic teaching jobs can be daunting. This handout will help you tackle one of the most important components: the cover letter or letter of interest. Here you will learn about writing and revising cover letters for academic teaching jobs in the United States of America.

What is an academic cover letter?

An academic cover letter describes your experiences and interest as a candidate for a specific position. It introduces you to the hiring committee and demonstrates how your academic background fits with the description of the position.

What do cover letters for academic teaching jobs typically contain?

At their most basic level, academic cover letters accomplish three things: one, they express your interest in the job; two, they provide a brief synopsis of your research and teaching; and three, they summarize your past experiences and achievements to illustrate your competence for the job. For early-career scholars, cover letters are typically no more than two pages (up to four pages for senior scholars). Occasionally, a third page may make sense for an early-career scholar if the application does not require a separate teaching statement and/or research statement. Digital versions of cover letters often contain hyperlinks to your CV or portfolio page. For some fields, cover letters may also include examples of your work, including music, popular articles, and other multimedia related to your research, service, or teaching available online. Typically, letters appear on departmental or university letterhead and include your signature. Above all, a strong cover letter presents your accomplishments and your familiarity with the institution and with the position.

How should I prepare to write my academic cover letter?

Like all writing, composing a cover letter is a process. The process may be as short as a few hours or as long as several weeks, but at the end the letter should present you as a strong candidate for the job. The following section has tips and questions for thinking through each stage of this writing process. You don’t need to answer all of these questions to write the letter; they are meant to help you brainstorm ideas.

Before you begin writing your cover letter, consider researching the institution, the department, and the student population. Incorporating all three aspects in your letter will help convey your interest in the position.

Get to know the institution. When crafting your cover letter, be aware of the type of institution to which you are applying. Knowing how the institution presents itself can help you tailor your letter and make it more specific.

• Where is the institution located?
• Is it on a quarter-system or semester-system?
• What type of institution is it? Is it an R1? Is it an R2? Is it a liberal arts college? Is it an HBCU? Is it a community college? A private high school?
• What is the institution’s culture? Is it teaching-focused or research-focused? Does it privilege experiential learning? Does it value faculty involvement outside the classroom? Is it affiliated with a specific religious tradition?
• Does it have any specific institutional commitments?
• How does the institution advocate for involvement in its local community?
• What are the professional development opportunities for new and junior faculty?

Learn about the department. Knowing the specific culture and needs of the department can help you reach your audience: the department members who will be reading your documents and vetting you as a candidate.

• Who is on the search committee? Who is the search committee chair?
• What is the official name of the department?
• Which different subfields make up the department?
• Is it a dual appointment or a position in a dual department?
• How does the department participate in specific types of student outreach?
• Does the department have graduate students? Does it offer a terminal Master’s degree, Ph.D., or both? How large are the cohorts? How are they funded?
• Does the department encourage or engage in interdisciplinary work?
• Does the majority of the department favor certain theoretical or methodological approaches?
• Does the department have partnerships with local institutions? If so, which ones?
• Is the department attempting to fill a specific vacancy, or is it an entirely new position?
• What are the typical course offerings in the department? Which courses might you be expected to teach? What courses might you be able to provide that are not currently available?

Consider the students. The search committee will often consider how you approach instructing and mentoring the student body. Sometimes committees will even reserve a position for a student or solicit student feedback on a candidate:

• What populations constitute the majority of the undergraduate population?
• Have there been any shifts in the student population recently?
• Do students largely come from in-state or out-of-state?
• Is there an international student population? If so, from which countries?
• Is the university recruiting students from traditionally underrepresented populations?
• Are students particularly active on campus? If so, how?

Many answers to these questions can be found both in the job description and on the institution’s website. If possible, consider contacting someone you know at the institution to ask about the culture directly. You can also use the institution’s course catalog, recruitment materials, alumni magazine, and other materials to get answers to these questions. The key is to understand the sort of institution to which you are applying, its immediate needs, and its future trajectory.

Remember, there is a resource that can help you with all three aspects—people. Reach out to your advisor, committee members, faculty mentors, and other contacts for insight into the prospective department’s culture and faculty. They might even help you revise your letter based on their expertise. Think of your job search as an opportunity to cultivate these relationships.

After you have done some initial research, think about how your experiences have prepared you for the job and identify the ones that seem the most relevant. Consider your previous research, internships, graduate teaching, and summer experiences. Here are some topics and questions to get you started thinking about what you might include.

Research Experiences. Consider how your research has prepared you for an academic career. Since the letter is a relatively short document, select examples of your research that really highlight who you are as a scholar, the direction you see your work going, and how your scholarship will contribute to the institution’s research community.

• What are your current research interests?
• What topics would you like to examine in the future?
• How have you pursued those research interests?
• Have you traveled for your research?
• Have you published any of your research? Have you presented it at a conference, symposium, or elsewhere?
• Have you worked or collaborated with scholars at different institutions on projects? If so, what did these collaborations produce?
• Have you made your research accessible to your local community?
• Have you received funding or merit-based fellowships for your research?
• What other research contributions have you made? This may include opinion articles, book chapters, or participating as a journal reviewer.
• How do your research interests relate to those of other faculty in the department or fill a gap?

Teaching Experience. Think about any teaching experience you may have. Perhaps you led recitations as a teaching assistant, taught your own course, or guest lectured. Pick a few experiences to discuss in your letter that demonstrate something about your teaching style or your interest in teaching.

• What courses are you interested in teaching for the department? What courses have you taught that discussed similar topics or themes?
• What new courses can you imagine offering the department that align with their aim and mission?
• Have you used specific strategies that were helpful in your instruction?
• What sort of resources do you typically use in the classroom?
• Do you have anecdotes that demonstrate your teaching style?
• What is your teaching philosophy?
• When have you successfully navigated a difficult concept or topic in the classroom, and what did you learn?
• What other opportunities could you provide to students?

Internships/Summer/Other Experiences. Brainstorm a list of any conferences, colloquiums, and workshops you have attended, as well as any ways you have served your department, university, or local community. This section will highlight how you participate in your university and scholarly community. Here are some examples of things you might discuss:

• Professional development opportunities you may have pursued over the summer or during your studies
• International travel for research or presentations
• Any research you’ve done in a non-academic setting
• Presentations at conferences
• Participation in symposia, reading groups, working groups, etc.
• Internships in which you may have implemented your research or practical skills related to your discipline
• Participation in community engagement projects
• Participation in or leadership of any scholarly and/or university organizations

In answering these questions, create a list of the experiences that you think best reflect you as a scholar and teacher. In choosing which experiences to highlight, consider your audience and what they would find valuable or relevant. Taking the time to really think about your reader will help you present yourself as an applicant well-qualified for the position.

Writing a draft

Remember that the job letter is an opportunity to introduce yourself and your accomplishments and to communicate why you would be a good fit for the position. Typically, search committees will want to know whether you are a capable job candidate, familiar with the institution, and a great future addition to the department’s faculty. As such, be aware of how the letter’s structure and content reflect your preparedness for the position.

The structure of your cover letter should reflect the typical standards for letter writing in the country in which the position is located (the list below reflects the standards for US letter writing). This usually includes a salutation, body, and closing, as well as proper contact information. If you are affiliated with a department, institution, or organization, the letter should be on letterhead.

• Use a simple, readable font in a standard size, such as 10-12pt. Some examples of fonts that may be conventional in your field include Arial, Garamond, Times New Roman, and Verdana, among other similar fonts.
• Do not indent paragraphs.
• Separate all paragraphs by a line and justify them to the left.
• Make sure that any included hyperlinks work.
• Include your signature in the closing.

Before you send in your letter, make sure you proofread and look for formatting mistakes. You’ll read more about proofreading and revising later in this handout!

The second most important aspect of your letter is its content. Since the letter is the first chance to provide an in-depth introduction, it should expand on who you are as a scholar and possible faculty member. Below are some elements to consider including when composing your letter.

Identify the position you are applying to and introduce yourself. Traditionally, the first sentence of a job letter includes the full name of the position and where you discovered the job posting. This is also the place to introduce yourself and describe why you are applying for this position. Since the goal of a job letter is to persuade the search committee to include you on the list of candidates for further review, you may want to include an initial claim as to why you are a strong candidate for the position. Some questions you might consider:

• What is your current status (ABD, assistant professor, post-doc, etc.)?
• If you are ABD, have you defended your dissertation? If not, when will you defend?
• Why are you interested in this position?
• Why are you a strong candidate for this position?

Describe your research experience and interests. For research-centered positions, such as positions at R1 or other types of research-centered universities, include information about your research experience and current work early in the letter. For many applicants, current work will be the dissertation project. If this is the case, some suggest calling your “dissertation research” your “current project” or “work,” as this may help you present yourself as an emerging scholar rather than a graduate student. Some questions about your research that you might consider:

• What research experiences have you had?
• What does your current project investigate?
• What are some of the important methods you applied?
• Have you collaborated with others in your research?
• Have you acquired specific skills that will be useful for the future?
• Have you received special funding? If so, what kind?
• Has your research received any accolades or rewards?
• What does your current project contribute to the field?
• Where have you presented your research?
• Have you published your research? If so, where? Or are you working on publishing your work?
• How does your current project fit the job description?

Present your plans for future research. This section presents your research agenda and usually includes a description of your plans for future projects and research publications. Detailing your future research demonstrates to the search committee that you’ve thought about a research trajectory and can work independently. If you are applying to a teaching-intensive position, you may want to minimize this section and/or consider including a sentence or two on how this research connects to undergraduate and/or graduate research opportunities. Some questions to get you started:

• What is your next research project/s?
• How does this connect to your current and past work?
• What major theories/methods will you use?
• How will this project contribute to the field?
• Where do you see your specialty area or subfield going in the next ten years and how does your research contribute to or reflect this?
• Will you be collaborating with anyone? If so, with whom?
• How will this future project encourage academic discourse?
• Do you already have funding? If so, from whom? If not, what plans do you have for obtaining funding?
• How does your future research expand upon the department’s strengths while simultaneously diversifying the university’s research portfolio? (For example, does your future research involve emerging research fields, state-of-the-art technologies, or novel applications?)

Describe your teaching experience and highlight teaching strategies. This section allows you to describe your teaching philosophy and how you apply this philosophy in your classroom. Start by briefly addressing your teaching goals and values. Here, you can provide specific examples of your teaching methods by describing activities and projects you assign students. Try to link your teaching and research together. For example, if you research the rise of feminism in the 19th century, consider how you bring either the methodology or the content of your research into the classroom. For a teaching-centered institution, such as a small liberal arts college or community college, you may want to emphasize your teaching more than your research. If you do not have any teaching experience, you could describe a training, mentoring, or coaching situation that was similar to teaching and how you would apply what you learned in a classroom.

• What is your teaching philosophy? How is your philosophy a good fit for the department in which you are applying to work?
• What sort of teaching strategies do you use in the classroom?
• What is your teaching style? Do you lecture? Do you emphasize discussion? Do you use specific forms of interactive learning?
• What courses have you taught?
• What departmental courses are you prepared to teach?
• Will you be able to fill in any gaps in the departmental course offerings?
• What important teaching and/or mentoring experiences have you had?
• How would you describe yourself in the classroom?
• What type of feedback have you gotten from students?
• Have you received any awards or recognition for your teaching?

Talk about your service work. Service is often an important component of an academic job description. This can include things like serving on committees or funding panels, providing reviews, and doing community outreach. The cover letter gives you an opportunity to explain how you have involved yourself in university life outside the classroom. For instance, you could include descriptions of volunteer work, participation in initiatives, or your role in professional organizations. This section should demonstrate ways in which you have served your department, university, and/or scholarly community. Here are some additional examples you could discuss:

• Participating in graduate student or junior faculty governance
• Sitting on committees, departmental or university-wide
• Partnerships with other university offices or departments
• Participating in community-partnerships
• Participating in public scholarship initiatives
• Founding or participating in any university initiatives or programs
• Creating extra-curricular resources or presentations

Present yourself as a future faculty member. This section demonstrates who you will be as a colleague. It gives you the opportunity to explain how you will collaborate with faculty members with similar interests; take part in departmental and/or institution wide initiatives or centers; and participate in departmental service. This shows your familiarity with the role of faculty outside the classroom and your ability to add to the departmental and/or institutional strengths or fill in any gaps.

• What excites you about this job?
• What faculty would you like to collaborate with and why? (This answer may be slightly tricky. See the section on name dropping below.)
• Are there any partnerships in the university or outside of it that you wish to participate in?
• Are there any centers associated with the university or in the community that you want to be involved in?
• Are there faculty initiatives that you are passionate about?
• Do you have experience collaborating across various departments or within your own department?
• In what areas will you be able to contribute?
• Why would you make an excellent addition to the faculty at this institution?

Compose a strong closing. This short section should acknowledge that you have sent in all other application documents and include a brief thank you for the reader’s time and/or consideration. It should also state your willingness to forward additional materials and indicate what you would like to see as next steps (e.g., a statement that you look forward to speaking with the search committee). End with a professional closing such as “Sincerely” or “Kind Regards” followed by your full name.

If you are finding it difficult to write the different sections of your cover letter, consider composing the other academic job application documents (the research statement, teaching philosophy, and diversity statement) first and then summarizing them in your job letter.

Different kinds of letters may be required for different types of jobs. For example, some jobs may focus on research. In this case, emphasize your research experiences and current project/s. Other jobs may be more focused on teaching. In this case, highlight your teaching background and skills. Below are two models for how you could change your letter’s organization based on the job description and the institution. The models offer a guide for you to consider how changing the order of information and the amount of space dedicated to a particular topic changes the emphasis of the letter.

Research-Based Position Job Letter Example:

Teaching-based position job letter example:.

Remember your first draft does not have to be your last. Try to get feedback from different readers, especially if it is one of your first applications. It is not uncommon to go through several stages of revisions. Check out the Writing Center’s handout on editing and proofreading and video on proofreading to help with this last stage of writing.

Potential pitfalls

Using the word dissertation. Some search committee members may see the word “dissertation” as a red flag that an applicant is too focused on their role as a graduate student rather than as a prospective faculty member. It may be advantageous, then, to describe your dissertation as current research, a current research project, current work, or some other phrase that demonstrates you are aware that your dissertation is the beginning of a larger scholarly career.

Too much jargon. While you may be writing to a specific department, people on the search committee might be unfamiliar with the details of your subfield. In fact, many committees have at least one member from outside their department. Use terminology that can easily be understood by non-experts. If you want to use a specific term that is crucial to your research, then you should define it. Aim for clarity for your reader, which may mean simplification in lieu of complete precision.

Overselling yourself. While your job letter should sell you as a great candidate, saying so (e.g., “I’m the ideal candidate”) in your letter may come off to some search committee members as presumptuous. Remember that although you have an idea about the type of colleague a department is searching for, ultimately you do not know exactly what they want. Try to avoid phrases or sentences where you state you are the ideal or the only candidate right for the position.

Paying too much attention to the job description. Job descriptions are the result of a lot of debate and compromise. If you have skills or research interests outside the job description, consider including them in your letter. It may be that your extra research interests; your outside skills; and/or your extracurricular involvements make you an attractive candidate. For example, if you are a Latin Americanist who also happens to be well-versed in the Spanish Revolution, it could be worth mentioning the expanse of your research interests because a department might find you could fill in other gaps in the curriculum or add an additional or complementary perspective to the department.

Improper sendoff. The closing of your letter is just as important as the beginning. The end of the letter should reflect the professionalism of the document. There should be a thank-you and the word sincerely or a formal equivalent. Remember, it is the very last place in your letter where you present yourself as a capable future colleague.

Small oversights. Make sure to proofread your letter not just for grammar but also for content. For example, if you use material from another letter, make sure you do not include the names of another school, department, or unassociated faculty! Or, if the school is in Chicago, make sure you do not accidentally reference it as located in the Twin Cities.

Name dropping. You rarely know the internal politics of the department or institution to which you are applying. So be cautious about the names you insert in your cover letters. You do not want to unintentionally insert yourself into a departmental squabble or add fire to an interdepartmental conflict. Instead, focus on the actions you will undertake and the initiatives you are passionate about.

Works consulted

We consulted these works while writing this handout. This is not a comprehensive list of resources on the handout’s topic, and we encourage you to do your own research to find additional publications. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial . We revise these tips periodically and welcome feedback.

Ball, Cheryl E. 2013. “Understanding Cover Letters.” Inside Higher Ed , November 3, 2013. https://www.insidehighered.com/advice/2013/11/04/essay-cover-letter-academic-jobs .

Borchardt, John. 2014. “Writing a Winning Cover Letter.” Science Magazine , August 6, 2014. https://www.sciencemag.org/careers/2014/08/writing-winning-cover-letter# .

Helmreich, William. 2013. “Your First Academic Job.” Inside Higher Ed , June 17, 2013. https://www.insidehighered.com/advice/2013/06/17/essay-how-land-first-academic-job .

Kelsky, Karen. 2013. “How To Write a Journal Article Submission Cover Letter.” The Professor Is In (blog), April 26, 2013. https://theprofessorisin.com/2013/04/26/how-to-write-a-journal-article-submission-cover-letter/ .

Tomaska, Lubomir, and Josef Nosek. 2008. “Ten Simple Rules for Writing a Cover Letter to Accompany a Job Application for an Academic Position.” PLoS Computational Biology 14(5). https://doi.org/10.1371/journal.pcbi.1006132 .

You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill

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The Professor Is In

Guidance for all things PhD: Graduate School, Job Market and Careers

How Do I Address Search Committee Members?

By Karen Kelsky | January 4, 2013

I am hereby answering the question of the hour/day/year:  how should you address search committee members in an interview?

You know of course that I am continually railing against job candidates acting like grad students .  And addressing search committee members as “Dr.” or “Professor” XXX runs the clear risk of making you sound like a graduate student.

However, at the same time, at a preliminary conference interview, launching directly into a first name basis is a bit awkward, and may feel presumptuous.

I have given this issue a lot of thought, and revised my thinking over time.  Initially, I believed that all job candidates should refer to search committee members by their first names exclusively, to avoid the ‘stink of grad student.’

However, upon further reflection, I am concerned that this could backfire by appearing, as I say above, presumptuous and premature.

My current thinking is this (and I’d appreciate hearing other viewpoints, particularly from current search committee members):  If you have been in touch by email with any of the search committee members, and they have signed their emails with first name only, that is an invitation to use the first name.  Use it.

For search committee members you’re meeting for the first time, when directly addressing someone on a search committee, at the stage of a preliminary conference or skype or phone interview, use “Dr. XXX.”  When REFERRING to another faculty member in such an interview, refer to them by their first and last names only (“I would look forward to collaborating with Margaret Allan on a course on globalization”).

[UPDATE 1/13/13:  Pursuant to the exchange below with “Stephanie” in the comment stream, I am revising this advice.  New advice is: In general, use first names.  “Dr.” is generally despised by humanities scholars, and “Professor” makes you sound too much like a graduate student.  However, BE SMART!  Be alert and attentive to social cues.  Read the landscape.  There are always regional and institutional distinctions that should be attended to, that make any blanket rule problematic.  Use your social skills to intuit the best course of action, but when in doubt, use first names.  You’re a colleague; act like it.]

Then, when and if you arrive for a campus visit, directly address faculty members you meet as well as search committee members by their first names.  Continue to refer to other faculty members not present by their first and last names.

Deans should be referred to and addressed as “Dean XXX,” until you are invited to do otherwise.

When you use the “Dr. XXX” mode I describe above, it is also important HOW you say it.  Academics routinely use “Dr.” or “Prof.” for one another as a term of professional courtesy, and it communicates courtesy without signifying any status subordination on the part of the speaker.  It is important that you grasp that, and internalize it, as well.  You can say “Dr. XXX” and sound like a graduate student supplicant, and you can say “Dr. XXXX” and sound like a legitimate future colleague…it depends on how you say it.  Attend to the other issues of tone and body language that I address in many blog posts here, particularly the Six Ways You’re Acting Like a Grad Student post , and channel your dignified and professorial inner professor when speaking.

Similar Posts:

• Working the Conference: A Letter from a Client
• Rocking the Phone/Skype Interview
• Dealing With the Informal Conference “Chat”
• The Teaching Demonstration: 3 Goals
• Data Point, Data Point, Data Point…

Reader Interactions

January 4, 2013 at 3:26 pm

There’s another angle to this, as well. Some of the folks I’ve been in touch with during my current search are colleagues and personal acquaintances – I’m in the health sciences and my field is small. I generally take a more formal approach on my cover letter, but in conversations, we’re on a first name basis.

January 5, 2013 at 2:13 am

I’ve landed a campus visit at my (undergraduate) alma mater, and am wondering if you have any advice for handling the names/honorifics issue with this dynamic in mind? From what I know thus far, the person who taught me the discipline’s Intro course in the mid-1990s is on the search committee(!). Do I just take a deep breath and call her by her first name?

January 5, 2013 at 8:13 am

It is also important not to address people you know very well too familiarly. This may give the appearance to the other SC members that the assessment by these people of you is not objective, and thus less valuable. This applies even more to interviews for grant panels!

January 5, 2013 at 10:11 am

Excellent point!!

January 5, 2013 at 8:37 am

I actually think that in this case, being more formal in written correspondence makes you seem less like a grad student. Different disciplines have different levels of formality in the student/prof relationship, but at least in the departments I have been in (sociology), students call profs by their first name and show up to meetings in sweats. I struggle to get my students to be more formal in public settings (I actually told one of my students to “tuck your f***ing shirt in for God sake” before a conference presentation). Formal doesn’t always mean deferential. So even when you are familiar with the search chair, I would recommend referring to them as Dr. or Professor, as lots of other people will be reading the letter and might be put off by the audacity of an informal greeting. But in-person interactions are almost always less formal, and in that case I would always use first names. But Deans are Deans; I’m a (hopefully) almost tenured professor, but I still use the title Dean almost exclusively, except when I need to impress upon the person I am talking to that I am “in” with the Dean, in which case I use first names.

January 5, 2013 at 10:12 am

This post refers exclusively to interview settings. It goes without saying that in written correspondence you don’t use first names.

February 1, 2013 at 9:16 am

Is that the case if you are emailing with the search chair and he signs with a first name?

What do you say/write for Associate Dean? thanks

January 5, 2013 at 1:19 pm

What I seem to end up doing if meeting a faculty member for the first time is to call them ‘first name – surname’ when I address them initially (As in “Karen Kelsky? My name is Claire, pleased to meet you.”). If a British person can cope with such levels of informality, I’m sure the Americans can, too. 😉 I think the worst crime you can *possibly* commit on the matter of names is to mix up whether somebody is a “Dr.” or a “Professor”…

January 5, 2013 at 7:50 pm

Would be most appreciative if anyone wants to weigh in on the Dr./Prof. distinction, specifically for an American context. I’m from the States but, in the course of doing my graduate degrees in Canada, the nuances have become muddled. In Canada, “Dr.” refers to someone who has completed a PhD; “Professor” to someone who holds a faculty appointment. Is this the case in the US? As an undergrad in the States, I was under the impression that “Dr.” connotes more prestige than “Professor,” but I could have been mistaken.

January 6, 2013 at 11:43 am

This can be a fraught thing, actually. I’ve never entirely understood it, but I believe that in the US “Professor” connotes more prestige for an academic than “Dr.” The reason I recommended “Dr.” in this blog post is that I fear a young candidate addressing someone as “Professor” will too easily fall into the grad student subordination trap. These lines are all very fuzzy and everything is impressionistic, though. These are at best guidelines or points of consideration, not firm rules.

January 8, 2013 at 4:38 pm

Same in the US (“Dr.” is someone who has completed a Ph.D./Professor is someone with a faculty appointment) but the distinctions are a little finer even than that. Professor is not just a job title; it’s most accurately used to describe someone who has a t-t position, so that in the Humanities at an R1 such as the one where I teach, a contract teacher or an adjunct with a Ph.D. would not have the title professor. Silly but true.

What is less clear is the use of Dr, at least in my own field of English. In my own field, to refer to a professor as Dr is considered very gauche, and anyone who calls themselves Dr is quickly schooled out of it. This is not, however, the standard across the university as a whole. Faculty in Education at the university seem to relish the title. Faculty in the Humanities disdain it (and you don’t need to read Bourdieu to figure out why). Southern schools are more likely to use Dr rather than Professor, and there are other regional differences as well.

All to say, I think it’s best not to use any title in a job interview; you probably don’t know the culture well enough to know where they stand, and though no one would hold it against you if you made an error, you don’t want any bobbles in this market. First name. You’re their peer. Just my two cents.

January 8, 2013 at 11:02 pm

Fair enough, Stephanie. I think you’re right.

January 9, 2013 at 5:10 pm

Not the US, but I once assumed that addressing someone by their first name was alright. In western Canada I had my PhD and was working alongside a senior professor visiting from England in a biology lab for a couple of weeks when I called him “Jim”. (Something along the lines of “Excuse me, Jim…”). He got red in the face and said “It’s Professor Dr. X to you!”. It made me think less of him, as in “You pompous ass…” but since then I have been more careful. I now initially address most people as “Dr. Y”; almost all quickly ask to be called by their first name. Same goes for writing.

It does seem to vary by region, field, generation, and individually; you never know where people have come from and what they might expect.

I would never call anyone “Professor”. (And my adviser held that title.)

January 26, 2013 at 1:31 am

Thanks so much for this! It’s very helpful. I want to ask a related question, on the cover letter, should we address the chair of the search Committee as Professor X or Dr. X? Is this an exception to the rule of not referring to them as Professor?

In one of your replies to a comment, you’ve written “This post refers exclusively to interview settings. It goes without saying that in written correspondence you don’t use first names.”

Does email correspondence count as written?

Thank you again for all of your help! I’ve just secured a campus visit and have benefited so much from your insights.

January 26, 2013 at 3:19 pm

In letters always use “Professor.” In emails, start with “Professor,” unless they have previously signed an email with their first name. Once they do that, it’s your signal to switch to first name basis.

March 2, 2013 at 3:56 pm

I’m British, but have worked most recently in universities in Australia. Am a finalist for a senior post at a major US university. I know that I’ll be meeting/having interviews with the President and the Provost. Should I address them as President X/Provost Y, or as Professor X/Y? My instinct is the latter (I would never have addressed my old bosses as Vice-Chancellor Z, for example, but neither would I have spoken to them on first name terms on first meeting).

And what about Deans, given that my prospective post is as a Dean? Part of the test, as I understand things, is to see how I get on with the other Deans? I like the advice above – “Joe Bloggs? I’m Kate.” and let it go from there. Better than “Dean Bloggs? I’m Kate”?

March 2, 2013 at 7:36 pm

Deans should be addressed as “Dean Bloggs.” With Deans you have to wait to be invited to use first names.

March 3, 2013 at 12:43 pm

Great – thanks for the advice. Will let you know how it goes!

September 15, 2013 at 8:24 am

In my department, inside a school of medicine, but many phd-holders, we would expect a candidate to only use Dr. Soandso. First name is only for one on one or a close group of collaborators (my dept is huge, i only know about 30% of my colleagues). Not during the interview or job talk. This should be cued to you because you’ll be introduced as Dr Soandso and that’s how we address to each other (at least, in a meeting). Now I’m nervous because I’m applying for my 2nd job (I’m non TT assistant prof at R1) at SLACs. Though I think I’m so used to it that I can say Dr Soandso with a confident tone. But then again, there’s the cue, if your host says, “hi I’m Bob,” and in the meeting his colleagues call him Bob, I would definitely thank Bob (not Dr Lastname) for the introduction. In the third-person, and she’s not present, you say, Firstname Lastname, almost always followed by context …. “who published last year about Whatever in Journal.”

May 26, 2020 at 10:37 am

Absolutely agree- in veterinary medicine, we use “Dr.” I actually didn’t realize disciplines existed that don’t use the “Dr.” title in formal settings like an interview. I came up with a (hopefully helpful) flowchart: http://vetducator.com/how-to-address-people-in-an-interview/

October 31, 2014 at 7:35 am

I believe all protocols should be followed. Once you are a student, you should address your professors by their title, until told otherwise. Showing and giving respect where it is due is paramount.

October 31, 2014 at 9:12 am

When you are a job candidate, you must stop acting like the student you once were, and stop using the title.

December 22, 2014 at 1:27 pm

I understand, in emails, the ritual of using ‘Dr’ or ‘Prof’ on initial contact. I also understand that the signing of an email with a first name is my cue to switch to first name. But what happens when they always sign their emails with first and last name? Is that a cue to switch, or a request to stick to formal contact with titles?

December 23, 2014 at 1:06 pm

Go ahead and switch to first names. Academic convention is to say, “Dear Karen (if I may), I’m following up on…”

November 28, 2016 at 12:54 pm

Dear Karen,

What to do when there is no name given for the application (no Search Chair, or contact person), what does one write in the header? I see that you recommend “Dear Members of the Search Committee” as the opener, but what about the header?

Department of X University of Y Address

November 28, 2016 at 2:16 pm

Put “Search Committee” as the first line of the header address.

[…] 21. The Professor is In focuses on helping graduate students make a successful transition from grad student to professor, especially those who are still grad students when they begin taking on teaching responsibilities. Highlight: Addressing Search Committee Members […]

[…] “21. The Professor is In focuses on helping graduate students make a successful transition from grad student to professor, especially those who are still grad students when they begin taking on teaching responsibilities. Highlight: Addressing Search Committee Members“ […]

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How to Address a Cover Letter to Recruiter or Hiring Manager

5 min read · Updated on November 24, 2021

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

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

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

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

When you know the hiring manager's name

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Acceptable options in lieu of a name

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

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

Some good examples include:

Dear Head of Design

Hello IT Department

Dear Accounting Manager

To Company ABC Recruiter/Hiring Professional

Hello Marketing Hiring Team

Dear Customer Support Hiring Group

Dear Human Resources

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

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

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

Never leave the greeting blank

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

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

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

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

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

Recommended Reading:

Do Hiring Managers Actually Read Cover Letters?

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

How To Write a Cover Letter (With Example)

Related Articles:

How to Create a Resume With No Education

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

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Writing A Cover Letter: How to Engage a Hiring Committee

August 26, 2022 willrjconroy comments 85 comments.

Cover letters are NOT your resume in paragraph form. Lean on your experiences, include helpful insights into some of the bullet points on your resume, but focus on why you are prepared for the job you have applied for and what you will accomplish in the role if selected.

Some job listings request an “optional” cover letter or additional documents. I have always thought of “optional” as you absolutely need to. Optional practice? You go. Optional office hours with your professor? You go.

I am biased as a former History and English major, but strong writing skills are a lost art. Submitting a quality cover letter is another chance to go above and beyond and to demonstrate a deeper understanding of your fit for the role. It allows you to expand on your resume and connect with your audience. Do not miss the opportunity!

Below you will find guidelines for the structure and content of a quality cover letter.

Structure: Simple Setup

• Introduction
• One page, single spaced, size 12 font: short and sweet.

Structure: In-Depth Breakdown

• Address the hiring manager/team. Avoid “whom it may concern”. Do the research to find a name. List the head of the department as a last resort. This attention to detail is important and even if the president or CEO is not on the hiring committee, they are definitely aware of the open position and are involved in the final decision in one way or another.
• I have always been drawn to _____industry name_______ and my degree in ___________ and experience(s) at/with ___________ have prepared me for ___________ because __________.
• Example 1: “I was excited to discover the role of __________ at __________ as I am seeking professional growth in budget and team management. I am an experienced _________ professional and look forward to the opportunity to connect with your team.”
• Example 2: “As an ambitious ____higher education professional________, the _____company__ name________ piqued my interest. After reading about the __________ role, I saw a mission and set of responsibilities that align with my future career goals.”
• Example 1: “In my previous position(s) I managed, oversaw, generated, etc. ___________. I learned a lot about the importance of data analysis, teamwork, meeting strict deadlines, etc. ____________ and am confident that these experiences will allow me to excel as the ____position_________ at ___company_________.
• “I plan to build on my foundation as a __________ by doing ____________. I offer ____________ and work well as part of any team. This role represents a new challenge and chance to work hard toward common goals with your company.”
• Think company and position mission and goals.
• “Thank you very much for your time and consideration. Please let me know if you have additional questions regarding my resume and work experience. I look forward to hearing from your team soon.”
• Sincerely, _____________

Cover Letter Example

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Understanding the Role of a Search Committee: Your Guide to Leadership Selection

When it’s time to select an organization’s new leader, forming a Search Committee is one of the first and most important steps. But what exactly does the Search Committee do? Who should serve on the Committee? And what should a potential Committee member know about the role they’re being asked to take on? Three members of our Executive Search team are here to answer these questions – and more!   

What is the Search Committee’s ultimate role in selecting the next leader?   Executive Search Consultant Angèle Bubna : Every organization has its own set of bylaws that establish governance policies and offer guidance when it comes to hiring a leader who reports to the Board . Often, a n organization’s bylaws will require that a Search Committee should be formed without providing too many specifics. That Committee will be responsible for interviewing and evaluating candidates and bringing their recommended finalist(s) to the full Board for consideration , deliberation, and the ultimate hiring decision . The C ommittee set s the organization up for success by running a smooth, equitable , and collaborative process that aligns with the organization’s values . This is where a search partner like Campbell & Company can serve as a trusted advisor in guiding your C ommittee to execute the s earch process in a streamlined, efficient manner aligned with leading practices.   

How large should the Search Committee be? Executive Search Senior Consultant Emily Miller: While there isn’t one magic number, there are a few good guidelines to keep in mind. We would caution against Search Committees getting too large . A five- to seven-person Committee tends to work best , as it allows room for plenty of di verse perspectives while remaining small enough to communicat e that every member’s voice and input is valuable . Larger groups can encourage “groupthink , ” where people may feel they should just fall in line if they see a consensus forming. We also like odd numbers because you don’t run the risk of tie votes!  

Should the Board Chair be on the Search Committee? If so, should the Board Chair be the Search Committee Chair ? Executive Search Associate Consultant Kole Farrise : While the Board Chair will absolutely have a vote in the final hiring decision and may be part of the process of forming the Committee and selecting a Committee Chair (if the bylaws allow) , we recommend that they refrain from serving on the Committee. This helps the Search Committee to act as an independent body leading the search process and tasked with making a recommendation to the Board of Directors. Additionally, serving on a Search Committee , let alone leading it, is a big job, and asking someone already engaged in a major governance role is rarely best for the person or the organization . The power dynamics at play are also something to consider: it’s easy to defer to the Board Chair and their opinion of a candidate if they are present during the process. Giving space for the Search Committee to work independently can be more empowering and ultimately lead to a better outcome.  

Should the outgoing ED or CEO be on the Search Committee? ? Angèle : It’s understandable to want to include your outgoing leader on your Search Committee. After all, they’ve been your organization’s champion and caretaker, possess important organizational knowledge and insight, and have likely been a lynchpin in the organization’s success. However, there are several reasons that we recommend against including an outgoing executive leader on a Search Committee. First, it can be challenging to be imaginative about the future when your former leader is in the room. You may not feel able to candidly name where they had weaknesses, where the organization has struggled, or even how to move the organization in any new direction – strategically or culturally. Including your outgoing leader on the Search Committee can also undermine your organization’s goals toward diversity, equity, and inclusion by (even subconsciously) creating the temptation to hire someone who most closely resembles the previous leader, as opposed to being open to a candidate with different strengths, experience, or characteristics.   Better areas to consider leaning on your outgoing leader’s expertise include site visits with Committee members and a search partner, creating a plan for onboarding, and ensuring that institutional knowledge that sits with the leader is documented and/or transferred to other staff or the new hire themself.  

Should we include staff on the Search Committee? Emily : As workplace culture , structure, and the way that power dynamics manifest within an organization have taken center stage in the past few years, we’ve definitely seen including staff on Search Committees trending up – and we suspect this trend is here to stay. Many organizations bring staff into the process in order to navigate equity initiative s and answer demands for greater transparency around hiring processes. This is one way to create a more inclusive process, but t here are also other ways to involve the staff without appointing them as voting members of the Search Committee. At Campbell & Company, we often utilize s taff surveys to elicit feedback on the position profile and invite staff to meet finalists and provide feedback during interviews . The key here is that they are providing valuable input to the Search Committee and/or its partner search firm , whether that means including them in the vote or finding another meaningful way for your full team to contribute.  

What is my commitment as a Search Committee member? Kole : Your presence and input as a Search Committee member are instrumental in cultivating thoughtful discussion around the profile of the organization’s next leader, interviewing and evaluating prospective candidates, and finalizing the Committee’s recommendation to the full Board. You can expect to connect, either in-person or virtually, with the full Committee for at least one hour every two weeks. Once a search enters its final stages, interviews with finalists will increase the time commitment of each Search Committee member, and full days may be required. Additionally, be prepared to travel to an on-site location for finalist interviews and remember that these interviews are an opportunity for Search Committee members not only to interview the candidates but also make it clear why they should want to join the organization.   Search Committee chairs should be prepared to provide flexible options for engagement to Committee members. By maintaining a high-touch search process, Search Committee chairs can ensure that Committee members can serve the process well, while also working with and around their schedules, and bring forth a high-quality hiring recommendation to an organization’s Board of Directors.  

Serving an organization as part of a Search Committee is a big responsibility – but hopefully these tips help make this important role feel less daunting. It also helps to have a partner who knows the ropes walking alongside you during a process like this. Campbell & Company has served as that partner for hundreds of nonprofits, and we would be delighted to share more about our experience and process with you. Contact us with questions or to start a conversation about a future partnership.  

About the Author Angèle Bubna is a Consultant with Campbell & Company’s Executive Search practice, based in Chicago, IL. Angèle loves the storytelling that happens in Executive Search work: the perfect match is found when the context and story of an organization as well as the background and narrative of a prospective candidate are all taken into consideration.    

About the Author Emily Miller is a Senior Consultant with Campbell & Company’s Executive Search practice, based out of Chicago, IL. She loves advocating for candidates and making them feel comfortable so they can show themselves in their best light; that includes preparing clients to provide a seamless and welcoming candidate experience.    

About the Author Kole Farrise is an Associate Consultant with Campbell & Company’s Executive Search practice, based out of Seattle, WA. His favorite aspect of Executive Search identifying and recruiting exceptional leaders to nonprofits so they can amplify and expand their missions.    

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Cover Letters

A cover letter is a professional letter that accompanies your résumé and allows you to address specifics about the job for which you are applying. It is a chance to articulate your unique skills and experiences, and explain how you can benefit the organization. 

Cover Letter Tips (PDF Version) Formatting Tips

• Length : A cover letter is typically 3-4 paragraphs, not exceeding one page.  
• Format : Use the same heading, font style and size, and type of paper as your résumé.  
• Salutation : Address your cover letter to a specific person if possible. Call for the name of the hiring manager if not listed; never use “To Whom It May Concern.” If a name is unavailable, use a title (e.g., Dear Dear Hiring Personnel, Dear Human Resources, or Dear Selection Committee).
• The main purpose of this paragraph is to gain and keep the reader’s attention. 
• State the reason you are writing the letter – position you are applying for or inquiring about. 
• Give the source of referral, if any. 
• Include company information found through research. 
• End this paragraph with three specific skills demonstrating why you are the most qualified candidate.  
• The main purpose of this paragraph is to emphasize what you can contribute to the organization. 
• Give concrete examples of the specific skills you listed in the first paragraph. 
• May be one or two paragraphs.  
• Reiterate your interest in the position. 
• State your appreciation of the employer’s consideration. 
• Include your intentions for follow-up. 
• Provide your phone number/email and the best way to contact you.  

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