who do you address a cover letter to when you don't know the name

6 Examples: How To Address a Cover Letter Without a Name

By Status.net Editorial Team on December 25, 2023 — 11 minutes to read

Addressing the recipient without knowing their name might seem complicated, but there are ways to navigate this situation. Let’s take a look at a few strategies to make your cover letter feel personalized even when you don’t have a specific name to address.

Be Professional and Engaging

Using general salutations like “To Whom It May Concern” or “Dear Sir/Madam” can make your cover letter feel impersonal. Instead, opt for a more engaging opener such as “Dear Hiring Manager” or “Dear [Company Name] Team.” This type of greeting acknowledges the company and shows that you have researched the team you are addressing.

Focus on the Position and Company

Make sure to tailor the content of your cover letter to the job you are applying for by highlighting relevant qualifications, experience, and skills. Share specific examples of your successes that align with the responsibilities of the position. Mention the company’s values, goals, or recent successes to demonstrate how your values align with theirs. This can effectively showcase your interest and commitment to the role.

Use LinkedIn and Company Website Research

If you cannot find the hiring manager’s name in the job posting, you can turn to LinkedIn or the company website for clues. Search for professionals working in human resources or hiring roles at the company. If you find a specific contact, address your letter to that person while using their full name and title. Otherwise, continue with a professional and engaging salutation as mentioned earlier.

Here are two examples of how to start a cover letter without a name:

Dear Hiring Manager, As a passionate marketer with five years of experience, I am excited to apply for the Marketing Manager position at (…) Company. Achieving a 30% increase in leads generated through my previous campaigns, I am eager to contribute to the growth of your marketing department.

Dear ABC Inc. Team, With a strong background in project management and a proven track record of implementing cost-saving strategies, I am confident in my ability to excel as the Senior Project Manager at ABC Inc. Your company’s commitment to sustainable practices aligns with my values and I am thrilled to be considered for this opportunity.

By applying these strategies, you can create an impactful and personalized cover letter, even without knowing the recipient’s name. This attention to detail can set you apart from other applicants and leave a positive impression with your prospective employer.

How to Find the Hiring Manager’s Name

Sometimes locating the hiring manager’s name can be tricky, but there are several ways to find it. Let’s go through a few methods to help you address your cover letter without a name.

Using LinkedIn

LinkedIn is a great resource for finding the hiring manager’s name. Here’s how you can use it:

Visit the company’s LinkedIn page.
Click on the “People” tab to browse through the employees.
Use the search bar and enter keywords such as “recruiter,” “hiring manager,” or the department you’re applying to.
Check the found profiles, and try to identify the right person responsible for hiring in your desired role.

Make sure to double-check that the person is currently working in the company to avoid using outdated information.

Checking Company Website

Another way to find the hiring manager’s name is by checking the company website:

Locate the “About Us” or “Team” page, where you might find a list of employees along with their titles and roles.
Look for a person who has a recruiting or hiring-related title within the department you’re targeting with your application.
If you cannot find the necessary information on the website, try checking a company’s press releases or blog. Sometimes they include names of important team members.

Making a Phone Call

When all else fails, you’re left with one more option – making a phone call.

Call the company’s main line and politely ask the receptionist for the name of the hiring manager or the person responsible for recruitment in the department you’re interested in.
Be prepared to provide the job title and a job reference number (if available) to help the receptionist find the right person.

Finding the hiring manager’s name isn’t always possible. If you cannot locate it, don’t worry. Addressing your cover letter as “Dear Hiring Manager” or “To Whom It May Concern” is still better than not sending a cover letter at all.

How To Address a Cover Letter Without a Name: Sample Phrases

Starting with job title.

When you cannot find the recipient’s name, use their job title to address the cover letter. This shows that you can connect and direct your message to the relevant person. Here are some examples:

Dear Hiring Manager, – This is a common and universally understood phrase for addressing a cover letter without a name.
Dear [Job Title], – Use the specific job position that the recipient holds, for instance, Dear Marketing Director .
To the [Job Title] Selection Committee, – This approach can be useful when applying for a role advertised by a team or committee that will handle the hiring process, such as To the Scholarship Selection Committee .

Referring to Department

Another approach is to address the cover letter to the department that the position is within. This helps to direct your message to the appropriate team or group. Here are some examples:

Dear [Department] Team, – Mention the department you are applying for, such as Dear HR Team, or Dear Sales Team .
Greetings, [Department] Department, – Use the department name to address the letter, like Greetings, IT Department .
To Whom It May Concern in the [Department], – This is a formal alternative when you don’t know the recipient or department’s name, for example, To Whom It May Concern in the Finance Department .

Using these approaches will ensure that your cover letter appears professional and well-directed, even when you don’t have the exact name of the recipient. Focus on the content and the skills you bring to the position to make the best impression on the reader.

Crafting Content for Cover Letters

When you’re unsure of the recipient’s name, you might feel a little lost on how to address your cover letter. Don’t worry. You can still create an engaging and professional cover letter that gets the job done. Here are some tips and examples to help you craft the perfect content for an anonymous cover letter.

Start with a professional, yet friendly, greeting. If you don’t know the hiring manager’s name, use a general opening line such as “Dear Hiring Manager” or “To Whom It May Concern” . These greetings are widely accepted and show respect towards the person receiving the letter.

Next, dive into your strengths, skills, and achievements. Mention the qualifications that make you a strong candidate for the position. Share relevant accomplishments from your previous roles, such as leading a successful project or boosting sales. Be specific when describing your skills and use quantifiable results when possible. For example:

“During my time at Company (…), I managed a team of 10 and successfully increased sales by 25% within six months.”

Show enthusiasm for the job and demonstrate your knowledge of the company. Research the organization’s goals, values, and recent projects, then incorporate this information into your cover letter. This will help you tailor your letter to the company’s needs and show that you’d be a good fit for their culture. You could say something like:

“As a long-time admirer of your company’s commitment to sustainability, I’m excited about the opportunity to contribute to the upcoming eco-conscious product line.”

Close your cover letter with a strong call-to-action. Express your interest in further discussing your qualifications and offer your availability for an interview. Thank the hiring manager for considering your application and include your contact information. A sample closing paragraph could look like this:

“I’m eager to discuss how my expertise in digital marketing could contribute to the success of your team. Thank you for considering my application. You can reach me at (555) 555-5555 or [email protected] to schedule a conversation.”

Keep your cover letter concise and focused on your unique selling points. Even without knowing the recipient’s name, following these guidelines will allow you to create a memorable and attention-grabbing cover letter that leaves a lasting impression on potential employers.

Tips on Prefix Usage

When you’re addressing a cover letter without a specific name, it’s good to think about the appropriate prefix to use. Here are some tips to help you choose the right one:

First, consider using a general and gender-neutral prefix like Dear Hiring Manager . It will work well if you don’t know the recipient’s name or aren’t aware of their gender. This is a widely accepted way to address a cover letter without a specific name.

Dear Hiring Manager, I came across your job posting for a Graphic Designer, and I am excited to apply for the role.

If you happen to know the job title of the person who will read your cover letter, you can use it. This shows that you have put effort into researching the company and position.

Dear Marketing Director, I am writing to express my interest in the open Digital Marketing Specialist position at your company.

In some cases, you might know the name of the department that the job is in. In this case, you can address your cover letter to the entire department.

Dear Finance Team, I was thrilled to see an opening for a Financial Analyst at your company and would like to apply for the position.

When you’re unable to find any specific details or when addressing a larger company, you can opt for a broad salutation like To Whom It May Concern . Just be aware that it may come off as impersonal, so it’s best to use this as a last resort.

To Whom It May Concern, I am submitting my application for the Content Writer position posted on your careers website.

The key is to maintain a professional tone throughout your cover letter. Regardless of which prefix you choose, always customize your content to suit the specific job and company you’re applying to. By doing so, you demonstrate a genuine interest in the role and leave a positive impression on the hiring manager.

Common Mistakes to Avoid

Sending a cover letter without addressing it to a specific person can be a pitfall. It might make the recipient feel unimportant or signal that you didn’t do your research. To make your application stand out, be mindful of these common mistakes:

Not being specific about the role: Your cover letter should not only address the person but also the specific role you’re applying for. Tailor your letter according to the job and the company. For instance, instead of writing “I wish to apply for the marketing position”, be more specific like “I am interested in applying for the Digital Marketing Specialist role at [CompanyName].”
Focusing too much on yourself: Although your achievements are important, the cover letter should focus on how your skills can benefit the company. Frame your accomplishments in a way that highlights the value you can bring to the organization.
Being overly formal or stiff: While it’s important to maintain a professional tone, being too formal might come across as insincere or impersonal. Use a friendly tone and avoid jargon or buzzwords to keep your cover letter genuine and relatable.
Spelling errors and typos: Even the smallest of typos can create a negative impression. Double-check your cover letter to make sure there are no mistakes. Keep an eye out for incorrect spellings, especially when addressing the recipient.

The goal of your cover letter is to make a personal connection and showcase how you are a great fit for the company. Taking the time to address your letter properly, proofread for errors, and customize your content demonstrates your attention to detail and commitment to the position.

Frequently Asked Questions

How can i properly address a cover letter when the recipient’s name is unknown.

If you don’t know the recipient’s name, consider using a general salutation instead. For example, “Dear Hiring Manager” or “Dear Recruitment Team” acknowledges the recipient without using a specific name. You can also research the company’s website or LinkedIn to try to find the appropriate contact person.

What alternatives are there to ‘To Whom It May Concern’?

There are several alternatives to ‘To Whom It May Concern’ that can help make your cover letter stand out:

Dear Hiring Manager
Dear [Company] Team
Dear [Department or Job Title] Hiring Team
Dear [Company] Recruitment Team

How do I determine the appropriate salutation for my cover letter?

To determine the right salutation for your cover letter, do a bit of research on the company or organization you’re targeting. This may help you uncover the specific department or hiring manager’s name. If not, use one of the general salutations mentioned earlier to address your cover letter in a more personalized manner.

What are examples of cover letter openings without using names?

Here are some examples of cover letter openings without using specific names:

“Dear Hiring Manager, I am excited to submit my application for the [Job Title] position at [Company].”
“Dear [Department or Job Title] Hiring Team, As a passionate professional with experience in [Industry], I am eager to contribute to [Company] as a [Job Title].”
“Dear [Company] Team, I recently came across the [Job Title] opening at [Company], and I am confident that my skills and experience make me a strong candidate.”

How can I avoid common mistakes when addressing cover letters without names?

To avoid mistakes when addressing cover letters without names, follow these tips:

Do thorough research on the company and the job posting
Be concise and professional in your language
Use an appropriate general salutation if you can’t find a specific name
Double-check for spelling and grammatical errors before sending the cover letter
Avoid using outdated or overused phrases, such as ‘To Whom It May Concern’ or ‘Dear Sir/Madam’

By following these guidelines, you can create a strong and effective cover letter that stands out to hiring managers, even if you don’t have a specific name to address.

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20 Examples Of How To Address a Cover Letter to an Unknown Recipient

Introduction.

Imagine sending out dozens of job applications, only to realize that you've been addressing your cover letters incorrectly. As it turns out, addressing a cover letter to an unknown recipient can be a tricky task. In this comprehensive guide, we'll provide strategies for finding the right name, using job titles as an alternative, formatting the letter, avoiding common mistakes, leveraging professional networking, and understanding the importance of personalization. By following our advice, you can increase your chances of landing that job interview and making a great first impression.

Finding the Right Name

Before you give up on finding the recipient's name, consider these research strategies:

Check the job post for a specific name. Sometimes, the name of the hiring manager or contact person is listed in the job posting. Read the post carefully to see if a name is mentioned.

Search the company website for a company directory or listing of key personnel. Many organizations have a "Meet Our Team" or "About Us" section that introduces their staff members. Look for someone with a relevant title, such as "Hiring Manager" or "Human Resources Director."

Call the company directly and ask for the appropriate contact person. If you're unable to find the name online, consider calling the company and asking for the name of the person responsible for hiring for the position you're applying for. This approach can be particularly effective for smaller organizations.

Utilize professional networking platforms like LinkedIn to find the recipient. LinkedIn is a powerful tool for job seekers. Try searching for employees at the company with relevant titles, then check their profiles for clues about their role in the hiring process. You can learn more about how to find the name of the hiring manager using LinkedIn in this helpful article.

Personalize your cover letter. Addressing your cover letter to a specific individual shows that you've done your homework and are genuinely interested in the position. This extra effort can make a big difference in how your application is perceived by the recipient.

Using a Job Title

If you're unable to find the recipient's name, consider using a job title or department head as an alternative:

Address the letter to the job title of the reader. For example, you might write "Dear Hiring Manager" or "Dear Human Resources Director." This approach is more specific and professional than using a generic greeting like "To Whom It May Concern."

Consider addressing the letter to the head of the department where you're applying to work. If you know the department your job falls under, try addressing your cover letter to the department head, such as "Dear Marketing Director" or "Dear IT Manager."

Explain why using a job title or department head can still demonstrate professionalism and personalization. Although it's not as ideal as using a specific name, addressing your letter to a relevant job title shows that you've put some thought into your application and have a clear understanding of the company's structure.

Provide examples of different job titles to use as salutations. You can find a list of different job titles to use as salutations in this resource.

Discuss the potential impact of using job titles on the success of the job application. While using a job title may not guarantee success, it can increase your chances of making a favorable impression. A personalized salutation indicates that you're genuinely interested in the position and have taken the time to research the company.

Formatting the Letter

When addressing a cover letter to an unknown recipient, follow these formatting tips:

Always use "Dear" to start the address. This is a professional and respectful way to begin a cover letter.

Use a gender-neutral title (such as Ms.) if the recipient's gender is unknown. If you're unsure of the recipient's gender, it's better to use a neutral title like "Ms." rather than making assumptions.

For non-gender-specific names, use the recipient's full name. If you can't determine the recipient's gender based on their name, address the letter using their full name, such as "Dear Taylor Smith."

Maintain a professional tone even when the name is unknown. Even if you don't know the recipient's name, it's crucial to keep your language and tone professional throughout your cover letter.

Provide examples of well-formatted cover letter salutations.

While it's always best to try and find the name of the hiring manager or recruiter, there may be times when you just can't find that information. Don't let it deter you. Below are 20 examples of how you can address your cover letter when the recipient is unknown:

1. Dear Hiring Manager, 2. To the Recruitment Team, 3. Dear Human Resources Team, 4. Attention Hiring Committee, 5. Dear [Job Title] Hiring Team, 6. To the [Company Name] Team, 7. Dear [Company Name] Recruiter, 8. To Whom It May Concern, 9. Dear Hiring Authority, 10. Attention [Company Name] Hiring Professionals, 11. Dear Talent Acquisition Team, 12. Hello [Company Name] Selection Panel, 13. Dear Recruitment Advisor, 14. To the [Industry] Professionals at [Company Name], 15. Attention [Company Name] Talent Scouts, 16. Dear Hiring Advocate, 17. To the Selection Committee for [Job Title], 18. Dear [Company Name] Staffing Team, 19. Attention [Job Title] Recruitment Panel, 20. Dear [Company Name] Hiring Panel,

Remember, the goal is to be as respectful and professional as possible in your salutation. Even if you don't know the recipient's name, demonstrating courtesy in your greeting will set a positive tone for the rest of your cover letter.

Also, avoid overly casual greetings like 'Hello' or 'Hi there,' which might seem unprofessional, and stay clear of outdated phrases such as 'Dear Sir or Madam.' Instead, opt for more modern, inclusive alternatives. Be sure to follow your greeting with a comma or a colon, then leave a space before starting the body of your letter.

Avoiding Common Mistakes

When addressing a cover letter to an unknown recipient, it's essential to avoid these common mistakes:

Using generic greetings like "To Whom It May Concern." This phrase is outdated and impersonal, and using it can make your application seem generic and unprofessional. Instead, try to find a specific name or use a job title, as discussed in previous sections.

Using incorrect titles or making assumptions about the recipient's gender. Making assumptions about someone's gender or using an inappropriate title can potentially offend the recipient and hurt your chances of landing an interview. Stick to gender-neutral titles or use the recipient's full name when in doubt.

Addressing the letter to the wrong department or job title. Be sure to double-check that you're addressing your letter to the appropriate person or department. Sending your application to the wrong person can result in your application being overlooked or discarded.

Failing to proofread the cover letter for errors, even in the salutation. Typos and other errors can make a poor impression on the recipient. Be sure to proofread your entire cover letter, including the salutation, before submitting it.

Provide examples of mistakes that could hurt the applicant's chances of landing an interview. Some examples of common errors include misspelling the recipient's name, using an informal greeting (such as "Hey"), or addressing the letter to an unrelated department (e.g., "Dear Accounting Manager" when applying for a marketing position).

Utilizing Professional Networking

Leveraging your professional network can be an effective way to find the name of the recipient for your cover letter:

Use platforms like LinkedIn to research the company and its employees. As mentioned earlier, LinkedIn is a valuable resource for job seekers. You can use the platform to find employees with relevant titles, learn more about the company culture, and even discover mutual connections who might be able to provide an introduction or additional information.

Connect with current employees or alumni of the company. Networking with people who work at the company or have worked there in the past can give you valuable insights into the hiring process and help you identify the appropriate contact person for your cover letter.

Search for the appropriate contact person within your professional network. Use your connections to find people who work at the company you're applying to, and ask if they know who the hiring manager for your desired position is.

Networking can help job seekers get noticed by potential employers. Building relationships with people at the company can increase your chances of getting noticed and potentially even lead to a referral. Learn more about how networking can help job seekers get noticed by potential employers in this article.

Offer examples of successful job seekers who found the recipient's name through networking. For instance, this cover letter that landed a job seeker a role at LinkedIn is a great example of how personalizing your cover letter and leveraging your network can help you stand out.

Importance of Personalization

Personalizing your cover letter can make a significant difference in the success of your job application:

Discuss the impact of personalization on the reader's impression of the applicant. A personalized cover letter demonstrates that you've done your research and are genuinely interested in the position, which can make a positive impression on the recipient.

Provide statistics on the success rate of personalized cover letters compared to generic ones. According to resume statistics , candidates with typos in their cover letters or resumes are 58% more likely to be dismissed, while those who do not include specific employment dates are 27% more likely to be dismissed.

Offer expert opinions on the importance of addressing cover letters to specific individuals. Many career experts agree that addressing cover letters to specific individuals can increase your chances of landing an interview.

Explain how personalization demonstrates research skills and genuine interest in the company. Taking the time to research the recipient and tailor your cover letter to the specific position and company shows that you're not only a thorough and detail-oriented candidate, but also genuinely interested in the opportunity.

Share anecdotes of successful job seekers who personalized their cover letters and landed interviews. For example, one job seeker found the recipient's name through LinkedIn and personalized his cover letter , which helped him land an interview and ultimately secure the position.

Conclusion and Final Thoughts

In summary, addressing a cover letter to an unknown recipient can be challenging, but by following our tips and strategies, you can make a strong impression on potential employers. Remember to:

Research the recipient's name or use a relevant job title.
Personalize your cover letter to demonstrate genuine interest in the position.
Maintain a professional tone and formatting throughout your cover letter.
Avoid common mistakes that can hurt your chances of landing an interview.
Leverage your professional network to find the appropriate contact person.

By applying these tips to your job search, you'll increase your chances of success and make a lasting impression on potential employers. Good luck with your job applications!

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How to Address a Cover Letter Without a Name: 5 Best Salutations

Cover letters can be a bit of an art form when they include the proper salutation to their recipient. Since you’re creating your own cover letter and don’t have a name to address it to, you might feel a little stuck.

Don’t worry; there are plenty of ways to still address your cover letter appropriately, even if you don’t have this information readily available.

Let’s take a look at five different ways on how to address a cover letter without a name.

How to Address a Cover Letter Without a Name: 5 Best Salutations

Table of Contents

5 Popular Ways to Address a Cover Letter Without a Name

How long a cover letter should be is important somehow. What matters is that it is addressed directly to someone specific, such as Dear Mr. Jones or Dear Recruiter.

If there is no name in the email asking you to submit your cover letter, then try these five ways on how to address a cover letter without a name:

List of salutations when you don't know the name

1. To the Hiring Manager

If you don’t know who will be reading your cover letter, it’s best to start with To the hiring manager and follow that up with a more personal introduction. These words should sound professional so that they’re easy for whoever is reading them to digest while they’re reviewing your resume/cover letter.

For example:

To the Hiring Manager: I am writing to you because I am interested in the position of __. I have seen that you are looking for candidates and my qualifications seem to be a good fit. I believe that I have what it takes to do this job well. Please find my CV attached for your review and consideration. Thank you so much for your time, and looking forward to your response. If you have any questions about anything, please feel free to contact me at __. I’m happy to answer any questions and provide additional information as needed.

2. Dear Hiring Manager

It is important to address the cover letter recipient with a formal greeting. And when making cover letters, the most commonly used term is Dear, which is often used before the recipient’s name.

Since this is a formal greeting, any titles that follow should use this style. If possible, avoid salutations that are gender specific. Also, avoid informal salutations, such as those that include the words Hi and Hello.

It is important that you specify what kind of work experience you have in the cover letter and why this job is right for you. Let the Hiring Manager know that they can reach out to you anytime during their application process if they want to talk more about it.

Lastly, make sure that you end your cover letter properly.

Dear Hiring Manager, I hope you’re having a great day! I’m writing in response to your recent posting. My name is __, and I’m excited about the possibility of working with you. I noticed that the company is looking for someone who has experience in __ , and I would love to share my qualifications with you. Feel free to contact me at _ so we can talk more about it. Thank you for your time, and have a great day!

3. Dear [Company Name]

There are a lot of reasons why you might not have a name in your cover letter. Maybe you’re applying for a job, and the company hasn’t been formally named yet, or maybe you’ve applied to an organization that doesn’t use names in their communications.

Whatever the reason, it can be tricky to address your cover letter without a name. But that doesn’t have to be a cause of headaches. In such a case, use Dear Company Name.

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This option is the best way to go if the company has already publicly announced its name. For example, you can say, “Dear Google”.

For example: Dear Google, I’m writing this cover letter to apply for the __ role. [Add career highlights and other relevant experiences.] Please feel free to reach out to me with any questions that you may have. Enjoy the rest of the day!

Hello is one of the most common ways to address a cover letter without a name. If you are making your cover letter formal, use Dear Hiring Manager, but if you are using a more casual tone, try something like Hello.

If you know who will be reviewing your application, it’s also appropriate to use their name in the salutation.

For example: Hello Hiring Manager, My name is __. I hope you’re doing well. I was reading your job listing and noticed that you’re looking for someone to fill the position of (job title). I’m very interested in this opportunity because __. Thank you for taking the time to read my cover letter, and I’d love to learn more about your company, so feel free to reach out if there’s anything else you need from me!

5. Dear Sir or Madam

Finding the right words when creating a cover letter you will send to an unknown person or company is always difficult. But there are many ways to address your cover letter that will have your potential employer reading it and considering you for the position. Dear Sir or Madam is just one example.

The use of Dear is typically seen as a more formal way to address your cover letter, and Sir or Madam is used when you don’t know the gender of the person reading your correspondence. When in doubt, stick with these two options for addressing a cover letter without knowing the recipient’s name.

However, this is only ideal if you know the gender of the hiring manager but don’t know their name. If you are not sure whether the hiring manager is he or she, consider using a gender-neutral salutation.

Dear Sir/Madam, I hope this letter finds you well. I am writing to apply for the __ position you recently posted on the __ job site. I am confident that my knowledge, skills, and experience would be an asset to your awesome team. I am enclosing my resume/CV for your consideration. Thank you very much for taking the time to read my letter and considering me for this opportunity.

Other Salutations to Use When You Don’t Have a Name

There are many different ways to start a cover letter , but if you don’t have the name of the person you are addressing, then it can be difficult to come up with a good opening.

The most common way to address someone in a cover letter is by using their title and last name. If this isn’t possible, there are other ways that you can use as well. One way is to start off with any of the salutations mentioned above. Another option is to start off with these options:

Dear Hiring Committee
Dear [Department Name] Hiring Team
To the Recruiting Team
Dear Recruiting Team
Dear Human Resources Manager
Dear [Title of the Person You Would Be Reporting to]
Dear [Company Name] Recruiter
Dear [Position Title] Recruiting Manager
To the [Department Name of the Position You Are Applying for]
Dear Hiring Manager or Interviewer
Dear Hiring Manager of Company X
Dear Person in Charge of Hiring

Tips to Find the Names of Employers and Hiring Managers

A cover letter may seem like a small part of the hiring process, but it has an enormous impact on whether or not your resume will even be opened by the company you’re applying to.

One way to ensure your cover letter isn’t ignored is by addressing it properly, which can be difficult if you don’t know to whom you’re writing it!

To help you figure out the name of the cover letter’s recipient , here are some tips:

Tip #1: Check the company’s website.

If you know the company’s name and they have a website with contact information, that’s usually the best place to start.

Tip #2: Review job listing sites.

If you’re applying through an online job application site like Indeed, then there will be an option to check to whom the cover letter will be sent. The job posting usually provides you with the names of employers or hiring managers.

Tip #3: Use LinkedIn.

The easiest way to find out the name of the Hiring Manager is to check LinkedIn. The job posting usually includes information about the Hiring Manager. Visit the profile, where it’ll list their current position as well as past positions on their profile page.

Tip #4: Check the job description.

Check the job description to find the name of potential hiring managers. Sometimes, it’s just there. All you need to do is read through the job posting.

Tip #5: Search social media.

You can probably find the names of recruiters on social media. See Facebook or Twitter for any information you can use in writing the cover letter.

How to Make the Perfect Cover Letter

When sending your cover letter without the name, you must be sure that you are addressing the person who is in charge of hiring. Avoid using To Whom It May Concern at all costs. If it is unavoidable, aim to get personal as soon as possible. If you’re emailing a large company, mention specific people you have spoken with over email or via social media in your letter.

To make the perfect cover letter , use an online cover letter maker. This is the best and easiest way to address your cover letter without knowing the name of the company.

The cover letter maker will have all of your information and personalize it for you. Plus, it will give tips on what to include in your cover letter. An online cover letter maker will walk you through each step and ensure that your cover letter looks professional.

You can also get help from other people who are reviewing cover letters if you need more advice on how to approach this. They will know everything about how these companies operate and be able to provide insight into what might work for them.

Final Thoughts

Writing a cover letter can seem like one of the most time-consuming and overwhelming parts of your job search, especially when you don’t know who the person you’re writing to is. However, cover letters are necessary.

If you don’t know the name of the person you’re writing to, that doesn’t mean you should throw in the towel and not write one at all, though. These five ways on how to address a cover letter without a name will ensure that your application still gets noticed.

10 thoughts on “ How to Address a Cover Letter Without a Name: 5 Best Salutations ”

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Whom to Address a Cover Letter To?

Who do you address a cover letter to when there is no name?

To understand how to address a cover letter, you need to know to whom to address it.

A cover letter should be addressed in the following ways:

If the hiring manager’s name is given in the job description, you should always address the cover letter to them.
If the hiring manager’s email address is not there in the job description, you can address the cover letter to the department manager.

There is no point in sending the cover letter to the CEO or founders because they are not the ones who usually handle the recruitment process.

Also Read: How to address a cover letter?

How to Address a Cover Letter Without a Name?

A cover letter for a job is not similar to a letter to a friend.

The purpose of a cover is to impress the hiring manager with your professional expertise to score an interview.

But addressing cover letters with no name may get rejected by the recruiters.

We understand how important it is to know how to write a cover letter without a name as per these statistics.

Also Read: How to write a cover letter?

Here are some steps on how to address a cover letter without a name:

1. Address the Cover Letter with “Dear Hiring Manager”

It is the most common way to address a hiring manager with no name and hiring managers prefer this salutation over no salutation at all.

This salutation allows the hiring manager to quickly focus on the main body of the cover letter, instead of rejecting the cover letter right away.

However, the best way to address a cover letter is by personalizing it.

2. Address the Cover Letter to the Team

When in doubt, you can address the whole team so that anyone from the team can receive your cover letter and respond accordingly.

It can be the hiring manager, assistant, or anyone from the department who may interview you during the job application process.

You can phrase it as:

Dear Recruiting Team
Dear Project Manager Hiring Team

Also Read: What can a cover letter explain that a résumé cannot?

3. Maintain Professional Approach

Maintain a professional approach and avoid informal phrases or words such as "Hello!", "Good Evening/Morning", or "Hi!"

Keep it simple and professional by using the term, "Dear" followed by the designation.

For Example:

Dear Hiring Head
Dear Recruitment Supervisor

4. Do Not Assume Gender or Marital Status

You often know the hiring manager’s name but do not know their gender or marital status.

Assuming someone's gender may seem disrespectful and unprofessional hence you should avoid making such mistakes by keeping it gender-neutral. Avoid the term "Sir" or "Madam" and simply address the recipient as "Dear (Profile)".

The best way to find the hiring manager’s gender is by doing a quick LinkedIn search.

The LinkedIn profile may contain a profile picture wherein you can determine the hiring manager’s gender.

If the hiring manager’s gender is Male, address the hiring manager with “Mr.”.

“Mr. Xavier,”

If the hiring manager is female, it can be confusing.

As you don’t know the marital status, avoid using Miss. or Mrs. to address the hiring manager. Instead, use a generic “Ms..”

Dear Ms. Moore
Dear Ms. Kyle
Dear Mrs. Lane
Dear Miss Maximoff

Also Read: How to reach out to recruiters on LinkedIn?

5. Include Job Profile and Professional Titles

Are you asking yourself continuously, “How to address a cover letter without a contact name?”

Here is the answer for you.

Instead of using only “ Dear Hiring Manager ,” include the department name or the title of the person who will be reading the cover letter to make it more specific.

Dear Marketing Department,
Dear Head of the Sales Department,
Dear VP of Marketing

By personalizing the addresses in this way, you can grab the hiring manager’s attention to read your resume.

This shows that you are not throwing a rock blindly. You have done your research and have some idea about the company.

Don’t forget to include the hiring manager’s academic title or professional title in the cover letter address.

These types of hyper-personalization can grab the hiring manager’s attention even more and entice them to read your cover letter.

How to Write the Academic Title in the Cover Letter Address?

You can write the academic title in full form.

Dear Doctor Green,
Dear Professor Geller,

Alternatively, you can use the abbreviation of the titles as well.

Dear Dr. Murphy,
Dear Prof. Goodwin,
Dear Sgt. Moore,
Dear Principle Alan,

Where to Place the Cover Letter Address?

Not just the proper format, but the placement of the cover letter address also plays an important role.

The cover letter heading will go at the top.
Write the date below the heading.
Leave one line space and write the hiring manager’s name.
Write the address of the company.
Leave one space and then write the position you are applying for.
Leave one space and then write the salutation.

Best Way to Address a Cover Letter with No Name or Email

Writing an email cover letter address is fundamentally similar but with some tweaks.

If you are sending a digital cover letter, you need to start with a professional subject line.

John Doe: Application for Video Editor Position, Reff: Anthony Moore

Then add your cover letter salutation based on the same rule.

Add a line space and then start your cover letter by adding the necessary information that gives an insight into your professional experience and skills.

Subject Line: John Doe: Application for Project Manager Position, Reff: Charles Moore

Dear Hiring Manager,

I am a 5+ years experienced project management professional…

Appropriate Method of Delivering a Cover Letter

Dear Hiring Manager
Dear Hiring Committee
Dear (department name) Hiring Committee
Dear Hiring Team
To the (department name) Hiring Manager
Dear Team (For smaller companies)
To the Recruiting Team

Also Read: What are the benefits of using a cover letter builder?

Inappropriate Method of Delivering a Cover Letter

Dear Sir or Madam — Ancient salutation does not work anymore
To Whom It May Concern — It is not personalized
Hello, Hi, or Greetings — Informal salutation
Happy Sunday! — Casual salutation
Good Morning — Not practical as you have no idea when they will read the letter

Also Read: How to draft a professional message to the hiring manager?

How to Find the Hiring Manager's Name?

How do you write a cover letter if you don't know the name?

Well, you can simply address your cover letter as, "Dear Hiring Manager". But if you feel the need to add the name of the hiring manager then there are ways to do so.

Finding the hiring manager’s name is the best way to address a cover letter.

So, before calling it quits, let us look at some ways to find the hiring manager’s name.

Read the Job Description Thoroughly

Always read the job description carefully!

Usually, the hiring manager’s name or the title of the reporting manager is given in the job description or under the job description.

For instance, “ The digital marketer will report to the Marketing Manager. ”

You can use the title to then find their name on the company website or LinkedIn.

Sometimes the job description includes the hiring manager’s email address.

For Example: “ Send your cover letter and resume to johndoe@hiration[dot]com" .

You can find the hiring manager’s name in the email address.

Visit the Profile of the Job Publisher

Sites like LinkedIn or AngelList have this unique feature to show you the name of the one who posts the job.

You can go to their profile to see if they are the hiring manager and include their name in the cover letter.

Call the Company Front Desk

Calling the company is the easiest way to find the hiring manager's name. But, job candidates reserve it as the last option.

Call the company desk
Tell them that you are applying for a “vacant position” in their company and would like to know the hiring manager’s name.

Here’s an example of the script:

“ Hi, my name is Alex, and I’m currently applying for the video editor position in your company. Would it be possible for you to provide me the name and email id of the hiring manager so that I can address the cover letter properly?”

Do a Quick LinkedIn Search

According to a study, 87% of recruiters use LinkedIn regularly . That means, if you search for the hiring manager of a certain company on LinkedIn, there is a high chance for you to find their name.

Many job descriptions specifically tell the reporting manager’s title in the job description. Then you need to address the cover letter to the reporting manager.

The process of finding the reporting manager’s name is similar.

Go to LinkedIn
Search the job title and company name
In the search result, you can find the profile of the designated person
Sometimes, there might be more than one similar position for a big company so you need to narrow your search by location to find the reporting manager

Also Read : How to Make the Best Use of LinkedIn Search Feature?

Network with People

LinkedIn is the best way to find and connect with people who have connections in the company you are applying for. If you can create a good rapport with these professionals, you can ask for a reference.

It is an easy but time-consuming process.

Search the company name and see the professionals active on LinkedIn
Start engaging with their content and leave thoughtful comments
Send them a personalized connection invite after engaging with their content for a couple of days
Do not ask for a reference abruptly; instead, start building a rapport with them by sharing helpful industry information, blog, article links, videos, etc.
If possible, move the connection offline and meet in person
After you develop a good rapport with the professionals, you can ask for a reference or introduce yourself to the hiring manager

Also Read : How to Connect with People on LinkedIn?

Tips for Addressing a Cover Letter with No Name

Always use a formal address in the cover letter.

Whether you know the hiring manager’s name or not, always keep the address formal in the cover letter. Even if the company has an informal culture, do not use any casual address unless you are a part of the organization.

Dear Ms. Lane,
Dear Prof. Luther,
Dear Ms. Ann,
Hello Maya,
Greetings Max,

Avoid Using “To Whom It May Concern”

This salutation is too generic and does not address anyone at all; however, according to a survey, 17% of hiring managers prefer this salutation over others .

But the problem is 83% of hiring managers don’t prefer it.

So we suggest that you avoid it altogether.

Avoid Addressing the Cover Letter to the Recruiters

A recruiter’s job is to sort the resumes based on skills and experience and pass them to the hiring managers. They don’t generally read the cover letter.

So, it’s a waste of opportunity if you address the cover letter to the recruiter.

Instead, always address the cover letter to the hiring manager.

Ensure That You Are Addressing the Cover Letter to the Right Person

Online information is not updated regularly. Often, the concerned persons leave the job, but their email id is still there on the website.

So, who to address cover letter to if unknown? Or you are unsure? It is best to acresully research the hiring manager’s name and crosscheck if you have any doubts by calling the company directly.

Do Not Mess up the Hiring Manager’s Name

There is a saying that “The first impression is the last impression.”

Try to make an excellent first impression by writing the hiring manager’s name using the correct spelling.

Don’t Stress Too Much

If you have the relevant skills and experience for a job, addressing a cover letter to the wrong person might not be a big deal. So, if you can’t find the hiring manager’s name and wondering how to address a cover letter without a name, just write “Dear Hiring Manager.”

Make Sure the Cover Letter is Short and Easy to Read

You should not make the cover letter more than 400-500 words long. It will make it difficult to read.

A short and crisp cover letter will intrigue the hiring managers as compared to a long one.

Also Read: How long should a cover letter be?

Cover Letter Without Name Sample

Hiration cover letter builder.

Create a polished, professional cover letter in minutes with an AI-powered tool that helps you create a personalized cover letter based on the job description.

It comes with the following features:

Option to save unlimited cover letters
Intuitive next text suggestion
15+ cover letter designs
Full rich-text editor
Unlimited PDF downloads
30+ pre-filled cover letter templates
1-click design change
A sharable link
LIVE cover letter editor

FAQs on "How to Address a Cover Letter Without Name?"

With that, we have answered all of your questions on “how to address a cover letter without a name?”.

Addressing a cover letter to an unknown person should not be difficult if you can keep some points in mind regrading how to go about in this situation. Here are a few FAQs that will help you gain a quick recap:

Q. How to address a cover letter to an unknown person?

A. In cases where you are wondering how to address a cover letter without name, you can opt for "Dear Hiring Manager," or "Dear {Company Name} Recruiting Team,".

Q. Who to address cover letter to with no contact?

A. When addressing a cover letter without a specific contact, it's best to use a generic but professional greeting such as "Dear {Company Name} Recruiting Team" or "Dear Hiring Team." This shows that you have taken the time to tailor your application to the company while acknowledging that you don't have a specific contact person.

Hiration provides you with a personalized 360-degree ChatGPT-powered career service platform for all your professional needs - from building a shortlist-worthy resume and cover letter to optimizing your LinkedIn profile, preparing for interviews, and more!

For any queries or concerns, feel free to drop a mail at support{@}hiration.com

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Career Planning
Finding a Job
Cover Letters

How to Address a Cover Letter With Examples

Options for Addressing a Cover Letter

Letter Without a Contact Person
Non-Gender-Specific Names

What Title to Use

Address an Email Cover Letter
Review a Sample Cover Letter

Before You Send Your Letter

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

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

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

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

How to Address a Cover Letter Without a Contact Person

There are a variety of general cover letter salutations you can use to address your letter. These general cover letter salutations do not require you to know the name of the hiring manager.

In a survey of more than 2,000 companies, Saddleback College found that employers preferred the following greetings:

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

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

How to Address a Cover Letter for a Non-Gender-Specific Name

If you do have a name but aren't sure of the person's gender, one option is to include both the first name and the last name in your salutation, without a title that reveals gender:

Dear Sydney Doe
Dear Taylor Smith
Dear Jamie Brown

With these types of gender-ambiguous names, LinkedIn can be a helpful resource. Since many people include a photo with their profile, a simple search of the person's name and company within LinkedIn could potentially turn up the contact's photograph.

Again, you can also check the company website or call the company’s administrative assistant to get more information as well.

Even if you know the name and gender of the person to whom you are writing, think carefully about what title you will use in your salutation.

For example, if the person is a doctor or holds a Ph.D., you might want to address your letter to “Dr. Lastname” rather than “Ms. Lastname” or “Mr. Lastname.” Other titles might be “Prof.,” “Rev.,” or “Sgt.,” among others.

When you address a letter to a female employer, use the title “Ms.” unless you know for certain that she prefers another title (such as “Miss” or “Mrs.”).

“Ms.” is a general title that does not denote marital status, so it works for any female employer.

How to Address an Email Cover Letter

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

Subject Line of Email Message

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

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

How to Address the Contact Person

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

If you can’t find a contact person at the company, you can either leave off the salutation from your cover letter and start with the first paragraph of your letter or use a general salutation .

How to Format the Salutation

Once you have chosen a salutation, follow it with a colon or comma, a space, and then start the first paragraph of your letter. For example:

Dear Hiring Manager:

First paragraph of the letter.

Body of Email Cover Letter

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

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

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

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

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

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

Sample Cover Letter

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

Sample Cover Letter (Text Version)

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

February 17, 2021

Franklin Lee

CBI Industries 39 Main Street Townville, New Hampshire 03060

Dear Mr. Lee:

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

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

My other skills include:

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

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

Signature (hard copy letter)

Mary Garcia

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

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

Spell-Check Names: Before sending your cover letter, make absolutely sure that you have spelled the hiring manager’s name correctly. That is the kind of small error that can cost you a job interview.

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

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

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

How to Address a Cover Letter to Recruiter or Hiring Manager

5 min read · Updated on November 24, 2021

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

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

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

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

When you know the hiring manager's name

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Acceptable options in lieu of a name

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

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

Some good examples include:

Dear Head of Design

Hello IT Department

Dear Accounting Manager

To Company ABC Recruiter/Hiring Professional

Hello Marketing Hiring Team

Dear Customer Support Hiring Group

Dear Human Resources

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

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

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

Never leave the greeting blank

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

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

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

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

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

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What Should You Include in Your Cover Letter? [w/ Tips for 2024]

You’ve spent weeks job hunting, and you’ve found the perfect job.

Your resume is all set, and you’re almost ready to send your application.

There’s just one thing left—you’re writing a cover letter to create a flawless job application.

The only issue? You're not sure what exactly to include in your cover letter.

There’s no need to worry! We’re here to help

In this article, we’re going to cover:

What Is a Cover Letter
What Elements Should Your Cover Letter Include
What You Shouldn’t Include in Your Cover Letter

Let’s get started.

What is a Cover Letter?

A cover letter is a document that you send as part of your job application, along with your resume or CV .

The cover letter’s purpose is to introduce you and briefly summarize why your professional background makes you the right person for the job.

On average, a cover letter should be between 250 and 400 words long and fit neatly on one page.

A cover letter is one of your first forms of communication with a hiring manager. It’s your opportunity to present yourself in your own words, stand out from other candidates, and get the hiring manager interested in learning more about you.

Let’s take a look at an example of what a cover letter looks like:

Why Do Cover Letters Matter?

After you’ve spent so long making the perfect resume , you might be wondering why you should even write a cover letter.

The truth is that while not all employers request a cover letter, you should always include one with your job application.

Adding a cover letter to your job application shows the hiring manager you’re willing to go the extra mile for the job, and you’re not just randomly applying and hoping your application sticks.

A cover letter is your opportunity to give the hiring manager more information about you as a candidate. This is your chance to personalize your application and provide additional information on your skills and experiences that align with what the employer is looking for and that you didn’t have space on your resume for.

But your cover letter is also your chance to go beyond your most important skills and experience. You can use it to talk about your passion for the industry or your enthusiasm to join this specific company’s team and show the hiring manager that you’re serious about the role.

If your cover letter is good, it can complement your resume and get you that much closer to an interview.

A badly written cover letter, on the other hand, could undermine even the best resume and lead to your application getting tossed in the ‘no’ pile, so it’s crucial to get this document right.

Need help preparing for an interview? Check out our guide to the most common interview questions and how to answer them!

What Elements Should You Include in a Cover Letter?

There are a few key elements you need to include to write a successful cover letter .

Let’s take a look at them one by one:

#1. A Professional Template

Your cover letter should be easy on the eyes and even easier to navigate.

This means you have to set the right page margins, adjust the line spacing, choose an appropriate font , and set it to the correct size, all while making sure your text never spills onto page two.

But what if there’s an easier way?

Just use one of our cover letter templates instead.

Our free resume builder comes with built-in resume templates that you can match with a cover letter template for a stylish application.

You can automatically set your font style, size, and even the dimensions of the paper you intend to print it on - standard A4 or US letter format.

#2. Neatly-Split Paragraphs

A cover letter should be easy to navigate at a glance.

If your cover letter is a huge chunk of text that fully covers the entire page, without paragraphs or ample white space, it’s going to look cramped and leave a bad impression on the hiring manager.

This is where your cover letter’s formatting comes in. You should divide the contents of your cover letter into a header with contact information, and then split the actual text into an opening paragraph, a main body, a conclusion, and a formal closing line.

Be sure to also use line breaks and bullet points to break up your paragraphs to increase your cover letter’s readability.

This can make it seem less of an overwhelming read to the hiring manager and easier for them to skim through it all to find what they’re looking for.

#3. The Date of Writing

The exact date you write your cover letter may seem like a small detail, but it can actually add an extra touch of professionalism to your job application.

This can help the hiring manager keep track of when you’ve applied for the role, and it reflects your attention to detail .

Just keep in mind that the format of the date should align with the standard in the country where you're applying. For example, in the US , the mm-dd-yyyy format (e.g., May 22, 2024 ) is the go-to, whereas most other countries prefer the dd-mm-yyyy format (e.g., 22 January 2024 ).

#4. Your Interest in the Company

It’s important to tailor your cover letter for the specific job you’re applying for to show the hiring manager that you’re a serious candidate who’s done their homework about the position.

This is why the body of your letter should always include a paragraph where you clearly explain why you’re interested in the specific company.

Start by doing some research on the employer . You have to show the hiring manager that you understand what makes the company unique and how you align with their values and needs.

Think about what you genuinely like about the company you’re applying for. Whether it’s their remote working conditions, their focus on diversity or sustainability, or something else entirely, be sure to mention it in your cover letter.

If you’ve used a product or service that the company provides, say so in your cover letter. On top of that, highlight what specific aspects of the company resonate with your career goals , such as their innovative methods or cutting-edge market strategy, that you want to be a part of.

You can also take the time to explain why you’re excited about the job itself. Talk about how your unique experience and skills make you a suitable candidate and how you’re confident you can contribute to the company’s goals.

Looking to write a cover letter for an internship ? Check out our detailed guide!

#5. A Call to Action

Every cover letter should end with a strategic call to action.

Your call to action can be a polite statement prompting the hiring manager to get in touch with you to go over your application or to discuss how you could contribute to their team.

Adding a call to action at the end of your cover letter shows that you’re proactive and eager to move forward with the hiring process. This highlights your enthusiasm for the role and makes it more likely for the hiring manager to get in touch with you after putting down your cover letter.

Here’s an example of a call to action at the end of a cover letter :

I am very enthusiastic about the opportunity to discuss how my artwork can contribute to Happy Hippo Book Publisher’s track record as the best children’s storybook provider on the market. Please feel free to contact me at the provided phone number so that we can discuss my application further.

Want to give your cover letter an extra kick? Use these tried and tested cover letter tips !

What Sections Should You Include in a Cover Letter?

When writing your cover letter, you can easily split the process into several key sections.

Let’s break them down:

Header with contact details. The top of your cover letter should include a designated header where you can input your contact information, such as your full name, email address, phone number, address, and links to any relevant social media. Make sure these details match your resume and double-check for any typos.
Company details. Do your research so you know exactly who to address your cover letter to. Add the hiring manager’s name, department, the company’s name, and the company’s address.
Personalized greeting. Skip the cliche and impersonal “To Whom It May Concern” and use a more memorable greeting instead. We recommend using “Ms.” or “Mr.” followed by the hiring manager’s last name.
Opening paragraph. Your cover letter should start with a brief and attention-grabbing paragraph . This should include a couple of your top skills, an impressive achievement, or a relevant qualification.
Main body. Take the time to explain some of your top achievements or skills in more detail, and cover anything you didn’t have the space to address in your resume.
Conclusion. Recap the main points in your cover letter so far, then wrap it up with a polite call to action.
Closing line. Choose an appropriate closing line to finish your cover letter with and sign your name underneath.

What Should You Never Include in a Cover Letter?

A cover letter allows you to personalize your application and provide more details about you to the hiring manager.

But that doesn’t mean everything should make the cut.

Let’s look at what you should never include in your cover letter:

#1. Irrelevant information

Your cover letter should be concise and focus on the most relevant details that make you the right candidate for the job.

Hiring managers don’t have all day to spend on your application, and when they’re reading your cover letter, they want to get to the point quickly. If your cover letter includes too many personal anecdotes or irrelevant experiences, like how you worked as a dog walker at 15, they might get bored and stop reading it altogether.

A cover letter is, first and foremost, a professional document, not a personal essay. This means that focusing too much on yourself, as well as your wants, needs, and opinions, is not a good idea.

Your cover letter should focus on what you can do for the employer, not what they can do for you. If you miss the mark here, you’ll come off as an inattentive candidate and won’t be getting an interview.

#2. Overly Long Paragraphs

A dense, difficult-to-read text can discourage a hiring manager from going through your cover letter.

For example, if the body of your cover letter is contained in a single, thick paragraph, the hiring manager might skim over it and miss your main points.

Long paragraphs can also make your cover letter look poorly organized and make you come across as someone with bad written communication skills . Your essential qualifications and skills can get lost in that sea of words and hide the most important information you want to convey.

Overly long paragraphs also imply a lack of consideration for the hiring manager’s time. Keeping your text concise and easy to follow is just as important as the content itself. Otherwise, your cover letter might not catch the hiring manager’s attention at all.

#3. Salary Expectations

Unless the employer specifically asks you to, it’s considered taboo to include salary expectations in your cover letter, and it can even leave a bad impression on the hiring manager.

Talking about money in your cover letter can make it seem like your primary interest in the job is the paycheck. And, while there’s nothing wrong with wanting a specific salary, this can seriously undermine what you want to convey to the hiring manager about your enthusiasm for joining the company and your professionalism.

You should also keep in mind that talking about salary expectations so early on can even put you at a disadvantage in potential salary negotiations . If you mention a high number too early on, the hiring manager might reject your application before you even make it past the initial screening. But if you go too low, you could undervalue yourself.

This is why it’s recommended that you discuss salary expectations during an interview once you already understand the full scope of the role and have more context.

Are you just getting started on the job market? Check out our guide to writing an entry-level cover letter !

#4. Excessive Flattery

Writing a cover letter doesn’t mean writing a love letter to the company you’re applying for.

You don’t need to shower the employer with compliments to get the hiring manager to like you. In fact, if you use too many compliments or describe the company in the exact words they use on its website, you’re going to be severely disappointed.

For example, most companies you apply to may describe themselves as “innovative” or “ team-focused .” If that’s all you can say about them in your cover letter, it tells the hiring manager that you never researched the employer or paid much attention to what they do.

If you genuinely hold the company’s values, mission, or culture close to your heart, there’s no harm in mentioning how they inspire you. Just remember to keep it professional and related to how you can enthusiastically contribute to their work.

#5. False Information

This should go without saying but lying on your cover letter is just as bad as lying on your resume – very bad.

We get it; you want to impress the hiring manager. But exaggerating or falsifying information to make yourself look like the coolest candidate ever can easily backfire.

On one hand, the hiring manager is probably going to catch onto you while reading your cover letter. They’re going to notice the inconsistencies you didn’t pay attention to, and they simply won’t call you.

But it could be even worse. You could land an interview, only to have the hiring manager discover the truth face to face. Your professional reputation could suffer some serious damage, beyond just an awkward interaction during the interview.

Trust us – lying isn’t worth it. You’re capable of writing a standout cover letter without exaggerating anything you can’t back up.

#6. Grammatical Mistakes

You should always proofread your cover letter before submitting it with your job application.

Even when you’re absolutely sure there are no mistakes, sometimes you might miss something that the hiring manager will notice immediately.

This is why we always recommend you do several rounds of proofreading and editing before finalizing your job application.

Start by carefully reading your cover letter out loud. It might sound a little weird, but it helps you notice any awkward phrases or words that are out of place.

Then, run it through a spell-checking tool like QuillBot or Grammarly . They can help you spot any errors you might have missed.

Finally, ask a friend or family member for help. A fresh pair of eyes can read your cover letter and notice mistakes that both you and your robot sidekick might have skipped over.

#7. Complaints About Employers

As a general rule, you should never badmouth your previous place of employment.

If you were unjustly fired or passed over for a promotion for personal reasons, these are best explained during an interview.

It’s important to always maintain professionalism when your past employer or coworkers are brought up, especially in your cover letter.

For example, instead of saying you had enough of a chaotic work environment, you could say you’re “looking forward to joining a team that values structure and accountability.”

Check out these more common cover letter mistakes and keep an eye out while writing your cover letter!

29 Cover Letter Examples

Looking for inspiration? Check out these perfect cover letter examples for different professions.

#1. Customer Service Cover Letter

Check out our full guide to writing a customer service cover letter here.

#2. Marketing Executive Cover Letter

Check out our full guide to writing a marketing executive cover letter here.

#3. Medical Assistant Cover Letter

Check out our full guide to writing a medical assistant cover letter here.

#4. Consultant Cover Letter

Check out our full guide to writing a consultant cover letter here.

#5. College Student Cover Letter

Check out our full guide to writing a college student cover letter here.

#6. Retail Cover Letter

Check out our full guide to writing a retail cover letter here.

#7. Team Leader Cover Letter

Check out our full guide to writing a team leader cover letter here.

#8. Actor Cover Letter

Check out our full guide to writing an actor cover letter here.

#9. Digital Marketing Cover Letter

Check out our full guide to writing a digital marketing cover letter here.

#10. Executive Assistant Cover Letter

Check out our full guide to writing an executive assistant cover letter here.

#11. Finance Cover Letter

Check out our full guide to writing a finance cover letter here.

#12. Graphic Designer Cover Letter

Check out our full guide to writing a graphic designer cover letter here.

#13. IT Cover Letter

Check out our full guide to writing an IT cover letter here.

#14. Project Manager Cover Letter

Check out our full guide to writing a project manager cover letter here.

#15. Sales Cover Letter

Check out our full guide to writing a sales cover letter here.

#16. Accounting Cover Letter

Check out our full guide to writing an accounting cover letter here.

#17. Business Cover Letter

Check out our full guide to writing a business cover letter here.

#18. Dental Assistant Cover Letter

Check out our full guide to writing a dental assistant cover letter here.

#19. Human Resources Cover Letter

Check out our full guide to writing a human resources cover letter here.

#20. Nurse Practitioner Cover Letter

Check out our full guide to writing a nurse practitioner cover letter here.

#21. Receptionist Cover Letter

Check out our full guide to writing a receptionist cover letter here.

#22. Architect Cover Letter

Check out our full guide to writing an architect cover letter here.

#23. Management Cover Letter

Check out our full guide to writing a management cover letter here.

#24. Physician Cover Letter

Check out our full guide to writing a physician cover letter here.

#25. Substitute Teacher Cover Letter

Check out our full guide to writing a substitute teacher cover letter here.

#26. Software Engineer Cover Letter

Check out our full guide to writing a software engineer cover letter here.

#27. Administrative Assistant Cover Letter

Check out our full guide to writing an administrative assistant cover letter here.

#28. Mechanical Engineering Cover Letter

Check out our full guide to writing a mechanical engineering cover letter here.

#29. Attorney Cover Letter

Check out our full guide to writing an attorney cover letter here.

FAQs About What to Include in a Cover Letter

Do you still have some questions about what to include in a cover letter? Check out the answers to some of the most frequently asked questions on the topic!

#1. What is a good example of a cover letter?

There are plenty of great cover letter examples for different professions that you can look at.

Overall, a cover letter that’s well done starts with your contact information in a designated header at the top. Next, you have to add the hiring manager’s contact details and include a personalized greeting.

Write a strong opening paragraph that references the job you're applying for and includes a standout achievement or relevant experience that makes you a strong candidate.

Use the body of your cover letter to expand on your key skills and experiences that match what the employer is looking for. Give specific examples to illustrate your greatest accomplishments and how you gained your most impressive skills.

Wrap up your cover letter by recapping your key selling points and including a call to action that invites the hiring manager to reach out to you. Lastly, add a professional closing line and sign your name underneath.

#2. How do you start a cover letter?

The opening to your cover letter should be brief and attention-grabbing.

Your first few sentences should be something that makes the hiring manager want to learn more about you. You don’t want to give them too many details—just enough to pique their interest.

Explain why you’re writing and why you’re interested in the specific role. We recommend including keywords from the job ad , especially ones that match your most relevant skills, experiences, or impressive achievements.

#3. How do you write a unique cover letter?

Your cover letter is your chance to give the hiring manager a unique insight into you as a candidate. It’s your opportunity to stand out from the crowd using your own words.

The best way to write a unique cover letter is to start by researching the company and referencing anything you find attention-grabbing about it. You should be able to easily identify what you like about the specific employer, such as their contributions to the industry, their values, and reputation, and mention it in your cover letter.

Use a polite but conversational tone to convey both your professionalism and personality. Instead of using passive language to explain that you “managed” this or were “responsible for” that, take advantage of action verbs and power words to make your experiences stand out.

Avoid using generic phrases like how you’re a “team player” or have “ leadership skills ” alone, and instead provide concrete examples that back up the skills and experience that make you the right candidate for the job.

#4. Should a cover letter be fancy?

Since a cover letter is a formal document, you might be tempted to make it fancy.

There’s no need to go over the top with your cover letter. Adding too much decoration or creative flair can detract from the information you want to convey to the hiring manager.

Your focus should always be on writing a clear, concise, and well-organized text that gets your point across.

More traditional industries, like law or finance, should stick to minimalistic cover letter templates with a clean and simple layout.

For professionals aiming for creative industries like illustration or graphic design, a bit of color can make your application pop. Even then, it’s important to strike a balance between creativity and professionalism, so your cover letter’s text remains the hiring manager’s primary focus.

Key Takeaways

And that’s all there is to what you should include in your cover letter!

Hopefully, after reaching the end of our article, you feel confident that your cover letter covers all the necessary bases. Good luck on your job hunt!

But before we say goodbye, let’s briefly recap what we've covered so far:

Your cover letter should be concise and avoid any irrelevant information. The hiring manager is interested in what you can do for the company, not in any personal information that doesn’t relate to the job.
Overly long paragraphs and a messy layout can leave a bad impression. Instead of trying to format everything yourself, use an online cover letter builder.
Our online resume builder offers resume templates and matching cover letter templates that you can use to create a stylish and professional job application in minutes.
Dedicate a portion of your cover letter’s main body to express your genuine interest in the company and the specific role. Do some research beforehand so you can identify several things you genuinely like about the company and position you’re applying for.
End your cover letter with a strategic call to action. This shows the hiring manager you’re eager to make it to the next step of the hiring process, and it makes it more likely for them to reach out to you.

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How to Write a Cover Letter That Will Get You a Job

I ’ve read thousands, maybe tens of thousands, of cover letters in my career. If you’re thinking that sounds like really boring reading, you’re right. What I can tell you from enduring that experience is that most cover letters are terrible — and not only that, but squandered opportunities. When a cover letter is done well, it can significantly increase your chances of getting an interview, but the vast majority fail that test.

So let’s talk about how to do cover letters right.

First, understand the point of a cover letter.

The whole idea of a cover letter is that it can help the employer see you as more than just your résumé. Managers generally aren’t hiring based solely on your work history; your experience is crucial, yes, but they’re also looking for someone who will be easy to work with, shows good judgment, communicates well, possesses strong critical thinking skills and a drive to get things done, complements their current team, and all the other things you yourself probably want from your co-workers. It’s tough to learn much about those things from job history alone, and that’s where your cover letter comes in.

Because of that …

Whatever you do, don’t just summarize your résumé.

The No. 1 mistake people make with cover letters is that they simply use them to summarize their résumé. This makes no sense — hiring managers don’t need a summary of your résumé! It’s on the very next page! They’re about to see it as soon as they scroll down. And if you think about it, your entire application is only a few pages (in most cases, a one- or two-page résumé and a one-page cover letter) — why would you squander one of those pages by repeating the content of the others? And yet, probably 95 percent of the cover letters I see don’t add anything new beyond the résumé itself (and that’s a conservative estimate).

Instead, your cover letter should go beyond your work history to talk about things that make you especially well-suited for the job. For example, if you’re applying for an assistant job that requires being highly organized and you neurotically track your household finances in a detailed, color-coded spreadsheet, most hiring managers would love to know that because it says something about the kind of attention to detail you’d bring to the job. That’s not something you could put on your résumé, but it can go in your cover letter.

Or maybe your last boss told you that you were the most accurate data processor she’d ever seen, or came to rely on you as her go-to person whenever a lightning-fast rewrite was needed. Maybe your co-workers called you “the client whisperer” because of your skill in calming upset clients. Maybe you’re regularly sought out by more senior staff to help problem-solve, or you find immense satisfaction in bringing order to chaos. Those sorts of details illustrate what you bring to the job in a different way than your résumé does, and they belong in your cover letter.

If you’re still stumped, pretend you’re writing an email to a friend about why you’d be great at the job. You probably wouldn’t do that by stiffly reciting your work history, right? You’d talk about what you’re good at and how you’d approach the work. That’s what you want here.

You don’t need a creative opening line.

If you think you need to open the letter with something creative or catchy, I am here to tell you that you don’t. Just be simple and straightforward:

• “I’m writing to apply for your X position.”

• “I’d love to be considered for your X position.”

• “I’m interested in your X position because …”

• “I’m excited to apply for your X position.”

That’s it! Straightforward is fine — better, even, if the alternative is sounding like an aggressive salesperson.

Show, don’t tell.

A lot of cover letters assert that the person who wrote it would excel at the job or announce that the applicant is a skillful engineer or a great communicator or all sorts of other subjective superlatives. That’s wasted space — the hiring manager has no reason to believe it, and so many candidates claim those things about themselves that most managers ignore that sort of self-assessment entirely. So instead of simply declaring that you’re great at X (whatever X is), your letter should demonstrate that. And the way you do that is by describing accomplishments and experiences that illustrate it.

Here’s a concrete example taken from one extraordinarily effective cover-letter makeover that I saw. The candidate had originally written, “I offer exceptional attention to detail, highly developed communication skills, and a talent for managing complex projects with a demonstrated ability to prioritize and multitask.” That’s pretty boring and not especially convincing, right? (This is also exactly how most people’s cover letters read.)

In her revised version, she wrote this instead:

“In addition to being flexible and responsive, I’m also a fanatic for details — particularly when it comes to presentation. One of my recent projects involved coordinating a 200-page grant proposal: I proofed and edited the narratives provided by the division head, formatted spreadsheets, and generally made sure that every line was letter-perfect and that the entire finished product conformed to the specific guidelines of the RFP. (The result? A five-year, $1.5 million grant award.) I believe in applying this same level of attention to detail to tasks as visible as prepping the materials for a top-level meeting and as mundane as making sure the copier never runs out of paper.”

That second version is so much more compelling and interesting — and makes me believe that she really is great with details.

If there’s anything unusual or confusing about your candidacy, address it in the letter.

Your cover letter is your chance to provide context for things that otherwise might seem confusing or less than ideal to a hiring manager. For example, if you’re overqualified for the position but are excited about it anyway, or if you’re a bit underqualified but have reason to think you could excel at the job, address that up front. Or if your background is in a different field but you’re actively working to move into this one, say so, talk about why, and explain how your experience will translate. Or if you’re applying for a job across the country from where you live because you’re hoping to relocate to be closer to your family, let them know that.

If you don’t provide that kind of context, it’s too easy for a hiring manager to decide you’re the wrong fit or applying to everything you see or don’t understand the job description and put you in the “no” pile. A cover letter gives you a chance to say, “No, wait — here’s why this could be a good match.”

Keep the tone warm and conversational.

While there are some industries that prize formal-sounding cover letters — like law — in most fields, yours will stand out if it’s warm and conversational. Aim for the tone you’d use if you were writing to a co-worker whom you liked a lot but didn’t know especially well. It’s okay to show some personality or even use humor; as long as you don’t go overboard, your letter will be stronger for it.

Don’t use a form letter.

You don’t need to write every cover letter completely from scratch, but if you’re not customizing it to each job, you’re doing it wrong. Form letters tend to read like form letters, and they waste the chance to speak to the specifics of what this employer is looking for and what it will take to thrive in this particular job.

If you’re applying for a lot of similar jobs, of course you’ll end up reusing language from one letter to the next. But you shouldn’t have a single cover letter that you wrote once and then use every time you apply; whatever you send should sound like you wrote it with the nuances of this one job in mind.

A good litmus test is this: Could you imagine other applicants for this job sending in the same letter? If so, that’s a sign that you haven’t made it individualized enough to you and are probably leaning too heavily on reciting your work history.

No, you don’t need to hunt down the hiring manager’s name.

If you read much job-search advice, at some point you’ll come across the idea that you need to do Woodward and Bernstein–level research to hunt down the hiring manager’s name in order to open your letter with “Dear Matilda Jones.” You don’t need to do this; no reasonable hiring manager will care. If the name is easily available, by all means, feel free to use it, but otherwise “Dear Hiring Manager” is absolutely fine. Take the hour you just freed up and do something more enjoyable with it.

Keep it under one page.

If your cover letters are longer than a page, you’re writing too much, and you risk annoying hiring managers who are likely sifting through hundreds of applications and don’t have time to read lengthy tomes. On the other hand, if you only write one paragraph, it’s unlikely that you’re making a compelling case for yourself as a candidate — not impossible, but unlikely. For most people, something close to a page is about right.

Don’t agonize over the small details.

What matters most about your cover letter is its content. You should of course ensure that it’s well-written and thoroughly proofread, but many job seekers agonize over elements of the letter that really don’t matter. I get tons of questions from job seekers about whether they should attach their cover letter or put it in the body of the email (answer: No one cares, but attaching it makes it easier to share and will preserve your formatting), or what to name the file (again, no one really cares as long as it’s reasonably professional, but when people are dealing with hundreds of files named “resume,” it’s courteous to name it with your full name).

Approaching your cover letter like this can make a huge difference in your job search. It can be the thing that moves your application from the “maybe” pile (or even the “no” pile) to the “yes” pile. Of course, writing cover letters like this will take more time than sending out the same templated letter summarizing your résumé — but 10 personalized, compelling cover letters are likely to get you more interview invitations than 50 generic ones will.

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Your Career Co-Pilot

Do you put your address on a cover letter.

Wondering if you should include your address on a cover letter? Explore the pros and cons in our detailed guide to modern cover letter best practices.

Don Hamilton

We live in a digital world now and snail mail is passé. Formal document formats have changed over time, with most being sent by email today, and cover letters are no exception. So, do you still need to put your own address on a cover letter? Well, not usually, but sometimes it helps - let’s talk about it.

Why Do You Think Your Address Might Be Necessary?

Back when job applications and résumés were sent by postal mail, there were good reasons to include both your complete mailing address and the hiring company address at the top of your formal cover letter .

Companies needed this information so they could know where you’re from and how to contact you when following up. Plus, cover letters were considered formal business documents and that’s how they were handled. It was the traditional way.

Business communications were more structured in the past. Standard practice was to always start your formal letters with the following format.

[Your Name]
123 Maple Street
Anytown, State, 12345
Phone: (123) 456-7890
[Employer’s Name]
[Company’s Name]
456 Corporate Blvd
Businesstown, State, 67890
Dear [Employer’s Name],

What’s wrong with this format?

This is still a valid way to begin a printed letter to be sent by snail mail, but there are problems with this format if you’re sending it by email.

It takes up too much space at the top of the letter.
It doesn’t include your email address or other contact links.
Your physical address is only relevant if you are applying for a location-specific job and you want them to know where you're located.
Businesses no longer need you to tell them their company's address.

The traditional format needs tweaking for the modern world. The biggest problem is the waste of space and time required to scroll down to where the letter gets interesting.

Modern Email Addressing Standard Practices

Because today’s email provides instant contact with the click of a button, physical addresses have been relegated to the end of the email and included only if needed.

Here’s a streamlined heading you can use in your cover letter email.

[Your name]
Email: [email protected]
LinkedIn: linkedin.com/in/yourname
Dear (Mr/Ms) [Hiring Manager’s Name or Title],

This improved, uncluttered format is more concise, includes your email and professional links, and tells the recipient who you are with no extra fluff. If you'd prefer not to leave your contact details on your cover letter, make sure there's some way to get in touch with you on your resume so the hiring manager knows how to follow up on your online applications.

Additional Considerations for Cover Letters

You must review any application instructions to learn if a particular cover letter format is specified. Be sure to follow directions.

In researching the hiring company you should have investigated its culture and expectations. Being either overly formal or too informal is to be avoided. The company’s style should guide your choice of including your address in the traditional way or not. Try to fit in as a knowledgeable and tuned-in professional.

There are also legal requirements to consider in this global age.

Some jurisdictions have personal information protection laws that influence how much information should be shared. It may be inadvisable to include your personal physical address. You’ll need to research this based on the laws of your country and those of the hiring company.

Also, think of your own online security, as the potential for identity theft is growing. Emails may be forwarded to others who don’t respect your right to privacy. Only include personal information that’s absolutely necessary in your cover letters - most of the time your postal address isn't needed.

The key here is to focus on your cover letter’s content and less on your private information.

What About ATS Scans?

Applicant Tracking Systems (ATS) scan your cover letter for keywords, skills, experiences, and education. They are less interested in your physical address and whether you include it or not.

The only time an ATS might assign value to your address is if the job is location-specific. In this case, including your city and country is appropriate. You needn’t provide your street address.

Also, if your email is improperly formatted the ATS may have difficulty recognizing and parsing your cover letter, including any included address information. Keep your layout simple and stick to standard modern business letter practices.

Pros and Cons of Including Your Address on a Cover Letter

If you're still not sure whether you should include your address on your cover letter, here are some pros and cons that should help you make up your mind:

Location Relevance: If the job is location-specific, including your address can demonstrate that you are local or within a commutable distance, which may be advantageous to employers. Some employers might also prefer or give priority to candidates who are already residing within the region, reducing potential relocation concerns.
Formality and Tradition: Including your address can convey a sense of professionalism and adherence to traditional business communication standards, which might be appreciated by some conservative industries or companies. A full address can make your cover letter appear more complete and well-structured, which could be beneficial in some formal settings.
Specific Instructions: If a job posting explicitly asks for a full address, including it ensures that you are following the application instructions precisely, which can reflect well on your attention to detail.
Privacy and Security: Including your address can expose you to privacy risks, such as identity theft or unwanted contact, especially if the email is forwarded or shared beyond the intended recipient. With increasing concerns over data breaches, minimizing personal information in digital communications can be a safer practice.
Irrelevance in Digital Age: Including your address takes up valuable space at the top of your cover letter, potentially pushing more relevant content further down where it might be overlooked. In the digital era, where email and online applications are the norms, physical addresses are often unnecessary information and can make your cover letter appear outdated.
Bias and Discrimination: Revealing your address can inadvertently introduce bias if the employer has preferences for candidates from specific areas or if they have concerns about potential relocation costs or complications. If you are applying for jobs in different cities or countries, including your address might make you seem less appealing compared to local candidates, even if you are willing to relocate.
Formatting Issues: Overly complex formats that include full addresses might be misinterpreted by Applicant Tracking Systems (ATS), potentially impacting how your application is parsed and evaluated. A lengthy address format can clutter your cover letter, making it less visually appealing and harder to read quickly, which is crucial for keeping the hiring manager’s attention.

Looking Forward

There is more to think about beyond putting your address on a cover letter.

To create a great cover letter, you must:

Highlight your relevant skills and show how they match the requirements of the job.
Include keywords that the ATS can match to the job description.
Demonstrate that you understand the company culture, products or services, and position in the industry.
Mention your availability, especially if the job description lists specific start and end dates.
Showcase highly relevant examples from your work history that illustrate your ability to do the job.

The Final Verdict: Does a Cover Letter Need an Address?

The short answer is no. Back in the day, when people mailed in their job applications, it made sense to include both your address and the employer's. But now, with most applications being submitted online, this practice has become outdated. Plus, if you're applying for jobs in a different city or country, including your address could make you seem less appealing compared to local candidates. Instead of worrying about this old-school detail, focus on what really matters: showcasing your skills, experience, and passion for the job.

Do You Need to Include the Company’s Address on a Cover Letter? No, it is generally not necessary to include the company’s address on a cover letter, especially if you are submitting it via email. Modern business practices prioritize digital communication, and including the company’s address can make your cover letter look cluttered. Focus instead on providing your email, phone number, and relevant professional links.

Should You Include Your Own Address on a Cover Letter? Including your own physical address on a cover letter is not typically necessary in the digital age. Most employers prefer to contact candidates via email or phone. However, if the job is location-specific, you might consider including your city and state to indicate your proximity to the job location.

What Contact Information Should Be Included in a Modern Cover Letter? In a modern cover letter, you should include your name, email address, phone number, and a link to your LinkedIn profile or other relevant professional sites. This streamlined format ensures that hiring managers can easily contact you.

Are There Situations Where Including an Address is Important? Yes, if you are applying for a location-specific job and your proximity is a selling point, including your city and state might be beneficial. Additionally, some application instructions may specifically request a full address, in which case you should comply with the requirements.

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How to Send a Letter or Postcard: Domestic

Sending mail with USPS is easy! Our video will help you with most letters, cards, and postcards you send domestically (inside the U.S.), including U.S. territories and military bases in the U.S. and abroad.

For how to ship a package, see How to Send a Package: Domestic .

Send Mail: Step-by-Step Instructions

Step 1: Choose Envelope or Postcard

Envelopes are for sending flat, flexible things, like letters, cards, checks, forms, and other paper goods. For just 1 $0.68 First-Class Mail ® Forever ® stamp , you can send 1 oz (about 4 sheets of regular, 8-1/2" x 11" paper in a rectangular envelope) to anywhere in the U.S.!

No. 10 envelope compared to the minimum and maximum envelope sizes

Envelopes must be rectangular and made of paper to qualify for letter prices. Your envelope can be a maximum of 11-1/2" long x 6-1/8" high. (A standard No. 10 envelope is 9-1/2" long x 4-1/8" high.) You can fold what you put in your envelope, but it needs to stay flat—no more than 1/4" thick.

If you want to send letter-sized papers without folding them, you can use a large envelope (called a "flat"); the postage for flats starts at $1.39 . If your large envelope is nonrectangular, rigid (can't bend), or lumpy (not uniformly thick), you'll have to pay the package price.

TIP: If your envelope can't fit through USPS mail processing machines, or is rigid, lumpy or has clasps, string, or buttons, it's "nonmachinable" and you'll have to pay $0.44 more to send it. ( See additional postage in Step 3 .) You'll also have to pay more if your envelopes are square or vertical (taller than they are wide).

Postcards are for short messages that you don't need to put in an envelope. Save money using a $0.53 postcard stamp to send a standard-sized postcard anywhere in the U.S. Standard postcards are usually made of paper, are between 5" to 6" long and 3-1/2" to 4-1/4" high, and are between 0.007" and 0.016" thick.

Envelope and postcard with return address written in the top left corner and delivery address in the bottom center.

Step 2: Address Your Mail

Envelopes: Write your address (the "return" or "sender" address) in the top left corner. Write the delivery address (the "recipient" address) in the bottom center.

Postcards: Postcards come in different formats, so write the delivery address in the space it gives you (on the same side you write your message and put the stamp).

Print your return address and the delivery address clearly, in the correct spots, to make sure your mail is delivered on time.

Address Format Tips

Use a pen or permanent marker.
Do not use commas or periods.
Include the ZIP+4 ® Code whenever possible.

Write Sender Address

Write your address (the "return address") in the top-left corner. Include the following on separate lines:

Your full name or company name
Apartment or suite number
Full street address
City, State, and ZIP+4 Code

Write Delivery Address

Write the delivery address (the "recipient" address) in the bottom center of the envelope. Include the following on separate lines:

Recipient's full name or company name

If the apartment or suite number cannot fit on the delivery address line above the city, state, and ZIP+4 Code, place it on a separate line immediately above the delivery address line.

Write the sender's address in the top-left corner. Include the following on separate lines:

Full street address and apartment or suite number, if applicable

Special U.S. Addresses

Puerto rico.

Some Puerto Rico addresses include an urbanization or community code for a specific area or development. Addresses with an urbanization code, abbreviated URB, should be written on 4 lines:

MS MARIA SUAREZ URB LAS GLADIOLAS 150 CALLE A SAN JUAN PR 00926-3232

More Puerto Rico Address Examples

U.S. Virgin Islands

Virgin Islands addresses have the same format as standard addresses. The right abbreviation for this territory is "VI," not "US VI" or "USA VI":

MS JOAN SMITH RR 1 BOX 6601 KINGSHILL VI 00850-9802

Military and Diplomatic Mail (APO/FPO/DPO)

Mail to military and diplomatic addresses is treated differently:

Do not include the city or country name when you send something to an APO/FDO/DPO address in another country. This keeps your mail out of foreign mail networks.
Do include unit and box numbers if they're assigned:

SEAMAN JOSEPH SMITH UNIT 100100 BOX 4120 FPO AP 96691

More Details on Military Addresses

When you're done addressing your envelope, put what you're sending inside the envelope, then close and seal it (using the envelope's glue or tape).

Envelope and postcard, each with a stamp in the upper right corner

Step 3: Calculate Postage (& Add Insurance or Extra Services)

A First-Class Mail ® Forever stamp costs $0.68 and goes in the upper right corner of the envelope. (You can also use any combination of stamps that adds up to $0.68.)

If your letter is heavier or bigger, or if you want to add insurance or extra services like Certified Mail ® service, you'll pay more.

A standard postcard stamp costs $0.53 . (Large or square postcards will cost more.) Put the postcard stamp in the space provided near the delivery address.

Postage for letters mostly depends on weight and size/shape. You can weigh your letter with a kitchen scale, postal scale , at a self-service kiosk, or at the Post Office ™ counter.

TIP: As a rule of thumb, you can send 1 oz (4 sheets of printer paper and a business-sized envelope) for 1 First-Class Mail ® Forever ® stamp (currently $0.68).

The postage for a large envelope (or flat) starts at $1.39 for 1 oz.

Where Can I Buy Postage?

The Postal Store ® Shop online for all stamps and add-on postage for oversized or heavier envelopes.
Post Office Locations Buy stamps at Post Office locations , self-service kiosks , or at National Retailers such as grocery and drug stores.

TIP: If you're sending larger envelopes (flats) using Priority Mail ® or Priority Mail Express ® service, you can use Click-N-Ship ® service to pay for and print your own postage online.

Additional Postage

If your envelope weighs over 1 oz, you can buy additional postage in the amount you need:

Each additional 1 oz is $0.24, for letters up to 3.5 oz and large envelopes up to 13 oz.
Nonmachinable items, including envelopes that are lumpy or rigid, or have clasps, string, or buttons will cost $0.44 more to send. You'll also have to pay more if your envelopes are square or vertical (taller than they are wide).
You can also buy 1¢, 2¢, 3¢, 4¢, 5¢, and 10¢ stamps at The Postal Store .

TIP: Put the stamp on last; that way, if you make a mistake at any other point, you won't waste a stamp.

Calculate a Price

Add-On Services

If you want insurance, proof of delivery, signature services, or other optional services, you'll have to pay extra.

Our Insurance & Extra Services page has more details; some of the more common add-on services for letters include:

Certified Mail ® : Get proof that you mailed your item and that the recipient signed for it.
Registered Mail ® : USPS's most secure mail service–mail is processed manually, handled separately and securely, and signed for along every step of its journey. The recipient must sign for the mail to confirm delivery (or attempted delivery).
Return Receipt: You'll get a printed or emailed delivery record showing the recipient's signature. You can combine Return Receipt with other services, including Certified Mail, Registered Mail, Priority Mail Express ® service, and more.
Adult Signature Required: Only an adult (age 21+) can sign for the mail after showing a valid government ID .

Postage Options

There are several ways to get postage for your envelope.

The Postal Store ® --> ® and Priority Mail Express ® envelopes.
Post Office ™ Locations --> ® such as grocery and drug stores.

Send your letter or postcard from your mailbox, a blue collection box, or Post Office.

Step 4: Send Your Mail

Once your envelope or postcard has the correct addresses and postage, you can send it several ways, including putting it in your mailbox or dropping it in a blue collection box or at a Post Office ™ location.

Put your letter inside your mailbox and raise the flag (if you have one).
If you have a cluster mailbox, drop it in the outgoing mail slot.
Drop it off in a blue collection box.
Take it to a Post Office lobby drop.

Important Note: If your envelope has postage stamps and weighs more than 10 oz or is thicker than 1/2", you can't put it in a collection box; you have to give it to an employee at a Post Office location. See more details on What Can and Cannot be Deposited in a Collection Box?

Bonus: Sending Mail Pro Tips

The Postal Service uses high-speed sorting machines to help process and deliver 425.3 million mail pieces each day. Here are some extra tips to improve your mail sending experience:

Stay flexible : Don't send rigid (hard) objects in paper envelopes.
Sending embellished invitations (for weddings, graduations, etc.)? Get them hand-canceled or put them inside another envelope.
Need tracking? Learn about your options.

Flexible and flat items only (like paper or photos, less than 1/4 inch thick). Rigid or lumpy Items (like keys or flash drives) can tear your envelope.

Stay Flexible

Postcards, letter envelopes, and large envelopes (flats) all need to bend to fit through USPS ® high-speed sorting machines.

OK: Flexible, flat things like stickers, photos, trading cards, etc. should be okay—as long as your envelope stays flat, not lumpy, and less than 1/4" thick.
Not OK: Don't put rigid objects (like flash drives, coins, keys, hard plastic card cases, etc.) loose in unpadded paper envelopes: They could get torn out of the envelope, jam the sorting machines, cause a delay, or even get lost.

Instead, for rigid and odd-shaped objects (or things you don't want to get bent), we recommend using a padded envelope or small box and sending it as a package .

Sending Embellished Invitations (for Weddings, Graduations, etc.)

If you want to send a specially decorated envelope (like some wedding invitations):

You can pay the extra fee for nonmachinable First-Class Mail ® items, bring your mail to the Post Office™ counter, and ask the retail associate to hand-cancel your embellished invitations.
For externally decorated invitations: If you use wax seals, strings, ribbons, etc. on your envelopes, don't try to send them exposed. Instead, to make sure your envelopes arrive looking the way your designer intended, put them inside another envelope .

Need Tracking?

Tracking is not available for First-Class Mail items. If you'd like to get tracking information for your letter:

You can pay extra to send your letter using Priority Mail Express ® or Priority Mail ® service.
You can get delivery confirmation by adding Certified Mail ® or Registered Mail ® service. (You can even combine it with Return Receipt if you want the recipient's signature.)

IMAGES

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How to Address a Cover Letter in 2024: Complete Guide
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How to Address a Cover Letter (and Who to Address)
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COMMENTS

How To Address a Cover Letter Without a Name in 5 Steps
Here are five steps on how to address a cover letter without a name: 1. Remain gender neutral. The first step to addressing a cover letter without a name is to use gender-neutral identifiers. Deepti Sharma spent several years in the corporate world before following her entrepreneurial spirit and starting her business as a human resources (HR ...
6 Examples: How To Address a Cover Letter Without a Name
This shows that you can connect and direct your message to the relevant person. Here are some examples: Dear Hiring Manager, - This is a common and universally understood phrase for addressing a cover letter without a name. Dear [Job Title], - Use the specific job position that the recipient holds, for instance, Dear Marketing Director.
20 Examples Of How To Address a Cover Letter to an Unknown Recipient
While it's always best to try and find the name of the hiring manager or recruiter, there may be times when you just can't find that information. Don't let it deter you. Below are 20 examples of how you can address your cover letter when the recipient is unknown: 1. Dear Hiring Manager, 2.
How to Address a Cover Letter Without a Name
Here are some common salutations that you should avoid when addressing your cover letter without a name: To Whom it May Concern - This salutation is considered outdated. Hey - A simple "hey" is too casual for a cover letter. Dear Sir/Madam - Many recruiters think this greeting is old-fashioned.
How to Address a Cover Letter Without a Name (5 Salutations)
To help you figure out the name of the cover letter's recipient, here are some tips: Tip #1: Check the company's website. If you know the company's name and they have a website with contact information, that's usually the best place to start. Tip #2: Review job listing sites.
How to Address a Cover Letter Without a Name
1 Do some research. The first step is to try to find out the name and title of the person who will be reading your cover letter. You can start by checking the job posting, the company website ...
How to Address a Cover Letter Without Name: 2023 Guide (10 ...
If the hiring manager's gender is Male, address the hiring manager with "Mr.". For Example: "Mr. Xavier,". If the hiring manager is female, it can be confusing. As you don't know the marital status, avoid using Miss. or Mrs. to address the hiring manager. Instead, use a generic "Ms..".
How to Address a Cover Letter Without a Name
Address your letter to "Dear Hiring Manager.". This works as a last resort, as will the salutation "Dear Hiring Team.". Reserve these greetings for when you have no idea who the recipient of the letter will be. Whatever you do, don't skip writing a cover letter just because you can't find the name of the right person.
How to Address a Cover Letter Without a Name
2 Use a generic salutation. If you can't find the name of the hiring manager, you can use a polite and appropriate generic salutation, such as Dear Hiring Manager or Dear Recruiter. It is best to ...
How to Address Your Cover Letter in 2023
Rule #1: Address your cover letter to the hiring manager using a formal, full-name salutation (if possible). For a cover letter, you should always default to addressing it to the hiring manager for the position you're applying to. Unless you know for sure that the culture of the company is more casual, use the hiring manager's first and ...
How to Address a Cover Letter With Examples
Mary Garcia 12 Rogers Avenue Townville, New Hampshire 03060 555-555-5555 [email protected]. 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.
How To Address a Cover Letter
If you know the name of the person you're sending your cover letter to, address the letter to them using either their full name or 'Mr.' or 'Ms.' followed by their first and last name. If they have a professional or academic title, use that in place of 'Mr.' or Ms.'. If you don't have the recipient's name, use a general ...
How to Address a Cover Letter: Tips + Examples for Every Type
A cover letter is a formal document, and so it should be addressed as such. The most professional way to do this is with "Dear.". For example: Dear Mr. Miller, Dear Ms. Jones, Dear Dr. Lopez, If you don't know the person's gender or preferred pronouns, you can use their first name. For example: "Dear James Miller.".
How to Address a Cover Letter (and Who to Address)
Here are the most common ways to address a cover letter without a name: To Whom It May Concern. Dear Human Resources Director. Dear Hiring Manager. Dear Recruitment Manager. Additionally, if you want to add a personal touch, address your cover letter to your prospective department or manager.
How to Address a Cover Letter in 2024: Complete Guide
Using a person's name in direct communication helps to establish a connection. So it's no wonder you should use it in the cover letter address! Start with Dear + recipient's first name or their first and last name. Use honorific titles such as Mr. or Ms. only if you're 100% certain of the recipient's gender identity.
How to Address a Cover Letter in 2024
Dear Human Resources Recruitment Team, Alternatively, if you don't have enough information either about the department or the team, you can opt for addressing the cover letter directly to the company's hiring staff, as follows: Dear [Company Name] Hiring Team. Dear [Company Name] Recruiting Staff.
How to Address a Cover Letter to Recruiter or Hiring Manager
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 ...
How to Address and End a Cover Letter: 25 Examples & Tips
3 Key Tips for Addressing Your Cover Letter 1) Don't Address Your Cover Letter to the Recruiter. For many job openings, the first person you need to impress is a corporate recruiter. That doesn't mean you should address your cover letter to them. "Recruiters do not read cover letters," a long-time healthcare recruiter told Jobscan ...
What Should You Include in Your Cover Letter? [w/ Tips for 2024]
The top of your cover letter should include a designated header where you can input your contact information, such as your full name, email address, phone number, address, and links to any relevant social media. Make sure these details match your resume and double-check for any typos. Company details.
Use these phrases in your cover letter
If you dont know a specific name, address it to the department or hiring team. Reimann says to show excitement with phrases like, Im eager to. Mention the company so the reader knows the letter ...
Cover Letters 101: Should You Address Your Letter 'To Whom It ...
4. When in Doubt, Ask. If the job listing provides a contact number or email for queries, don't hesitate to reach out and ask for the name of the hiring manager.
How to Write a Cover Letter That Will Get You a Job
If you think you need to open the letter with something creative or catchy, I am here to tell you that you don't. Just be simple and straightforward: , • "I'm writing to apply for your X ...
Do You Put Your Address on a Cover Letter?
No, it is generally not necessary to include the company's address on a cover letter, especially if you are submitting it via email. Modern business practices prioritize digital communication, and including the company's address can make your cover letter look cluttered. Focus instead on providing your email, phone number, and relevant ...
How to Send a Letter or Postcard
Step 1: Choose Envelope or Postcard. Envelopes are for sending flat, flexible things, like letters, cards, checks, forms, and other paper goods. For just 1 $0.68 First-Class Mail ® Forever ® stamp, you can send 1 oz (about 4 sheets of regular, 8-1/2" x 11" paper in a rectangular envelope) to anywhere in the U.S.! Show More.
How To Write a Full Charge Bookkeeper Cover Letter (With Examples)
To help you learn more about cover letters, here is a sample cover letter for a full charge bookkeeper: Chuck Ferris. Chicago, Illinois. 304-555-0192. [email protected] March 14, 2024 Mr. Bob Richardson. ABC Company Dear Mr. Richardson, I am writing to express my interest in the full charge bookkeeper position listed on your website.