Your cover letter is more likely to land in the right place when it is addressed to the reader. Unfortunately, many job postings do not include a contact name. When this information is missing, you can use available resources to learn the name of the person responsible for the hiring process. If your search is unsuccessful, there are other effective methods of addressing a blind cover letter. The salutation may be different, but the content follows the standard format for cover letters.
1. Search for a contact name with any information you have. For instance, check the job posting for the company’s name and number, then call and ask for the name of the hiring manager. If the call is unsuccessful, use professional-networking websites, such as LinkedIn and Ryze, to connect with someone who works in the company’s human-resources department.
2. Type your name and contact information at the top of the letter or at the top left corner of the page. Provide the date on the left side of the page, one space beneath your contact information.
3. Leave a blank line beneath the date and type the contact’s name. If you were unable to learn the name, use a general title such as “Hiring Manager,” “Recruiting Representative” or “Human Resources Department.” Provide the company’s address under the name or title.
4. Begin the body of the letter with a salutation to the contact. If you don’t have a name, use a greeting such as “Dear Hiring Manager,” “Dear Recruiting Representative” or “Dear Human Resources Team.”
5. Follow the standard format for the body of your cover letter. In the first paragraph, state the position you are interested in, how you heard about it and why you qualify; briefly highlight relevant key accomplishments in the second paragraph; and indicate how and when you plan to follow up in the last paragraph.
6. End the letter with a closing statement such as “Sincerely” or “Regards.” Leave a blank space beneath the statement for your signature then type your name.
- Gender-specific salutations such as “Dear Sir” or “Dear Madam” display a lack of creativity and could be offensive if the greeting is not appropriate for the reader.
About the Author
Tina Amo has been writing business-related content since 2006. Her articles appear on various well-known websites. Amo holds a Bachelor of Science in business administration with a concentration in information systems.
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Cover Letter Salutation Examples
Get Formatting and Punctuation Tips
What is a cover letter salutation? A salutation is the greeting you include at the beginning of a cover letter written to apply for a job. In your salutation, you will set the tone for your letter, which should be professional and appropriate. Avoid casual salutations (“Hey There” or “Hi” or “Hello”) in your job search correspondence.
How to Write a Cover Letter Salutation
When you're writing a cover letter or sending an email message to apply for a job, it's important to include an appropriate salutation at the beginning of the cover letter or message.
Standard business correspondence formatting requires that, after providing your own contact information and the date of your letter, you then write down your contact person’s name, the company’s name, and the company’s address.
The formal salutation / greeting comes next: “Dear [Contact Person’s name].” If you have a contact person for your letter, be sure to include their personal title and name in the salutation (i.e. "Dear Mr. Franklin"). If you are unsure of the reader's gender, simply state their full name and avoid the personal title (i.e. "Dear Jamie Smith"). Leave one blank line after the salutation.
You should always make every effort to find a contact name to use in your letter. It leaves a good impression on the hiring manager if you have taken the time to use their name, especially if you needed to work a little to find it.
If this information was not provided in the job announcement and you cannot find it on the company’s web site, then it is a good idea to call the company, ask to be forwarded to their Human Resources department (if they have one), explain that you will be applying for a job there, and ask for the name of their hiring manager.
When you can't find a contact person or if you are unsure of who will be reading your cover letter, you can use a generic salutation (i.e. “Dear Hiring Manager”).
When You Have a Contact Person
The following is a list of letter salutation examples that are appropriate for cover letters and other employment-related correspondence when you have the name of a contact.
Dear Mr. Jones
Dear Ms. Brown
Dear Riley Doe
Dear Dr. Haven
Dear Professor Lawrence
Follow the salutation with a colon or comma, and then start the first paragraph of your letter on the following line. For example:
Dear Mr. Smith:
First paragraph of letter.
When You Don't Have a Contact Person
Many companies don't list a contact person when they post jobs, because they have a team of hiring staff who sort through cover letters and resumes before passing them to the hiring manager for the appropriate department.
They prefer to leave the hiring manager anonymous until he or she contacts you for an interview.
An organization may also not want to disclose who the hiring manger is to avoid emails and phone calls from applicants, particularly if they anticipate receiving a large number of applications from potential job candidates. So, don't worry if you can't find someone to address your letter to. It will be forwarded to the correct department and recipient.
If you don't have a contact person at the company, either leave off the salutation from your cover letter and start with the first paragraph of your letter or, better yet, use a general salutation. When using a general salutation, capitalize the nouns.
Examples of General Salutations
Follow the salutation with a colon or comma before beginning your first paragraph on the following line. For example:
Dear XYZ Enterprises Recruiter,
First paragraph of letter.