how to address a cover letter without a name australia

How To Address A Cover Letter In Australia (With Examples)

Dear Hiring Manager?

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Contributing Editor | HR, careers & job search

I founded three separate companies over the past decade to help leaders and organisations do their best work. Arielle Executive helps leaders get noticed while Arielle Partners & Talent Avenue connect organisations to Australia's best leadership talent.

Last updated: September 18th, 2023

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A well-written cover letter is essential for ensuring that your job application gets noticed by Australian hiring managers and recruiters.

However, you must address your cover letter correctly – and to the right contact person. Make a misstep here, and you’ll immediately send the wrong message to a potential employer.

Why Is It Important To Address Your Cover Letter Correctly?

A personal, precise greeting tells the hiring manager that you’ve invested time and effort into finding their contact details.

While this may seem like a trivial detail, it kicks off your relationship on the right foot by:

• Building a connection.
• Positioning you as a conscientious candidate with strong attention to detail.

The WRONG Way To Address Your Cover Letter.

Australian employers want to see your personality come through on your cover letter, but not to the point where it looks too casual and/or unprofessional.

Avoid the following, or any variations thereof:

• “Hey, Tom!’
• “Hola, Hiring Manager.”
• “Sup Boss”

Who To Address Your Cover Letter To?

Ideally, you should target your cover letter to the person making the hiring decision.

• In a small business, this may be the Managing Director or owner.
• In a large business , this will probably be the hiring manager or a department head.
• If the business uses an external recruitment firm , you should address the cover letter to the recruiter.

Getting the person’s title and gender is helpful, but the most important detail you need to list is the person’s actual name.

(Related: Best Resume And Cover Letter Builders in Australia ).

How To Find The Recipient’s Name.

There are a few steps that you can follow to make sure that your cover letter has the correct address at its beginning. If one step doesn’t work, then try the others.

1. Use The Job Description.

Job descriptions frequently – though not always – contain the hiring manager’s or the recruiter’s contact details.

The more senior the role is, the more likely the JD is to include a point of contact.

Expert Tip.

If all you have is a job ad that’s published by a recruitment firm rather than a company’s internal talent team (logos are a dead giveaway), you can always call the firm’s front desk and find out who on their team specialises in your type of role.

This Seek job ad doesn’t provide a recruiter’s details, but the recruitment firm’s name is clearly visible.

After hopping across into LinkedIn and discovering that Finite IT Recruitment Solutions has 123 employees, I narrowed my focus down to 39 people by filtering in only people with the word “Consultant” in the job title.

Using this method, it’s often possible to narrow your pool of possible targets to 1-3 people.

2. Use The Company Website.

Look for an “About Us” or “Our Team” page, with the names and roles of all their key employees.

Poke around until you understand their organisational structure well enough to find the most appropriate person.

Depending on company size, it will likely be one of the following:

• The solo internal recruiter (e.g., “Recruitment Manager” or “Talent Acquisition Manager”)
• The internal recruiter who specialises in your field (e.g., Recruiter – Sales).
• Head of the department you’re likely applying to (e.g., Head of Sales).

If this approach doesn’t provide enough detail, call the company and ask for clarification. Explain that you’re applying for a role and would like to make a positive first impression by getting the hiring manager’s name right.

3. Use LinkedIn.

Find the company’s LinkedIn page, bring up the full list of its employees, and then use the filters to find either the head of the department you’re applying for, or the internal recruitment professional.

It’s often surprisingly easy to find the right person – even if the company is huge.

For example, if you were applying for a sales role with HubSpot in Australia, a LinkedIn search that filters out everyone except employees with the title “sales” would bring up 25 people.

You’ll need to use common sense and further research to narrow the list down further, but 25 people at a publicly listed global company with 883 million in revenue isn’t a bad starting point.

What If You Can’t Find The Hiring Manager’s Name?

If you have followed my earlier tips and could not find the name of the right person, you have the option of targeting the title.

Depending on the size and structure of the company, you’ll need to aim at either:

1. The Department Head.

Target your future boss or their boss. For example:

• “Dear Head of Marketing”
• “Dear CTO”
• “Dear Sales Director”

2. The Head Of Talent Acquisition.

Companies increasingly roll up their recruitment and HR teams under the overall umbrella of “People and Culture”. Your cover letter could aim at any of the following:

• “Dear Recruitment Manager”
• “Dear Talent Acquisition Manager”
• “Dear Head of People”

Larger companies with multiple departments and complex hierarchies are more challenging to target precisely. It’s not the end of the world if you can’t narrow your options down to one person. As long as you can make an educated guess that makes logical sense, you’ll be fine.

Can I Use The Hiring Manager’s First Name Only?

Yes, but tread with caution. Unless you’re certain that the company’s culture is very informal, it’s probably safer to use the person’s last name.

If you do use the first name only, the traditional approach is to prefix it with a title like “Mr” or “Mrs”, although a simple “Hello” is increasingly common.

Can I Use “To Whom It May Concern”?

Only as the very last resort. It’s distant, impersonal, and hints that you didn’t try to find the hiring manager’s real contact details.

Can I Use “Dear Sir/Madam”?

Same as above.

Can I Use “Dear Hiring Manager”?

Can i assume marital status.

I suggest you don’t. If you do get it wrong, you’ll end up looking unprofessional.

Instead of taking a stab guessing whether your hiring manager is a “Mrs” or a “Miss” Costanza, I suggest you stick to the more general “Ms” for all female recipients.

“Mr” is OK for all men, regardless of marital status.

Using gendered titles is becoming increasingly problematic. Avoid the possibility of misgendering someone by using a simple “Hello Jackie”.

How To Deal With Academic Titles?

Academic titles like “Dr” and “Professor” overrule the traditional “Mr” and “Mrs”. If you’re not sure, search the University’s website for the academic’s profile page.

What Is A Cover Letter?

A cover letter is a targeted career marketing document, which you must tailor to every job that you apply for.

It is a place to demonstrate to the recruiter why you are so interested in this particular role and why you’re a better fit than every other candidate.

While your resume provides an overview of your work history and commercial value, your cover letter is a 10-second elevator pitch that spotlights your most relevant and important accomplishments.

Your cover letter must be written in a professional tone, and be less than 1 page in length.

Cover letters should not be copied and pasted, because they need to be customised to the requirements of each job and each employer.

Do Recruiters And Hiring Managers Even Read Cover Letters?

I conducted a survey, which revealed that about 2/3 of recruiters and hiring managers never read cover letters.

As with most complex issues, the devil is in the details.

See, most cover letters get thrown in the bin not because hiring managers aren’t interested in cover letters per se, but because 90% of cover letters are generic, untargeted and dull.

Hiring managers don’t have an aversion to reading cover letters; rather, they have an aversion to cover letters that don’t reveal anything new, unique or valuable about the candidate.

Now that you know this fact, use it as an opportunity to set yourself apart from other job seekers:

• Write the best cover letter you can
• Target it to each role
• Ensure it’s not a carbon copy of your resume

Which Font Type And Size Should You Use On Your Cover Letter?

The styling of your cover letter should match that of your resume. Start with the following parameters and micro-adjust if necessary:

• Your Name : 32 points, Arial Nova, bold
• Your Title : 13 points, Arial Nova, bold
• Cover Letter Heading : 20 points, Calibri, all caps
• Cover Letter Body : 11 points, Calibri

All the best in your job search!

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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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Click here to directly go to the complete cover letter without name sample

How to address a cover letter without a name?

According to a study, every corporate job opening gets roughly 250 resumes , out of which only 3-4 applicants land an interview.

That means if your cover letter feels generic and lacks personal touch, it may end up in the trash.

However, what if there is a circumstance for addressing a cover letter with no name?

Read on to get an insight into the following FAQs:

• How do you write a cover letter if you don't know the hiring manager?
• How to format the cover letter address correctly?
• Who to write a cover letter to without a contact?
• Which method of delivering a cover letter is not appropriate?
• What are the practical ways to find the hiring manager’s name?
• Additional tips to write a cover letter without name

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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How to Address a Cover Letter Without a Name? Use These 5 Salutations

• Klara Cervenanska , 
• Updated February 23, 2024 6 min read

Struggling with how to address a cover letter without a name ? It's a common challenge that can make even the most confident job seekers pause.

Ideally, you want to personalize your cover letter salutation to show you've done your homework.

But what do you do when that information isn't readily available?

If this sounds familiar, you’re in the right place. Whether the job ad skipped the contact details or your online searches came up empty, we've got your back.

This article will show you:

• 5 different ways how to address a cover letter without a name

How NOT to address a cover letter without a name

• Strategies to find the hiring manager's name 
• Cover letter examples 

Table of Contents

Click on a section to skip

• How to find the hiring manager's name?

How to address a cover letter without a name? Use these 5 salutations

Tips for addressing a cover letter with no name, where to place the cover letter address, key takeaways: how to address a cover letter without a name, how to find the hiring manager's name.

It's not a deal-breaker to address your cover letter without a specific name. 

However, addressing it to a specific person and including a name can add a personal touch that sets your application apart.  

If you've hit a wall in your search for a name, don't give up just yet. 

Try these five strategies to uncover the name of the hiring manager:

• Check the job posting again. Sometimes the answer is hidden in plain sight. The bottom of the job listing might include instructions like "Email your resume to [email protected]," which not only gives you the hiring manager's email but also their name. 
• Use LinkedIn. Search the company's page and browse through employee profiles. Look for individuals with titles that might indicate they're in charge of hiring, such as "Talent Acquisition Manager" or heads of the department you're applying to. 
• Search the company website. Most organizations have an 'About Us' or 'Team' page where they list their staff members and their roles. Here, you can often find clues about who might be the hiring manager or at least get the names of potential contacts in the right department.
• Try networking. Reach out to your existing network to see if anyone has connections within the company. Sometimes, a mutual contact can provide you with the name you need.
• Call the company. It might seem a bit old-fashioned, but it's a direct approach that can yield results. A polite phone call inquiring about who is managing the hiring for the position you're interested in can sometimes get you the information you need. 

Starting your cover letter with the hiring manager's name is the best way to go. It shows you've looked into the company and are serious about the job.

But, if you've tried and still can't find a name, don't worry. 

Here are some ways to address your cover letter when you don't know who will read it:

• Dear Hiring Manager. This straightforward approach is professional and widely accepted. It shows respect for the person reviewing your application.
• Dear [Department] Team. Mentioning the department, like "Dear Marketing Team," shows you know where you want to be and who you're talking to.
• Dear Recruiter. Use this if you're applying through a recruiter or if the job ad was posted by HR. It shows you understand the process.
• Dear Director of [Department]. If you know the department but not the name, this shows you've thought about where you fit in the company.
• Dear Talent Acquisition Team. Perfect for when your application will be reviewed by several people. It shows you understand the process.

These ways help you start your cover letter professionally, even when you can’t find a specific name. They show respect and that you're thoughtful about your application.

When crafting your cover letter, it's just as important to know how NOT to address it. 

Steering clear of certain greetings can help maintain the professional tone of your application. 

Here are some salutations to avoid :

• To Whom It May Concern. This is overly impersonal and outdated.
• Dear Sir/Madam. This comes across as old-fashioned and can be seen as gender presumptive.
• Hey There. Far too casual for a professional document.
• Hello. While friendly, it lacks the formality a cover letter requires.
• Hi [Company Name]. This is too informal and doesn't address any individual or specific role.

Crafting a cover letter without a specific recipient's name doesn't mean you can skimp on professionalism. 

Here's how to ensure your cover letter makes a great impression, even when you're not sure who will read it:

• Stick to formal greetings. Use "Dear Hiring Manager" to start off on the right foot. It’s respectful and works every time. Yes, even if the company culture is really laid back.
• Avoid addressing recruiters. Directly addressing recruiters is generally not advised, unless you have been in contact with one specifically for this role. In such cases, using their name can add a personal touch.
• Target the right department/person. Make every effort to verify you're targeting the right person or department within the company. Otherwise, it can redirect your application to the wrong hands.
• Spell-check the name. Found a name? Double-check the spelling. Getting it wrong can look bad.
• How to Write a Cover Letter with No Experience
• 7 Great Cover Letter Openings
• 8 Great Cover Letter Endings
• The Only Cover Letter Guide You’ll Need in 2024

And what about a resume?

Create a beautiful resume in seconds with the help of AI and our customizable templates.

When setting up your cover letter, start with your name centered at the top. It looks neat and professional. Right below your name, put the company’s address on the left side and your address on the right. This way, both addresses are easy to spot.

Next, add the date below your address. It shows when you sent the letter.

Right under the date, write your greeting, like “Dear Hiring Manager.” This is where your actual letter begins.

We’ve got a sample below to show you how it should look. It’s made with Kickresume's cover letter builder . This tool is great because it gives you a template that’s easy to fill out. It makes sure your cover letter looks good without much effort.

Cover Letter Structure Example

This cover letter sample was provided by a real person who got hired with Kickresume’s help.

In wrapping up, let’s quickly recap the 5 best salutations to use for addressing your cover letter when the name is unknown:

• Dear Hiring Manager
• Dear [Department] Team
• Dear Recruiter
• Dear Director of [Department]
• Dear Talent Acquisition Team

But remember, the strength of your cover letter lies in its content .

A well-crafted letter that speaks directly to the job description and showcases your skills can make a significant difference. Personalizing your cover letter as much as possible helps you stand out from the crowd.

For those struggling with writer's block, Kickresume's AI resume builder is an invaluable tool. It can help you write the first draft of your cover letter based on your job title and job description , making personalization easier and more effective.

Klara graduated from the University of St Andrews in Scotland. After having written resumes for many of her fellow students, she began writing full-time for Kickresume. Klara is our go-to person for all things related to student or 'no experience resumes'. At the same time, she has written some of the most popular resume advice articles on this blog. Her pieces were featured in multiple CNBC articles. When she's not writing, you'll probably find her chasing dogs or people-watching while sipping on a cup of coffee.

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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.

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:

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.

• Are Cover Letters Necessary?
• How Long Should a Cover Letter Be?

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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I guess you can get some more tips from our complete guide “How to Write a Cover Letter” https://resumekit.com/blog/how-to-write-a-cover-letter/

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• 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 . 

Recommended Reading:

Do Hiring Managers Actually Read Cover Letters?

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

How To Write a Cover Letter (With Example)

Related Articles:

How to Create a Resume With No Education

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

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How to write a cover letter

A cover letter is your first introduction to a potential employer, so it needs to show that you’re a suitable candidate.

A cover letter is an important document that introduces your resume to potential employers and highlights your suitability for the role. The effort you put into a well-tailored cover letter can go a long way to convincing a prospective employer that you’re a highly motivated candidate, and will help you to stand out in the application process.

The purpose of a cover letter

A common misconception is that a cover letter is simply a reiteration of the information on your resume . However, the structure and purpose of each document is different. While your resume is a polished summary of what you’re offering, your cover letter is a professional letter that introduces your application and reasons for applying for the job, linking the relevant skills and experience on your resume to the job requirements and organisation.

An effective cover letter demonstrates to a potential employer:

1. A strong interest in the role and the organisation

Employers want to hire candidates who are genuinely interested in their job, not just any job. Do your research and explain why the organisation appeals to you.  

2. How you meet the selection criteria

Focus on the skills and attributes the employer has mentioned in the job advertisement. In your responses to selection criteria , offer short examples of how you have developed or utilised your skills for a positive outcome.

3. Excellent written communication skills

A cover letter should be written using professional language and structured paragraphs. Proofread your letter for spelling and grammatical errors.

Cover letter tips

The primary emphasis should be on what you could contribute to the organisation, rather than on what you expect from the organisation. For a cover letter to be effective:

• Keep it to one A4 page.
• Ensure your name, address, phone number and email address are included on the letter.
• Include the title, name and job title of addressee (spelled correctly), as well as the organisation’s name and address on the letter. Only use “Dear Sir or Madam” if you can’t find the hiring manager’s name.
• Be clear about which job you are applying for by referring to the job title or vacancy number listed in the job advertisement.
• Use a professional font (eg, Arial, Calibri – nothing too ornate or difficult to read) and keep your formatting consistent with your other application documents.
• Indent or leave a space between each paragraph.
• Send your cover letter as an attachment, do not type it into the body of the email.
• Do not send the same generic letter to every employer. It must be closely tailored to the job and the organisation.
• Keep the information in your resume and cover letter consistent – your cover letter should not introduce experience that you have not listed in your resume.

Use our cover letter template

Need more cover letter tips, how to write a resume.

A clear, tailored and professional resume is essential for any job application. It should aim to convince an employer that your qualifications, work experience and skillset make you a strong match for the job.

Addressing selection criteria

Selection criteria are the skills, knowledge, and experience required to successfully do the job.

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How to Write a Cover Letter: Template & Tips | Hays

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The importance of cover letter, what is a cover letter.

Let’s go back to basics – what is a cover letter? A cover letter acts as a personal introduction in a professional setting. Usually, it’s a separate document that you attach to a job application along with your CV. You should use it to demonstrate your personality and summarise why you are the right person for the job, so the reader can consider the rest of your CV with this set up in mind. 

Follow our tips for how to write a cover letter or download our cover letter template.  

Why write a cover letter? 

The idea for writing cover letters for your resume is simple: it needs to be engaging enough for an employer to read to feel compelled to find out more about your skills and experience in your resume, before (hopefully) calling you in for an interview.

Not all candidates make the effort to write a tailored and personalised cover letter, so by making sure you write a cover letter that answers specifics needs in the job ad, it’ll help separate you from other applicants. In turn, giving you a greater likelihood of being shortlisted for an interview.  

Download your Cover Letter template 

Enter your details below to download your Cover Letter template:

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Cover letter advice.

Recruiters & hiring managers often receive hundreds of applications for each job. You need to start with a great cover letter to gain attention. Learn how with this video from Hays.

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Resume & cover letters.

How to write a CV

How to write a cover letter

CV cliches to avoid

Updating your resume

How to optimise your CV

Make your CV stand out

Resume & cover letters

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There’s no doubt that AI can aid the application process and it certainly makes sense to use all available tools to help you write a compelling cover letter to get noticed.  But it’s important to understand that AI is a tool with limited scope. There’s no one prompt that will generate the perfect cover letter, since both your skills and the requirements of each job are unique.    Rather, think of AI-generated copy as a starting point for your cover letter – consider it your first draft that you then personalise to reflect your skills and experience, and your personality.     Take the time to research an organisation and read the job description carefully, and then use this research to review and edit AI-generated copy to ensure it meets the specific requirements of the job and organisation. Add relevant keywords from the job description.    Also remove any generic or cliched copy produced by the AI and check for inconsistencies. Make sure the copy doesn’t misrepresent you.    Finally, add examples to showcase your unique value proposition. For instance, highlight relevant experiences, skills and achievements that directly match the requirements of the job you’re applying for. Mention your own career goals. Show genuine interest in the role and organisation.    By supplementing AI with your own personal effort, your cover letter will be a genuine reflection of you and your skills and experience. Customise the content, add examples and showcase your own voice to create a cover letter that captures your suitability for the job. 

How to write a cover letter | 6th content block | UB

Final tips around how to write a cover letter.

• Keep it succinct and relevant to the job you’re applying for. Your cover letter should not exceed five paragraphs. 
• State what your motivation is behind your application. 
• Just as you would in your CV,  use strong verbs  to demonstrate action and accomplishments, such as ‘organise’ or ‘supervise’. 
• Optimise the subject line. Also check the job description again, in case the employer asks applicants to include something specific in the subject line. 
• If you are applying for a job online rather than email, consider putting your cover letter and resume into the same document so they don’t get separated. 
• Remember, our cover letter template is free to download and can be used as another way to capture the attention of a recruiter or hiring manager and encourage them to more closely review your resume. Good luck.

How to write a cover letter | 7th content block | UB

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How to Address a Cover Letter in 2024

Yes, how you address your cover letter matters.

After all, this is the first thing the recruiter reads when going through your cover letter, and yes, there is a right and wrong way to do it.

In this article, we’re going to teach you how to address your cover letter in such a way that you leave a positive impression on any recruiter!

• How to address a cover letter to a recruiter? (Casual or formal)
• What title to use when addressing the hiring manager
• How to address a cover letter without a contact person/to a company
• How to address a cover letter without an address
• How to address a cover letter in an email

How to Address a Cover Letter To a Recruiter (Casual or Formal)?

As we already mentioned, the way you address your cover letter is important because it is the very first thing recruiters see upon opening your cover letter. 

A well-formulated cover letter address means that you care enough to research the company (i.e. to find the hiring manager’s name and title) and that you show attention to detail. 

As such, you should always put some research into who you’re addressing your cover letter to and do so in a formal way.  

And yes, the formal part is important too. The recruiter isn’t your best friend - you want to maintain a sense of professionalism.

If this is how you address the recruiter in your cover letter:

• What’s up Hiring Manager
• Hi there Hiring Team

Then you say goodbye to the job.

Now, you’re probably wondering, how can I find out whom to address my cover letter to?

That’s what we’re about to teach you:

Who Am I Addressing My Cover Letter To?

Here are some tricks to find the full name of the hiring manager: 

• Check the job listing. The job listing may have information about the recruiter or the department doing the hiring. Make sure to read through the entire job listing, as it might not be at an entirely obvious place.
• Check the company website. Some websites feature the names of the hiring managers or heads of departments that may go through your cover letter. Alternatively, LinkedIn is another place where you can look for this information.
• Check the company’s LinkedIn. You can look up who works in the company you’re applying for on their LinkedIn page.
• Ask around. Do you have friends that work for the company? They could provide you with valuable inside info.

To avoid making a bad impression, head over to our guide on cover letter mistakes to learn about what NOT to do when writing your cover letter.  

Addressing a Cover Letter With a Name

By now, you have probably found the hiring manager’s full name and gender. With this information available, it’s best to address the hiring manager formally, as follows: 

• Dear Mr. Brown,
• Dear Miss Fitzpatrick,
• Dear Mrs. Lockhart,
• Dear Ms. Walters,

If, for some reason, you are unsure about the person’s title, gender, marital status, or preferred pronouns, just address them using their entire name to avoid any mistakes. For example:

• Dear Alex Brown, 
• Dear Blair Fitzpatrick,
• Dear Jesse Lockhart,
• Dear Madison Walters,

Addressing someone with a title 

Now, if you found out that the hiring manager has a professional or academic title, then it’s more appropriate to address them using that title. If, for example, the hiring manager has a Ph.D., then it’s more respectful to address them as “Dr. Last Name,” instead of “Mr. Last Name.”  

Here are some professional titles and how they’re abbreviated: 

• A professor is Prof. 
• A reverend is Rev. 
• A sergeant is Sgt. 
• Honorable is Hon. 

If, however, you are uncertain about how a title is abbreviated, then avoid it altogether. 

Here are a few examples to give you an idea: 

• Dear Prof. Welsch,
• Dear Director Smith,
• Dear Rev. Owen,

Dear Dr. Leonard,

When addressing women and you don’t know their marital status, always go with Ms., because it doesn’t comment on marital status. Some women prefer not to be addressed with Miss or Mrs. even when they’re married, so sticking with Ms. is the best choice. 

Want to learn more cover letter tips ? Our guide has all you need to ace your cover letter!  

How to Address a Cover Letter Without a Contact Person

It might happen that, no matter how hard you search, you can’t find the name of the hiring manager or department head that will read your cover letter.

In that case, you can address your cover letter to the department, faculty, or the company.

• Dear Software Development Hiring Team,
• Dear Customer Service Department Hiring Team,
• Dear Head of the Literature Faculty,
• Dear Director of Marketing,
• 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

If all else fails (meaning, you don’t know the name of the department head or even the exact department, in addition to the recruiter) then you can use one of the good, old-fashioned:

Dear Hiring Manager,

...but NOT the impersonal and way outdated “To whom it may concern” and “Dear Sir/Madam.” 

Starting a cover letter can be challenging. Our guide can show you how to start a cover letter that will get you results from the get-go. 

How to Format the Company’s Address

Before you reach the salutation, you have to make sure that the header with the recipient’s contact information is formatted correctly. 

It might not be the deciding point of whether you’ll secure an interview or not, but it will cost you points if it’s off. 

So, the first thing you want to do is add your name and surname on the upper left side of the cover letter. Underneath, you should write your professional title (if applicable), your email , and your phone number . 

Now, after you’ve also added the date, you should leave one more space and add the recipient’s contact information and, most importantly, the company’s address. 

It should look something like this on your cover letter: 

When You Can’t Find the Company’s Address 

Some companies might have several addresses listed (as per their branches, for example), or even none at all. 

Since an application that doesn’t have an address line could end up lost or misplaced, make sure you do one of the following before skipping the company’s address completely:

• Check all your resources, (pretty much like when you were looking for the hiring manager’s name) to find the company’s address. 
• Use the company’s headquarter address. This is sometimes easier to find, especially if the company has several branches. 
• Use the P.O. Box number for the company. This is not as specific as an actual address line, but if all else fails, it’s still something. 

Frequently, you’ll be asked to submit your job application (including your cover letter) electronically, or by email. In those cases, you can skip the address line altogether. 

Here’s how you’d go about addressing a cover letter in an email.

How to Address an Email Cover Letter

If you’re sending your job application through email, chances are you’ll need to format your cover letter in the body of the email, or as an attachment along with your resume.

First and foremost when you’re addressing a cover letter in an email is the subject line, which should be between 6-10 words long. 

Considering that hiring managers receive countless emails daily, you want to make sure that yours is a job application immediately. And the way to do that is straight through the subject line, which should indicate exactly the position you’re applying for and your name so that it’s easier to find through the recruiter’s swarmed mailbox. 

Here’ what we mean by that:

• Subject Line:   John Doe - Software Development Job Application 
• Subject Line: John Doe - Job Application for Marketing Manager Position   
• Subject Line: John Doe - Stock Manager Job Application 

Afterward, if you’re including your cover letter in the body of the email (as opposed to attaching it as a document), begin by using a salutation, add space, and start your letter. 

If someone referred you for the position, make sure to mention that in the subject line of your email as well as in your opening paragraph.  

So, let’s see how all the above plays out in practice: 

Subject Line: John Doe - Carl Jacob’s Referral for Software Developer

I was very glad that Mr. Jacobs, a long-time partner at your firm who also happens to be my mentor from college, referred me for the Software Developer position. 

Do you want your style, personality, and overall personal brand to shine through your application? With Novorésumé, you can match your cover letter with your resume to make a lasting impression! 

Key Takeaways 

And that’s all there is when it comes to addressing a cover letter! You should feel much more confident in doing so by now. 

Either way, let’s go over the main points we covered throughout the article: 

• Your cover letter address should be formal and well-researched. Don’t address the hiring manager with “hey,” “what’s up,” “hi there,” or even the old-fashioned “Dear Sir/Madam” and “To Whom It May Concern.”
• Always try to find the hiring manager’s full name and professional title through the company’s website, LinkedIn, by calling, or by asking someone who works there.
• If you know the hiring manager’s name, go with “Dear Mr./Miss Last Name,” but if you’re unsure about their gender, marital status, or preferred pronoun, just address them using their full name.
• If the recruiter has a professional or academic title, it’s more appropriate to address them using their title.
• If you can’t find the contact person’s name, then address the department, faculty, or company (i.e. Dear Microsoft Hiring Team , or Dear Software Development Recruitment Team ).

Related Readings: 

• Do I Need a Cover Letter in 2024
• Entry-Level Cover Letter
• Cover Letter for Internship
• How to Write a Cover Letter in 2024

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How to Write a Cover Letter that Stands Out [Beginner's Guide]

How to Write a Cover Letter that Stands Out [Beginner’s Guide]

A secret ingredient for that perfect cover letter.

Page Contents

A Cover Letter is a secret ingredient to making that first good impression on a potential employer. Many candidates focus too much on creating an impactful Resume that they treat a Cover Letter as an afterthought, creating an imbalance in their job application. 

A Cover Letter is an important element of a job application that the candidate submits along with the Resume. It introduces the candidate to the company and pitches why you’re that perfect candidate they’re looking for or, in other words, why they should hire you over other applicants. Unless the job advertisement explicitly mentions that a Cover Letter is not required, a candidate should always include a Cover Letter, along with a Resume, in their job application. 

As per one of the surveys online, job applications with a job-specific Cover Letter included with the application had a  31 per cent  higher call-back rate. So, it is clear that a job application must always include a Cover Letter and be tailored to the job/profile/position being applied. Why? Because job applications with tailored Cover Letters resulted in over  50 per cent  more interviews than job applications that didn’t include Cover Letters. 

Now that we’ve established how important Cover Letters are, let us delve deeper into understanding the specifics of a Cover Letter. 

What is The Purpose Of A Cover Letter?

A Cover Letter fulfils many purposes, including:

• Introduces the applicant
• Mentions the profile and position you’re applying for or looking for
• Provides the applicant with an opportunity to pitch why he/she is fit for the specific role and what the applicant brings to the table in terms of skills, experience, and qualification
• Develop interest in the reader (employer or hiring manager) for the applicant
• Integrates call-to-action to enhance the chance of landing an interview/call-back/meeting

What Should Be The Ideal Length Of A Cover Letter?

Cover Letters should be kept short yet informative and impactful. You are not writing your biography, so follow the unwritten rule of writing an ideal Cover Letter and keep it around 200 words to 400 words. 

The idea sweet spot lies somewhere between 200 to 300 words. It not only increases the readability but improves the chances of an employer reading it. Anything more than one page is a big NO-NO!

Cover Letter Must Be Tailored For The Job

As tempting as it might seem to copy-paste a generic Cover Letter to all the jobs you apply for, you should refrain from doing it. Ensure every Cover Letter is tailored to the job profile and the company you’re applying to. It should address the employer’s concerns, answer their specific queries about what you bring to the table, and help them to better understand why you’re a good fit for the job. 

In the Cover Letter, you must be specific about your skills and qualities and how you can leverage your experience to get the results the employer is looking for. 

Here are a few simple ways you can make your Cover Letter more objective-oriented and specific:

Research Who The Cover Letter Is Addressed To

Most Cover Letters start with the typical “To Whom It May Concern.” Don’t be that generic candidate. Take out time and do your research to find out who would be handling your job application. It needs some time and effort, but a little effort would go a long way in realising your dream of landing your dream job. 

Most job advertisements ideally name the concerned person to whom the job applications must be sent. If the advertisement doesn’t mention that, it would be wise to call the employer and inquire about it. There are numerous ways you can find out, including by contacting the employer via phone, email, or even on social media. 

Once you find the name of the hiring manager or the HR manager who would be handling the job application, it is recommended you either refer to the person as ‘Mr’ or ‘Ms’ followed by the surname. Ideally, it is suggested you refrain from using the first name as a mark of respect. 

Why is this necessary? Well, when you’re referred to by your name rather than ‘To whom it may concern”, it adds a humane and personal feel to it that triggers interest automatically. And, the fact that you took out time to tailor the Cover Letter while putting in the effort to find out the hiring manager’s name also makes a huge difference. It helps you stand out from the crowd and showcases your commitment and eagerness towards getting the job. 

Do An In-Depth Research About The Job Offer

When you’re looking for the hiring manager’s name or the concerned person to whom to address your job application, try to talk to the person to know more about the job. Ask questions to clarify the vacant profile to help tailor your Cover Letter and even Resume before submitting your job application. 

Some of the questions you can ask include –

• If you land the job, who would you be reporting to?
• What are the main KPIs and goals of the role
• What are the qualities/skills you’re looking for in an ideal candidate?
• If the required profile description is not mentioned in the job advertisement, inquire about the position description and your role/responsibilities once hired. 

Note down the answers you get and use the information to tailor your Cover Letter and Resume. 

Do Research About The Company Your Apply For

To personalise your Cover Letter specifically for the job, it is crucial to know more about the company you’re applying to. Here are a few helpful tips you can follow.

• Look for information available online about the company.
• Visit the company’s website, and go through the ‘About Us page. (It also helps during the interview)
• If the company’s name isn’t given, call the HR firm or recruitment agency to know who the employer is. 

What Must You Include In Your Cover Letter

Every candidate has their unique approach to writing a Cover Letter, but the end goal is the same – to inform, impress and stand out. Here’s a list of things that your Cover Letter must include –

Name & Up To Date Contact Details

The Cover Letter must include your name, email address and phone number on the very top of the page. It doesn’t necessarily need to have your postal address.

The email address should look professional and must not look extraordinarily flamboyant or out-of-place. For example, it should not look like  [email protected] . Such emails don’t look or sound professional and make a poor first impression, which is certainly something you don’t want when trying to land a job.

The thumb rule is to keep personal and professional email separate. If you don’t have a professional email yet, make a new one for free using just your first and last name.

Name & And Contact Details Of The Addressee

Your name, telephone number and email address go on the very top of the page, as mentioned earlier. Right below it should be –

• Name of the person you’re addressing the Cover Letter to.
• Name of the company you’re applying to or the position of the addressee in the company. 
• Contact details of the hiring manager/company (If available)

If you don’t have any of these details, you can always get in touch with the company and get the concerned details. 

In the absence of these details, you’re left with the option of addressing it as ‘To whom it may concern.’ But it must be used only as a last resort.

Name The Profile/Position/Job You’re Applying For

At the very beginning of your Cover Letter, it is important to mention which job you’re applying for.

You can add a line specifically for this purpose. (For example, ‘Regarding: Application For Digital Marketing Specialist Position’).

You can also choose to mention it on the very first line of your Cover Letter’s pitch. (For example, ‘I am writing to apply for the recently advertised Digital Marketing Specialist position’.

List Your Skills Relevant To The Job

It is crucial to include a brief summary of your skills, experiences, credentials, and qualification that aligns with the job description. If you want, you can also present it in a bullet list format. 

A job description always mentions the essential skills and experience required in a potential candidate. It might also include a list of “desirable” skills, experiences, and qualification. Your aim is to address specifically all of these ‘essential requirements’ and to as many ‘desirable requirements’ mentioned as possible. 

Remember, just saying you’ve got the skills and experience to do the required job won’t cut it. You need to show how you got the skills, how you’ve used your skills on the (previous/current) job(s) to get desired results, and any other past experiences that showcase you’ve got what the employer is looking for. You don’t necessarily have to be a show-off. However, mentioning specific details that help them picture your abilities and skills and know what you’re talking about can prove fruitful for the organisation.

A Brief Summary Describing Why You’re A Great Fit For The Job

Once you’ve listed your skills, qualification, and experience, it is time for you to elaborate on why it means you’re the right fit for the concerned position. (For example, ‘My ability to manage various mainstream SEO tools, perform deep competition/on-page analysis, experience in HTML, and working in an agency setting for over five years makes me an ideal fit for the job.

Use Industry Terminology – Speak In Their Language

Using standard industry terminology or in the language of the concerned field helps the employer get an idea about your skills/experience and the industry knowledge.

Find out what the employer is seeking in a potential candidate and answer these questions in the language they understand. The idea is to showcase your in-depth knowledge about the industry and bring to the table exactly what the employer is looking for.

Don’t go overboard with it, and make sure you don’t make mistakes here as it might end up doing just the opposite of what you desired to achieve.

Ask Them To Get In Touch With You

The Cover Letter must end with asking the hiring manager/employer to read the Resume and contact you to schedule an interview.

What You Mustn’t Include In Your Cover Letter

Now that we have discussed what should be in an ideal Cover Letter let us discuss what mustn’t be in a Cover Letter.

Typos & Mistakes

Spell-check your Cover Letter thoroughly for any errors, typos and grammatical mistakes. Read and re-read again and again to be completely sure. You can also take the help of your teacher, career/job counsellor, friends, and family members and get them to read the Cover Letter and Resume, pointing out any flaws or obvious mistakes. Typos, grammatical mistakes, and errors look unprofessional and can be off-putting to employers. 

Don’t Copy-Paste Entire Resume In Your Cover Letter

Your Cover Letter is meant to be an informative introduction and a prequel to your Resume. Don’t just rewrite your resume in a Cover Letter. Cover Letter and Resume are two different components of a job application and have different purposes. The Cover Letter is used to introduce you, generate interest in you as a potential candidate, give an insight into your abilities, skills, and experience. Let the Resume tell the whole story. 

Don’t Use ‘I’ Too Much

More often than not, the candidates end up making the Cover Letter about themselves rather than answering the real question – How can you be useful for the employer? Don’t overuse commonly used phrases in a Cover Letter like ‘I have, ‘I believe’, ‘I can,’ ‘I am, etc. Once you’ve written your Cover Letter, edit and proofread it to rewrite any specific sentences and phrases that use ‘I’ too much. 

Never Mention Your Other Job Applications

The chances are that you’re applying for multiple jobs simultaneously, but the employers don’t need to know that. It is essential never to mention other job applications or companies you’re trying to land a job in. Your Cover Letter should be aimed towards the employer and portray your commitment, faith, and eagerness to get the job. 

Employers are well aware that job applicants have applied for other jobs, but you must never mention it. 

The approach to writing a Cover Letter differs depending upon the job requirements and your credentials as a candidate. The approach will be different if you’re a fresher with no work experience, if the job doesn’t require a resume, if the company hasn’t advertised their job requirements, and if you’re a highly experienced candidate with tons of experience backing you. 

The significance of a Resume often overshadows the value of Cover Letters. But, surveys and interviews with employers and hiring managers over the years have clearly proved that Cover Letters do make a difference. It increases the chances of landing an interview and getting a call-back, and most of all, leaves a positive impression on the employer.

Make A Great First Impression With An Impressive Cover Letter

When you want to stand out in a sea of applicants, it’s worth investing time and effort into crafting an impressive Cover Letter. We’ve outlined the key things your Cover Letter should include above, but don’t forget that sometimes less is more. If you’re having trouble getting started or need help with polishing up what you already have written, we can provide assistance from our team of professional writers who are ready and waiting for new clients! Contact us today to get started on your Resume writing project – no matter how big or small – so that you’ll be prepared when opportunity knocks at your door!

As a job seeker, you must leave no holds barred to make a great first impression, and it starts with writing a Cover Letter that makes the hiring manager pick up that phone and give you a call.

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