dear sir and ma'am cover letter

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How to Choose the Right Salutation for Your Cover Letter

When to Use 'Dear' or 'To Whom It May Concern' as Greetings

Cover Letter Greetings to Avoid

When you have a contact person.

• When You Don't Have a Contact Person

Examples of General Salutations

• When to Use 'Dear' in a Cover Letter
• Writing a Cover Letter Salutation

Concluding Your Letter

Cover letter example, sending your letter.

Hilary Allison / The Balance 

A salutation is a greeting at the beginning of a cover letter that is included with a resume when applying for a job. When you're writing a cover letter or sending an email message to apply for a job, it's important to include an appropriate greeting at the beginning to set the tone for your letter, which should be professional and appropriate.

The greeting is the first thing the recipient will see when they read your cover letter. Therefore, you need to convey the appropriate level of familiarity and respect.

Using casual greetings, such as “Hello” and “Hi” can make your letter seem unprofessional. Reserve these casual greetings for personal email and refrain from using them in your cover letter unless you are very familiar with the recipient. Such greetings are simply too informal—not the most professional way to begin the conversation if you’re looking to land a job.

“Hi” is appropriate only in casual email correspondence with people you know well—if you're checking in with a close friend to find out if they've heard of a job opening at their company, for example. "Hello" is appropriate only in email correspondence. It should be used primarily for people you know well but can be used in very casual circumstances.

Beginning your correspondence “To Whom It May Concern,” on the other hand, may seem too impersonal and make the hiring manager believe you do not care enough to find out whom you should be addressing. The only time to use " To Whom It May Concern " as a cover letter greeting is when you simply cannot find out the specific person to whom you are writing.

You should, of course, make every effort to find the name of a contact in the specific department in which you are interested. When inquiring  with a company for unadvertised openings, this greeting may be most appropriate.

The following is a list of letter salutation examples that are appropriate for cover letters and other employment-related correspondence when you have the name of a contact.

• Dear Mr. Jones
• Dear Ms. Brown
• Dear Riley Doe
• Dear Dr. Haven
• Dear Professor Lawrence

When You Don't Have a Contact Person

If this information was not provided in the job announcement and you cannot find it on the company’s website, then you may be able to call the company, ask to be forwarded to their human resources department (if they have one), explain that you will be applying for a job there, and ask for the name of their hiring manager.

Always make every effort to find a contact name to use in your letter. It leaves a good impression on the hiring manager if you have taken the time to use their name, especially if you had to work a little to find it.

LinkedIn is also a great tool to find out the name of the hiring manager. You can search for the company you are applying to with one or two keywords that would describe the person hiring for the position. Scroll down the list until you find the person who fits the criteria. This approach may help you pinpoint the appropriate contact person.

Many companies don't list a contact person when they post jobs because they have a team of hiring staff who sort through cover letters and resumes before passing them to the hiring manager for the appropriate department. They prefer to leave the hiring manager anonymous until he or she contacts you for an interview.

An organization may also not want to disclose who the hiring manager is to avoid emails and phone calls from applicants, particularly if they anticipate receiving a large number of applications from potential job candidates. So, don't worry if you can't find someone to address your letter to. It will be forwarded to the correct department and recipient.

If you don't have a contact person at the company, either leave off the salutation from your cover letter and start with the first paragraph  of your letter or, better yet, use a general salutation.

When using a general salutation, capitalize the nouns.

• Dear Hiring Manager
• To Whom It May Concern
• Dear Human Resources Manager
• Dear Sir or Madam
• Dear [Company Name] Recruiter

When to Use 'Dear' in a Cover Letter

It is appropriate to use “Dear” in most circumstances, such as when the potential employer is someone you know well, or they are a business acquaintance. Follow these tips on choosing the right greeting:

• For people who you know well on a first-name basis, it's okay to use their first name only. For a business acquaintance or associate, use their first name if you have met them more than once and typically address them by their first name.
• For potential employers, use Mr., Ms., or Dr., unless you have been instructed otherwise. Even if you know a woman is married, it is safer to use “Ms.” as opposed to “Mrs.,” as the latter may be offensive in certain circumstances.
• If you are unsure of the appropriate greeting, play it safe and use Mr./Ms./Dr. [last name] or Mr./Ms./Dr. [first name, last name].

How to Write a Cover Letter Salutation

Standard business correspondence formatting requires that, after providing your contact information and the date of your letter, you then write down your contact person’s name, the company’s name, and the company’s address.

The formal salutation or greeting comes next: “Dear [Contact Person’s name].” If you have a contact person for your letter, include their title and name in the salutation (i.e. "Dear Mr. Franklin"). If you are unsure of the reader's gender, simply state their full name and avoid the personal title (i.e. "Dear Jamie Smith"). Follow the salutation with a colon or comma, leave one line blank, and then start the first paragraph of your letter on the following line.

Your letter greeting has the potential to improve your chances of getting an interview. To enhance your candidacy, make sure your  cover letter  maintains a professional appearance and offers relevant information, including your qualifications for the position. Choose the appropriate closing and always thank the reader for their time and consideration.

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

Cover Letter With Salutation Example (Text Version)

Alex Applicant 123 Main Street Anytown, CA 12345 555-555-5555 alex.applicant@email.com

August 1, 2024

Brett Lee Nurse Manager St. Ansgar Hospital 123 Business Rd. Business City, NY 54321

Dear Mr. Lee:

I am writing to apply for the position of nursing attendant, as advertised on the St. Ansgar Hospital website. As a trained nursing assistant who is fulfilled by working with patients and staff, and by helping people, I would be a great asset to your nursing staff.

I completed my nurse assistant program in June of 20XX, and I also have a nurse attendant certificate from the state of New York. I have been working part-time at Dr. Ellen Mueller’s primary care office in Smithtown, NY, for the past year, so I am experienced in working with patients. In addition, I am diligent about my responsibilities, and I have a flexible schedule, which enables me to work almost any hours that you need.

I’ve attached my resume so that you can review my education and experience. I hope to hear from you soon. Thank you very much for your time and consideration.

Respectfully,

Signature (hard copy letter)

Alex Applicant

When you are sending your letter via email, include the reason you are writing in the subject line of your message:

Subject: First Name Last Name – Nurse Attendant Position

List your contact information in your signature, rather than in the body of the letter:

FirstName LastName Your Email Your Phone Number

Key Takeaways

• The salutation in a cover letter sets a professional tone and should be appropriate for the job application; avoid casual greetings like "Hello" and "Hi."
• Always try to find and use the name of a specific contact person in your salutation, as it shows effort and can leave a good impression on the hiring manager.
• If a contact person is not available, use general salutations like "Dear Hiring Manager" or "To Whom It May Concern," but ensure the overall letter remains professional and courteous.

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Dear Sir Or Madam: When To Use It And Alternatives

• How To Sign A Cover Letter
• Salary Requirements In Cover Letter
• Referral In Cover Letter
• Cover Letter Body
• Use Dear Sir Or Madam?
• Use Mrs. Or Ms.?

Find a Job You Really Want In

Common salutations such as “Dear Sir or Madam,” and “ To Whom It May Concern ,” will set the tone for the rest of your letter and can create a strong first impression, or it can make it difficult for you to win the reader over with the rest of your letter. If you’re wondering if you should put dear sir or madam in your letter, you’ve come to the right place. In this article, you’ll learn how to think this through so that you can decide what is most appropriate for your situation. Key Takeaways: Saying “Dear Sir or Madam” is still acceptable but it should be avoided because it can make you look lazy and make it sound generic. Having a grasp on the connotations of different formats, greetings, and sign-offs involved in professional correspondence can help you make the best impression possible, especially when you’re writing a cover letter to go with your resume . Try finding the name of the person you are addressing before using “dear sir or madam” otherwise it could make you look lazy and that you are sending the same cover letter to everyone. When searching for the hiring manager’s name look at the job posting, on the company’s website, or even try calling and asking someone for their name. In This Article    Skip to section Is “Dear Sir or Madam” acceptable? What to use on cover letter vs. email “Dear Sir or Madam” vs. “To Whom It May Concern” When to use something else “Dear Sir or Madam” formatting rules Why “Dear Sir or Madam” isn’t a good salutation How to find the hiring manager and avoid using “Dear Sir or Madam” “Dear Sir or Madam FAQ” References Sign Up For More Advice and Jobs Show More Is “Dear Sir or Madam” acceptable?

While the classic greeting, “Dear Sir or Madam,” is still acceptable, it should be used with caution. Because it is an old standard, it can sound stuffy, and those who don’t conform to binary genders may be offended by this salutation — not the way you want to start off your first interaction with a potential employer.

Using this greeting can make you look lazy. It’s usually possible to find the recipient’s name by looking in the company’s online directory or by doing a quick LinkedIn search.

Even if you can’t find a name (and some companies like to keep this information private to protect their hiring managers from overenthusiastic applicants), you should be able to at least find a department or position name that you can address.

It sounds like it’s the same cover letter that you sent to five other companies. This can not only make you sound insincere, but it can also raise red flags and make the recipient think that you don’t truly care about getting the position.

If you’ve done your research and feel as though you know enough about your audience to be able to avoid these pitfalls, this greeting can be an acceptable way to open your letter if you have little to no information about your recipient. You’ll just have to spend some extra effort in the body of your letter to show that you did your research on the company and position.

What to use on cover letter vs. email

You should avoid saying dear sir or madam it in an email because an email is more formal, while a cover letter is more formal it is more acceptable. Here is more information on using dear fir or madam on a cover letter vs. email:

Email. Because “Dear Sir or Madam” is so formal, it’s usually inappropriate to use in an informal email. If you can, try to use the email address you’re sending your message to create a more personalized greeting.

For example, if the email address is [email protected], you could say, “Dear Recruitment Team.” Depending on the type of job you’re applying for, you can also keep it short and sweet and stick to a less formal greeting like “Hello.”

Since email is less formal, here are some additional greetings that are appropriate to use there:

Hello, [Team or Department Name]

Hello, [Company Name]

Good morning

I hope this email finds you well

Cover Letter. A cover letter is more formal than an email, but you should still use “Dear Sir or Madam” sparingly. As with an email, make every effort to be as specific as possible. If you do find that you need to use this greeting, make sure you use the body of your letter to show that you’ve done your research on the company and position.

In fact, we recommend never using “Dear Sir or Madam” to start your cover letter. Any of its alternatives makes for a stronger choice.

If you still can’t find a name, here are some other alternatives you can use for your cover letter:

Dear [Position Title]

Dear Hiring Manager

Dear Recruiter

Dear [Department Name] Team

Dear Search Committee

Dear [Potential Future Boss’s Title]

Dear [Department Name] Manager

Be careful when using “Hello” instead of “Dear,” as it is significantly less formal. Know your audience and stick to the classic “Dear” for companies that might appreciate the added professionalism.

If you’re applying for a job with a super trendy tech company, though, “Hello” will probably suffice. You can also always use the greetings that you would use in a cover letter.

“Dear Sir or Madam” vs. “To Whom It May Concern”

Even though they sound interchangeable, there are some differences between “Dear Sir or Madam” and “To Whom It May Concern.” If you do decide that a generic greeting like this is best for your letter or email, you should know which one is most appropriate for your particular use.

“Dear Sir or Madam.” Use this when you know that you are writing to an individual (or a small group of individuals) but don’t know their name or gender. This makes it the best choice for a cover letter or emails that you’re sending with your resume as a part of a job application, as you know you’re addressing a specific hiring manager or team or recruiters.

“To Whom It May Concern.” If the concerns in your letter or email could be addressed by a wide variety of people or if you don’t know who it should go to, use this. This is appropriate to use when you’re asking general support questions or looking for information rather than applying for a specific position.

As with “Dear Sir or Madam,” you should always try to find an individual’s name or department name, but if you can’t, this is a good way to cover your bases and address the organization as a whole.

When to use something else

You should use a different salutation you know the recipient’s name and use their name instead. Here are some other things to consider when it comes to using a different salutation:

If you do know the recipient’s name, ask yourself:

Do I have a strong relationship with the recipient?

If yes: Use “Dear” or “Hello,” followed by their first name.

If no: Use “Dear” followed by their first and last name or “Dear Ms./Mr. [Last Name].”

If you don’t know the recipient’s name and can’t find it:

Do you know their job title?

If yes: Use “Dear [Job Title]”

If no: If you know their gender, use “Dear Sir or Madam” or “Dear Sir” or “Dear Madam.” If you don’t know their gender or have any doubts, use the most specific team or organization name that you can.

“Dear Sir or Madam” formatting rules

The most important thing is to make sure the rest of your letter is professional, friendly, and memorable no matter the salutation you use. Here are some formatting rules to follow when starting your email or letter:

Start building a relationship from your first line. Show that you’ve done your homework and know about the company and the position you’re applying for, and explain why you would love to be a part of it.

Make yourself seem human and create an impression by including anecdotes about your interactions with the company as well as about your skills and qualifications that would make you a valuable asset to them. Demonstrate your professionalism by using correct grammar and punctuation — have someone else proofread it for you if need be.

Correct grammar should begin with your greeting, so be sure you check it thoroughly. Here are some tips that you should use to make sure you’re punctuating it correctly:

Capitalize every word in “Dear Sir or Madam” except for “or”

Use a comma or colon at the end of your salutation. A colon is typically more formal than a comma, but both are acceptable and professional.

Add an extra line space between your greeting and the first line of your letter or email.

The same rules apply to “To Whom It May Concern,” except you should capitalize every word in that phrase. It’s also more common to follow it with a colon as opposed to a comma.

Do your best to be respectful and show that you truly want to build a relationship with the recipient and the organization. Use your gut and your knowledge of the industry to decide what tone you should use, beginning with your salutation and ending with your sign-off.

If you can, ask other experienced professionals what they would want to see in a letter and give you feedback. Take care with every piece of correspondence you send out, as this is how you are building a picture of yourself for the organization.

Why “Dear Sir or Madam” isn’t a good salutation

Using “Dear Sir or Madam” can appear lazy and it can often seem outdated. Here are some other reasons why it isn’t a good salutation:

Appears lazy. It’s almost always possible to find the name of your letter’s recipient. Even if it isn’t, you can still find out more details about the recipient, like their job title or the department name.

Seems outdated. Nobody speaks this way anymore, and using this phrase will make you appear formal to the point of absurdity.

Isn’t gender-inclusive. There’s a chance that your recipient isn’t a Sir or a Madam, in which case you’ve just gotten off on a very bad foot with a potential employer.

Makes your correspondence seem generic. Failing to address your letter to a specific person or at least attempt to direct it to the correct department will make the recipient think you don’t care very much about the opportunity. They’ll think you’ve sent the same letter to countless other hiring managers and recruiters.

Hinders relationship-building. When you start your letter with “Dear Sir or Madam,” you’re admitting that you’re a total stranger. You want to become familiar with your letter’s recipient to make a good impression . It’s hard to be personable when you kick things off with such a cold and distant greeting.

How to find the hiring manager and avoid using “Dear Sir or Madam”

You should check the job posting or look at the company’s website to avoid using “Dear Sir or Madam.” Here are some other ways to find the hiring manager’s name to avoid using “Dear Sir or Madam”

Check the job posting. Job postings won’t always include the hiring manager’s name, but sometimes you can figure it out from the email address they list (e.g., [email protected]).

Look at the company’s website. Some companies have directories of their staff available online. There you might be able to find the name of a department head or hiring manager for your desired position.

Try LinkedIn. Look around the company’s LinkedIn page and even consider reaching out to some employees who may know who you should address your letter to.

Call and ask. If all else fails, you can always call the company and get directed to someone who knows the name of the hiring manager for a given position.

“Dear Sir or Madam FAQ”

What can I say instead of “Sir or Madam?”

You should always try to address the specific person by name before saying “Sir or Madam.” You can find the person’s name by looking at the company website or the job posting. If you are unable to find their name, alternative things to use include:

Dear hiring manager

Dear search committee

Dear [department name] manager

Is saying “Dear Sir or Madam” still acceptable?

You should avoid using “Dear Sir or Madam” whenever possible but it is still acceptable to use. You should avoid using it because it can make you look lazy and make it sound like it’s a generic cover letter sent to other companies. If you do a little research, you should be able to find the person’s name, but if you cannot find it, use their job title as a greeting instead.

What is a proper greeting for a cover letter?

A proper greeting for a cover letter would be “Dear” or “Hello” followed by the person’s first name if you have a strong relationship with the recipient. If you do not have a strong relationship with them, you should say “Dear Ms./Mr.” followed by their last name.

Is “Dear Sir or Madam” formal?

Yes, using “Dear Sir or Madam” is formal and should be used on cover letters. Since a cover letter is more formal using this salutation is acceptable but you should still use “Dear Sir or Madam” sparingly.

When writing an email, it’s often more informal so “Dear Sir or Madam” is not as accepted. You should try to find the recipient’s name on the job listing or use their job title to use as the salutation.

Broad Institute – Cover Letter for a Job

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Abby is a writer who is passionate about the power of story. Whether it’s communicating complicated topics in a clear way or helping readers connect with another person or place from the comfort of their couch. Abby attended Oral Roberts University in Tulsa, Oklahoma, where she earned a degree in writing with concentrations in journalism and business.

Matt Warzel a President of a resume writing firm (MJW Careers, LLC) with 15+ years of recruitment, outplacement, career coaching and resume writing experience. Matt is also a Certified Professional Resume Writer (CPRW) and Certified Internet Recruiter (CIR) with a Bachelor of Science in Business Administration (Marketing Focus) from John Carroll University.

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“Dear Sir or Madam”: Top cover letter start alternatives

Consider these alternatives if you can’t address by name

In years past, it was common to address cover letters and job applications with “Dear Sir or Madam.” Well into the 21st century, this is no longer conventional or expected — unless, perhaps, you’ve got ongoing correspondence with the royal family. 

Now, in your daily life you may not bat an eye when a shop worker or waitress addresses you as “sir” or “ma’am,” as it’s simply a form of courtesy. That said, even that is becoming less common as the population moves away from such formal and gendered greetings. 

All the more reason to avoid this old-fashioned language in your cover letter . Your cover letter is the first impression you make on an employer, so you want to get it right. Starting off with “Dear Sir or Madam” will, at best, give the reader a bit of a chuckle — and at worst, could make you look out of touch with today’s professional norms. 

That’s why we’re going to provide you with alternatives. In this blog, we’ll discuss:

• Is it ever okay to use “Dear Sir or Madam” in a cover letter?
• How we got here
• Why you should avoid this particular salutation
• Compelling cover letter greeting alternatives to “Dear Sir or Madam”

Is “Dear Sir or Madam” ever appropriate as a cover letter salutation?

Simply, it should be avoided. While it may not be a deal-breaker for all employers, it won’t present you as a modern professional . Short of time travel, there’s just no situation where it would be to your benefit to use such a greeting. 

And, when there is a plethora of better options, why risk it? 

In addition to avoiding “Dear Sir or Madam,” there are a handful of similar greetings we recommend you stay away from: 

• Dear Sir/Madam, Dear Madam or Sir, or Dear Sir or Madame: Changing the structure or order doesn’t change the overall meaning or concept.
• Dear Sirs. This is especially unpleasant as it implies you don’t expect women in hiring positions)
• Dear Sir and Madam or Dear Sirs and Madams: Pluralising the greeting does nothing to change the impact, so you can avoid this.

How did we get here?

Even a few decades ago, the business world was much more formal. It was common to begin all types of business correspondence with “Dear Sir or Madam.” Older generations may recall being taught one should always address unknown individuals, especially those in positions of power, as Sir or Madam. 

Is “Dear Sir/Madam" still used anywhere? In some cultures, language like “Dear Sir or Madam” may still be customary, so it’s important to understand cultural norms where you’re doing business. In the UK and US, however, it’s no longer de rigueur. Coming across as stuffy, old-fashioned, and at odds with today’s society, it does you no favours. 

While we don’t recommend a full “Dear Sir or Madam,” there’s no reason to avoid the first part — “Dear.” 

This is still considered suitable for all manner of correspondence, including cover letters. It strikes a balance between politeness and personability, is unlikely to cause offence, and is easy to remember.

As the digital age has continued to change the professional world by making business correspondence instantaneous and quick via email, the formality — and thus, “Dear Sir or Madam” — has decreased. Besides, with the world wide web at our fingertips, it’s easier than ever to find the name and title of the individual to whom we’re addressing our cover letter. 

Why you should avoid using “Dear Sir or Madam”

Overall, using old-fashioned and outdated language like this sends the wrong message about your candidacy. 

For starters, it can seem lazy or unmotivated. It looks like you didn’t put forth the effort to research who is hiring for the role, or even as if you just haven’t taken the time to brush up on today’s business conventions. 

Plus, using such a generic greeting might leave the impression that you’re sending the same cover letter to multiple employers without really caring about the jobs — definitely a red flag for recruiters and hiring managers. Even if that’s not the case, such language is impersonal and creates distance where you could instead be building connection. 

Another risk is appearing old school and out of touch. This is partially due to the old-fashioned language itself, but also due to the inherently gendered notion that everyone must identify as either a “Sir” or a “Madam.” 

It’s even possible that including old-fashioned greetings can lead to age discrimination if the reader uses your language to make generalisations about your age.

“Dear Sir or Madam” is even more of a negative when sending your cover letter electronically . Because emails are more informal, and much more of a modern way to correspond, using such dated language appears out of sync. 

It can also seem a little scammy; many online scam messages start with language like “Dear Sir or Madam.”

Alternatives to “Dear Sir or Madam”

The best replacement for “Dear Sir or Madam” is to use the recipient’s name or title. Address your cover letter to the hiring manager or recruiter, and simply write “Dear Mr Smith” or “Dear Dr Mendez.”

If the recipient has a gender neutral name, uses only an initial, or you’re aware they don’t identify with a specific gender, you could use salutations like “Dear Cameron Washington,” “Dear A. Alexander,” or even “Dear Mx. Harrison.” 

In a less formal industry, like tech, it’s often fine to use their first name, as in “Dear Angela.” And if you know the recipient personally or were referred to them by a mutual connection, a first-name greeting can be appropriate. 

You can uncover the name of the hiring party through online research (LinkedIn is a great place to start) or even a phone call or email to the company. Some job adverts even include the name of the recruiter or hiring manager. 

But what if you’re unable to hunt down this information? Then, is “Dear Sir or Madam” an acceptable replacement? 

Even if you can’t find the hiring authority’s name , we recommend against “Dear Sir or Madam” in your cover letter.

Similarly, you can avoid “To Whom it May Concern,” which, although slightly less objectionable, is still old-fashioned. 

Instead, choose a friendlier and less generic option and adapt it to your situation by including the company name, job title, or department.

• Dear Hiring Manager
• Dear HR Manager
• Dear Human Resource Department
• Dear HR Team
• Dear Recruitment Team
• Dear [Company] Recruiter — for example, Dear Nike Recruiter
• Dear [Company] Hiring Team
• Dear [Department] Hiring Team — e.g., Dear IT Hiring Team
• Dear [Job Title] Hiring Manager — for instance, Dear Sales Representative Hiring Manager

As you can see, there are plenty of ways to address your cover letter professionally and clearly while appearing personable and in-the-know about today’s business world. 

Key takeaways

Anyone who entered the professional world before the past few decades was likely taught that business correspondence should be addressed with “Dear Sir or Madam” or a variation thereof. However, times have changed and that’s now viewed as old-fashioned and out of touch. Additionally, using such a salutation may imply a lack of effort or interest on the part of the job seeker. 

Instead, use your internet research skills to discover the name of the person hiring and direct your letter straight to them. If that proves difficult, there are plenty of greetings to choose from — consider the department, team, or position title. Any of these will be more impactful than “Dear Sir or Madam.”

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Perfect Cover Letter Salutations: Start Strong

11 min read · Updated on April 24, 2024

Greet your future employer professionally with these cover letter salutations

Cover letters – some recruiters love them; some recruiters hate them. Unfortunately, you'll rarely know which type of recruiter you're contacting, so the safest bet is always to send one, just in case. 

The aim of a cover letter is to make the reader want to find out more about you, so in this article, we're looking at starting strong. 

Which are the best cover letter salutations to make a great first impression?

What is a cover letter salutation?

When we say “salutation,” we mean the opening line of the letter where you greet the person you're writing to. For example, when you write to thank your aunt for the jumper she knitted for Christmas, you might use “Dear Aunt Betty” as your salutation. These days, the salutation may refer to the opening of an email as much as to the opening of a handwritten or printed letter. 

While cover letter salutations generally refer to the opening line of your epistle, some people also refer to the sign-off as a salutation as well, so we'll look at that at the end of the article. 

Considerations when choosing cover letter salutations

A cover letter is a formal business document that you use to try to make yourself more memorable. Remember, though, you want to be remembered for the right reasons and not the wrong ones! 

Starting your letter “Yo!” or “Hey” doesn't convey the impression of a competent professional who knows the unspoken rules of office writing etiquette. 

While not everyone is a natural writer, relying instead on personality, speech, and body language, cover letters depend very much on the written word. In fact, a cover letter, along with your resume, is part of your personal sales brochure. You need to choose the right words to sell yourself effectively. 

Stick to these guidelines, and you can't go far wrong.

Keep it formal and professional

Your tone should be aligned with the tone you'd use when speaking to a teacher, religious leader, or grandma, not the tone you'd use with your mates or kid brother. This is the first impression you'll make on your potential employer, so it's important to show that you can communicate professionally , with respect, and in line with workplace norms. 

Personalize wherever possible

Bonus points if you know, or can find out, the name of the person who will be reading the letter. If you can address them by name, you're instantly showing that you've made the effort, done your research, and have taken the time to write a personalized letter rather than firing the same one off to multiple vacancies. 

Always use a salutation

Even if you can't find out the recipient's name, never leave the greeting line blank. It conveys the impression of someone who lacks attention to detail or is just plain lazy. Not a great impression to create on someone you need to impress! 

This doesn't just apply to the cover letter salutation but to the entire document. Punctuation is important as it enables your reader to accurately interpret your meaning. Use capital letters for names and add a comma after the salutation. Get a trusted friend or family member to check over your letter when it's written to help you give it the polish it needs. 

Options for cover letter salutations

Let's take a look at some different salutations you could use on your cover letter. 

Dear Mr Donnelly 

Addressing the hiring manager by name is the ideal option. If it's not given in the job posting or provided by the person connecting you, it's fine to resort to good old Google. You may find their name on the company website or be able to track them down on LinkedIn. It's also perfectly acceptable to contact the company directly and ask them who you should address your application to.

If you're lucky enough to know the name of the hiring manager, you should always use it in the cover letter salutation. Bear these considerations in mind, though: 

Double and triple check the spelling – even the most common names sometimes have unconventional spellings 

Default to “Mr,” “Mrs,” or “Miss” plus their surname and use the generic “Ms” if you're not sure whether “Mrs” or “Miss” would be most appropriate

Reflect the gender-neutral title “Mx” if that's what you find online or on the job advert

Dear Doctor Foster

If the recipient has a professional title, it's recommended you use that instead of “Mr,” “Mrs,” or “Miss.” Examples could include “Dear Professor Dumbledore,” “Dear General Eisenhower,” or “Dear Doctor House.” 

While the formal “Dear Ms Farrell” is the preferred and most formal option, if you only have the hiring manager's first name, it's perfectly acceptable to use it to open the letter. Again, check the spelling. A slightly less formal salutation here isn't a reason to take a less formal tone throughout the rest of the letter, however. This is a suitable salutation for a job application email, as you can get away with a slightly more relaxed approach in an email.

Dear HR team

If you need a greeting for a cover letter to an unknown recipient, this is a popular option. It's not ideal, but your letter is likely to be forwarded to the right department at least. If you can't find the name of the hiring manager, this is a viable Plan B. 

Dear hiring manager

This is an alternative cover letter greeting when you have no name available. It's better than leaving a blank space, but it's far from warm and personal. Additionally, your letter may not find its way to the right person if the company has different teams hiring for different roles. Try to avoid this unless you've run out of other options.

Dear Sir / Madam

This cover letter salutation is falling out of favor. It's not just impersonal; it doesn't even address a specific team or department. Still, it's better than an overly casual greeting or a blank space. 

How NOT to address a cover letter

As we've already said, there are some greetings that are just too informal to use as cover letter salutations. There are others, however, that tread a very fine line. We'd advise avoiding these openings, as they're either too colloquial or too stuffy. 

To whom it may concern

We're not in the 19th century anymore. Trim your whiskers and relegate this stuffy greeting to history, it's too impersonal even for the most uptight offices. 

Using “dear” on its own, with no name or further greeting attached, gives the wrong vibe. It sounds like a combination of your old aunt, someone unfamiliar with the English language, and someone who's forgotten to fill in a blank on their template. Literally, anything is better than nothing after the word “dear.”

Hi, hello, hi there!

While these cover letter salutations certainly aren't stuffy or over-formal, they fall too far in the other direction. They're friendly and casual but too much for an initial introduction. Save these for the interview. 

Expert tip: Read this article to find out more about cover letter mistakes to avoid: 10 of the Worst Cover Letter Mistakes to Avoid  

Cover letter closing salutations

How you end is just as important as how you begin. After all, you want to end on a high! Before you come to an abrupt end, you'll want to do both of these things: 

Thank the reader for their time and consideration 

Add a call to action, for example, directing them to look at your resume or give you a call

Cover letter salutations to close 

You've started strong and used the body of the email to convince the hiring manager that you're the ideal candidate for the role. Now, it's time to choose your sign-off. 

Yours sincerely, yours truly

These two phrases should be your go-to sign-offs for a formal business letter. If you've started your letter with the recipient's name, choose sincerely; otherwise, choose truly. 

Best regards, kind regards, regards

These are all acceptable closing phrases but better suited to an email than a full letter. They veer towards the casual and aren't generally considered the best letter-writing etiquette. 

Respectfully

This is a polite way of signing off a letter, although not especially conventional or formal. While it's better than no closing at all, it would be wiser to choose a more formal option. 

How NOT to sign off a cover letter 

Just as there are ways not to start a cover letter, there are ways not to sign off. 

Well, it's polite but way too informal. “Thank you” would be better, but a line within the body of the letter saying that you appreciate the time they take to consider your application would be best. 

Just no. You're not taking leave of a friend you've just dropped in on; you're addressing your potential future employer. A more formal and respectful tone is needed. 

However you choose to end your cover letter, remember to finish with your name – and leave space above to sign it if you intend to print it out.

Cover letter examples

Below you'll find two cover letter examples with strong salutations, one a traditional letter and one an email, that you can use for inspiration. 

Traditional cover letter example

Dear Ms Searle, 

Re: Sales Manager vacancy 

Having seen your advertisement for a Sales Manager on LinkedIn, I would like to outline my professional experience and strong track record. I believe I can make a very significant contribution to Acme Corp.

In addition to extensive experience in a sales environment, I also have a commitment to delivering exceptional customer service and a proven ability to meet targets. As you will see from my enclosed resume, I am a natural people person, communicating effectively with a diverse range of people and demonstrating excellent negotiation and influencing skills. My leadership abilities mean that I am able to successfully engage and motivate teams – my current team has surpassed its Q1 targets by 23%. 

I am driven, ambitious, and keen to progress my career in a growing and innovative business such as Acme Corp. I am confident that my strong work ethic, combined with my sales results and integrity, will enable me to play a key role in your success. 

Please do not hesitate to call me at 555-555-5555 so we can arrange an interview to discuss my application in greater depth. I appreciate your consideration. 

Yours sincerely,

Email cover letter example 

Dear Liz, 

Re: Assistant Security Manager vacancy (ref: 12345)

Having read your advertisement for an Assistant Security Manager with interest, I am writing to outline my extensive professional experience. I believe that I possess the talents necessary to make a positive contribution to your hotel.    

I have a comprehensive understanding of security and a commitment to exceptional service. As a Police Officer, I led teams of up to 6 personnel, overseeing security patrols and managing performance. Colleagues would recommend me for my ability to build and motivate teams to achieve exceptionally high standards and positive outcomes. 

As a manager, I take pride in providing training and development opportunities across the team to improve individual skill levels and ensure the achievement of organizational objectives.

The position at Acme Hotel is particularly appealing to me as I believe it will make the best possible use of my security and leadership skills whilst providing opportunities for further development. 

Please do not hesitate to call me at 555-555-5555 so we can arrange an interview to discuss my application in greater depth. I appreciate your consideration of my application and look forward to hearing from you.

Best regards, 

Choose the right cover letter salutations to set the right tone

As you can see, there are several options for opening and closing a cover letter. Make sure you choose one that is professional, has the right amount of formality, and shows you understand corporate communication. 

At TopResume, we create impactful resumes that land jobs. If you need help with your cover letter, we can do that, too! Why not contact us for a strong start on your journey towards a new career? 

Recommended reading: 

Resume vs Cover Letter: How They're Different

What is the perfect cover letter length?

How to Tailor Your Cover Letter for Each Job Application

Related Articles:

How to Maximize Your Resume Action Words to Wow the Employer

Resume Spelling and Accent Explained

Guide to Writing a Great Resume with No Work Experience

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Dear sir/madam — how to write a winning cover letter

Head of Maynooth University Writing Centre, National University of Ireland Maynooth

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Alison Farrell does not work for, consult, own shares in or receive funding from any company or organisation that would benefit from this article, and has disclosed no relevant affiliations beyond their academic appointment.

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In his wonderful collection of correspondence, Letters of Note , editor Shaun Usher includes one from Robert Pirosh, a New York copywriter.

Pirosh wanted a job as a screenwriter and in an attempt to secure such a post he composed what Usher describes as :

One of the greatest, most effective cover letters ever to be written.

Usher tells us that Pirosh’s letter got him three interviews, “one of which led to his job as a junior writer at MGM”.

Though letter writing is surely a lot less common now than in the past, writing across other genres continues to permeate contemporary professional, educational and personal lives. And it is certainly still the case that many companies will request a cover letter with a job application.

But despite the fact that so many of us write, type, text or tweet – (sometimes incessantly) every day – few of us may feel that we write well. And fewer still would consider ourselves “writers”.

If you are confronted with a writing task, and you find yourself bamboozled or blocked, you need to draw on ideas, principles and strategies that can assist. And with this in mind, here are seven top writing tips below.

Writers who are mindful of these seven tips should find that their writing is more effective and the writing process more enjoyable. And who knows it may even help you secure that dream job.

1. Know your purpose

You need to know what it is you want to say and the effect you want your writing to have. You will, for example, write differently if you are applying for a job than if you are thanking your great aunt.

When writing to secure an interview or to get shortlisted, you need to have at least two important purposes in mind. The first is to address the topic – this will mean including the necessary content of an effective cover letter . Second, you should aim to convince the readers than you are the person that they most want to recruit.

2. Name and know your audience

Every audience, you dear reader included, brings expectations to a piece of text. The text works when expectations are met, or better still, exceeded. Similarly, writing fails when the reader is disappointed or worse yet, offended by the writing.

Know your audience, and if you’re writing to get a job, work out what it is that your potential employer wants – then seek to exceed their expectations.

3. Identify the genre

Different forms of writing have different rules and conventions. They may use different language and look differently on the page or on the screen. You need to know what is typical of a genre to be able to write well in that form or style.

A formal cover letter as part of a job application will look and sound very different to a text from a pal after a night out. Do some research and find out what good models of the genre look and sound like.

It is very rare that the polished work which professional writers produce has not been drafted, redrafted and revised through several iterations. You should do the same.

5. Read it aloud

When we work with writers we always ask them to read aloud so that they can hear what they actually wrote and not what they thought they wrote. Often they stop themselves, mid-sentence, and say, “you know, that’s not what I meant to say”, at which point they start to reformulate their thinking and the articulation of their ideas.

6. Share with someone

Assuming you are writing for a reader (this may not always be the case) then it is a good idea to try out that writing on a willing volunteer before you submit a final draft. Ask your reader for a response and some feedback.

If you’re lucky, they might even help you to formulate new ideas or ways of wording. The writing process then becomes a shared one – which can be both interesting and enthusing.

7. Pause before you publish

These days, potentially any writing you give away, send out, or post online could go viral. If you aren’t content to see it on the front of a national newspaper should you really tweet it?

It can often feel risky to go public with your ideas – even as professional writers we feel that too. But the rewards can be extraordinary and the thrill of it all, exhilarating. So be courageous in your writing. Write authentically and with passion, but do make sure you give it a final once over before you hit the submit button.

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• Dear Sir or Madam | Alternatives & When to Use

Dear Sir or Madam | Alternatives & When to Use

Published on December 17, 2022 by Jack Caulfield . Revised on June 26, 2023.

Dear Sir or Madam is a standard salutation used to start an email or letter to a person whose identity you’re not sure of. Though it’s a traditional phrasing, it’s recommended to avoid it if possible since it’s very impersonal and quite old-fashioned.

It’s always best to address the person directly by name if you can find out this information. If not, other options include using the name of the group or department, the person’s job title, or, if you’re not addressing one specific person, “To Whom It May Concern.”

Dear Department of Communications, …

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Table of contents

Alternatives to dear sir or madam, dear sir or madam vs. to whom it may concern, why should you try to avoid dear sir or madam, how to use dear sir or madam correctly, other interesting language articles.

The best alternative to “Dear Sir or Madam” is always to address the specific person you’re writing to by name. You can either use their full name or a title like “Ms.” or “Mr.” followed by their last name . In more informal contexts, you might just use their first name .

Dear Dr. Fontana, …

Try your best to find out the name of the person you’re writing to, but, of course, there will be situations where you just don’t know. In these cases, other information can stand in to make your salutation more specific: the name of the department you’re writing to or the job title of the person in question.

Dear Editorial Board, …

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If you really can’t find an appropriate way to address the person or department involved specifically, you’ll have to decide on a phrase you can use as a generic salutation:

• Dear Sir or Madam is used when you intend your email or letter to reach a specific person, but you don’t know their name or gender.
• To Whom It May Concern is used when you’re reaching out to an organization in a more general way and don’t know who specifically will deal with your query.

There are a few reasons why we (and others) advise avoiding Dear Sir or Madam whenever possible. Using this salutation:

• Shows the person you’re writing to that you don’t know who they are and, since this information is usually easy to find online, suggests you aren’t interested
• Implies that this might be a mass email sent to many different people
• Isn’t fully gender-inclusive, since some people don’t identify with either “Sir” or “Madam”

If you do end up using Dear Sir or Madam , make sure you write it correctly. “Sir” and “Madam” should be capitalized , because they are being used as proper nouns to address the person you’re writing to.

Like other salutations, this one should be followed by a comma or a colon , a blank line, and then the body of your email message or letter. It’s also better to write out “Sir or Madam” than to combine them with a slash as “Sir/Madam.”

Traditionally, a letter or email message that starts with Dear Sir or Madam should end with “Yours faithfully,” followed by your name. If you do use this salutation, it’s best to end your message in that way.

I am writing to inquire about …

Yours faithfully,

If you want to know more about commonly confused words , definitions , and differences between US and UK spellings , make sure to check out some of our other language articles with explanations, examples, and quizzes.

Confused words

• Affect vs effect
• Further vs farther
• Loose vs lose
• Whose vs who’s

Definitions

• Bear with me
• Presumptuous

US vs. UK spellings

• Burned or burnt
• Canceled or cancelled
• Dreamt or dreamed
• Gray or grey
• Theater vs theatre

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Caulfield, J. (2023, June 26). Dear Sir or Madam | Alternatives & When to Use. Scribbr. Retrieved August 22, 2024, from https://www.scribbr.com/effective-communication/dear-sir-or-madam/

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When to Use 'Dear Sir or Madam' & When to Use These 13 Alternatives

Updated: January 25, 2022

Published: May 07, 2019

'Dear Sir or Madam'

'Dear Sir or Madam' is an outdated salutation traditionally used to open formal business emails. It should be avoided for a few reasons: First, today's digitally connected world makes it easier than ever to find out who you're emailing. Second, this greeting may not be reflective of the recipient's gender. And third, it's vague and a bit lazy. Be more proactive about searching Google, LinkedIn, or the company's website to learn more about the person you're addressing your email to.

When is it appropriate to use " Dear Sir or Madam? " In today’s business world, that answer is " Never. " I’ll also accept, " Fifty years ago " and " Hell no, " for good measure. But it’s polite! It’s business formal! You’ve seen it done countless times! So, why should you avoid it?

Don’t let your first impression be the wrong one, and never sacrifice good communication skills for what seems like a quick-and-easy win. Here are a few reasons why you should never use " Dear Sir or Madam " and several alternatives to employ in its place.

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Why You Shouldn’t Use "Dear Sir or Madam"

1. it’s lazy.

In the age of the internet, it’s possible for you to find almost anyone’s name and information. Spend time on a company’s website or LinkedIn page to gather clues about who you should email.

If you need to send an email to the company’s marketing manager but don’t have their information, send an exploratory email to the generic company inbox -- usually found on the "About Us" or "Contact Us" page.

Briefly introduce yourself and ask for the administrator’s help in connecting with the right person. For example:

Hello [Company name],

I have a question for the marketing manager in charge of your social media accounts. Are you able to provide me with that person’s name and email address or connect us directly?

It will require a little more time than sending a direct but unaddressed message to the team or person you’re trying to reach, but this approach also signals you’re interested in learning who this person is and how to address them correctly.

You’re also more likely to get a response to this request for help than if you send a canned email addressed " Dear Sir or Madam. "

Another common scenario in which to use " Dear Sir or Madam " is when turning in a cover letter or resume for a job. It can be difficult to know who you’re submitting your application to, but this isn’t an excuse to slap a " Dear Sir or Madam " on your greeting and call it good.

Instead, customize it to the department you’re applying to or the hiring manager who will inevitably read your letter.

For example, if you’re submitting a cover letter for a job in the Sales Department, address your application to, " Dear Hiring Manager, " or " Dear [Company name] Sales. " These salutations are friendlier, less formal, and give you an accessible, conversational first impression.

2. It’s exclusive

Not everyone will identify with "Sir" or "Madam." You never want to offend or assume the gender conformity of a business associate or peer. If you do guess a contact’s gender -- and guess wrongly -- you’ll immediately raise red flags and risk your ability to do business with them.

Before you’ve even begun to tell them the reason for your email, you’ve proven you haven’t taken the time to learn who they are. So, why should they take the time to hear what you have to say?

As a rule of thumb, never assume your email recipient identifies with "Sir" or "Madam," even if their name or email address leads you to believe one or the other of these greetings would be appropriate. Take the time to learn who they are, and if you have their name, use it in your greeting.

3. It’s a symptom of a larger problem

There are usually two scenarios in which you use " Dear Sir or Madam " and neither are promising. Either you really don’t know the recipient’s name and you’re going to send them an email anyway or you’re sending bulk email you don’t have the time or resources to personalize.

These situations are symptoms of a larger outreach problem. If you don’t know the name of your email recipient but still feel you must email them, consider modernizing your outreach strategy. Emailing someone you don’t know is called "cold email" and is generally considered a bad thing.

Take time to learn who you’re emailing, connect with them first by following and engaging with them on social media, and enjoy better response rates and richer relationships born from "warm outreach."

If you’re sending bulk email and find yourself without the time or resources to customize your outreach, this is a larger problem. A recent study by Experian shows transactional or triggered emails receive eight times more opens and greater revenue than regular bulk emails.

Bulk email is also more likely to send your emails -- even your non-bulk emails -- to spam. And many businesspeople have found bulk emails have stopped working for them altogether .

Personalized emails are what earn today’s salespeople the open. Learn who you’re emailing, what’s important to them, and why they should listen to what you have to say.

4. It’s like saying, " Hi, I’m a stranger "

" Dear Sir or Madam " is like starting an email with, " Hi, I’m a stranger, " or " You don’t know me but … " If you’re a salesperson, you don’t want this to be the tone you set for prospect outreach.

You want to be as familiar and friendly with as possible -- and that requires you to research and get to know them.

If you’re reaching out to a business associate for the first time, your first impression should be that of someone who’s proactive and curious about learning who they are.

And if you’re submitting a cover letter or resume, your first email should be one that sets you apart from the crowd -- something "Dear Sir or Madam " does not do.

'Dear Sir or Madam' in an Email

I've explained why you shouldn't use 'Dear Sir or Madam,' but how do you put that advice into practice when you're composing, say, an email?

If you can't find any information about the person you're emailing, it might be appropriate to use, " To Whom It May Concern. " It's formal, respectful, and inclusive.

Before using this greeting, however, ask yourself, " Who is the intended recipient of this message? " If that answer is, " Anyone, " use "To Whom It May Concern."

'Dear Sir or Madam' Cover Letter

When addressing someone in a cover letter, it's important to be formal without resorting to "Dear Sir or Madam."

If you conduct your research and still can't find who to address your email to, consider using an alternative like, "Dear Hiring Manager," or "Dear [Team name]." For example, if you're applying for a position on a company's sales team, you might say, "Dear Sales Team."

This ensures your language is broad but also personalizes your greeting slightly.

"Dear Sir or Madam" Alternatives

We’ve talked about why you should leave " Dear Sir or Madam " in the Mad Men era, but you need something to use instead. So, what should it be? Here are a few good alternatives:

• " Hello, [Insert team name] "
• " Hello, [Insert company name] "
• " Dear, Hiring Manager "
• " Dear, [First name] "
• " To Whom it May Concern "
• " Hi there "
• " I hope this email finds you well "
• " Dear [Job title] "
• " Dear Recruiter "
• " Dear Customer Service Team "
• " Dear Search Committee "
• " Good Morning "

Tact, effort, and time are the three magic ingredients required for sending responsible, successful business emails. Make sure you give each piece of correspondence the same attention -- no matter how small or insignificant it might seem.

And make sure you don’t kill all your good work in the greeting with crutch words , a lackluster message , or the wrong sign off , or not having a proper email signature in place.

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The 3 Rules of Addressing Your Cover Letter in 2023

You’ve finally sat down to write that cover letter (good for you!), but immediately you run into a roadblock: How do you even start the darn thing? Who do you address it to? Should you use Mr. or Ms.? Do you include a first name? And what if you’ve searched high and low, but can’t find the hiring manager’s name? 

Don’t fret! Follow these three rules for cover letter salutation salvation.

Rule #1: Address your cover letter to the hiring manager using a formal, full-name salutation (if possible).

For a cover letter, you should always default to addressing it to the hiring manager for the position you’re applying to. Unless you know for sure that the culture of the company is more casual, use the hiring manager’s first and last name. You can include a title, such as “Mr.” or “Ms.” (never Mrs. or Miss). But if you aren’t crystal clear on whether to use “Mr.” or “Ms.” and can’t find their pronouns with a little Google and social media searching (and you don’t have an easy way out with a “Dr.”), just drop the title. Omitting it is infinitely better than accidentally misgendering someone .

Most letters I see still use the “Dear” greeting, though I’ve seen a growing trend of people dropping it and starting with “Hello” or just the name. Any of these works. The most important part is having the actual name . Never use “ To Whom it May Concern ” or “Dear or Sir or Madam”—nothing could be more generic (not to mention archaic). Your cover letter could be the first opportunity you have to make an impression on the hiring manager, so make sure you show that you did your research .

For example, you can address your cover letter by saying:

• Dear Ms. Jacklyn O’Connell,
• Hello Mr. Kevin Chen,
• Dear Niko Adamos,
• Hello Jean Butler,
• Tiana Richards,

Rule #2: If you don’t know the hiring manager, guess.

Sometimes, even after hours of online searching ( try these tips ), you still might not be able to definitively figure out who exactly the hiring manager for the position you’re applying for is—and that’s OK.

If you can only find a list of the company’s executive team, use the head of the department for the position you’re applying for. In the end, no one will fault you for addressing the letter higher up than necessary. This approach is definitely better than not using a name in your cover letter, because it still shows the time and effort you took to find out who the department head is.

Rule #3: Be as specific as possible.

So you’ve done your due diligence and after an exhaustive search—nothing. You just can’t find a single name to address your cover letter to. If that’s the case, don’t worry. The company is likely privately held with no reason to share who its employees are—and, more importantly, is aware of this.

If this is the case and you don’t have a name to use, try to still be as specific as possible in your greeting. Consider using “Senior Analyst Hiring Manager” or “Research Manager Search Committee”—something that shows that you’ve written this letter with a particular audience in mind and aren’t just sending the same generic letter for every job opening.

For example:

• Dear Software Developer Search Committee,
• Hello XYZ Co Marketing Team,
• Dear Junior Accountant Hiring Manager,

Ultimately, you want your cover letter to convey your interest in the position. To start off on the right note, make your salutation as specific as possible—ideally with the name of the hiring manager. Of course, that can’t always happen, but as long as the effort is clearly made, you’ll be showing whoever reads your cover letter that you’ve put time into your application and are truly excited about the opportunity. 

Regina Borsellino contributed writing, reporting, and/or advice to this article.

9 Gender-Neutral Alternatives to “Dear Sir/Madam”

So, you’re sending an email or cover letter to someone you haven’t met.

You might be thinking about including “Dear Sir/Madam,” but you’re also worried it’s a bit outdated or offensive.

Well, you’re in luck!

This article will explain all you need to know about modern, gender-neutral alternatives to show you how to write “Dear Sir/Madam.”

Is “Dear Sir/Madam” Still Appropriate?

It is still appropriate to use “Dear Sir/Madam.” However, it is also outdated . Most people find it quite stuffy and jarring, so it’s not always the best way to make a good first impression.

It is not gender neutral , as it implies that the reader of your letter is either a man or woman. It does not include non-binary readers, which can be offputting if you’re not careful.

Of course, you can still use it in a cover letter if you want. The same applies for “Dear Sir or Madam.” Either way, both are acceptable; you might just find them a little outdated!

Check out this cover letter example to see how it works:

Dear Sir/Madam , I hope this letter finds you well. I would like to be considered for this role, as I believe I have what it takes. Yours, Adriana Checkmate

• It’s a classic greeting.
• It covers both men and women without knowing who you’re talking to.
• It’s outdated.
• It’s not gender-neutral, so it doesn’t cover non-binary readers or employers.

So, “Dear Sir/Madam” is no longer the most effective choice in letters and emails. It’s time to start exploring some alternatives to help you mix things up and sound less old-fashioned!

Keep reading to learn how to address a gender-neutral letter. We’ll teach you what to say instead of “Dear Sir/Madam” to keep things modern and professional.

What to Say Instead of “Dear Sir/Madam”

• To Whom It May Concern
• Dear Hiring Manager
• Dear [Job Title]
• Dear [Name]
• Good Morning/Afternoon/Evening
• To the Concerned Party

1. To Whom It May Concern

One of the better alternatives to “Dear Sir/Madam” is “To Whom It May Concern.” Honestly, it doesn’t get better than that in most formal letters .

As gender-neutral greetings go, this is a great choice. It shows that you aren’t assuming the name or gender of the person reading your letter.

So, we highly recommend using it when you’re not very familiar with whoever is on the other side.

That way, whether they’re male, female, non-binary, or something else, you can avoid accidentally offending them.

Also, “To Whom It May Concern” is a classic email and letter greeting when you don’t know someone’s name. So, it won’t feel out of place in professional contexts.

You can also review this cover letter sample:

To Whom It May Concern , I believe I am a great fit for this role. I have many qualifications that have given me specific experience related to what you’re looking for. Yours, Jayden Pink

2. Dear Hiring Manager

Another great alternative to “Dear Sir/Madam” is “Dear Hiring Manager.”

You can use this as it specifies someone’s job title without needing to name them.

Generally, a hiring manager will be the one reading your email. So, when you contact someone about a job posting, it’s almost guaranteed that a hiring manager will be reading your email.

That’s why we think this phrase works so well.

It’s professional and direct . It shows you know who you’re talking to, which goes a long way in most formal emails.

Here’s a great email sample to show you more about how it works:

Dear Hiring Manager , Please review my resume, which I have attached to this email. It will demonstrate why I think I’m a great candidate for this position. All the best, Clara Sandshaw

For something more simple, try “Hello.” You really can’t go wrong with a simple “Hello.” After all, it doesn’t get more gender-neutral than that.

“Hello” doesn’t assume anything about the reader . It doesn’t assume names, genders, or even job titles.

Instead, it simply allows you to introduce yourself . Try using it when writing a letter to a company.

If they’ve recently sent you information about an upcoming product, this could be a great way to get in touch. It shows you’re greeting the company as a whole rather than any one individual.

If you’re still unsure, you can review this sample letter:

Hello , I hope this letter finds you well. I’m reaching out because I’d love to learn more about what you offer. Thank you so much, Melissa Took

4. Good Day

You can also use “Good Day” as a more generic greeting in a gender-neutral email.

It’s a great phrase as it keeps things formal yet friendly . We highly recommend it when you’re greeting someone via email and would like to start things off on a more positive note.

Generally, you can read an email at any time of day. So, “Good Day” is a perfect introductory phrase.

Check out this example to learn more about it:

Good Day , It’s a pleasure to get this opportunity to speak with you. I’m very interested in coming to one of your events. All the best, Harrison Ford

5. Hi There

Feel free to use the more conversational alternative “Hi there” in your emails as well.

It’s a great phrase that shows you don’t want to come across as too professional .

This can work well when contacting a more casual company . For instance, you might reach out regarding one of their products, and it’s good to use a phrase like this to start with.

Generally, using less formal phrases like “Hi there” to introduce yourself in an email keeps the tone light-hearted.

It shows that you’d like to discuss something with a company, but you don’t want them to take your words too seriously (i.e., you’re not complaining).

If you’re still unsure, you can check out this email sample:

Hi there , I’m keen to get started with this product. I know your company sells them, but I’m wondering if you could provide me with more information. Thank you so much, Hillary Tanner

6. Dear [Job Title]

If you know someone’s job title before you contact them, it’s worth using that in your letter.

For instance, you can write “Dear [Job Title]” when you know what someone does in a company.

It’s formal and direct . Also, it shows you take initiative and find out more about the people you write emails or letters to.

We recommend using this when contacting a recruiter or director . It shows you’re keen to hear more about a position or company and would like to ask a few questions.

Also, we recommend reviewing this example:

Dear Director , I hope this letter finds you well. I’m interested in starting with your company, but I’d like to learn a little more about it if that’s okay. I look forward to hearing from you, Joanna Paterson

7. Dear [Name]

You can also write “Dear [Name]” in certain cases. However, this one is a little trickier and more limited.

Of course, you can only write someone’s name when you know what it is. So, you’ll need to research to find their name .

If their name isn’t readily available, it might be a little harder to contact them directly.

With that said, if you can do your own research and learn their name before contacting them, it shows you’re diligent and pay attention to detail .

Both of these qualities are especially effective if you’re applying for a new job role .

Here’s a great sample email to show you more about how it works:

Dear Mr. Burton , I hope this email finds you well. Please find attached my cover letter and CV to express why I’d be a good fit for this position. All the best, Jacob Anthony

8. Good Morning/Afternoon/Evening

Depending on the time of day, you can change the greeting used in an email or letter.

For instance, you have three options with “Good Morning,” “Good Afternoon,” and “Good Evening.” Of course, this time of day applies when you write the letter . It doesn’t matter what time it is when someone reads the letter (as you can’t guarantee when they’ll open it).

Nevertheless, it avoids using genders or names. So, it’s a great gender-neutral greeting that shows you’re happy to contact someone.

If you’re still unsure, you can check out this formal letter example:

Good Afternoon , I am writing this letter to express my interest in this role. Please review my qualifications to find out why I’m such a good fit. Best wishes, Sean Tiding

9. To the Concerned Party

Finally, we recommend using “To the Concerned Party” as a gender-neutral greeting in a letter.

It shows that you’re writing to a specific individual without knowing much about them.

This keeps things formal and polite when starting a letter. So, you really can’t go wrong with it, even if you’re not too sure who’s on the other side!

We also recommend reviewing this sample letter:

To the Concerned Party , I would like to put my name forward for this position. I believe I am a great fit for it and would like to prove myself. Best regards, Samuel Kwant

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Cover Letter Salutation That Entices the Recruiter to Learn More About You

In This Guide:

How to write the best cover letter salutation for maximum impact.

Cover letter salutation if you know the hiring manager's name

Why you should personalize your cover letter salutation

The absolute no-nos of cover letter salutations, cover letter salutation - takeaways.

Quick Answer: "To write an outstanding cover letter salutation, keep it formal yet polite. Start with ""Dear (name)"" if you know the name of the HR or hiring manager. Use ""Dear HR Team"" or ""Dear Hiring Manager"" if the recipient is unknown. Always personalize the salutation to establish a connection and avoid vague openings like ""To whom it may concern"" or ""Dear Sir/Madam."" Remember, personalization and a formal tone are key."

Have you ever been slightly annoyed when someone forgot your name at a party 2 minutes after you introduced yourself, even though you also sometimes forget the names of people whom you just met?

Guess what – recruiters feel the same when their name is under the job ad, yet they get another Cover letter starting with “To whom it may concern” or “Dear Sir/Madam”.

In this article, you will learn how to craft impressive Cover letters, which land on “soft” ears, as you know how to address your reader the right way.

Here’s what you will learn from our expert Career advisors:

• What is a great Cover letter greeting
• How to create a connection via personalization
• Ways to find the HR name
• How to avoid common pitfalls in your Cover letter salutation
• What opening lines you should stay away from

After nailing that attention-grabbing greeting, you can always get more free Enhancv tips with these Cover letter examples .

You are just a few minutes away from the insider secrets on how to “enter” and shine on the application “stage” with the perfect Cover letter salutation! Ready to dive in?

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You only get 7 seconds to make an outstanding first impression. As the Cover letter is in fact a sales document, the first impression is as crucial as in a meeting. The only difference is that in a Cover letter you can’t rely on the power of your polished, presentable persona, charisma, voice, or non-verbal body language. The only tool you have at your disposal to achieve massive effect is the written words. So you better use it right.

“How can I do that?” - you'd ask. Not to worry, we've got your back, and it is actually easier than it looks. Driving lasting impressions and stirring up interest is going to be entirely in your hands with our blog , which is fully packed with valuable Career advice.

In reality, commanding others ‘attention “from the first read” and sentence boils down to two factors:

• Your Cover letter design
• Your Cover letter salutation

These two elements determine for a millisecond the first and sometimes overall impression from your Cover letter.

Attractive design will play totally in your favor, as it is common knowledge that before delving in or reading diagonally any document, we scan it holistically from a bird's eye. Only afterward, our view “falls” on certain “gestalts' – visual details. The main rule here is to make your document pleasant to look at with the right mix of fonts, colors, and overall formatting.

Same with the design, with the introduction, there are several important guidelines one needs to have in mind.

Keep it formal

While you definitely want to come across as a friendly and likable person, when it comes to choosing the opening line, it wouldn’t hurt to be aware that you are not chatting your friends with an offer to go to the movies.

Sticking to the formal, respectful tone that acknowledges the distance between you and your reader (HR and/or Hiring Manager) is your best bet here. Shortening the distance by interjecting informal salutations may actually do you a disservice and create the opposite effect to what you aim for.

Hence, steer clear away from any openings like:

Be polite in your cover letter greeting

Have you heard the expression “Cordiality goes a long way”? Some researchers state that although the salutation “ Dear ” is not too personal and is, in fact, just a formal expression; it typically makes recipients more open to the communication sender.

Whenever you are in doubt about the greeting of your Cover letter, always use “Dear (name)” – this is the golden standard of official business communication. You cannot get that wrong!

Speak like a human to another human

Now let's delve deeper into what can trip you off! Like anyone, HRs are human beings too with their personality and unique individuality. So, they highly value being communicated to like a human, not like being just another part of a depersonalized organization.

This is an important point for you to consider when you turn your Cover letter into a flawless masterpiece. Let's face it, no one really likes generic mails. So when you write your next great Cover letter, write it, with the crystal clear thought that it will be read by humans, not by machines.

Otherwise, you risk “sounding” disinterested, cold, withdrawn, or uninspired for the role in question. Plus, your candidature may be experienced by the receiver like lukewarm water, rather than like the hot stuff that it actually is.

On the contrary, when you address your Cover letter in a way that acknowledges the HRs on a more personal level, you win them at “Hello”! And the good news is that you can do that, no matter if you know the HRs name or not (and you cannot find it).

Let's cover those two scenarios, so you are prepared in all possible cases!

Cover letter salutation if you know the hiring manager's name

Know the name of the responsible recruiter for that job ad you've got your eye on?! Sweet! Lucky you! Then you have an ace, and you definitely have to use it!

Start your Cover letter with a formal, polite, yet personal greeting including the name of the HR or Hiring Manager.

A few things to keep in mind, though!

Make sure to do a preliminary check of the first and last name of the contact person!"!

If you proceed with a semi-formal greeting after your company research and you have identified that the organizational culture allows it (for example in a start-up), you can just address the person by their first name:

• Dear Antoana,

Those will do just fine!

Pay attention that the comma always comes after the name and not before it!)

However, if you go for the very formal communication style (for example for a Corporate or Governmental organization with a strict hierarchical structure), you d best use this format of salutation with the person s surname:

• Dear Mr. Salomez,
• Dear Mrs. Perruci,

When you use Mr., Mrs., and Ms. and the person has a first name from which you cannot identify their gender, do your proper Google research.

If that doesn’t retrieve any clear results either, it may be a good idea to check if you can identify the person on the company's website or on their social network channels (like LinkedIn). In case that also proves fruitless, it might be worth considering using the semi-formal format:

NB! It is not a common practice, but some hiring managers and applicants may use Mx. as a gender-neutral title. So note such versions:

• Dear Mx. Richardson,

If the contact person is a woman and you are not sure of her marital status, you can use a marital-neutral title Ms.

Dear Ms. Petrova,

Go calmly with the title Mrs. only when you know for sure that the woman you are addressing is married:

Dear Mrs. Todorova,

Cover letter salutation for an unknown recipient

Your first resort should be to at least try to find out the name of the HR.

So what if you've searched in the ad on the job board, on the company website, and on their socials, but in vain?! Take heart! In that case, it is totally acceptable if you get in touch with the company – either by phone or email, express interest in the job role and kindly ask whom from the HR team you should address your application. And voilà! Then you just apply the above rules!

If that also doesn’t work for whatever reason, there's a smart way out, but how you approach it – can make or break your Cover letter!

The best way is to address it to the whole HR department while avoiding generalizations like the plague.

Example of a good greeting :

• Dear HR Team,
• Dear Hiring Manager,
• Dear HR Professional,

Addressing the team still sounds professional and on point, without putting you in the treacherous waters of writing blurry, uncertain, generic Cover letter greetings like:

• Dear Sir or Madam

Moreover, career experts believe that by using Dear HR Team , your Cover letter is much more likely to be forwarded faster to the right contact in the organization.

Why exactly does personalization in the job application matter so much?

In the times of rapidly developing personal and professional branding industries, generic is no longer a virtue. The more differentiated image a company or a job applicant has, the more he or she will be perceived as a rare find.

If aside from a strong personal and professional persona, the candidate demonstrates a profound ability to connect, well – that makes him or her already an over-the-top Acer.

Here exactly comes the meaning of using wise personalization in your Cover letter to establish a connection with the HRs in two aspects:

• Personalization by revealing, without oversharing, some details and relevant hobbies you have, that represent you in a more social and friendly manner;
• Personalization by respecting your recipient’s identity and individuality via addressing them by their name.

On a side note, let us make a disclaimer here – the fact that you personalize your Cover letter and know the individual contact of the HR does not mean you should start spamming them with questions for the position on LinkedIn or via email.

Or else – you risk dimming the good impression you have already created by your eye-catcher Cover letter.

Now that you have aced the game of writing a great connector Cover letter, let's take a look at a shortlist of a NO-NO Salutation of Cover letters that are dead-end for your application:

• To whom it may concern

In this article, you learned that you need to:

• Harness both the power of Design and professional Salutation to attract the HR to read further;
• Keep a formal, polite, yet friendly tone that lets your personality shine, without over sharing;
• Write genuinely for humans;
• Always address the HR by their name, if it is mentioned in the job ad;
• Try to find the right contact person, if you tonight know it;
• Use “Dear (first name)” or “Dear (Mr., Mrs., Ms., Mx. surname)” - when in doubt about what tone you should keep;
• Use marital-neutral title Ms., if the HR is a woman and you are not sure if she is married or not; otherwise, you can go with Mrs.;
• Consider the gender-neutral title (Dear) Mx., in case you are not sure of the recipient's gender;
• Avoid at all costs the vague and impersonal “To whom it may concern” or “Dear Sir or Madam”.

Did we get you turned on for crafting your very own stunning Cover letter?! Then check how you can do that with ease and class in our Cover letter help section!

Also keep an eye on our blog, as we regularly upload new articles to empower you to manage your career like a PRO.

• Cover Letter Guides

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Nine Modern Ways To Say “Dear Sir or Madam”

Do you feel that using “Dear Sir or Madam” as a salutation is outdated? We wholeheartedly agree! There are better and more modern alternatives you can use to start an email. Let’s dive into them!

Table of Contents

Avoid using “dear sir or madam”.

“Dear Sir or Madam” Alternatives

How To Start a Letter Without “Dear”

How To Avoid Using Informal Phrases in Professional Emails

A salutation is the opening line of an email or letter. There are numerous options you can use, but one that should be avoided at all costs is Dear Sir or Madam . That may sound harsh, and no, we don’t have a personal vendetta against this choice; it’s just that it’s an anachronism. Sure, it was an appropriate greeting in the past, but today, it’s clearly dated.

Below, we’ll elaborate on why Dear Sir or Madam is problematic and provide better and more professional alternatives you can use instead.

Let’s begin!

“Dear Sir or Madam” Alternatives 

One of the major reasons you should avoid using Dear Sir or Madam is because it accentuates the fact that you don’t know the recipient’s name. This can inadvertently make you seem careless. You should do your best to find out who will be on the receiving end of your communication. In this digital world, all it takes is a few clicks to find that information.

However, if you’ve completed a thorough online search and are still unsure of the recipient’s name, it’s better to use a job title, position, or department name.

1. Dear [Job Title/Position], 

Dear Hiring Manager , I hope this email finds you well. I’m writing to inquire about the open position posted on the company’s website.

2. Dear [Department Name], 

Dear Human Resources Department , Thank you for taking the time to create the onboarding presentation. It was extremely helpful, and I learned a lot.

3. Dear [Company Name] Representative,

Dear LanguageTool Representative , I’m writing to schedule a meeting to discuss the possibility of collaborating.

What About “To Whom It May Concern”?

To Whom It May Concern is another common alternative, but it’s also considered outdated . Again, if you’re unsure of the recipient’s name, use the options provided in this blog post.

If you’d like to start a letter or email without Dear, consider using the following greetings :

4. Good day, [Company name] Team, 

Good day, Acme Corp Team , I’m writing to discuss the potential merger. 

5. Greetings, [Department Name], 

Greetings, IT Department, Great work on solving all the issues!

6. Good morning/afternoon/evening, [Company name] Team, 

Good morning, Lanfield Logistics Team, I hope this message finds you well and ready to tackle another productive week.

Lastly, if you find yourself writing a professional email that requires a more friendly and informal tone, the following salutations don’t require using a name or job title.

7. Hello, 

Hello, I hope you’re having a splendid day. I wanted to reach out regarding an exciting opportunity.

Hi, I recently came across your organization, and I’m genuinely impressed.

9. Hey there, 

Hey there, Our mutual colleague, Jasper, provided me with your information. He thinks our businesses would do well working together, and I do, too.

How To Avoid Using Informal Phrases in Professional Emails 

When communicating with friends and family, we tend to express ourselves with casual word choices. But with bosses and colleagues, we typically use more advanced and formal vocabulary. As impressive as this linguistic switching can be, it’s not always foolproof. 

LanguageTool can help you avoid accidentally using informal language in a professional email by suggesting more suitable phrases and expressions. This means all you have to worry about is writing the message, and LanguageTool will do all the fine-tuning. 

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"Dear Sir or Madam": A Polite and Inclusive Greeting, but is the Term Still Appropriate?

In the realm of formal written communication, the phrase "Dear Sir or Madam" holds a distinct place as a courteous salutation, often used at the beginning of documents. This phrase exemplifies politeness and respect , addressing an unknown or unspecified recipient in a professional and inclusive manner.

In this blog post, we'll explore the nuances and best practices surrounding the use of "Dear Sir or Madam" in various contexts, ensuring your communication maintains the highest level of professionalism.

When is Dear Sir or Madam used?

"Dear Sir or Madam" is a salutation used in written correspondence when the identity of the recipient is either unknown or intentionally kept generic. It is a respectful way to address the reader without making gender or identity assumptions.

Helpful tip

It is wrong to put a "s" after sir or madam. Additionally, we cannot subsitute the "or" for an "and". With these two in mind, it would be incorrect to say Dear Sir/s and Madam/s.

Common Idioms/Phrases:

• "To whom it may concern": This is an alternative salutation that serves a similar purpose, used when the sender doesn't know the name or identity of the recipient.
• "Gentlemen and ladies": This phrase is sometimes used to address a mixed-gender audience formally, but it is less common than "Dear Sir or Madam."

Example sentence

• In formal correspondence, it is customary to begin with a polite salutation like "Dear Sir or Madam."
• When writing a cover letter for a job application, it's advisable to use "Dear Sir or Madam" if you don't know the hiring manager's name.
• "Dear Sir or Madam" is often used in business letters when the recipient's gender or identity is unknown.

Dear Sir or Madam's Use

From the below graph, we can see that the use of "Dear Sir or Madam" has decreased since the 2000s.

Is it acceptable to address someone as "Dear Sir or Madam"?

In short, yes, but sparingly, and with some variability in opinion.

Addressing someone as "Dear Sir" or "Dear Madam" might offend them if their gender is uncertain or if you make a mistake.

If you aim to craft an exceptional cover letter for a potential employer or an impressive business letter to a prospective client, you likely want to stand out and showcase your suitability for the role. Knowing the recipient's name, gender, and occupation is a fundamental way to demonstrate your commitment.

"Dear Sir/Madam" in Cover Letters vs. Emails

It's advisable to avoid using "Dear Sir/Madam" in both emails and cover letters. While cover letters are generally more formal than emails, some rules still apply, especially when writing to someone for the first time. Regardless of the format, maintain a formal tone and, as previously mentioned, invest time in researching the recipient's identity.

"Dear Sir or Madam" Alternatives

As it's essential to make an effort to determine the recipient's identity, here are better alternatives to the impersonal "Dear Sir or Madam," listed in order of preference:

• "Dear [First Name Last Name],"
• "Dear Mr./Ms./Dr. [Last Name],"
• "Dear [First Name]," or "Hello, [First Name]," (informal, suitable for prior acquaintances or casual settings)
• "Dear [Name of group or department],"
• "Dear [Job Title],"
• "To Whom It May Concern,"
• "Dear Sir or Dear Madam,"

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Is Dear Sir/Madam Appropriate for Cover Letters?

Have you ever wondered if using ‘Dear Madam/Sir’ is the right greeting for your cover letter?  

Why does it matter?  

Cover letters are an essential part of any job interview process which is why they must be written with due diligence from beginning to end.  

Setting a formal tone by making sure that you address the recipient with respect & using the right words is extremely crucial. Using appropriate salutations makes a strong first impression - it is indicative of a sense of professionalism & good communication skills.  

Omitting a greeting sounds informal & rude. Beginning a cover letter with a salutation is fundamental as it sets a tone for the rest of the content. 

Let us answer whether the ‘Dear Sir/Madam’ approach still works for cover letters.  

Well, it works in some cases . But here’s the thing: Dear Sir/Madam can sound very outdated at the first glance. While it still works, it is not recommended to go by this approach. Instead, make sure to personalize the cover letter & address the recruiter/hiring manager directly. 

Why should Dear sir/madam NOT be used in cover letters? 

• It is generic & outdated. Sending out numerous applications to multiple organizations with the same salutation like dear sir/madam does not increase the probability of landing an interview. What really matters is the quality & content of the cover letter. It is important to update your writing etiquettes over time according to industry standards. Make sure that your content stands out from the crowd of applicants. 
• It might not be gender inclusive. Greeting people with gender stereotypical terms might seem offensive to some. Thus, a gender-neutral opening of a cover letter should be used to be on the safer side. Rather go for the hiring manager’s name such as Dear Rohit or Dear Janette. 
• Using Sir/Madam shows lack of effort. Sending cover letters with a generic salutation tells the recipient that you are lazy & unbothered to find out the name of the person you are addressing. This is why researching about the person you are sending your cover letter to & personalizing it may increase your likelihood of landing with him/her for an interview.
• Researching & investing some time in knowing the person you are writing to is always a good idea. Starting a cover letter with a generic greeting like Dear Sir/Madam instead of referring to a particular individual is a missed opportunity to show that you have done your research well.  

What are the alternatives for using Dear Sir/Madam? 

Using Dear Sir/Madam might make the recipient feel that they are reading a scripted greeting card & it might seem strange & offensive to many. Identifying a person by his/her name is more respectful which can impact the overall perception of the content of the cover letter in a positive manner. For this reason, it is recommended to be proactive, searching for the recipient on Google, LinkedIn or the organization’s website than addressing him/her incorrectly. 

Well, fortunately, there are many alternatives in such situations, let’s see how to create a better beginning for your cover letter. 

Here are some alternative greetings for your cover letters. These are examples of general salutations that can be used instead of using ‘Dear Sir/Madam’: 

• These days, most professionals are on LinkedIn. Identify your hiring manager’s LinkedIn profile & understand if they have called out their ‘pronouns’ (e.g. - He/Him or She/Her or They/Them). Dear Ms. Liu, Dear Dr. Morgan, Dear Mr. Xen, etc. Using Mr., Ms., Dr. etc . with confirmed backing can offer due respect to the person being addressed.  
• Dear HR Manager, Dear Recruiter, etc . using this format makes the letter very generic, so when you are approaching a team & you are unaware of who all are in the HR team or Recruiting team, Dear [Department], Dear [Job title of the person] can be a good option for your cover letter.  
• To whomsoever it may concern : This approach is used in cover letters to address complete strangers. In this situation, you are not aware to which team or organization this letter may go to, which could be in the case of providing cover letters to job agencies. This approach reduces the chances of offending someone & can be used when you are addressing someone you do not know personally. It applies to any relevant party within the organization. ‘To whomsoever it may concern’ can be used as a greeting for a cover letter to an unknown person. 

Try to answer these few questions before you make a decision on the appropriate salutation to be used in your cover letters:  

• Dear “who?” – The Head of the company, the recruiter, the HR, a client, etc. It is a good idea to address the cover letter to a specific designation if you are not sure of the name of the person.  
• Gender? – Sometimes it is difficult to figure out by name, run a quick LinkedIn search to find out more about the person you wish to address the cover letter to. 
• Ending - In case you choose to start the cover letter with ‘Dear’, make sure to end with a respectful sign-off like ’Best Regards. 

Dear Sir/Madam should be avoided not only in cover letters but also in e-mails. There are a number of handy options that can be used in place of Sir/Madam & still make it sound professional. In today’s world, there are no excuses for not knowing the person you are writing to. Knowing the person’s name & gender is fundamental to showing a sense of professionalism.  

Writing a powerful cover letter salutation is important as it sets the tone & can go a long way in setting a good first impression on the recipient. A cover letter to a prospective employer should be written notably. 

How do you address your cover letters? 

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15+ Alternatives to "Dear Sir or Madam" and Appropriate Use

Want to crush your interview.

Learn how to ace your interview with superior confidence.

The greeting “Dear Sir or Madam” sounds like a formal way to begin a business letter or business email. Though, in today’s business world, the use of this salutation or greeting is considered poor business etiquette. This is considered such poor business etiquette because information regarding the name of the recipient, for emails or letters, is readily available. And the use of the term implies the specific person in mind for the letter's receipt is unknown (their name, job title, gender, marital status, and more).

The secondary reason that “Dear Sir or Madam” is an inappropriate method of starting a business letter is that it falsely assumes a preferred gender. And “To Whom It May Concern” becomes a poor alternative, where gender intent may be alleviated from the greeting, but lacks personalization.

A salutation is a letter greeting used to open the communication between an author and a reader. The most common salutation in the English language is the term “Dear,” followed by the recipient's given name (birth name) or title. In the United States, variations of this greeting include “Dear Sirs.” While the British usage of the term stays “Dear Sir or Madam.” But in both the UK and The United States, this greeting is considered borderline offensive and sexist (because it’s unclear whether the writer addresses a man or a woman). Variations of the term may include “Dear Sir/Madam,” “Dear Sirs and Madam,” “Dear Madam,” “Dear Madame,” or “Dear Sirs.”

Writing a Formal Salutation

An informal salutation is using a slang term or informal term within the greeting. For example, “Dear Ladies” or “Hey there!” are both informal greetings. These greetings would be used in a personal letter or letter to a friend, family member, or close contact. A formal salutation can be found on a cover letter, business letter, legal letter, recommendation letter, job application, or reference letter. The letter is intended to be authored for a new contact, where a formal tone to the writing indicates respect on behalf of the writer. The proper (or “right way”) to start the letter would be, “Dear Mr. Johnson” or “Dear [Mr./Mrs. Last Name]”.

In all scenarios, addressing the reader and person by their name is considered formal letter writing and proper business etiquette. When writing a cover letter salutation, it’s best to address the hiring manager by their name. This information is usually available through LinkedIn or other company “About” pages. In that instance, “Dear Mr. Johnson” would be a more appropriate greeting.

The use of “Mr.” and “Mrs.” is the utilization of a surname. By using a surname in business emails, business letters, or formal correspondence— proper business etiquette is achieved.

When a specific person or name of the contact person is unavailable, there are always better alternatives than using “Dear Sir/Madam” as the greeting. Using the cover letter example, starting the letter with “Dear Hiring Manager” is more appropriate and is a more effective cover letter greeting than “Dear/Sir Madam.”

Colon or Comma After the Greeting

When writing a formal letter, there are three options for the punctuation to use after the salutation: a colon, a comma, and an em dash. The use of a comma is most common in the English language. It looks like this:

While the colon looks like this:

Both are acceptable forms of separating the greeting from the initial paragraph or opening paragraph in the business letter, cover letter, or another formal letter. Improper use of the separator can be considered a small formality but a key indicator for the reader. For example, in a job application, this may indicate to the reader that the author has poor verbal writing skills. Use either the comma or semicolon when deciding between punctuation separators.

Dear Sir/Madam Alternatives

Alternatives to this term include using a department when addressing a company and when a general salutation is required (no available name or contact information of the letter recipient). For example:

• Dear Sales Team
• Dear Engineering Team
• Dear Legal Team
• Dear First Name

Addressing the department is one way to keep a formal greeting intact. Another method is to use the job title of the recipient as the personalization. For example, the following are perfect for a cover letter.

Cover letter alternatives

• Dear Hiring Manager
• Dear VP of Product
• Dear VP of Sales
• Dear Customer Service Team
• Dear Recruiter

In the event the author has the recipient's contact information, there are options to use the surname or exclude the surname. For example:

• Dear John Smith
• Dear Mr. Smith
• Dear Roxanne Brooks
• Dear Mrs. Brooks
• Dear Ms. Brooks

Avoiding using a surname can be beneficial when addressing a woman or lady, considering it shows respect for their marital status. It can be wrong to falsely assume, as the writer, the marital status of the reader. If the letter is being authored for a woman, it is best to avoid using a surname.

Avoid informal alternatives to the greeting. For example, “Dear Gentlemen,” “Dear Ladies,” “Hi There,” or “Hi Team.” While these sounds more enticing, they are informal and improper to use in a business conversation.

Is there an appropriate use for "Dear Sir or Madam"? No. Avoid using this greeting as an author.

How to Use Dear Sir or Madam Correctly

If you must use "Dear Sir or Madam" here is how to correctly use it. Many people use "Dear Sir or Madam" and "To Whom It May Concern" interchangeably. It's not advised to use those at all. Though, if you have to. Here is the only place where it's appropriate to use the term.

Ideally, when sending an email to a company email address on behalf of another business. Where the receiver of the email will route the message to the correct party.

If you know the name of the party. Or have some idea who might know their name, it's best to reach out to that person rather than using the salutation. You can even say, "Dear Company Name."

Again, if you can avoid using the greeting, great. It might not leave a lasting positive impression upon the recipient. In situations where the recipient does not know the sender, they might assume it's a stranger. And dismiss the email entirely. This goes for job applicants who try to use the salutation for their cover letters.

More Alternatives to Common Phrases

• Hello Everyone
• Thank You For Your Consideration
• Thank You For Your Time
• Best Regards
• Warm Regards
• I Hope This Email Finds You Well
• Dear Sir or Madam

About the author

Patrick Algrim is a Certified Professional Resume Writer (CPRW), NCDA Certified Career Counselor (CCC), and general career expert. Patrick has completed the NACE Coaching Certification Program (CCP). And has been published as a career expert on Forbes , Glassdoor , American Express , Reader's Digest , LiveCareer , Zety , Yahoo , Recruiter.com , SparkHire , SHRM.org , Process.st , FairyGodBoss , HRCI.org , St. Edwards University , NC State University , IBTimes.com , Thrive Global , TMCnet.com , Work It Daily , Workology , Career Guide , MyPerfectResume , College Career Life , The HR Digest , WorkWise , Career Cast , Elite Staffing , Women in HR , All About Careers , Upstart HR , The Street , Monster , The Ladders , Introvert Whisperer , and many more. Find him on LinkedIn .

Fact checked: Our small and dedicated team rigorously evaluates every article, guide, and reference to ensure the information is accurate and factual. Learn more .

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