How to Address a Cover Letter: Complete Formatting Guide

The way you address a cover letter sets the tone for everything that follows. Before hiring managers even read your compelling arguments for why you’re the perfect candidate, they’ll notice whether you’ve formatted your letter professionally, addressed it to the right person, and demonstrated attention to the details that matter in business communication.

Getting the address and salutation right might seem like a minor formality, but it’s actually your first opportunity to demonstrate professionalism, thoroughness, and genuine interest in the position. A cover letter addressed to “To Whom It May Concern” tells a very different story than one addressed to “Dear Ms. Johnson, Hiring Manager for the Marketing Coordinator Position.”

Understanding Cover Letter Header Structure

A properly formatted cover letter includes several address-related components, each with its own conventions and purposes. Understanding the complete header structure ensures your letter looks professional from top to bottom.

Your Contact Information

Your cover letter begins with your own contact information at the top. This section serves as both a practical reference for the employer and an organizational element that establishes the letter’s professional format.

Essential elements:

• Your full name
• Phone number
• Professional email address
• City and state (full address optional)
• LinkedIn URL (optional but recommended)
• Portfolio or website (if relevant)

Formatting options:

Traditional left-aligned:

Jennifer Mitchell
(555) 123-4567
[email protected]
Chicago, IL
linkedin.com/in/jennifermitchell

Centered header:

               Jennifer Mitchell
       (555) 123-4567 | [email protected]
        Chicago, IL | linkedin.com/in/jennifermitchell

Right-aligned with letterhead style:

                                    Jennifer Mitchell
                                    (555) 123-4567
                                    [email protected]
                                    Chicago, IL

All three formats are acceptable. Choose the approach that matches your resume formatting for a cohesive application package.

The Date Line

Below your contact information, include the date you’re submitting the cover letter. This establishes when you applied and becomes part of the formal record.

Format options:

• November 3, 2024 (US standard)
• 3 November 2024 (international style)
• 11/03/2024 (avoid—too informal for cover letters)

Use the full month name spelled out. Leave one blank line between your contact information and the date.

The Recipient’s Address Block

Below the date, the recipient’s address block identifies who should receive your letter and where they work. This section demonstrates that you’ve researched the company and are directing your application intentionally.

Complete recipient address block:

Ms. Sarah Johnson
Director of Human Resources
Acme Corporation
123 Business Boulevard, Suite 400
New York, NY 10001

When you don’t have the full address:

Ms. Sarah Johnson
Director of Human Resources
Acme Corporation

Or simply:

Hiring Manager
Acme Corporation Marketing Department

Include as much information as you can find, but don’t invent details. Having partial information is better than having no recipient block at all.

The Salutation Line

The salutation is your actual greeting—the “Dear” line that opens your letter’s body. This element carries significant weight because it’s the transition between formal structure and personal communication.

Leave one blank line after the recipient address block before the salutation, and end the salutation with a colon (more formal) or comma (slightly less formal).

Finding the Right Person to Address

Addressing your cover letter to a specific person significantly increases its impact. “Dear Ms. Johnson” signals that you’ve done your homework, while generic greetings suggest a mass-mailed application.

Research Strategies

Check the job posting carefully: Job listings sometimes name the hiring manager, recruiter, or team lead. Look for phrases like “reports to” or “direct inquiries to.”

Company website exploration: Visit the company’s “About” or “Team” page to identify relevant leaders. LinkedIn can help you verify names and current positions.

LinkedIn research: Search for the company on LinkedIn, then look at employees. Filter by department (e.g., “Human Resources at [Company]”) to find likely recipients.

Call the company: For positions you’re serious about, calling the main line to ask “Who should I address my application to for the [Job Title] position?” is perfectly appropriate.

Use your network: If you have contacts at the company or in the industry, ask who handles hiring for the relevant department.

Information to Gather

When researching, try to find:

Name and title: Both help you craft the appropriate salutation and demonstrate your research.

Gender and pronouns: This helps you use the correct honorific (Mr., Ms., etc.). When uncertain, alternatives exist (discussed below).

Correct spelling: Names matter. Double-check spelling before using any name—errors here are particularly damaging.

Current position: People change roles. Verify the person you’re addressing is still in the position you found them in.

When You Can’t Find a Name

Despite thorough research, sometimes you simply cannot identify the appropriate recipient. This happens when:

• The company is large and HR processes applications centrally
• Job postings deliberately obscure hiring manager identity
• The position reports to a yet-to-be-determined manager
• The company’s structure is opaque

In these cases, alternatives to specific names become necessary. We’ll cover these options in detail below.

Salutation Options: From Best to Acceptable

Not all salutations are created equal. Here’s a hierarchy of options from most to least preferred.

The Gold Standard: Specific Name with Title

Examples:

• Dear Ms. Johnson:
• Dear Mr. Chen:
• Dear Dr. Williams:
• Dear Professor Martinez:

This approach demonstrates research, personalizes your letter, and creates immediate connection. It’s always the best option when you can find accurate information.

Using the Full Name

When you’re uncertain about gender or prefer to avoid gendered honorifics:

Examples:

• Dear Sarah Johnson:
• Dear Alex Chen:
• Dear Jordan Williams:

This approach is increasingly common, particularly for names that don’t clearly indicate gender or when you want to avoid assumptions. It’s professional, respectful, and eliminates the risk of incorrect honorifics.

Addressing by Title

When you know the role but not the specific person:

Examples:

• Dear Hiring Manager:
• Dear Marketing Director:
• Dear Human Resources Director:
• Dear Recruiting Team:

This option shows you’ve thought about who will read your letter, even without a specific name.

Department-Based Addressing

When you know the relevant department:

Examples:

• Dear Marketing Team:
• Dear Engineering Department:
• Dear Human Resources:

This approach is less personal but more targeted than completely generic options.

Generic Greetings (Use as Last Resort)

When you truly have no information:

Examples:

• Dear Hiring Committee:
• Dear Recruitment Team:
• Dear Selection Committee:

While not ideal, these options are preferable to outdated conventions like “To Whom It May Concern.”

The “To Whom It May Concern” Question

“To Whom It May Concern” was once standard for business correspondence when the recipient was unknown. Today, this greeting is considered outdated, impersonal, and even lazy by many hiring managers.

Why It Falls Short

Signals minimal effort: In the age of LinkedIn and company websites, “To Whom It May Concern” suggests you didn’t try to find a better alternative.

Lacks warmth: The phrase is formal to the point of coldness, creating distance between you and the reader before your letter even begins.

Applies to anyone: The phrase literally means the letter is for whoever it concerns—not exactly the personalized approach that makes candidates stand out.

When It Might Still Be Acceptable

Despite its drawbacks, “To Whom It May Concern” may still be appropriate for:

• General letters of recommendation (not job-specific)
• Inquiry letters to unknown recipients
• Situations where generic correspondence is expected
• Some international contexts where it remains standard

For job applications specifically, avoid this greeting if any alternative exists.

Better Alternatives

If you absolutely cannot find specific information, these alternatives sound more contemporary:

• Dear Hiring Manager:
• Dear Hiring Team:
• Dear Recruitment Team:
• Dear [Company Name] Team:
• Dear Selection Committee:

All of these options acknowledge that an actual person or team will read your letter, unlike the passive “To Whom It May Concern.”

Honorifics: Mr., Ms., Dr., and More

Choosing the correct honorific demonstrates both attention to detail and respect for your reader. Getting it wrong can undermine an otherwise strong letter.

Standard Professional Honorifics

Ms.: The standard honorific for women in professional contexts. Use this unless you know the person prefers Mrs. or Miss.

Mr.: The standard honorific for men.

Dr.: Use for anyone with a doctoral degree (PhD, MD, JD, etc.) who uses the title professionally. When in doubt, err on the side of using Dr.—people rarely object to having their credentials acknowledged.

Professor: Appropriate for academic positions, particularly at colleges and universities.

Handling Uncertainty About Gender

When you have a name but are uncertain about gender or pronouns:

Option 1: Use the full name without honorific

• Dear Morgan Smith:
• Dear Jordan Williams:

Option 2: Research further

• Check LinkedIn profiles for pronouns or photos
• Look for media mentions or company bios
• See how others refer to them in company publications

Option 3: Use title instead of honorific

• Dear Hiring Manager Morgan Smith:
• Dear Director Jordan Williams:

Avoid guessing. Using the wrong honorific is worse than using none at all.

International Considerations

If applying to companies in other countries, research local conventions:

UK: Mr/Mrs/Ms (no periods) is standard Germany: Include academic titles (Dr., Prof. Dr.) Japan: San suffix conventions differ from Western honorifics France: Madame and Monsieur remain common

When in doubt, using the full name without honorific is internationally acceptable.

Formatting the Complete Address Block

Proper visual formatting of your address block ensures your cover letter looks professional and organized.

Standard Spacing

[Your Contact Information]
                                           (one blank line)
[Date]
                                           (one blank line)
[Recipient Name]
[Recipient Title]
[Company Name]
[Company Address Line 1]
[Company Address Line 2]
                                           (one blank line)
Dear [Recipient]:
                                           (one blank line)
[Body of letter begins...]

Alignment Conventions

Left-aligned: All elements align to the left margin. This is the most common modern format and works well for electronic submission.

Modified block: Date and closing align to the right or center, while addresses remain left-aligned. This traditional format adds visual interest but is less common today.

Full block: Everything aligns left with no indentation for paragraphs. This is the standard business letter format.

For most job applications, left-aligned full block format is recommended because it’s clean, professional, and displays well across different devices and printing situations.

Font and Formatting Consistency

Your cover letter’s visual elements should match your resume:

• Same font family
• Same header style
• Consistent use of bold, italics, and sizing
• Matching color scheme (if any)

This consistency creates a cohesive application package that appears intentional and polished.

Email Cover Letters: Modified Addressing

When submitting via email, whether as the email body or an attachment, addressing conventions shift slightly.

Cover Letter in Email Body

When your cover letter IS the email:

Skip your contact information header: Your email signature and the “From” field provide this.

Date is optional: The email timestamp serves this purpose.

Skip the recipient address block: The “To” field provides this.

Begin with salutation: Your email starts with “Dear [Recipient]:”

Example email cover letter structure:

Subject: Application for Marketing Coordinator Position - Jennifer Mitchell

Dear Ms. Johnson:

[Body of your cover letter]

Best regards,

Jennifer Mitchell
(555) 123-4567
[email protected]
linkedin.com/in/jennifermitchell

Cover Letter as Email Attachment

When attaching your cover letter as a separate document:

The attachment should include full formatting: Include your contact information, date, and recipient address block as you would in a printed letter.

The email becomes your introduction: The body of your email is a brief message introducing the attached materials.

Example email with attached cover letter:

Subject: Application for Marketing Coordinator Position - Jennifer Mitchell

Dear Ms. Johnson,

Please find attached my cover letter and resume for the Marketing Coordinator position posted on LinkedIn. I'm excited about this opportunity to contribute to Acme Corporation's marketing team.

Thank you for your consideration. I look forward to hearing from you.

Best regards,
Jennifer Mitchell

Subject Line Best Practices

Your email subject line serves as a primary identifier. Make it clear and complete:

Good subject lines:

• Application for Marketing Coordinator Position - Jennifer Mitchell
• Marketing Coordinator Application - Jennifer Mitchell
• Referred by John Smith: Marketing Coordinator Position

Avoid:

• Job Application
• Resume
• Position Interest
• (No subject)

Include the position title and your name at minimum. If you have a referral or application ID, include that as well.

Addressing Multiple Recipients

Some situations involve multiple decision-makers. Here’s how to handle them.

When Multiple People Are Named in Posting

If the job posting names several contacts:

Address the most senior or relevant person:

• If one person is the hiring manager and another is HR, address the hiring manager
• If unclear, address the first person named

Or address them together:

• Dear Ms. Johnson and Mr. Chen:
• Dear Hiring Team:

When Applying to a Committee

For positions with formal selection committees:

• Dear Selection Committee:
• Dear Search Committee:
• Dear Hiring Committee:

These collective greetings acknowledge the group dynamic while remaining appropriately formal.

When Copying Others

If you’re CC’ing someone on your application (like a referrer), mention them in your letter:

“As discussed with John Smith [CC’d], I’m applying for…”

Industry-Specific Conventions

Different industries sometimes have different expectations for cover letter addressing.

Legal Profession

Law firms often expect heightened formality:

• Use “Esquire” (Esq.) for attorneys when appropriate
• “Partner” or specific practice group may be mentioned
• Traditional formatting is often preferred

Academic Positions

Academic cover letters should:

• Use Dr. or Professor for PhD holders
• Address department chairs or search committee chairs
• Follow any specific instructions in the job posting precisely

Creative Industries

Creative fields may allow more flexibility:

• First-name salutations sometimes acceptable at agencies
• Tone can be slightly less formal
• Unique formatting may be valued—but stay professional

Government and Nonprofit

These sectors often expect:

• Formal structure and addressing
• Strict adherence to posting instructions
• Committee or panel addressing when specified

Resources like 0portfolio.com can help you create professional cover letter templates that adapt to different industry standards and conventions.

Common Addressing Mistakes to Avoid

Learning from others’ errors can help you sidestep preventable problems.

Misspelling the Recipient’s Name

Nothing undermines your attention to detail more than misspelling the name of the person you’re trying to impress. Triple-check any names you include.

Wrong Gender Honorific

Using “Mr.” for a woman or “Ms.” for a man signals either carelessness or bias. When uncertain, use the full name without honorific.

Outdated or Wrong Title

People get promoted, change departments, or leave companies. Verify that your information is current before addressing your letter.

Inconsistent Information

If your salutation says “Dear Ms. Johnson” but your body text says “Dear Sarah,” you’ve got a problem. Maintain consistency throughout.

Overly Casual Greetings

“Hey there,” “Hi!,” “Hello [First Name],” and similar casual greetings are too informal for cover letters, even at relaxed companies.

Assuming Email Means Less Formal

Email submission doesn’t change the fact that your cover letter is a formal business document. Maintain proper addressing regardless of delivery method.

Checklist Before Sending

Before submitting your cover letter, verify:

Name accuracy:

• Recipient name is spelled correctly
• You’ve used the appropriate honorific
• Name matches throughout the letter

Contact information:

• Your phone number is correct
• Your email address is accurate
• LinkedIn URL works and is current

Formatting:

• Date is current
• Proper spacing between elements
• Consistent alignment throughout
• Matches resume formatting

Salutation:

• Appropriate for level of formality
• Punctuation is correct (colon or comma)
• Flows naturally into opening paragraph

Email-specific (if applicable):

• Subject line is clear and complete
• Attachment is actually attached
• File name is professional

Conclusion: First Impressions Matter

How you address your cover letter communicates as much as the content that follows. A properly addressed letter signals professionalism, attention to detail, and genuine interest in the position. A poorly addressed letter—or one with errors in the recipient’s name—can undermine even the strongest qualifications.

Take the time to research the appropriate recipient. When you can’t find a specific name, choose a thoughtful alternative over generic options like “To Whom It May Concern.” Format your letter professionally, double-check all details, and ensure consistency between your cover letter, resume, and email communication.

These details may seem small, but they contribute to the overall impression you make on hiring managers. In competitive job markets, the candidates who get callbacks are often those who got everything right—including the address at the top of their cover letter.