Proper Cover Letter Salutation

Introduction

The salutation of your cover letter—those few words of greeting before you launch into your pitch—might seem like a minor detail. After all, what matters is the substance of your letter, right? But first impressions happen fast, and your salutation is the first impression within your first impression. The wrong greeting can make you seem careless, out of touch, or unwilling to put in basic effort. The right greeting sets a professional tone and demonstrates attention to detail from the very first line.

Choosing the proper cover letter salutation involves navigating several considerations: Do you know the recipient’s name? What title should you use? How formal should you be? What if you don’t know who will read your letter? What if you don’t know the recipient’s gender? These questions have become more complex in an era of diverse workplace norms, remote hiring processes, and evolving conventions around titles and formality.

This comprehensive guide will walk you through every aspect of cover letter salutations. We’ll explore the best greetings for different situations, how to research recipient names, how to handle uncertainty about gender or titles, what to avoid entirely, and how to adapt your salutation to different industries and contexts. By the end, you’ll know exactly how to greet any hiring manager in any situation—starting your cover letter on the strongest possible note.

The Importance of Getting It Right

Why Salutations Matter

You might wonder why anyone would care about a few words of greeting. Here’s why it matters more than you might think:

First Impressions Are Fast Readers form impressions within seconds of starting to read. A sloppy or inappropriate salutation creates an immediate negative impression that colors everything that follows.

Demonstrates Attention to Detail Getting the salutation right shows you’ve put thought and effort into your application. Getting it wrong suggests you might be careless in your work as well.

Shows Respect for the Reader A proper salutation respects the recipient and their time. It acknowledges them as an individual rather than treating the letter as a generic form submission.

Sets the Tone Your salutation establishes the tone for the entire letter. An overly casual greeting undermines a professional message; an overly formal greeting can feel stiff and distant.

Avoids Instant Rejection Some hiring managers will reject letters immediately based on egregious salutation errors. While this might seem harsh, these gatekeepers view it as a baseline competency test.

What Hiring Managers Notice

Research and recruiter feedback reveal what hiring managers actually notice about salutations:

They Notice When You Found Their Name Taking the time to identify and correctly use the recipient’s name signals genuine interest and research skills.

They Notice Misspellings Misspelling a name is nearly unforgivable when it appears in LinkedIn profiles, company websites, and job postings. Double-check every letter.

They Notice Wrong Genders or Titles Assuming gender based on name alone can backfire. Using the wrong title (Ms. when they’re Dr., for example) shows lack of research.

They Notice Overly Generic Salutations “To Whom It May Concern” screams template. It suggests you’re mass-mailing applications without research.

They Notice Inappropriate Informality “Hey there!” or “Hi John!” in a cover letter can seem presumptuous or unprofessional, depending on context.

The Best Cover Letter Salutations

When You Know the Recipient’s Name

Having a specific name is ideal. Here are your best options:

“Dear [Title] [Last Name],”

This is the gold standard—professional, specific, and appropriately formal for most business contexts.

Examples:

• Dear Ms. Johnson,
• Dear Mr. Smith,
• Dear Dr. Williams,
• Dear Professor Chen,

“Dear [First Name] [Last Name],”

This works when you’re uncertain about preferred titles or when the company culture seems less formal.

Examples:

• Dear Sarah Johnson,
• Dear Michael Chen,

This option avoids the gender question while still being personal and professional.

“Dear [First Name],”

Appropriate when the company culture is clearly casual, when you’ve had prior communication, or when the job posting uses first names.

Examples:

• Dear Sarah,
• Dear Michael,

Use this sparingly and only when confident about the culture. When in doubt, be more formal.

When You Don’t Know the Recipient’s Name

Sometimes you simply cannot find the specific person who will review your application. Here are your best options:

“Dear Hiring Manager,”

The most commonly accepted alternative when you don’t have a name. It’s professional, direct, and acknowledges the person’s role.

“Dear [Department] Team,”

A reasonable alternative that feels slightly warmer than “Hiring Manager.”

Examples:

• Dear Marketing Team,
• Dear Engineering Team,
• Dear HR Team,

“Dear [Company Name] Recruiting Team,”

Personalizes slightly by including the company name.

Examples:

• Dear Acme Corp Recruiting Team,
• Dear Google Recruiting Team,

“Dear Hiring Committee,”

Appropriate for academic positions, government roles, or situations where you know multiple people will review applications.

Titles and Honorifics

Standard Titles:

• Mr. – For men
• Ms. – For women (preferred over Mrs. or Miss, which specify marital status)
• Dr. – For those with doctoral degrees
• Professor – For academic faculty

When to Use Professional Titles:

• Always use Dr. for those with doctoral degrees (PhD, MD, JD, etc.)
• Use Professor for academic faculty members
• Use professional titles when they’re used in the person’s email signature or LinkedIn profile
• When in doubt, using their full name without a title is safe: “Dear Jennifer Williams,”

Avoiding Gender Assumptions: If you’re unsure of someone’s gender based on their name:

• Use their full name: “Dear Jordan Smith,”
• Check their LinkedIn for pronouns or photos
• Look for contextual clues in company bios
• Default to full name if still uncertain

Contemporary Considerations

Gender-Neutral Options:

For recipients who use they/them pronouns or when gender is unknown:

• Dear [First Name] [Last Name],
• Dear Mx. [Last Name], (pronounced “mix”)
• Dear [First Name],

International Considerations:

When writing to recipients in other countries:

• Research appropriate titles and conventions
• When in doubt, “Dear [Full Name]” is universally safe
• Be aware that formality expectations vary by culture

What to Avoid in Cover Letter Salutations

Absolutely Avoid These

“To Whom It May Concern”

This outdated phrase screams lack of effort. It was appropriate when you physically mailed letters without knowing who would open them. In the digital age, it suggests you couldn’t be bothered to research.

“Dear Sir or Madam”

Similarly outdated and problematic. It assumes binary gender and feels like it belongs in the 19th century. Additionally, it’s impersonal and overly generic.

“Dear Sir”

Never assume the recipient is male. Beyond being presumptuous, many hiring managers and HR professionals are women. This can immediately alienate a significant portion of potential readers.

“Hello!” or “Hi!”

Too casual for most cover letter contexts. This isn’t a text message or casual email—it’s a professional job application document.

“Hey [Name]”

Even more casual and inappropriate than “Hello.” This level of informality undermines the professionalism of your application.

“Dear HR”

Impersonal and slightly odd. If you don’t have a name, “Dear Hiring Manager” or “Dear HR Team” is better.

“To [Company Name]”

Companies don’t read letters; people do. Address a person or team, not the organization itself.

“Dear Friend”

Bizarrely inappropriate. You’re not friends with the hiring manager (at least not yet).

Leaving Out the Salutation Entirely

Starting your letter without any greeting seems abrupt and impolite. Always include a salutation.

Common Mistakes to Fix

Misspelling the Name Triple-check spelling. Look at the job posting, company website, and LinkedIn profile. Names are personal, and misspelling them is disrespectful.

Wrong Gender Don’t assume gender based on names alone. “Pat,” “Jordan,” “Alex,” and many other names are gender-neutral. When uncertain, use the full name without a title.

Wrong Title Research before choosing a title. Using “Ms.” for someone who prefers “Dr.” or “Professor” suggests lack of thoroughness.

Excessive Formality “Dear Most Esteemed and Honorable Director of Human Resources” is over-the-top. Keep it simple and professional.

Punctuation Errors Use a comma after the salutation in American English: “Dear Ms. Johnson,” Using a colon is also acceptable: “Dear Ms. Johnson:” Avoid periods or exclamation points.

How to Research the Right Person

Finding the Hiring Manager’s Name

When no name is provided in the job posting, detective work is required:

Check the Job Posting Carefully Sometimes the name is there but not obvious—in a contact section, at the bottom of the listing, or in instructions for applying.

Search the Company Website Look at:

• Leadership or team pages
• About us sections
• Department directories
• Press releases or news sections

Use LinkedIn

Search for:

• The job title mentioned + company name
• “[Company] hiring manager [department]”
• “[Company] head of [department]”
• “[Company] recruiter”

Check who posted the job listing on LinkedIn—this person may be your best contact.

Call the Company

A brief, professional call can work: “Hello, I’m preparing an application for your [Position] opening. Could you tell me who I should address my cover letter to?”

This demonstrates initiative, though it’s not always successful.

Check the Email Address

If the job posting includes an application email like “[email protected],” you’ve likely found your recipient’s name.

Industry Research

For smaller companies or niche industries:

• Trade publications
• Industry association directories
• Conference speaker lists
• Professional networking events

When You Can’t Find a Name

Sometimes, despite best efforts, you genuinely cannot find the recipient’s name:

• Large companies may have multiple potential reviewers
• ATS systems often make the first screening, not humans
• Some companies deliberately don’t share hiring manager names
• The role may report to someone not yet determined

In these cases, “Dear Hiring Manager” remains your best professional option. Don’t agonize over it—your energy is better spent making the rest of your letter compelling.

Industry and Context Considerations

Formal Industries

Law, Finance, Medicine, Government: Lean toward greater formality:

• Use titles (Mr., Ms., Dr.)
• “Dear” is appropriate
• Avoid first-name-only salutations unless you have prior rapport

Example: “Dear Mr. Harrison,” or “Dear Dr. Williams,“

Creative and Tech Industries

Advertising, Tech Startups, Design, Entertainment: More flexibility toward informality, but still professional:

• Full name without title often works well
• First names may be acceptable if culture clearly supports it
• “Hello” can be acceptable in very casual environments

Example: “Dear Alex Martinez,” or potentially “Hello Jordan,“

Academia

Universities and Research Institutions: Use academic titles consistently:

• Always use “Dr.” or “Professor” for faculty
• “Dear Professor Smith,” is appropriate
• “Dear Dr. Chen,” for doctoral holders
• “Dear Search Committee,” for faculty searches

Example: “Dear Professor Williams,” or “Dear Dr. Johnson,“

International Applications

Adapting to Global Contexts:

• Research country-specific norms
• Err toward greater formality when uncertain
• Be aware of title conventions (some countries emphasize professional titles more than others)
• “Dear [Full Name]” is generally safe internationally

Startups vs. Corporations

Startups: Often more casual, but don’t assume:

• Check the job posting tone
• Review company website and social media
• When in doubt, professional is always safe

Large Corporations: Generally more formal:

• Titles are usually appropriate
• “Dear” is expected
• Research the specific team culture if possible

Special Scenarios

When Applying to Multiple Departments

If you’re applying to the same company for multiple positions with different hiring managers:

• Customize each salutation for its recipient
• Never use a generic salutation just because you’re applying to multiple roles
• Each letter should feel individually tailored

When Following Up on Referrals

If someone referred you:

• You can mention the referral in your first line
• Still use a professional salutation
• The referral connection doesn’t justify unusual casualness

Example: “Dear Ms. Johnson,

Sarah Chen suggested I reach out regarding the Marketing Manager position…”

When You’ve Had Previous Contact

If you’ve previously emailed, met at a networking event, or spoken by phone:

• You can be slightly less formal
• First names become more acceptable
• Reference the previous interaction early in your letter

Example: “Dear Michael,

It was great speaking with you at the industry conference last week…”

When Names Are Clearly Non-Standard

Some job postings or contacts might have unusual names or formats. Respect them:

• Use the name as they’ve written it
• Don’t “correct” what you perceive as typos
• When uncertain, full name without title is safe

When Applying Through ATS Systems

Many applications are submitted through Applicant Tracking Systems:

• Still include a proper salutation—humans will eventually read your letter
• “Dear Hiring Manager” is fine when names aren’t provided
• Don’t omit the salutation just because it’s a digital submission

Building the Complete Opening

Salutation + First Sentence Flow

Your salutation should flow naturally into your opening sentence. Using professional tools like 0portfolio.com can help you craft cover letters with proper formatting and compelling openings. Consider the flow:

Strong Flow: “Dear Ms. Johnson,

I am writing to apply for the Marketing Manager position at Acme Corp, where I can bring my 8 years of digital marketing experience to support your growth initiatives.”

Awkward Flow: “Dear Ms. Johnson,

Hello there! I saw your job posting and wanted to reach out about possibly working for your company because I think I would be great!”

Formatting After the Salutation

Punctuation:

• Use a comma: “Dear Ms. Johnson,”
• Or a colon: “Dear Ms. Johnson:”
• Either is acceptable in American business writing

Spacing:

• Double-space between the salutation and the first paragraph
• Or use single spacing with a blank line
• Match the formatting style used throughout your letter

Capitalization:

• Capitalize the first letter of “Dear”
• Capitalize titles and names
• “Dear Hiring Manager,” not “dear hiring manager,“

Conclusion

The proper cover letter salutation requires balancing professionalism, personalization, and practical considerations. When possible, address your letter to a specific person by name—this demonstrates research, initiative, and genuine interest. When you cannot find a name despite reasonable effort, “Dear Hiring Manager” remains the professional default.

Avoid outdated phrases like “To Whom It May Concern” and assumptions about gender. Use appropriate titles, double-check spelling, and match the formality level to your industry and the specific company culture. When uncertain, err toward greater formality—it’s rarely wrong, while being too casual can backfire.

Remember that your salutation sets the tone for everything that follows. A proper greeting establishes you as someone professional, thoughtful, and detail-oriented before the hiring manager reads a single word of your qualifications. That’s a powerful advantage to capture in just a few words.

Take the extra minutes to research, verify, and properly format your salutation. This small investment of effort demonstrates exactly the kind of thoroughness employers want to see in candidates—and ensures your cover letter makes a strong first impression from the very first line.

Quick Reference: Salutation Cheat Sheet

Best Options (When You Know the Name):

• Dear Ms./Mr./Dr. [Last Name],
• Dear [First Name] [Last Name],

Best Options (Unknown Recipient):

• Dear Hiring Manager,
• Dear [Department] Team,
• Dear Recruiting Team,

Avoid:

• To Whom It May Concern
• Dear Sir or Madam
• Dear Sir
• Hey/Hi there!
• No salutation at all

Always:

• Verify name spelling
• Verify appropriate title
• Use proper punctuation
• Research when possible

Frequently Asked Questions

What if the job posting says “No phone calls”—can I still research the name? Yes. The restriction typically applies to calling about application status. Online research, checking LinkedIn, and reviewing company websites are always appropriate.

Should I use “Mrs.” if I know the recipient is married? Generally, “Ms.” is preferred in professional contexts because it doesn’t reference marital status. Use “Mrs.” only if you know the recipient explicitly prefers it.

What if I find multiple possible hiring managers? If you can’t determine which person will review your application, “Dear Hiring Manager” is better than guessing. Alternatively, if one person is more likely, address them specifically.

Is it ever okay to use just a first name? Yes, but only in clearly casual environments, when you have prior rapport, or when the job posting explicitly sets a casual tone. When uncertain, be more formal.

What about “Good morning” or “Good afternoon” as salutations? These are too casual for cover letters and become inaccurate depending on when the letter is read. Stick with “Dear.”

Should I address the recruiter or the hiring manager? When you can identify both, addressing the hiring manager is generally better—they’re the decision-maker. However, if the recruiter is your primary contact, addressing them is also appropriate.

What if the recipient uses Mx. or a non-binary title? Use their preferred title with confidence: “Dear Mx. Johnson,” is perfectly professional. If you know they use they/them pronouns, using their full name works well too.

Is “Hello [Name]” ever appropriate? In very casual industries or when following prior casual email exchanges, “Hello” can work. For traditional cover letters to unknown recipients, “Dear” remains preferred.