Using “Dear Sir or Madam” for a Cover Letter: Is It Still Appropriate?

The salutation “Dear Sir or Madam” has long been a staple of formal business correspondence. Generations of job seekers have opened cover letters with this phrase when they didn’t know the specific recipient’s name. But as workplace norms evolve and language conventions shift, the question arises: is “Dear Sir or Madam” still appropriate for today’s cover letters?

The short answer is that “Dear Sir or Madam” remains grammatically correct and inoffensive, but it’s increasingly viewed as outdated and impersonal. Many hiring managers and recruiters consider it a sign that the applicant didn’t invest effort in researching who to address. Better alternatives exist that feel more contemporary while maintaining appropriate formality.

This guide explores the evolution of cover letter salutations, analyzes when “Dear Sir or Madam” might still be acceptable, and provides modern alternatives that create stronger first impressions with potential employers.

The Problems with “Dear Sir or Madam”

Several issues have contributed to the declining acceptance of this once-standard salutation.

It sounds dated. Language evolves, and phrases that were standard a generation ago now sound old-fashioned. “Dear Sir or Madam” carries a formal, almost Victorian tone that feels disconnected from contemporary workplace communication.

It suggests lack of effort. In an era when company websites list staff, LinkedIn provides professional connections, and job postings often identify contacts, using “Dear Sir or Madam” may signal that you didn’t try to find the right person to address. Hiring managers may wonder: if you couldn’t be bothered to research the salutation, how much effort will you put into the job?

It assumes binary gender. The phrase addresses only “Sir” (male) or “Madam” (female), potentially excluding or misaddressing non-binary individuals. While some consider this concern minor, many organizations—particularly those emphasizing diversity and inclusion—prefer language that doesn’t assume gender binaries.

It’s impersonal. A salutation is your first communication with a potential employer. Starting with something generic signals this is a mass mailing rather than a targeted application for a position you’re genuinely excited about.

It may trigger filtering. Some recruiters and hiring managers automatically view “Dear Sir or Madam” negatively. Whether through ATS configurations or personal biases, this salutation might count against you before anyone reads your qualifications.

When “Dear Sir or Madam” Might Still Be Acceptable

Despite these concerns, certain situations may warrant using “Dear Sir or Madam” or make it more acceptable.

Applying to very traditional industries. Conservative fields like law, government, or certain financial institutions may still value traditional formal correspondence. In these contexts, “Dear Sir or Madam” reads as appropriately formal rather than dated.

International applications. Different cultures have different correspondence norms. In some regions, “Dear Sir or Madam” remains standard and expected. Research conventions for your target country rather than assuming American or British preferences apply universally.

When you’ve genuinely exhausted other options. If you’ve searched the company website, LinkedIn, the job posting, and professional networks without identifying an appropriate contact, a formal generic salutation is better than guessing or leaving the salutation blank.

For applications to large bureaucracies. When applying to large organizations with complex HR structures, particularly for positions that might be screened by multiple people, identifying a single addressee may be impossible.

When the posting explicitly invites general applications. Some job advertisements deliberately omit contact information to manage application volume. In these cases, generic salutations are expected.

Even in these situations, consider whether alternatives might serve you better. “Dear Sir or Madam” is rarely the best option; it’s simply sometimes an acceptable one.

Better Modern Alternatives

Contemporary cover letter salutations tend to be less formal while remaining professional. Consider these options:

“Dear Hiring Manager”

This is perhaps the most widely accepted alternative. It’s appropriately formal, acknowledges you don’t know the specific recipient, and avoids gender assumptions. It’s become standard enough that it raises no concerns while signaling you understand modern conventions.

Example: “Dear Hiring Manager:”

“Dear [Department] Team”

Addressing the relevant team adds slight personalization while acknowledging you don’t know the specific reviewer.

Examples:

• “Dear Marketing Team:”
• “Dear Human Resources Team:”
• “Dear Customer Service Department:”

“Dear [Job Title]”

If you know the title of the person reviewing applications but not their name, addressing the title can work.

Examples:

• “Dear Hiring Director:”
• “Dear Talent Acquisition Manager:”
• “Dear Department Head:”

“Dear Search Committee”

For academic positions or roles where committee review is standard, this acknowledges the likely process.

Example: “Dear Search Committee:”

“Dear [Company Name] Team”

This adds company-specific personalization while remaining appropriately generic.

Example: “Dear Innovatech Solutions Team:”

Simply “Hello” or “Greetings”

For companies with less formal cultures, particularly in tech, startups, or creative industries, a simple “Hello,” or “Greetings,” may be appropriate. Research the company’s tone before using this approach.

Strategies for Finding the Right Contact

The best salutation is a specific person’s name. These strategies help identify who to address:

Check the job posting carefully. Many postings include a contact name, either in the job description, application instructions, or company information section.

Research on LinkedIn. Search for the company and job function. People in recruiting, HR, or the relevant department often appear. If you find someone likely to receive applications, you can address them directly.

Review the company website. Team pages, staff directories, or “About Us” sections may identify relevant contacts. Even if you can’t find the specific hiring manager, you might find the department head.

Call the company. A brief, professional call to ask who handles applications for the position can yield the name you need. “I’m applying for the [Position] role and want to address my cover letter appropriately. Could you tell me who’s managing applications for this position?”

Use LinkedIn connections. If you have connections at the company, ask who you should address. Even second-degree connections might help.

Check recent news or press releases. Company announcements sometimes name relevant people in hiring, HR, or the department you’re targeting.

Look at previous job postings. Historical postings for similar positions may have included contact information even if the current one doesn’t.

Time invested in finding a name often pays dividends in application effectiveness.

Formatting Your Salutation Correctly

Once you’ve chosen your salutation, format it properly.

Use a colon for business letters. The formal standard in American business correspondence is a colon after the salutation: “Dear Ms. Johnson:” This signals formal professional correspondence.

Commas are acceptable but less formal. “Dear Hiring Manager,” with a comma is acceptable and common, particularly for less formal companies or when emailing rather than submitting a formal letter.

Capitalize appropriately. In “Dear Hiring Manager,” both words are capitalized because it’s treated as a title in direct address.

Include appropriate titles. If addressing a specific person:

• “Dear Ms. Johnson:” (when you know gender and prefer traditional formality)
• “Dear Dr. Smith:” (for those with doctoral or medical degrees)
• “Dear Professor Williams:” (for academics)
• “Dear Jordan Smith:” (when unsure of gender or preferring neutral address)

Avoid these errors:

• “Dear Mr./Ms. Johnson” (don’t hedge with both)
• “Dear Mrs. Johnson” (unless you know marital status and she uses this title)
• “Dear Johnson” (never use last name alone)
• “Hey there” (too informal for most cover letters)
• Leaving the salutation blank

When You Know the Name but Not the Gender

Modern workplaces include people whose genders may not be obvious from names alone, and assuming can lead to misaddressing.

Use full name without title. “Dear Jordan Taylor:” avoids assuming gender while remaining professional.

Research the person. LinkedIn profiles, company bios, or press mentions often reveal pronouns through pronoun usage or profile information.

Use title if role is known. “Dear Director Taylor:” uses a role-based title, avoiding gender entirely.

When in doubt, ask. If you have any direct contact with the company, you might find opportunities to learn preferred address styles.

Getting the salutation right shows attention to detail and respect for the individual—exactly the impression you want to create.

Industry and Company Culture Considerations

Different industries and companies have different communication norms. Adjust your approach accordingly.

Formal industries (law, finance, government): Traditional formal salutations remain appropriate. “Dear Mr. Stevens:” or “Dear Hiring Manager:” fit expectations.

Creative industries (advertising, design, media): Slightly less formal approaches may work. “Hello,” or “Dear [Company] Creative Team:” can signal cultural fit.

Technology and startups: Often prefer casual communication. “Hi there,” or simply “Hello,” may be appropriate, though “Dear Hiring Manager:” also works.

Academia: Traditional formal conventions apply. Use appropriate titles: “Dear Professor Martinez:” or “Dear Dr. Chen:” Address search committees as such.

Healthcare: Formal and precise. Use professional titles correctly: “Dear Dr. Williams:” for physicians, “Dear Nurse Manager Johnson:” for nursing leadership.

Research the specific company’s culture through their website, social media, and employee reviews. Mirror the communication tone you see in their public presence.

Cover Letter Salutation in Email Applications

When your cover letter appears in an email body (not as an attachment), salutation conventions shift slightly.

The subject line does work that salutations traditionally did. A clear subject line identifying the position already establishes context, reducing the salutation’s burden.

Less formal salutations fit email contexts better. “Dear Hiring Manager” or even “Hello” work well in email format.

Your email signature serves closing functions. Contact information typically appears in your signature, affecting how you structure the letter.

Consider the combination of email greeting and letter salutation. If your cover letter is attached, your email text also needs an appropriate greeting. Ensure they work together without being redundant.

Tools and platforms like 0portfolio.com can help you prepare professional application materials suitable for various submission formats, ensuring consistency across your job search documents.

Cultural and International Considerations

Global applications require attention to local conventions.

UK and Commonwealth: “Dear Sir or Madam” remains more standard than in American usage, though “Dear Hiring Manager” is also accepted.

Germany: German business correspondence traditionally uses very formal conventions. Research German-specific expectations for German-language applications.

Asia: Many Asian business cultures are highly formal. Traditional honorifics and formal salutations may be expected or appreciated.

Latin America: Salutations may need gender-appropriate formal address. Understanding local conventions matters significantly.

Multinational companies: Even international companies often have standardized HR processes. Consider the location of the specific office and role, not just the company’s headquarters country.

When in doubt for international applications, err toward more formal salutations and research specific regional expectations.

The Salutation’s Impact in Context

While important, salutations are just one element of your cover letter. Keep perspective on their role.

Content matters more. A compelling cover letter with a generic salutation outperforms a poorly written letter with a perfect salutation every time.

The salutation sets tone. It’s the first words the reader sees and creates an initial impression, but that impression can be revised by what follows.

Consistency matters. Your salutation should match the tone of your letter. A formal “Dear Sir or Madam” followed by casual language seems incongruent.

Don’t overthink it. Spending hours debating salutations diverts energy from strengthening the content that actually determines whether you get interviewed.

Conclusion

“Dear Sir or Madam” is not wrong, but it’s increasingly seen as outdated and impersonal in contemporary job applications. Better alternatives—“Dear Hiring Manager,” “Dear [Department] Team,” or ideally a specific person’s name—create stronger first impressions without sacrificing appropriate formality.

The effort invested in finding a specific contact or selecting a thoughtful alternative signals exactly the initiative and attention to detail employers value. In a competitive job market, these seemingly small details can differentiate your application from others.

When you can’t identify a specific recipient, “Dear Hiring Manager” has become the modern default—professional, gender-neutral, and appropriate across industries. Use “Dear Sir or Madam” only when tradition specifically calls for it or when you’re confident the formality fits the organizational culture.

Your salutation introduces your application. Make that introduction as strong as possible by choosing words that feel contemporary, appropriate, and considered—the same qualities you want employers to see in your candidacy overall.