How to Address a Cover Letter With an Example

The greeting at the top of a cover letter should feel professional and specific. It does not need to be dramatic. It just needs to show that you paid attention.

Use a real name when you can verify it. Use a clear team or role-based greeting when you cannot.

Why Outdated Salutations Can Hurt the Tone

"To Whom It May Concern" can feel distant because it does not point to a person, team, or role. A more specific greeting usually reads better.

Michigan State University's career guidance lists alternatives to "To Whom It May Concern," including "Dear Hiring Manager" and role-based greetings. See its guide on cover letter address options.

Find the Hiring Manager's Name

Try a few simple checks before you use a general greeting.

Review the job description: Look for recruiter names, email signatures, or department details.
Check LinkedIn: Search the company page for recruiters or the department lead.
Check the company website: Look for team pages, leadership pages, or press contacts.
Call the company: Ask politely who is managing the hiring process for the role.

When the Name Is Unknown

Use the best available information. Do not guess a person's title, gender, or name.

Salutation Approach	Verdict	Output Example
"To Whom It May Concern"	Usually too distant.	Avoid when you have a better option.
"Dear Sir or Madam"	Too formal and may feel outdated.	Avoid for most job applications.
Department greeting	Clear and professional.	"Dear Engineering Hiring Team,"
Role greeting	Direct and useful.	"Dear Marketing Director Search Committee,"
Hiring manager greeting	Safe when no name is available.	"Dear Hiring Manager,"

Department or role-based greetings show effort without making the letter feel forced.

Format the Cover Letter Header

Use a simple header when you attach the letter as a document.

Your details: Add your full name, phone number, and professional email.
Date: Add the date you send the letter.
Employer details: Add the hiring manager's name, title, company, and address if available.
Salutation: Add your chosen greeting below the employer details.

Handle Names and Titles Carefully

Use the person's full name if you are unsure about gender or marital status. For example, write "Dear Taylor Smith," instead of guessing a prefix.

Use professional titles when they clearly apply. For example, write "Dear Dr. Smith," when the person uses that title professionally.

Email Cover Letter Format

Email applications need less header detail.

Subject line: Include the job title and your name.
Greeting: Use the same salutation rules as a document letter.
Body: Connect your skills to the job requirements.
Signature: Add your name, phone number, email, and relevant profile link.

Proofread the name, company, and job title before you send the letter. A small spelling error in the greeting can make the whole application feel rushed.

For a related Working Nomads article, read how to write a thank you note to a remote coworker for hiring teams before you decide your next step.

What to Read Next

Read how to format a cover letter if you want a related next step on job search letters.
Use what is a letter of intent for hiring teams when you need more context before your next decision.