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How to Choose the Right Greeting for Your Cover Letter

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 the 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, it's important for you 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 personally know well. For example, if you're checking in with a close friend to find out if they've heard of a job opening at their company. "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 making an inquiry  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 web site, 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 needed to work a little to find it.

LinkedIn is also a great tool to find out the name of the hiring manager. You can do a 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 met them more than once and addressed 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 own 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/greeting comes next: “Dear [Contact Person’s name].” If you have a contact person for your letter, include their personal 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

September 1, 2018

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

FirstName LastName Your Email Your Phone Number

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

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

Disclosure statement

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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• The Do's and Don'ts of Cover...

The Do's and Don'ts of Cover Letter Salutations

3 min read · Updated on October 19, 2021

Greet your future employer the proper way with these cover letter do's and don'ts.

When you're applying for a job, the best-case scenario is that you know who is supposed to receive and review your application. If that's the case, you should always address your cover letter to that individual by full name, first and last. You don't need to add in a relevant title if that's the case. "Dear John Doe," is just fine. Indeed, it's better to leave out titles in your cover letter salutations since you don't want to make assumptions about gender. The name "Terry" could refer easily to a man or a woman, for example. What if you don't know the person's name though? How should you address your letter and ensure that it is polite and gets to the right person?

There are several acceptable greetings you can use. The majority of people use "Dear Hiring Manager." This is a good salutation for a couple of reasons. It isn't gender-specific, which eliminates that issue, and it also doesn't sound awkward. It's a simple, clear phrase. It also makes it obvious who you're trying to reach. You're looking to get your letter to the person who can give you a job. It clarifies the letter's purpose right off the top.

Another phrase that is commonly used is "To whom it may concern." There's nothing wrong with this phrase, although it is somewhat inferior to "Dear Hiring Manager." Why is it inferior? It's an awkward greeting. For one thing, while "whom" may be grammatically proper, how many of us actually use the word "whom" in conversation? For another thing, it isn't clear about your purpose. When you write "Dear Hiring Manager," in your cover letter salutations, that shows that you believe the Hiring Manager should be concerned about your letter. If you write "To whom it may concern," you're inviting ambiguity. What if it doesn't concern anybody? You've hardly made a case for anyone bothering with your letter. These are all subtle nuances. Again, you can use this phrase. It's just better to use "Dear Hiring Manager."

One more acceptable phrase to use in your cover letter salutations is "Dear Sir or Madam." This phrase accounts for either gender, which is good, although it does sound awkward since it makes a big affair out of doing so. "Dear Hiring Manager" is a bit less ungainly in this sense. There is also something old fashioned sounding about saying "Dear Sir or Madam." You could look at this as a good thing (it shows you have proper manners and respect) or a bad thing (it could imply you're a bit outmoded). It's again a fine greeting, but you can see how "Dear Hiring Manager" might still be the better choice.

In terms of punctuation, it doesn't really matter what you use in your cover letter salutations. A comma, a semi-colon or a colon is just fine; this bit is pretty irrelevant. With several good greetings to choose from, don't leave your greeting line blank. A blank greeting line communicates nothing, though it may make a hiring manager think that you're lazy, rude, or simply incompetent. If you can't make up your mind, always just default to "Dear Hiring Manager."

Follow these cover letter do's and don'ts and you'll set yourself up for greater success in landing an interview.

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

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.

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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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When to use ‘dear sir or madam’ & when to use these 11 alternatives.

Struggling with how to start your emails or letters? You’re not alone. Did you know that the traditional “Dear Sir or Madam” feels outdated and can even come off as lazy today? Fear not! This blog will guide you on when it is appropriate to use this formal greeting and offer 11 modern alternatives that add a personalized touch.

Ready to lead your correspondences with confidence?

Key Takeaways

• “Dear Sir or Madam” should be avoided because it shows laziness and doesn’t personalize your communication.
• Using gender – neutral alternatives like “To whom it may concern” is a more inclusive way to address recipients.
• Personalizing your greetings by using the recipient’s name or department name helps build better relationships and creates a more engaging communication style.

Why You Should Avoid Using “Dear Sir or Madam”

Using “Dear Sir or Madam” should be avoided for several reasons – it shows laziness in not taking the time to find out the recipient’s name, it can be exclusive and assume gender identity, there may be bigger issues of inclusivity at play, and it hinders relationship-building by creating a distance between the sender and recipient.

Using “Dear Sir or Madam” can be seen as lazy. It shows that you did not spend time to learn the name of the person you are writing to. This is not a good sign in business. You must care for people you work with by calling them by their names, not just any title.

It makes your email personal and lets people see your respect for them.

Exclusivity

“Dear Sir or Madam” is not a good choice now. It leaves out many people and shows narrow thinking. This old greeting only talks about men and women. Today, we have more options for naming genders.

Some people do not want to be called sir or madam. They might feel left out if you use these words.

This greeting also assumes that the person reading your email identifies as either a man or woman. But it’s not always true in our growing diverse world! Using “Dear Sir or Madam,” sometimes hurts feelings by mistake because it isn’t inclusive of all identities present today.

Instead, try using gender-neutral greetings like “To whom it may concern” . You can also make emails personal with the recipient’s name, role, team name, company name and much more alternatives salutations shared here!

Bigger issues at play

“Dear Sir or Madam” has a big problem. It shows we are stuck with old ideas about gender. Nowadays, many people don’t fit into the man or woman box. They may see themselves as both, neither, or something else entirely.

Using “Dear Sir or Madam” can make them feel left out. It’s not good for business emails to push away some people right at the start. The words we use should welcome everyone in our professional communication, not leave some behind.

Hinders relationship-building

Using the salutation “Dear Sir or Madam” can hinder relationship-building in professional emails . This outdated greeting lacks personalization and can make recipients feel like just another name on a list.

By using more modern alternatives, such as addressing the recipient by their name or using department/team names, you show that you value their individuality and are interested in building a connection.

Building relationships is important for effective communication, collaboration, and networking within the technology industry. Therefore, it’s crucial to choose greetings that create a positive first impression and foster stronger connections with your audience.

When to Use “Dear Sir or Madam”

In cover letters and formal emails, “Dear Sir or Madam” can be used to maintain a professional tone. However, there are alternatives that can create a more personalized connection with the recipient.

Read on to discover these alternatives and improve your business communications.

In cover letters

When writing a cover letter, it’s important to avoid using the generic salutation “Dear Sir or Madam.” Instead, take the time to research and find out the name of the hiring manager or recruiter.

Addressing them by their name shows that you have put effort into personalizing your letter and it can make a positive impression. If you are unable to find the person’s name, you can use a more inclusive option like “To whom it may concern” instead.

This avoids assuming any gender and ensures that your cover letter is respectful and professional. Using an appropriate salutation in your cover letter helps set the right tone for your application.

In formal emails

When it comes to formal emails, it is best to avoid using the salutation “Dear Sir or Madam.” This outdated greeting can come off as impersonal and generic. Instead, it is recommended to use the recipient’s name if you know it.

If you don’t have their name, you can address the email to the appropriate department or use a more casual yet professional greeting like “Hello” or “Hi.” By personalizing your salutation in formal emails , you can establish a better connection with the recipient and make your message more engaging.

Alternatives to “Dear Sir or Madam”

Instead of using “Dear Sir or Madam,” consider using the recipient’s name, department name, or a simple “Hello” or “Hi.” Using these alternatives can help establish a more personal and engaging tone in your communication.

To explore more options, keep reading!

Use the recipient’s name

Personalizing your email by using the recipient’s name is a simple yet effective way to make a positive impression. It shows that you have taken the time to research and address them individually, which can help establish a connection right from the start.

Instead of relying on generic greetings like “Dear Sir or Madam,” find out the person’s name and use it in your salutation. This small gesture demonstrates professionalism, respect, and attention to detail.

So, whether you’re writing to a hiring manager, recruiter, or anyone else in a professional setting, take a moment to find out their name and address them directly—it could make all the difference.

Use the department name

Instead of using “Dear Sir or Madam,” another alternative is to address the email to a specific department. This provides a more personalized touch and shows that you have taken the time to research and understand the recipient’s role in the organization.

For example, instead of saying “Dear Sir or Madam,” you can say “Hello, Hiring Manager” or “Hi there, Recruiting Team.” By using the department name, you demonstrate that you are aware of who should be receiving your message and it helps create a stronger connection right from the start.

Remember, it’s always better to be specific rather than using generic greetings that may come across as impersonal or outdated.

Using “Hello” or “Hi” is a friendly and informal alternative to the traditional salutation of “Dear Sir or Madam.” It adds a personal touch to your email and can help build a connection with the recipient.

While it may not be suitable for all professional situations, it can be used in more casual or familiar contexts, such as when addressing colleagues or clients you have an existing relationship with.

Consider the tone of your message and the nature of your relationship with the recipient before using “Hello” or “Hi” as your greeting.

In conclusion, it’s important to move away from using “Dear Sir or Madam” in professional emails. Instead, we should explore the 11 alternatives provided to personalize our greetings and avoid sounding outdated.

By using the recipient’s name or department name, we can build better relationships and create a more engaging communication style. Let’s embrace these modern and inclusive options for our business correspondence.

Frequently Asked Questions

When should i use “dear sir or madam” in a letter or email.

You can use “Dear Sir or Madam” when you don’t know the gender or name of the person you are addressing.

What are some alternatives to “Dear Sir or Madam”?

Some alternatives to “Dear Sir or Madam” include: – Dear Hiring Manager – To Whom It May Concern – Dear [Company Name] Team

When should I use alternatives like “Dear Hiring Manager” instead of “Dear Sir or Madam”?

You can use alternatives like “Dear Hiring Manager” when you know that the recipient is responsible for hiring decisions, but you don’t have their specific name.

Can I use specific job titles like “Director of Sales” as an alternative to “Sir or Madam”?

Yes, using specific job titles such as “Director of Sales” can be a suitable alternative when addressing someone who holds a particular position in an organization.

Are there any situations where it’s best not to use these alternatives and stick with ‘Sir’ and ‘Madam’?

If you know the gender identity and preferred pronouns of the person, it’s better to address them accordingly rather than using generic terms like ‘Sir’ or ‘Madam’.

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Anisha Jain

Anisha Jain, a dynamic professional in the sports SaaS industry, transitioned from economics to digital marketing, driven by her passion for content writing. Her tenure at TBC Consulting culminated in her role as CEO, where she honed her skills in digital strategy, branding, copywriting, and team management. Anisha's expertise encompasses various aspects of digital marketing, including 360-degree marketing, digital growth consulting, client communication, and business development, making her a versatile asset in the SaaS domain.

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Dear Sir Or Madam: When To Use It And Alternatives

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• Use Dear Sir Or Madam?
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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.

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”.

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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.

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.

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.

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.

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.

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.

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.

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.

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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

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 .

Don't forget to share this post!

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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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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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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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“Dear Sir or Madam” is one of the worst mistakes in cover letters 

2024-03-31T13:46:22.659Z

Highlights: “Dear Sir or Madam” is one of the worst mistakes in cover letters. Cover letters that are too long can seem lengthy and cause the reader to lose interest. The cover letter should not be longer than one page - applicants should limit themselves to the essential information. Avoid overestimating your skills and avoid vague or exaggerated statements. It's important to note that the importance of a cover letter can vary from company to company and industry to industry. It is advisable to consider the specific requirements of the position and company in order to make an informed decision.

As of: March 31, 2024, 3:32 p.m

By: Carina Blumenroth

Do you want a new job? Then applications are part of it - if you want to be successful with them, you should avoid mistakes.

In times of a shortage of skilled workers, writing applications for employees should tend to be easier. However, a few unpleasant mistakes can easily creep in that could be avoided. What you should pay attention to on your next application.

1. Mistake in cover letters: “Dear Sir or Madam”

Avoid the phrase “Dear Sir or Madam” in applications. (Symbolic image) © Andrey Popov/Imago

By using “Dear Sir or Madam”, you signal to the employer that you have not made the effort to find out the name of the contact person at the company. It seems impersonal and shows a lack of commitment. Especially in times when the responsible people can be easily found on the Internet, this is a rather bad sign, informs

bewerbung.com

. Likewise, the cover letter is often the first moment in which you come into contact with the company. This is a waste of an opportunity to make a positive first impression. Other errors in the cover letter can appear, among other things, in the first sentence.

Don't miss anything: You can find everything about jobs and careers in the regular career newsletter from our partner Merkur.de.

2. Mistake: Too much text in the cover letter

The cover letter should be concise and contain the most important information. Cover letters that are too long can seem lengthy and cause the reader to lose interest. Cover letters that are too short, on the other hand, could give the impression that the applicant is not seriously interested or cannot provide sufficient information. The cover letter should not be longer than one page - applicants should limit themselves to the essential information.

3. Inappropriate wording

Avoid overestimating your skills and experience. Stick to the truth and avoid vague or exaggerated statements. You should also hold back from making statements about your old employer or colleagues. Make your motivation clear as to why you are applying for the job. You should not rely on the list of keywords such as teamwork, flexibility and the like.

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Editor's note: This text has already appeared in the past. Many readers were particularly interested in it. That's why we're offering it again. 

It's important to note that the importance of a cover letter can vary from company to company and industry to industry. It is advisable to consider the specific requirements of the position and company in order to make an informed decision about whether or not a cover letter is required and in what form.

The editor wrote this article and then used an AI language model for optimization at her own discretion. All information has been carefully checked. Find out more about our AI principles here.

Source: merkur

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Miss Manners: What is the appropriate greeting in a general letter?

• Published: Mar. 29, 2024, 8:00 a.m.

Judith Martin, known as Miss Manners, answers a question about an appropriate letter greeting. Canva

• Judith Martin

DEAR MISS MANNERS: My husband and I have been unable to come up with an appropriate substitute for a general letter heading.

In the past, “Dear Sirs” was often used, or “Dear Sirs/Madams,” but this is not gender-neutral. “To whom it may concern” sounds very pompous to our ears. Some websites have suggested “Dear Persons,” but that doesn’t sound correct to us.

Can Miss Manners offer a substitute?

GENTLE READER: “Dear Sir” was a general heading only when everyone in business was assumed to be male; it adapted once by offering the alternative “Dear Madam,” which appears to have pleased exactly no one.

Miss Manners is therefore now prepared to accept “Dear Customer Service Representative,” “Dear [Company]” and similar substitutions -- if not “Hey You” or “Pay Attention!”

DEAR MISS MANNERS: I am part of a social group of nine people who meet monthly for lovely luncheons at local restaurants. I often order garlic bread as my appetizer, while others enjoy soup or salad as theirs.

Inevitably, someone always asks me to “pass the breadbasket,” assuming it is an offering of the restaurant, whereupon I sheepishly answer, “You are welcome to enjoy a piece, but it is my appetizer.” I am often left breadless.

Is there a kind yet clear way to communicate that this is MY appetizer without sounding impolite?

GENTLE READER: “It’s good, isn’t it? I actually ordered this as my appetizer, but let’s get another one for the table.”

(Please send your questions to Miss Manners at her website, www.missmanners.com ; to her email, [email protected] ; or through postal mail to Miss Manners, Andrews McMeel Syndication, 1130 Walnut St., Kansas City, MO 64106.)

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