Starting a cover letter can be the hardest part

Uncertain how to start a cover letter? Even if you don't know the name of the person you should write to, there's a right and wrong way to address your cover letter. Getting off on the right footing is a must, so let's break down everything you need to know about how to address a cover letter, from what information you need to the mistakes that could get your application binned.

Who do I address a cover letter to?

Since the HR manager is the person who'll be reading your cover letter, they are the foremost person you should address it to.

By the time an application makes it into the hands of an HR manager, it's probably already passed the desk of the recruiter or HR contact. As the HR manager only receives the shortlisted applications, they have more time to actually read each one, which is why it's more likely that the HR manager will read your cover letter as opposed to the recruiter or less involved HR worker. 

There really is no better first impression to your application than to address your cover letter directly to the person who's doing the hiring. It shows you've done your research, have high attention to detail, and are prepared to go the extra mile.

So, how do you address a cover letter? You'll want to keep it professional by using the HR manager's full name and adding a formal salutation. For example: Dear [First Name] [Surname].

How do you find out the name of the HR manager?

In this digital age, there are several ways to learn the name of the HR manager. Get ready to put on your sleuth hat and start investigating:

Check the job description

The best place to start is the job listing. Scroll to the bottom and look for the section with the application instructions. Some job ads will mention who to address the cover letter to, with the name and email address of the HR manager in this section. For example: "Please send your CV and cover letter to Jane Smith at jane@company.com."

If the advertisement doesn't mention a name and the email address is generic, the next place to look is within the description itself. Often, a job listing will mention who the role reports to. For example: "You will report directly to the marketing manager." Once you have the job title of this manager, you're halfway there. 

Visit the company website

If you haven't had any luck finding a name via the job description, the next point of call is the company's website. Smaller companies will often have a "Meet the Team" page, which will give you the name and job title of each staff member. Alternatively, look for an "About" page, a company directory, or a contact page that might give you an insight into the company structure, relevant job titles, or HR manager's name. 

Head to LinkedIn 

When in doubt, LinkedIn is your best friend. Log into your account and search for the company to find their page. Once on the company page, click on "People" and scroll down the list to find the name of the relevant department manager, HR manager, or an HR contact. 

Call the company

If you want to be 100% certain, there's no harm in calling the company and asking the receptionist. Simply mention that you're putting together your application for the vacant position and would like to address it to the correct person. Nine times out of 10, they'll be able to assist. 

How to address a cover letter to an unknown recipient

Sometimes, no matter how much you research, you just can't figure out exactly who you should be addressing your cover letter to. So, other than avoiding the bad addresses listed above, how do you address a cover letter with no name on hand? You have two options here: 

Address it to the department head

It's always better to aim higher up the food chain than lower. If you're able to find a list of executives, address your cover letter to the head of the appropriate department. 

The next question you may ask is, “How do I address a cover letter with a name?” Unless you know the recipient very well and are confident about your use of gendered titles or know their marital status, it's best to simply use the person's entire name. Take note also of professional and academic titles – in such cases, simply add their surname:

  • Dear [First Name] [Surname]

  • Dear Dr. [Surname]

  • Dear Prof. [Surname]

  • Dear Rev. [Surname]

Use the main recipient's job title

Alternatively, you can opt for the most appropriate job title. You can use a more general opening such as “Dear Hiring Manager,” or be more specific, such as "Dear Marketing Manager" or "Dear Office Manager," depending on the department the position would fall under.

The wrong ways to address a cover letter

You know you should address your cover letter to the HR manager. Now, what kind of language should you use to do so? Here are some “unprofessional” approaches to avoid:

"Hey" or "Hi"

You're not texting your mate. When you're addressing a cover letter, the last thing you want to do is get overly familiar with them. Greetings such as "Hey," "Hi," and even "Hello" are strikingly casual. You should only use them when you know someone or are in a social environment. 

Needless to say, your cover letter is neither the time nor the place for these greetings. When you start a letter this way, it's unlikely that the employer or recruiter will read the whole thing. Your lack of professionalism and awareness is likely to lose you the opportunity before you've even received it.

"Dear Team"

When you address a cover letter this way, it means you're speaking to the entire team you are hoping to join. But the whole team will not be the ones who decide whether or not to hire you.

In actuality, you're writing to one or two individuals ‒ the people who have the hiring power within the company. Addressing the entire team comes off as an attempt to cover all your bases without putting in the work to research.

"To Whom It May Concern"

You may have been taught this one in school, but that doesn't mean it's right. The working world has come a long way and it's time we started to update the lingo we use to match that. For instance, if you're applying for a modern role, such as one in marketing or a digital field, this greeting won't align with their culture.

"Dear Sir or Madam" 

You may not know the gender of the HR manager, but that doesn't mean this opening will cut it. Plus, you're ignoring the fact that the person you're writing to could be non-binary and use they/them pronouns. This greeting is many people's go-to when they're addressing a cover letter, but much like "To whom it may concern," this one is overly formal and outdated. 

How to format the company's address 

If you're sending your cover letter via post, you need to know how to format the address. Include a header at the top of the page that includes your full name, the title of the role you're applying for, and your contact details. This can be at the side or top of the page. 

On the left side of the page – above the content of your cover letter – include the company's full address. If you know the name of the HR manager, you can include it at the top, as follows: 

Mark Smith 

HR Manager 

10 Hunter Hill, 

Leeds, 

S11 5BZ

How to address a cover letter via email

The vast majority of cover letters are now sent via email. If you're writing your cover letter in the body of an email, it's important that you get the subject line right. 

As a golden rule, you should keep the subject line simple. Make sure that the hiring manager can see what the message is about at a mere glance. 

Include your name, the name of the job title, and the word “application.” See below: 

Subject: John Garrison – PR Executive Application 

If you have a reference number for the job, you should also include it here. For example: 

Subject: John Garrison – PR Executive Application 937681

Of course, you should always read the job description. It may be that the hiring manager has suggested what you need to include in the subject line already. 

Making your application stand out

Your cover letter is that part of your application where you can show, in more detail, why you're the best fit for the job. If you start it off on the wrong foot, you may discourage an employer from reading the rest of your letter and truly considering you as a candidate. But with research, you'll know how to address your cover letter properly, make a strong impression, and win that interview.

To match your cover letter, you need an impressive CV. See if yours makes the grade by getting a free CV review.

This article was updated in July 2024. It contains work written by Rikki Wimmer and Charlotte Grainger.

Recommended reading:

Related Articles: