How to Address a Cover Letter With a Name: Complete Guide [2025]
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TL;DR - Quick Answer
When you know the hiring manager's name, use "Dear [First Name] [Last Name]," or the more traditional "Dear Mr./Ms. [Last Name]," in your cover letter greeting. Research LinkedIn, the company website, or call the company to find the name. Using a specific name shows initiative and personalization—key factors that can set your application apart from generic submissions.
Key Takeaways
Use Specific Names: "Dear Sarah Johnson," is more engaging and personal than "Dear Hiring Manager"—it shows you did your research
Research Methods: Check LinkedIn, the company website's "About Us" or "Team" pages, job posting signatures, or call the company directly
Format Options: "Dear Sarah Johnson," (modern) or "Dear Ms. Johnson," (traditional)—both are professional
Gender-Neutral Approach: When unsure of pronouns, use the full name ("Dear Jordan Smith,") to avoid assumptions
Avoid Assumptions: Don't guess at titles—use the full name or verify their preferred form of address
Why Addressing Your Cover Letter by Name Matters
The greeting is the first personal element of your cover letter. When a recruiter sees "Dear Sarah Johnson," instead of "Dear Hiring Manager," they recognize that you:
Took initiative: You invested time researching who would read your application
Show genuine interest: You're not mass-applying with a generic template
Pay attention to details: A critical skill in virtually every profession
Stand out immediately: Most applicants use generic greetings, so a specific name catches attention
Studies show personalized cover letters receive more attention from hiring managers. The greeting sets the tone for your entire application. For comprehensive guidance, check out our guide on how to write a cover letter.
How to Find the Hiring Manager's Name
Finding the right name requires detective work, but it's almost always worth the effort. Here are proven methods:
1. Check the Job Posting Carefully
Signature line: Many postings end with "Contact [Name] for more information"
Application instructions: Some specify "Send your application to [Name], [Title]"
Email address: Contact email may include the person's name (sarah.johnson@company.com)
"About the team" section: Postings sometimes introduce the team or department head
2. Search LinkedIn
LinkedIn is the most valuable tool for finding hiring managers:
Navigate to the company's LinkedIn page and click "People"
Search for titles like "Hiring Manager," "[Department] Manager," or "Recruiter"
Look for the person who oversees the department you're applying to
Check recent company posts—the person posting job openings is often the hiring contact
Pro tip: If applying for Marketing Coordinator, search for "Marketing Manager" at the company—they're likely the decision-maker.
3. Explore the Company Website
"About Us" or "Team" pages: Many companies list leadership team members with titles
"Careers" page: Some include recruiting contact information
Department pages: If applying to Sales, check the Sales department page for the team lead
Press releases: Recent announcements may mention relevant department heads
4. Call the Company Directly
When online research fails, a phone call can be highly effective:
Call the main company number
Ask politely: "I'm applying for the [Position] role. Who should I address my cover letter to?"
Ask for the correct spelling of the name
Note their title for accurate addressing
This demonstrates initiative and professionalism. Receptionists handle these requests regularly.
5. Use Professional Networking
Check if you have mutual LinkedIn connections with company employees
Reach out to alumni from your school who work there
Ask your network if anyone knows someone at the company
Join industry groups where company employees participate
Learn more about cover letter structure in our guide on what does a cover letter consist of.
How to Format Your Greeting with a Name
Once you've found the hiring manager's name, format your greeting correctly:
Modern Format: First and Last Name
Example: "Dear Sarah Johnson,"
When to use: Standard across industries, especially startups, tech, and creative fields
Tone: Approachable, modern, collegial
Best for: Most contemporary business environments
Traditional Format: Title and Last Name
Examples: "Dear Mr. Rodriguez," "Dear Ms. Chen," "Dear Dr. Patel,"
When to use: Conservative industries (law, finance, government), formal cultures, senior executives
Tone: Formal, respectful, traditional
Best for: Traditional corporate environments, formal industries
Gender-Neutral Approach
Example: "Dear Jordan Martinez,"
When to use: When you're unsure of someone's gender, pronouns, or preferred title
Why it works: Avoids assumptions while remaining professional and personal
Academic or Professional Titles
Examples: "Dear Dr. Williams," "Dear Professor Martinez,"
When to use: When the person has earned a doctorate, academic position, or professional designation
Important: Always use earned titles when you know them
For insights on cover letter appearance, see our guide on what should a cover letter look like.
What to Do When You Can't Find a Name
Despite your best efforts, sometimes you genuinely cannot find the hiring manager's name. Professional alternatives:
Use a Department-Specific Greeting
"Dear Marketing Team,"
"Dear Human Resources Department,"
"Dear Software Engineering Hiring Manager,"
"Dear [Company Name] Recruitment Team,"
Generic Professional Greetings
"Dear Hiring Manager,": Most common fallback, universally accepted
"Dear [Company Name] Team,": Shows company-specific awareness
"To Whom It May Concern,": Very formal, dated—use only as last resort
Read our article on what is a cover letter for an application.
Common Mistakes When Addressing Cover Letters
1. Misspelling the Name
This is perhaps the worst mistake. A misspelled name signals carelessness. To avoid this:
Verify on LinkedIn, the company website, and other sources
Pay attention to uncommon spellings (Jon vs. John, Sara vs. Sarah)
Check suffixes (Jr., III, Ph.D.)
When in doubt, call to confirm
2. Using the Wrong Title
Ms. vs. Mrs.: Default to "Ms." or use first and last name to avoid the question
Missing professional titles: Calling "Dr. Smith" by "Mr. Smith" shows you didn't research
Outdated titles: Using someone's old title from an outdated source
3. Addressing the Wrong Person
The person who posted the job may not be the hiring manager
HR recruiters screen but may not make final decisions
Department heads are usually better targets than HR contacts
4. Using Informal Greetings
❌ "Hey Sarah," or "Hi there,"
❌ "What's up, Hiring Team!"
✓ "Dear Sarah Johnson,"
✓ "Dear Ms. Johnson,"
5. Overthinking Formality
Both "Dear Sarah Johnson," and "Dear Ms. Johnson," are correct
When in doubt, "Dear [First] [Last]," works in virtually all contexts
The greeting is important, but your qualifications matter more
Check our post on how to structure a cover letter.
Special Situations and Edge Cases
Multiple Hiring Managers
Two people: "Dear Ms. Johnson and Mr. Rodriguez,"
Three or more: "Dear Hiring Committee," or "Dear Selection Team,"
Addressing Women Professionals
Default to "Ms.": Professional standard—never use "Mrs." or "Miss" unless explicitly requested
Better option: Use first and last name to avoid title questions
Unknown or Non-Binary Names
Use the full name: "Dear Alex Thompson,"
Research their LinkedIn for pronoun indicators
Never guess—using the wrong pronoun is worse than being formal
International Applications
Name order: In some cultures, family names come first—research the convention
Titles: Some cultures use different professional titles
When unsure: Research that country's business letter conventions
Addressing Executives
Use their full title: "Dear Chief Technology Officer Rodriguez,"
Traditional format is safer for C-suite: "Dear Ms. Johnson,"
If they have a doctorate, use it: "Dear Dr. Martinez,"
Read our analysis: does your resume need a cover letter.
Complete Cover Letter Greeting Examples
Example 1: Modern Format
MICHAEL CHEN
(555) 123-4567 | michael.chen@email.com
Boston, MA
January 15, 2025
Sarah Johnson, Engineering Manager
InnovateTech Solutions
Dear Sarah Johnson,
I am writing to express my interest in the Senior Software Engineer position...
Example 2: Traditional Format
JENNIFER MARTINEZ
(555) 987-6543 | j.martinez@email.com
New York, NY
January 15, 2025
Robert Williams, Esq., Senior Partner
Williams & Associates
Dear Mr. Williams,
I am writing to apply for the Associate Attorney position...
Example 3: Professional Title
EMILY RODRIGUEZ
(555) 246-8135 | emily.rodriguez@email.com
Dr. Patricia Lee, Director of Research
BioCure Laboratories
Dear Dr. Lee,
I am excited to apply for the Research Scientist position...
Example 4: Gender-Neutral
DAVID THOMPSON
(555) 369-2580 | david.thompson@email.com
Jordan Park, Marketing Director
Creative Brands Inc.
Dear Jordan Park,
I am writing to apply for the Marketing Coordinator position...
Example 5: No Name Available
SOPHIA ANDERSON
(555) 159-7530 | sophia.anderson@email.com
Human Resources Department
Global Finance Corp.
Dear Hiring Manager,
I am writing to express my interest in the Financial Analyst position...
Visit our sample cover letters page for more examples.
Using AI Tools to Personalize Your Cover Letter
Modern AI tools like Cover Letter Copilot can help you create tailored cover letters that:
Automatically format your greeting with the hiring manager's name
Personalize content based on the specific job description
Maintain professional tone appropriate for the industry
Follow proper business letter structure
Save hours of writing time
Frequently Asked Questions
Should I address my cover letter to the recruiter or hiring manager?
Ideally, address your letter to the hiring manager (the person who will supervise the role). Hiring managers make final decisions, while recruiters screen applications. However, if you can only find the recruiter's name, using it is still better than a generic greeting.
What if I find the hiring manager's name but I'm not 100% sure?
If you're reasonably confident (found it on LinkedIn or the company website), use the name. However, if you have significant doubt, it's safer to use "Dear [Department] Hiring Manager" than to risk using the wrong name.
Is it better to use 'Dear' or 'Hello' in a cover letter?
Always use "Dear" in cover letters. "Hello" is too casual for formal business correspondence. "Dear" is the universally accepted standard for professional letters.
How do I address a cover letter to a woman when I don't know if she's married?
Use "Ms." regardless of marital status—it's the professional standard. Better yet, use her first and last name ("Dear Jennifer Martinez,") to avoid the title question entirely.
Can I use just the first name in my cover letter greeting?
No, using only a first name ("Dear Sarah,") is too informal for a cover letter. Always use either the full name ("Dear Sarah Johnson,") or title with last name ("Dear Ms. Johnson,").
What if the hiring manager has a nickname on LinkedIn?
Use their formal name from the company website, not the nickname. If LinkedIn shows "Mike Johnson" but the company website lists "Michael Johnson," use "Michael."
Should I address my cover letter to HR or the department head?
Address it to the department head or hiring manager who oversees the role. If applying for a marketing role, address it to the Marketing Director rather than the HR Director.
Is 'To Whom It May Concern' ever acceptable?
It's technically acceptable but outdated. Use it only as a last resort. Better alternatives include "Dear Hiring Manager," or "Dear [Department] Team."
How do I address a cover letter to multiple people?
For two people, list both: "Dear Ms. Johnson and Mr. Rodriguez," For three or more, use "Dear Hiring Committee," or "Dear Selection Team."
What if I can't determine someone's gender from their name?
Use their full name without a title: "Dear Jordan Martinez," This approach is professional and avoids assumptions.
Should I use Dr., Professor, or other titles in my greeting?
Yes, always use earned professional titles when you know them. "Dear Dr. Smith," or "Dear Professor Williams," shows respect. Check LinkedIn to verify credentials.
Can I address my cover letter to the CEO of the company?
For most positions, no—address it to the direct hiring manager. However, for executive roles or at very small companies where the CEO is actively involved in hiring, then addressing them is appropriate.
Conclusion: Personalization Starts with the Greeting
Addressing your cover letter with a specific name is one of the simplest yet most effective ways to personalize your application. While it requires research, the payoff is significant—hiring managers notice when you've taken the time to learn who they are.
Key principles:
Always try to find a specific name—it demonstrates initiative and genuine interest
Use professional formatting—"Dear [First] [Last]," or "Dear [Title] [Last]," are both correct
Verify spelling carefully—a misspelled name is worse than no name
When in doubt, use the full name—it avoids gender assumptions while remaining personal
Ready to create a professionally formatted, personalized cover letter? Try Cover Letter Copilot to generate tailored cover letters in under 60 seconds.
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