Who Do You Address a Cover Letter To? Complete Guide with Examples
TL;DR - Quick Answer
Address your cover letter to the hiring manager by name whenever possible. Research shows that personalized greetings increase interview callbacks by 50% compared to generic greetings. Use LinkedIn, company websites, or phone calls to find the recipient's name. If you cannot find a name after thorough research, use "Dear Hiring Manager" or "Dear [Department] Team." Never use outdated phrases like "To Whom It May Concern" which reduce your chances of getting interviewed by up to 34%.
Key Takeaways
Personalization is powerful: Cover letters addressed to a specific person receive 50% more positive responses according to 2023 TopResume research.
Research pays off: Spend 15-20 minutes finding the hiring manager's name through LinkedIn, company websites, job postings, and direct phone calls.
Generic greetings hurt: "To Whom It May Concern" and similar phrases make your application appear lazy and reduce callback rates by 34%.
Format matters: Use proper business letter format with complete recipient information including name, title, company, and address.
Smart alternatives exist: When you genuinely can't find a name, "Dear Hiring Manager" or "Dear [Department] Team" are professional alternatives.
Why Addressing Your Cover Letter Correctly Matters
You've spent hours perfecting your resume and crafting compelling cover letter content. But before you hit send, there's one critical element that could make or break your application: who you address it to.
A comprehensive 2023 study by TopResume analyzed over 1,000 job applications and found that cover letters addressed to a specific person received 50% more positive responses compared to those using generic greetings. Even more striking, applications using "To Whom It May Concern" had a 34% lower callback rate than those using even basic alternatives like "Dear Hiring Manager."
The greeting isn't just a formality—it's your first opportunity to demonstrate research skills, attention to detail, and genuine interest in the position. As Jennifer Park, Senior Technical Recruiter at Microsoft, explains: "The greeting tells me immediately whether someone has invested time in understanding our company structure or if they're mass-applying to hundreds of jobs with a generic template."
In this comprehensive guide, you'll learn exactly how to address your cover letter, where to find the hiring manager's name, what to do when you can't find it, and the critical mistakes that could cost you the interview. Whether you're wondering what a cover letter should include or learning how to write a cover letter from scratch, proper addressing is a fundamental skill that dramatically impacts your success rate.
The Impact of Properly Addressing Your Cover Letter
Why Hiring Managers Care About the Greeting
Hiring managers and recruiters consistently cite the cover letter greeting as one of the first indicators of candidate quality. Here's why this seemingly small detail carries significant weight:
Demonstrates effort and research: Finding the correct name shows you've invested time in understanding the company structure and identifying decision-makers. It signals that this isn't a mass-applied generic letter.
Creates immediate personal connection: Using someone's name triggers a psychological response that makes them more receptive to your message. The "name-letter effect" in psychology shows people unconsciously favor communications that include their name.
Signals attention to detail: Proper addressing with correct spelling and titles reflects the care and precision you'd bring to the job itself. It's a proxy for your work quality.
Differentiates you from competition: Research by Jobvite shows that 42% of applicants still use generic greetings, making personalization an easy way to stand out from nearly half your competition.
Shows respect for hierarchy: Understanding who makes hiring decisions and addressing them appropriately demonstrates professional maturity and organizational awareness.
The Cost of Getting It Wrong
What happens when you don't address your cover letter properly? The consequences are more severe than most job seekers realize. Here's what the data shows:
According to recruiting industry research:
34% lower callback rate for applications using "To Whom It May Concern"—the most outdated and impersonal greeting
26% lower callback rate for applications using no greeting at all—leaving the reader confused about whether the letter is even directed to them
18% lower callback rate for applications using incorrect names or titles—worse than using a generic greeting because it shows carelessness
53% of recruiters report that generic greetings negatively impact their first impression before reading any content
78% of hiring managers say personalized greetings make them significantly more likely to read the entire letter carefully
As Sarah Chen, Senior Recruiter at TechCorp with 12 years of experience, explains: "When I see 'To Whom It May Concern,' my first thought is that this person couldn't be bothered to spend five minutes researching who they're writing to. If they're not invested enough in the application to find my name, why should I be invested in reviewing their credentials? It's a bad first impression that's hard to overcome, even with strong qualifications."
The impact extends beyond initial impressions. According to a LinkedIn survey of 500+ hiring managers, 61% admitted that a poorly addressed cover letter made them scrutinize the rest of the application more critically, actively looking for other signs of carelessness or lack of effort.
How to Find the Hiring Manager's Name: A Step-by-Step Guide
Finding the right person to address your cover letter to requires strategic research, but it's time well invested. Here's a comprehensive approach that works across industries:
Step 1: Check the Job Posting Carefully
Before you go searching elsewhere, thoroughly review every part of the job posting. Approximately 15% of job postings include the hiring manager's name directly, often in subtle ways:
Look for direct mentions: Phrases like "Report to [Name]" or "Join [Name]'s team" explicitly identify your future manager.
Check the application instructions: Sometimes the posting says "Direct applications to [Name]" or "Contact [Name] with questions."
Read the company description: Department leaders are sometimes mentioned when describing team structure.
Examine the bottom carefully: Contact information sections may list a specific recruiter or department head.
Note team or department names: Even if no name is mentioned, knowing you'd join "the Customer Success team" helps target your research.
Pro tip: If the job posting mentions the role reports to a specific title (like "Director of Marketing"), you now know exactly which role to search for on LinkedIn.
Step 2: Use LinkedIn Strategically
LinkedIn is your most powerful tool for finding hiring manager information. Here's how to use it effectively:
Effective LinkedIn search strategies:
Search by company + title: Go to the company's LinkedIn page, click "People," and filter by job titles like "Hiring Manager," "Recruiting Manager," or "[Department] Manager." For example, if applying for a marketing role, search for "Marketing Director" or "VP of Marketing."
Look for recent job postings: Check if the company has posted about the opening on LinkedIn. The person who posted it (check the "Posted by" field) is often the hiring manager or recruiter handling applications.
Check the company's Jobs tab: Some job listings on LinkedIn include the recruiter's profile picture and name, making it easy to identify who's managing applications.
Search for department heads: If applying for a software engineering role, search "Software Engineering Manager [Company Name]" or "Director of Engineering [Company Name]."
Use advanced search: LinkedIn's advanced search (available with Premium, or use Google with site:linkedin.com) lets you filter by company + title + keywords from the job description.
Look for second-degree connections: If you have mutual connections with potential hiring managers, you can verify information or even request a warm introduction.
Real example: When applying for a Product Manager role at Salesforce, search LinkedIn for "Product Management Salesforce" and filter by current employees. Look for titles like "Senior Director, Product Management" or "VP, Product." Check their profiles for team information—many managers list "Hiring for my team!" in their headlines.
Step 3: Explore the Company Website
Company websites often contain valuable information about team structure and leadership that isn't on LinkedIn:
"About Us" or "Team" pages: Many companies, especially smaller ones and agencies, list their leadership team with names, titles, and sometimes photos. Look for the person who leads the department you're joining.
"Careers" or "Meet the Team" sections: Some companies introduce team members or hiring managers in career pages to give candidates insight into company culture.
Press releases and news sections: Recent announcements might mention department heads, new hires in leadership positions, or project leaders—any of whom might be your hiring manager.
Blog posts and thought leadership: Look for articles written by team members in the department you're applying to. Authors of technical blogs, marketing insights, or industry analysis often lead those departments.
Organizational charts: Some companies, particularly in consulting and professional services, publish organizational structures showing reporting relationships.
Annual reports and investor relations: For public companies, these documents often include executive bios and organizational information.
Success story: One job seeker found their hiring manager's name by reading the company blog. The VP of Sales had written an article about the company's expansion—perfect information to reference in the cover letter's opening, creating an immediate connection.
Step 4: Call the Company
When digital research doesn't yield results, a phone call can be surprisingly effective. Many job seekers avoid this step, but it often provides the most accurate information:
How to make the call professionally:
Time it right: Call during business hours on Tuesday, Wednesday, or Thursday between 10am-3pm. Avoid Mondays (busy), Fridays (winding down), and early mornings/late afternoons (transition times).
Prepare your script: "Hello, I'm preparing my application for the [Job Title] position posted on [where you found it] and want to address my cover letter appropriately. Could you tell me who the hiring manager is for this role?"
If they can't provide the hiring manager: Ask for the department head instead: "Could you tell me who leads the [Department] department?" or "Who is the [relevant job title]?"
Always get the spelling: "Thank you! Could you please spell that name for me to ensure I address my letter correctly?" This shows attention to detail.
Confirm the title: "And what is [Name]'s official title?" Knowing whether someone is a Manager, Director, or VP helps you format your letter properly.
Be gracious: "Thank you so much for your help!" Remember, receptionists and assistants often pass information about candidates to hiring managers.
Important: This call IS part of your interview process. Be brief, polite, and professional. The person answering the phone might mention "Someone called asking about you" to the hiring manager, so make a good impression.
A corporate recruiter shared this insight: "I actually appreciate when candidates call to ask for my name. It shows initiative. What I don't appreciate is when they ask me to review their resume over the phone or try to turn it into an informal interview. Keep it quick and professional."
Step 5: Use Professional Networks and Alumni Connections
Your professional network can be an invaluable resource for insider information:
Alumni networks: Check if your school has alumni working at the company. Most universities have alumni directories or LinkedIn alumni tools. Reach out with "Fellow [University] alum here—quick question about who manages hiring for [department] at [Company]."
Professional associations: Industry associations (like AMA for marketers, IEEE for engineers, ABA for lawyers) often have member directories that can help you identify decision-makers at target companies.
Mutual connections: Use LinkedIn's "Get introduced" feature if you have mutual connections. A warm introduction carries significant weight.
Industry events and conferences: If you've met company representatives at conferences, webinars, or networking events, reach out to them. Even if they're not the hiring manager, they can direct you to the right person.
Former colleagues: People who've worked at your target company in the past often maintain connections and can provide current organizational information.
Proper Cover Letter Addressing Format
Once you've found the hiring manager's name, you need to format your greeting correctly. Here's the professional standard that demonstrates business communication competency:
Standard Business Letter Format
Your cover letter should follow formal business letter structure. When formatting your cover letter, use this layout:
[Your Name] [Your Address] [City, State ZIP Code] [Your Email] [Your Phone Number] [Date] [Hiring Manager's Full Name] [Hiring Manager's Title] [Company Name] [Company Address] [City, State ZIP Code] Dear [Title] [Last Name],
Why this format works: It's professional, easy to scan, and provides all the information a hiring manager needs to contact you. It also demonstrates you understand professional business communication standards.
Title Usage Guidelines
Using appropriate titles based on what you know about the recipient:
Mr./Ms.: Use when you're certain of the person's gender preference. However, be cautious—gender assumptions can backfire.
Dr.: Always use for recipients with doctoral degrees, especially in academic, medical, or research settings. Using "Mr." or "Ms." for someone with a PhD can be seen as disrespectful.
Professor: Appropriate for academic positions at universities. Use "Professor [Last Name]" rather than "Dr." in academic contexts.
Full name without title: "Dear Jordan Smith" is increasingly accepted and recommended when gender is unclear. This is now standard practice in many progressive companies.
Professional titles: In some industries, you might use "Captain," "Director," "Judge," or other professional designations based on the person's role.
Gender-neutral best practices:
When the name doesn't clearly indicate gender (names like Jordan, Alex, Sam, Casey, or international names you're unfamiliar with):
Use the full name: "Dear Jordan Smith," with no title
Check the person's LinkedIn profile for pronouns (many professionals now include "she/her," "he/him," or "they/them" in their profiles)
Look for photos and other contextual clues, but don't make assumptions
When truly unsure, default to "Dear Hiring Manager" rather than guessing incorrectly
A diversity and inclusion consultant notes: "Getting someone's title wrong, especially misgendering them, can immediately disqualify you in companies that value inclusive practices. When in doubt, use the full name without gendered titles or use the person's professional title like 'Dear Director Smith' instead of Mr./Ms."
Cover Letter Addressing Examples: Real-World Templates
Let's look at complete examples showing how to address cover letters in various scenarios. These templates demonstrate proper cover letter formatting and addressing:
Example 1: When You Know the Hiring Manager's Name
Situation: You found the hiring manager's name on LinkedIn and verified it through the company website.
Robert Martinez 456 Oak Avenue Austin, TX 78701 robert.martinez@email.com (555) 234-5678 linkedin.com/in/robertmartinez November 7, 2024 Emily Chen Director of Product Management InnovateTech Solutions 789 Innovation Drive Austin, TX 78704 Dear Ms. Chen, I was excited to discover the Senior Product Manager position at InnovateTech Solutions, particularly after reading your recent LinkedIn article about using AI to transform user experience design. As a product manager with six years of experience launching data-driven products, I've long admired InnovateTech's commitment to user-centric innovation. In my current role at DataWave Corp, I led the development of three SaaS products that collectively generated $8.2M in first-year revenue while maintaining 4.6+ star ratings...
Why this works:
Complete contact information for both parties in proper business letter format
Correct title (Director of Product Management)
Personalized opening that references the hiring manager's recent work
Demonstrates research beyond just finding a name
Professional yet warm tone appropriate for tech industry
What to Do When You Can't Find a Name
Despite your best research efforts, sometimes you genuinely cannot identify the hiring manager. Here's how to handle this situation professionally, ranked from best to acceptable:
Option 1: Dear Hiring Manager (Best Generic Alternative)
This is the most widely accepted alternative when you cannot find a specific name. According to Jobscan research, it's received neutrally or positively by 92% of recruiters.
Why it works:
Professional and respectful
Shows you're addressing a specific role, not just anyone
Used successfully in 35% of job applications
Generally well-received across industries
Vastly superior to "To Whom It May Concern"
Example: "Dear Hiring Manager,"
When using this greeting, move quickly to demonstrate company knowledge in your opening paragraph to show that despite not finding a name, you've thoroughly researched the company and role.
Option 2: Dear [Department] Team
When you know the department but not the specific hiring manager, this approach shows targeted research:
"Dear Marketing Team,"
"Dear Engineering Department,"
"Dear Human Resources Team,"
"Dear Customer Success Hiring Team,"
When to use this: Best for smaller companies or when the job posting explicitly mentions you'll be joining a specific team. Works particularly well in collaborative, team-oriented company cultures.
Greetings to AVOID at All Costs
These greetings will actively hurt your chances and should never be used in modern business communication:
"To Whom It May Concern" – Extremely outdated and impersonal. Research by TopResume shows this phrase reduces callback rates by 34%. It signals zero research effort and makes your letter feel like junk mail.
"Dear Sir or Madam" – Antiquated, assumes binary gender, and suggests you're using a template from 1985. A full 62% of hiring managers in a 2023 survey said this greeting makes them think the candidate is "out of touch with modern workplace culture."
"Dear Sir" – Assumes male hiring managers, which is increasingly inappropriate and can be perceived as sexist. In 2024, many hiring managers are women, and this greeting immediately alienates them.
"Hello" or "Hi" – Too casual for cover letters, even at casual startup companies. Save informal greetings for email correspondence after you've established a relationship.
"To the Hiring Team" – The word "To" makes this feel like a mass email subject line rather than a professional letter. Use "Dear" to maintain formality.
No greeting at all – A stunning 89% of hiring managers think letters without greetings "look incomplete or rushed." Don't skip this step.
Frequently Asked Questions About Addressing Cover Letters
Should I address my cover letter to HR or the hiring manager?
Always prioritize the hiring manager over HR when possible. The hiring manager is the actual decision-maker for the role and has the most influence on who gets interviewed. However, if the job posting specifically names an HR contact or instructs you to apply through HR, follow those instructions exactly. When in doubt, "Dear Hiring Manager" targets the right person without having to choose between HR and the department head.
What if the hiring manager's name is very difficult to pronounce or spell?
Use the name exactly as it appears in official sources like LinkedIn or the company website. Never attempt to simplify, shorten, or anglicize names—this is disrespectful and will likely be noticed. If you're worried about spelling it correctly, call the company to verify: "Could you please spell [Name] for me to ensure I address my letter correctly?" If you cannot verify the spelling with certainty, it's better to use "Dear Hiring Manager" than to spell someone's name incorrectly.
Can I address my cover letter to multiple people?
Yes, if you know the role reports to multiple managers or involves a hiring committee. Use: "Dear Ms. Johnson and Mr. Chen," or "Dear Hiring Committee." List names in order of seniority or alphabetically. However, if there are more than two people, it's better to use "Dear Selection Committee" or "Dear Hiring Team" to avoid a lengthy greeting. Always verify that multiple decision-makers are actually involved before using this format.
Is it OK to address a cover letter "Dear Sir or Madam"?
No, absolutely not. This greeting is outdated, assumes binary gender, and signals that you haven't done research. According to recruiting studies, it can reduce your callback rate by up to 30%. Modern alternatives like "Dear Hiring Manager" are far more appropriate and show you understand contemporary business communication standards. One HR director put it bluntly: "When I see 'Dear Sir or Madam,' I immediately know the person has been using the same cover letter template since the 1990s. It's a red flag."
Key Takeaways: Master the Art of Addressing Your Cover Letter
Properly addressing your cover letter is a small detail that makes a significant difference in how hiring managers perceive your application. Here's what to remember:
Always try to find a name: Spend 15-20 minutes researching the hiring manager through LinkedIn, company websites, and phone calls. The 50% increase in callback rates makes this time investment worthwhile.
Use proper business letter format: Include full contact information for both parties, use appropriate titles, and follow standard business letter structure. This demonstrates professional communication competency.
When you can't find a name: "Dear Hiring Manager" is your go-to professional alternative. It's targeted, respectful, and vastly superior to outdated phrases like "To Whom It May Concern."
Avoid generic greetings at all costs: "To Whom It May Concern," "Dear Sir or Madam," and similar phrases actively hurt your chances by up to 34%. They signal laziness and lack of research.
Triple-check everything: Verify spelling, titles, and company information. Getting someone's name wrong is worse than using a generic greeting because it shows carelessness.
Understand acceptable exceptions: Mass recruitment campaigns, blind hiring processes, and ATS-managed applications are situations where generic greetings are understood and accepted.
Remember the bigger picture: While the greeting matters significantly, compelling content matters even more. Don't let fear of an imperfect greeting prevent you from applying to opportunities.
The effort you invest in properly addressing your cover letter sends a clear message to hiring managers: you care about this specific opportunity, you're detail-oriented enough to do thorough research, and you're willing to go the extra mile. In today's competitive job market where hiring managers receive hundreds of applications, these qualities can be the decisive factor between getting an interview and being passed over.
For more guidance on creating compelling cover letters, explore our comprehensive guides on how to start a cover letter, how to end a cover letter, and what should a cover letter include.
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