The Best Cover Letter Greetings to Use When You Don’t Know Who to Address
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When you’re deep in your job search, you might spend hours perfecting your resume and selecting the right cover letter format — only to pause at the very first line. How should you address your cover letter if you don’t know who to address it to?
Starting your cover letter with “To Whom It May Concern” might feel safe, but it can also make you sound detached or impersonal. In a hiring landscape, where hiring managers read dozens (if not hundreds) of cover letters every week, showing initiative and personalization makes a big difference.
Whether you’re applying to a large corporation or a small startup, taking time to customize your greeting shows respect, attention to detail, and genuine interest in the position. Here’s how to do it right — and the best cover letter greetings to use when you don’t know who to address.
Key Takeaways
Personalization matters — a thoughtful cover letter salutation helps your cover letter stand out and instantly catches the hiring manager’s attention.
Avoid generic greetings like “To Whom It May Concern” or “Dear Sir or Madam.” Instead, use targeted alternatives.
Taking a few extra minutes to find the hiring manager’s name on the company website or in the job description shows initiative and helps your cover letters make a memorable first impression.
Why Does Your Cover Letter Greeting Matter?
Your cover letter salutation is the first impression you make. It’s one of those details that signals whether you’ve put thought and effort into your application — or just clicked “apply” and hoped for the best.
When you start your cover letter with a personalized greeting, you show you’ve done your homework. You’ve researched the company website, looked through LinkedIn, or scanned the job description for the hiring manager’s name. That small effort can help your cover letter rise to the top of the pile.
And if you can’t find the specific person? Don’t worry — there are still plenty of professional alternatives that show you care.
🔶Tip: Need cover letter help? Our professional team of experts are here to support! Get started today.
The Hierarchy of Cover Letter Salutations
Think of your cover letter salutation like a funnel. The best option is always to address a specific person by name. But when that’s not possible, you can move down the list toward more general, yet still professional, greetings.
Let’s walk through the most effective options — from ideal to acceptable.
🥇Best Option: Address the Hiring Manager by Name
Whenever possible, start your cover letter with the hiring manager’s name.
You can often find the hiring manager’s name in the job description, on the company website, or through LinkedIn.
Using just their name — or even just a first name — can be risky unless you’re certain about their preferred title or gender. When in doubt, include an academic or professional title, such as “Dear Dr. Johnson” or “Dear Professor Williams.”
→ Example: “Dear Ms. Taylor,” or “Dear Jordan Lee.”
👉 Remember: Avoid casual greetings like “Hi” or “Hey.” You want your cover letter to sound friendly- but still professional.
🥈Second Best: Address the Department Head
If the hiring manager’s identity isn’t clear, consider addressing your cover letter to the department head instead. Even if the department head isn’t directly involved in the hiring process, this shows you’ve taken time to identify leadership within the organization. It’s a respectful, targeted approach that still feels personal.
→ Example: “Dear Marketing Director,” or “Dear Sales Department.”
🥉3rd Best: Address the Department Itself
If you can’t find a name or title, direct your cover letter to the department you’d be joining. It may not sound as warm as a personalized greeting, but it’s still far better than using “To Whom It May Concern.” It shows you’ve at least pinpointed where the job fits within the company structure.
→ Example: “Dear Communications Department,” or “Dear Sales Department.”
🔶 Tip: Contemplating if you should always include a cover letter with your job application? Check out our blog that dives into the ins and outs of application best practices.
Top 3 Salutations to Avoid in Your Cover Letter
Before you hit “submit,” take a second look at how you’re starting your cover letter. The wrong greeting can make your application feel impersonal or careless — even if the rest of your letter is great. Here are the top 3 salutations to steer clear of and what to write instead.
❌ “To Whom It May Concern” – Outdated and impersonal. It signals you didn’t take time to find out who’s hiring, which can make your application feel generic.
❌ “Dear Sir or Madam” – Feels overly formal and gendered. It can come across as old-fashioned and may alienate modern hiring teams.
❌ “Hey [First Name]” or “Hi [First Name]” – Too casual for a professional document. Unless you personally know the person, this greeting sounds overly familiar.
When you’ve spent time writing cover letters, you don’t want the very first words to create the wrong impression.
🔶 Tip: If you are ready to really stand out to a hiring team, check out our blog that outlines 5 Ways To Customize Your Cover Letter (Without Forcing It).
How to Find the Hiring Manager’s Name
If you’re serious about your job search, take a few extra minutes to track down the hiring manager’s name. Here’s how:
Check the job description: Sometimes, it includes who the role reports to — for example, “This position reports to the Director of Communications.” You can use that to look up the prospective boss’s name or even your potential future boss on LinkedIn.
Search the company website: Look for a team or leadership page. You might find the department head or human resources manager listed there.
Use LinkedIn: Type in the job title and company to see who currently holds relevant roles.
Ask directly: If the company lists a phone number or email, you can politely call and ask, “Could you tell me who the hiring manager is for the [Job Title] role?”
👉 Remember: Even if you can’t find a specific person, the effort itself shows initiative — something hiring managers always appreciate!
The Bottom Line: Show Effort, Even if You Don't Have a Name
A thoughtful cover letter salutation is a small detail that can have a big impact. It shows hiring managers that you’ve taken the time to research, personalize, and engage with their company.
In a sea of applicants who open with “To Whom It May Concern,” a well-researched greeting can set your application apart. Remember, your cover letter is a reflection of how you’ll communicate once you’re hired. Start strong, and you’ll increase your chances of connecting with the right hiring manager — maybe even your prospective boss’s boss down the line!
Q&A
Q: What should I do if I can’t find the hiring manager’s name anywhere?
A: If you’ve checked the company website, reviewed the job description, and searched LinkedIn but still can’t find the hiring manager’s name, use a professional greeting such as Dear Hiring Manager. You can also write Dear Talent Acquisition Team, Dear Recruiter, or Dear Human Resources Manager. These options show you took the time to personalize your cover letter even without identifying a specific person.
Q: Is “To Whom It May Concern” ever acceptable on a cover letter?
A: It’s best to avoid it. “To Whom It May Concern” feels impersonal and outdated—similar to a customer service complaint rather than a thoughtful job application. If you can’t locate a name, it’s better to address your cover letter to the department head or recruiting team.
Q: Should I use an academic or professional title in my cover letter greeting?
A: Yes, if you know the person’s correct title. Including an academic or professional title such as Dr., Professor, or Director adds a level of professionalism and respect. Just make sure it’s accurate by confirming it on the company website or during the hiring process.
Q: How do I know if I should use a department or a person’s name when I address my cover letter?
A: If possible, always address your cover letter to a specific person—ideally the hiring manager or department head. If you can’t find the hiring manager’s name after a few minutes of research, it’s fine to write Dear Recruiting Department or Dear Talent Acquisition Team.
Q: What’s the best way to get the hiring manager’s attention with my cover letter salutation?
A: A great salutation shows effort and professionalism. Avoid using just a first name or just their name without context. Instead, use their full name with a professional title if you know it. Remember, your very first words set the tone for the entire cover letter and can help you make a personal connection with your prospective boss’s boss.
Q: How much time should I spend writing cover letters if I’m job searching?
A: Quality matters more than quantity. Even if you’re applying to multiple positions during your job search, spend enough time writing cover letters to tailor each one to the particular company and job title. A few minutes of personalization—like using a proper cover letter salutation—can go a long way in catching hiring managers’ attention.
Need Help Perfecting Your Cover Letter?
Our ResumeSpice career consultants can help you write a professional cover letter that highlights your experience, skills, and personality — and starts with the perfect greeting.
Looking to make your entire application shine? We also offer resume writing, interview prep, career coaching, and more personalized career services designed to help you land your ideal role faster.
Call 832.930.7378 or contact us here to get started today.
