You’ve found the perfect job and finally sat down to write that cover letter (good for you!), but immediately you’ve run into a roadblock. How do you even start the darn thing? Should you use Mr. or Ms.? Do you include a first name? And what if you’ve searched high and low, but can’t find the hiring manager’s name?
Don’t fret! Follow these rules for cover letter salutation salvation.
Rule #1: Use a Formal Full Name Salutation
Unless you know for sure that the culture of the company is more casual, use the hiring manager’s first and last name, including a “Mr.” or “Ms.” (e.g., Mr. Jack Smith).
Most letters I see still use the “Dear” greeting, though I’ve seen a growing trend of people dropping it and starting with “Hello” or just the name. Either way works. The most important part is having the actual name. Never use “To Whom it May Concern” or “Dear or Sir or Madam”—nothing could be more generic (not to mention archaic). Your cover letter could be the first opportunity you have to make an impression on the hiring manager, so make sure you show that you did your company research.
One note of caution, if you can’t decipher whether to use “Mr.” or “Ms.” based on the name and a little Google stalking (and you don’t have an easy way out with a “Dr.”), just drop the title.
Rule #2: If You Don’t Know the Hiring Manager, Guess
Sometimes, even after hours of online searching (try these tips), you still might not be able to definitively figure out who exactly the hiring manager for the position you’re applying for is—and that’s OK.
If you can only find a list of the executives of the company and you’re not completely confident who the hiring manager is, use the head of the department for the position you’re applying for. In the end, no one will fault you for addressing the letter higher up than necessary. This approach is definitely better than not using a name in your cover letter, because it still shows the time and effort you took to find out who the department head is.
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Rule #3: Be as Specific as Possible
So, you’ve done your due diligence and after an exhaustive search—nothing. You just can’t find a single name to address your cover letter to. If that’s the case, don’t worry. The company is likely privately held with no reason to share who its employees are—and, more importantly, is aware of this.
If this is the case and you don’t have a name to use, try to still be as specific as possible in your greeting. Consider using “Senior Analyst Hiring Manager” or “Research Manager Search Committee”—something that shows that you’ve written this letter with a particular audience in mind.
Ultimately, you want your cover letter to convey your interest in the position. To start off on the right note, get the salutation right by being as specific as possible—ideally with the name of the hiring manager. Of course, that can’t always happen, but as long as the effort is clearly made, you’ll be starting your cover letter in the right place.
Posted on by Jon Shields
When it comes to addressing a cover letter, advice columns frequently spotlight these two pitfalls:
- Mistake 1: Failing to address your cover letter to a specific person
- Mistake 2: Addressing a cover letter to the wrong person
Most job postings don’t specify who will be reading your cover letter. This puts job seekers in a tricky situation. Fixing the first mistake could cause you to make the second. So what’s the best way to replace “To Whom It May Concern” atop your cover letter?
Here are 4 top tips for figuring out who to address your cover letter to:
1) Don’t Address the Recruiter
For many job openings, the first person you need to impress is a corporate recruiter. That doesn’t mean you should address your cover letter to them.
“Recruiters do not read cover letters,” a long-time healthcare recruiter told Jobscan. “Bottom line.”
That might be an overstatement — most don’t, some do — but many recruiters would admit that they aren’t the intended audience of a cover letter. “It’s mostly for the hiring manager,” said a recruiter in the non-profit industry. “For us [recruiters], it’s just an extra step in an already elongated process.”
The healthcare recruiter agreed: “If you’re sending it straight to a hiring manager who’s looking at a much lower number of applicants looking in, they might actually read that.”
In order for your cover letter to make an impact with a hiring manager, it’s up to your resume to get past a recruiter and the tracking system they use to rank and filter applicants. Try analyzing your resume against the job description below to receive instant optimization tips and recruiter insights so that the time you spent crafting your cover letter isn’t in vain.
2) Search the Company Website and LinkedIn
Few job postings list the hiring manager by name but many will tell you the position to which you’d be reporting.
With this information, a little detective work can reveal the name of the hiring manager.
How to Search for a Hiring Manager’s Name on a Company Website
Start off by browsing the company’s website. Look for an about page, company directory, or contact page. These pages are frequently linked at the very bottom of the website. Companies that feature employees on their about page make it much easier to figure out who will be reading your cover letter.
You can also try searching the website. If the website doesn’t have a built in search bar, use this syntax in Google:
“[position you’ll be reporting to]” site:company website
This will reveal hard-to-find about pages or other mentions of the position in the company’s blog posts, press releases, and other pages.
How to Search for a Hiring Manager on LinkedIn
If a company doesn’t list the hiring manager on their website, LinkedIn is your next best resource.
Start off by searching for the company page on LinkedIn. Once you’re on the company’s LinkedIn page, click “See all X employees on LinkedIn” near the top.
Depending on the company size, you can either browse all positions or narrow your results by adding search terms to the search bar (e.g. “Marketing Manager”) and utilizing the “Current companies” filters on the right side of the screen.
Search for the “reports to” position from the job listing. If it wasn’t provided in the listing, search for keywords related to your prospective department (e.g. “marketing”). If the company uses an intuitive corporate hierarchy you should be able to determine who will be reading the cover letter.
3) Contact the Company Directly
There is nothing wrong with calling or emailing the company to ask for the name of the hiring manager. Be polite and honest with the administrative assistant or customer service representative. Explain that you’re about to apply for a job and you’d like to know who you should address in your cover letter.
If they aren’t able to provide an answer or transfer you to someone who knows, let it go. The last thing you need is word getting back to the hiring manager that you were pushy with one of their colleagues.
4) If you still can’t figure out the name of the hiring manager…
If your investigation doesn’t yield any results, to whom should you address your cover letter?
Aim High When Addressing a Cover Letter
You don’t want to address your cover letter to the wrong person, but if you do, it’s better to guess high than low. If you are only able to track down a list of executives, Lily Zhang of The Muse suggests that addressing a cover letter to a high-level department head is still in your best interest. “In the end, no one will fault you for addressing the letter higher up than necessary,” she writes. “This approach is definitely better than not using a name in your cover letter because it still shows the time and effort you took to find out who the department head is.”
“To Whom it May Concern” Alternatives
Using “To Whom it May Concern” is considered outdated and overly formal in many hiring circles. It also does nothing to help you stand out as it’s the go-to salutation most applicants use when addressing a cover letter to an unknown recipient.
If you know the position you’d be reporting to, use that. At very least, “Dear Customer Experience Manager” shows that you carefully read the job posting.
“Dear Hiring Manager” or “Dear Hiring Team” are a couple generic alternatives that are a little less stuffy than “To Whom it May Concern.” You can also address your letter to the appropriate department, for example “To the Design Department” or “Dear Engineering Department.”
As with many aspects of the job application process, demonstrating that you put in some extra effort can make a difference. Doing some research before addressing a cover letter contributes to a positive first impression.