cover letter dear ms or mrs

How to Address a Cover Letter in 2024

Yes, how you address your cover letter matters.

After all, this is the first thing the recruiter reads when going through your cover letter, and yes, there is a right and wrong way to do it.

In this article, we’re going to teach you how to address your cover letter in such a way that you leave a positive impression on any recruiter!

• How to address a cover letter to a recruiter? (Casual or formal)
• What title to use when addressing the hiring manager
• How to address a cover letter without a contact person/to a company
• How to address a cover letter without an address
• How to address a cover letter in an email

How to Address a Cover Letter To a Recruiter (Casual or Formal)?

As we already mentioned, the way you address your cover letter is important because it is the very first thing recruiters see upon opening your cover letter. 

A well-formulated cover letter address means that you care enough to research the company (i.e. to find the hiring manager’s name and title) and that you show attention to detail. 

As such, you should always put some research into who you’re addressing your cover letter to and do so in a formal way.  

And yes, the formal part is important too. The recruiter isn’t your best friend - you want to maintain a sense of professionalism.

If this is how you address the recruiter in your cover letter:

• What’s up Hiring Manager
• Hi there Hiring Team

Then you say goodbye to the job.

Now, you’re probably wondering, how can I find out whom to address my cover letter to?

That’s what we’re about to teach you:

Who Am I Addressing My Cover Letter To?

Here are some tricks to find the full name of the hiring manager: 

• Check the job listing. The job listing may have information about the recruiter or the department doing the hiring. Make sure to read through the entire job listing, as it might not be at an entirely obvious place.
• Check the company website. Some websites feature the names of the hiring managers or heads of departments that may go through your cover letter. Alternatively, LinkedIn is another place where you can look for this information.
• Check the company’s LinkedIn. You can look up who works in the company you’re applying for on their LinkedIn page.
• Ask around. Do you have friends that work for the company? They could provide you with valuable inside info.

To avoid making a bad impression, head over to our guide on cover letter mistakes to learn about what NOT to do when writing your cover letter.  

Addressing a Cover Letter With a Name

By now, you have probably found the hiring manager’s full name and gender. With this information available, it’s best to address the hiring manager formally, as follows: 

• Dear Mr. Brown,
• Dear Miss Fitzpatrick,
• Dear Mrs. Lockhart,
• Dear Ms. Walters,

If, for some reason, you are unsure about the person’s title, gender, marital status, or preferred pronouns, just address them using their entire name to avoid any mistakes. For example:

• Dear Alex Brown, 
• Dear Blair Fitzpatrick,
• Dear Jesse Lockhart,
• Dear Madison Walters,

Addressing someone with a title 

Now, if you found out that the hiring manager has a professional or academic title, then it’s more appropriate to address them using that title. If, for example, the hiring manager has a Ph.D., then it’s more respectful to address them as “Dr. Last Name,” instead of “Mr. Last Name.”  

Here are some professional titles and how they’re abbreviated: 

• A professor is Prof. 
• A reverend is Rev. 
• A sergeant is Sgt. 
• Honorable is Hon. 

If, however, you are uncertain about how a title is abbreviated, then avoid it altogether. 

Here are a few examples to give you an idea: 

• Dear Prof. Welsch,
• Dear Director Smith,
• Dear Rev. Owen,

Dear Dr. Leonard,

When addressing women and you don’t know their marital status, always go with Ms., because it doesn’t comment on marital status. Some women prefer not to be addressed with Miss or Mrs. even when they’re married, so sticking with Ms. is the best choice. 

Want to learn more cover letter tips ? Our guide has all you need to ace your cover letter!  

How to Address a Cover Letter Without a Contact Person

It might happen that, no matter how hard you search, you can’t find the name of the hiring manager or department head that will read your cover letter.

In that case, you can address your cover letter to the department, faculty, or the company.

• Dear Software Development Hiring Team,
• Dear Customer Service Department Hiring Team,
• Dear Head of the Literature Faculty,
• Dear Director of Marketing,
• Dear Human Resources Recruitment Team,

Alternatively, if you don’t have enough information either about the department or the team, you can opt for addressing the cover letter directly to the company’s hiring staff, as follows: 

Dear [Company Name] Hiring Team 

Dear [Company Name] Recruiting Staff

If all else fails (meaning, you don’t know the name of the department head or even the exact department, in addition to the recruiter) then you can use one of the good, old-fashioned:

Dear Hiring Manager,

...but NOT the impersonal and way outdated “To whom it may concern” and “Dear Sir/Madam.” 

Starting a cover letter can be challenging. Our guide can show you how to start a cover letter that will get you results from the get-go. 

How to Format the Company’s Address

Before you reach the salutation, you have to make sure that the header with the recipient’s contact information is formatted correctly. 

It might not be the deciding point of whether you’ll secure an interview or not, but it will cost you points if it’s off. 

So, the first thing you want to do is add your name and surname on the upper left side of the cover letter. Underneath, you should write your professional title (if applicable), your email , and your phone number . 

Now, after you’ve also added the date, you should leave one more space and add the recipient’s contact information and, most importantly, the company’s address. 

It should look something like this on your cover letter: 

When You Can’t Find the Company’s Address 

Some companies might have several addresses listed (as per their branches, for example), or even none at all. 

Since an application that doesn’t have an address line could end up lost or misplaced, make sure you do one of the following before skipping the company’s address completely:

• Check all your resources, (pretty much like when you were looking for the hiring manager’s name) to find the company’s address. 
• Use the company’s headquarter address. This is sometimes easier to find, especially if the company has several branches. 
• Use the P.O. Box number for the company. This is not as specific as an actual address line, but if all else fails, it’s still something. 

Frequently, you’ll be asked to submit your job application (including your cover letter) electronically, or by email. In those cases, you can skip the address line altogether. 

Here’s how you’d go about addressing a cover letter in an email.

How to Address an Email Cover Letter

If you’re sending your job application through email, chances are you’ll need to format your cover letter in the body of the email, or as an attachment along with your resume.

First and foremost when you’re addressing a cover letter in an email is the subject line, which should be between 6-10 words long. 

Considering that hiring managers receive countless emails daily, you want to make sure that yours is a job application immediately. And the way to do that is straight through the subject line, which should indicate exactly the position you’re applying for and your name so that it’s easier to find through the recruiter’s swarmed mailbox. 

Here’ what we mean by that:

• Subject Line:   John Doe - Software Development Job Application 
• Subject Line: John Doe - Job Application for Marketing Manager Position   
• Subject Line: John Doe - Stock Manager Job Application 

Afterward, if you’re including your cover letter in the body of the email (as opposed to attaching it as a document), begin by using a salutation, add space, and start your letter. 

If someone referred you for the position, make sure to mention that in the subject line of your email as well as in your opening paragraph.  

So, let’s see how all the above plays out in practice: 

Subject Line: John Doe - Carl Jacob’s Referral for Software Developer

I was very glad that Mr. Jacobs, a long-time partner at your firm who also happens to be my mentor from college, referred me for the Software Developer position. 

Do you want your style, personality, and overall personal brand to shine through your application? With Novorésumé, you can match your cover letter with your resume to make a lasting impression! 

Key Takeaways 

And that’s all there is when it comes to addressing a cover letter! You should feel much more confident in doing so by now. 

Either way, let’s go over the main points we covered throughout the article: 

• Your cover letter address should be formal and well-researched. Don’t address the hiring manager with “hey,” “what’s up,” “hi there,” or even the old-fashioned “Dear Sir/Madam” and “To Whom It May Concern.”
• Always try to find the hiring manager’s full name and professional title through the company’s website, LinkedIn, by calling, or by asking someone who works there.
• If you know the hiring manager’s name, go with “Dear Mr./Miss Last Name,” but if you’re unsure about their gender, marital status, or preferred pronoun, just address them using their full name.
• If the recruiter has a professional or academic title, it’s more appropriate to address them using their title.
• If you can’t find the contact person’s name, then address the department, faculty, or company (i.e. Dear Microsoft Hiring Team , or Dear Software Development Recruitment Team ).

Related Readings: 

• Do I Need a Cover Letter in 2024
• Entry-Level Cover Letter
• Cover Letter for Internship
• How to Write a Cover Letter in 2024

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Business Letter Writing: Mrs, Miss or Ms?

How should you address a woman when you write a letter or email to her? Will she be offended if you write “Dear Madam” or “Dear Mrs + surname”?

Over the last few years, there have been some changes in standard greetings, and here are some general guidelines to help you choose between the three standard titles: Mrs, Miss, Ms.

Mrs, Miss, Ms?

The old distinction between married (“Mrs + surname”) and unmarried (“Miss + surname”) is generally irrelevant in business letters. As it doesn’t matter if a woman is married or not, use “Ms + surname”. Ms is pronounced (Mizz) and is used for all women.

For example:

“Dear Ms Jones”

If you are replying to a letter in which the woman has written her name as “Mrs + surname”, then it is fine to reply to her using “Mrs + her surname”.

“Dear Mrs Jones

Thank you for your letter…”

However, as explained above, if you receive a letter where the first name and surname are given, reply with “Dear Ms + surname”.

“Dear Ms Jones”.

We don’t generally write “Dear Miss + surname” to women – unless they have already written to you and ended their letter with this title. So if you receive a letter from a woman who has signed it “Miss + surname”, you can also use “Miss + surname” in your reply.

“Dear Miss Jones

Thank you for your enquiry about …”

If you are writing to a person in a company whose name you don’t know, you can start with “Dear Sir / Madam”. (This is because you don’t know if you’re writing to a man or a woman.)

“Dear Sir / Madam

I’m enclosing my CV for your attention…”

If you know for sure that the person is a woman (but you don’t know her name) you can write “Dear Madam”.

Avoid these other mistakes

1. Don’t write “Dear Mrs” on it own without any name afterwards. Remember: after titles like Mr, Mrs or Ms, we need a surname.

2. Don’t write “Dear Ms”, “Dear Miss” or “Dear Mrs” followed by the first name.

3. Don’t write “Dear Madame”.

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How to Address a Cover Letter With Examples

Options for Addressing a Cover Letter

• Letter Without a Contact Person
• Non-Gender-Specific Names

What Title to Use

• Address an Email Cover Letter
• Review a Sample Cover Letter

Before You Send Your Letter

One of the trickiest parts of writing a cover letter comes at the very beginning. Much of the time, you won’t know exactly who will read your letter. How do you address your cover letter when you don’t have the contact person’s name and/or gender ?

First of all, try to find out the name of the contact person. Some employers will think poorly of an applicant who does not take the time to learn the hiring manager’s name. Also, take care not to assume that you know the gender of the recipient based on the name. Many names are gender-neutral, and some hiring managers may identify as a gender other than male or female.

It’s also possible that you’ll do your research and still be unable to figure out to whom you are addressing your letter. In that case, it's better to be safe and use a generic greeting . It's also acceptable to start a letter without a greeting and start with the first paragraph of your letter .

You have a lot of options when addressing your letter. Learn more about the possibilities before you make your choice.

How to Address a Cover Letter Without a Contact Person

There are a variety of general cover letter salutations you can use to address your letter. These general cover letter salutations do not require you to know the name of the hiring manager.

In a survey of more than 2,000 companies, Saddleback College found that employers preferred the following greetings:  

• Dear Sir/Madam (27%)
• To Whom It May Concern  (17%)
• Dear Human Resources Director (6%)
• Leave it blank (8%)

Do keep in mind that terms like "To Whom It May Concern" may seem dated, so the best options may be either to use "Dear Hiring Manager" or not to include a greeting at all. Simply start with the first paragraph of your letter.

How to Address a Cover Letter for a Non-Gender-Specific Name

If you do have a name but aren't sure of the person's gender, one option is to include both the first name and the last name in your salutation, without a title that reveals gender:

• Dear Sydney Doe
• Dear Taylor Smith
• Dear Jamie Brown

With these types of gender-ambiguous names,  LinkedIn  can be a helpful resource. Since many people include a photo with their profile, a simple search of the person's name and company within LinkedIn could potentially turn up the contact's photograph.

Again, you can also check the company website or call the company’s administrative assistant to get more information as well.

Even if you know the name and gender of the person to whom you are writing, think carefully about what title you will use in your salutation.

For example, if the person is a doctor or holds a Ph.D., you might want to address your letter to “Dr. Lastname” rather than “Ms. Lastname” or “Mr. Lastname.” Other titles might be “Prof.,” “Rev.,” or “Sgt.,” among others.

When you address a letter to a female employer, use the title “Ms.” unless you know for certain that she prefers another title (such as “Miss” or “Mrs.”).

“Ms.” is a general title that does not denote marital status, so it works for any female employer.

How to Address an Email Cover Letter

Hiring managers get a lot of emails each day. Make it easy for them to scan your email and follow up by including a clear subject line and a signature with your contact information. It's important to address the email cover letter correctly, including the name of the person hiring for the position if you have a contact, to ensure that your letter gets noticed.

Subject Line of Email Message

Never leave the subject line blank. There is a good chance that if a hiring manager receives an email with no subject line, they’ll delete it without even bothering to open it, or it could end up in their spam mailbox. Instead, write a clear subject indicating your intentions.

List the job you are applying for in the  subject line of your email message , so the employer knows what job you are interested in. They may be hiring for multiple positions, and you will want them to identify the position you’re interested in easily.

How to Address the Contact Person

There are a variety of  cover letter salutations  you can use to address your email message. If you have a contact person at the company, address the letter to Ms. or Mr. Lastname. If you aren’t given a contact person, check to see if you can  determine the email recipient's name .

If you can’t find a contact person at the company, you can either leave off the salutation from your cover letter and  start with the first paragraph  of your letter or use a  general salutation .

How to Format the Salutation

Once you have chosen a salutation, follow it with a colon or comma, a space, and then start the first paragraph of your letter. For example:

Dear Hiring Manager:

First paragraph of the letter.

Body of Email Cover Letter

The body of your cover letter  lets the employer know what position you are applying for, and why the employer should select you for an interview. This is where you'll sell yourself as a candidate. Review the job posting and include examples of your attributes that closely match the ones they are looking for.

When you're sending an  email cover letter , it's important to follow the employer's instructions on how to submit your cover letter and resume.

Make sure that your email cover letters are as well-written as any other documents you send.

If you have attached your resume, mention this as part of your conclusion. Then finish your cover letter by thanking the employer for considering you for the position. Include information on how you will follow up. Include a closing, then list your name and your  email signature .

Your email signature should include your name, full address, phone number, email address, and  LinkedIn Profile URL  (if you have one) so it is easy for hiring managers to get in touch.

Firstname Lastname  Street Address  (optional) City, State Zip Code  Email  Phone  LinkedIn

Sample Cover Letter

This is a cover letter example. Download the cover letter template (compatible with Google Docs and Word Online) or see below for more examples.

Sample Cover Letter (Text Version)

Mary Garcia 12 Rogers Avenue Townville, New Hampshire 03060 555-555-5555 mary.garcia@email.com

February 17, 2021

Franklin Lee

CBI Industries 39 Main Street Townville, New Hampshire 03060

Dear Mr. Lee:

I was excited to see your ad for the operations assistant position in your Townville offices.

I have five years of experience as an operations assistant/associate. In my most recent role at ABC Corp., I fulfilled orders, resolved customer issues, ordered supplies, and prepared reports. In previous roles, I’ve done bookkeeping, data entry, and sales support. Basically, anything your department needs to run smoothly, I can do – and most likely, I already have experience doing it.

My other skills include:

• Strong communication skills, in person, in writing, and on the phone
• Excellent attention to detail and organization skills
• Top-notch customer service
• Experience in the industry and passion for the product
• Adept at all the usual professional software, including Microsoft Office Suite

I’ve included my resume for your review. Please contact me if you have questions or would like to schedule an interview. Thank you for your consideration.

Signature (hard copy letter)

Mary Garcia

Review Cover Letter Samples: It’s hard to write cover letters from scratch. To make life easier – and to make sure you don’t forget any of those pesky formatting rules —start by reviewing cover letter samples . Sending an email version instead? Look at a few examples of email cover letters to get started.

Customize Your Cover Letter: Why personalize your cover letter every time you apply for a job? Because even similar job titles have different requirements. The goal of a cover letter is to show the hiring manager that you’re the best candidate for this particular job. Customizing your cover letter will help you emphasize your skills and experience and how they fit with the job requirements .

Spell-Check Names: Before sending your cover letter, make absolutely sure that you have spelled the hiring manager’s name correctly. That is the kind of small error that can cost you a job interview.

Carefully Proofread Your Letter: Whether you're sending an email or uploading or attaching a printable cover letter, it's important to make sure that your cover letter and resume are written as well as any other business correspondence. If you can, have a friend proofread before you hit send, to pick up any typos or grammatical errors.

Saddleback College. " Your Resume is Your 1st Interview ," Page 14. Accessed Feb. 17, 2021.

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How to Address a Cover Letter to Recruiter or Hiring Manager

5 min read · Updated on November 24, 2021

Knowing how to effectively address a cover letter makes you a very visible and appealing candidate.

Did you know that the cardinal rule of cover letters is personalization? It impresses a hiring manager or recruiter because it tells them you took time to research the specific information for the letter rather than sending a generic version.

What many people forget, however, is that the greeting or salutation in a cover letter must also be personalized with the hiring professional's first and last name whenever possible.

There are several effective ways to find the hiring manager's name for your greeting — and some acceptable back-up strategies when you can't. Either way, knowing how to address a cover letter effectively can prevent you from ending your hiring chances before they even begin. 

When you know the hiring manager's name

More often than not, you'll be given the name of the hiring professional or the manager that you'll work for. Whoever it is, use their full name (first and last name) in the greeting. 

If you cannot definitively tell the gender of the hiring person, do not use a gender-based title such as “Mr.” or “Ms.” in the greeting. Instead just use the person's full name.

For example, Alex Johnson could be male or female. To avoid a gender mistake, use Dear Alex Johnson, Hello Alex Johnson, or simply Alex Johnson .

However, professional titles such as “Professor” or “Dr.” are definitely acceptable as a cover letter salutation and should be used as a sign of respect. Be on the lookout for these and other titles to include.

How to find a hiring manager's name for your cover letter

If you're not given the name of the hiring manager, here are some effective ways to discover their name by using:

The job description: Check this document for the hiring manager's name. While it's not generally listed, you never know. If it's not obvious, there's also a trick to quickly discover an email in the job description that might contain the name; while in the document, press Ctrl +F or run Command + F and search for the @ symbol.

An email address: If you discover an email address, it may not have a full name but rather a first initial and last name or just a first name like [email protected] or [email protected] . A Google search combining the person's name as shown in the email and the company name might find you the person's full name.

 A LinkedIn post: A name connected to the LinkedIn job posting is probably that of the hiring professional who posted it, so use that name in your greeting.

The supervisor's title: It's more likely that a job description will list who the new hire will report to — such as the director of accounting — without listing a name. In this case, there are several search options:

Search the company's website for listings of staff members by title.

Run an advanced LinkedIn or Google search for all directors of accounting at that specific company.

Check with your network for someone who might know the person's name or search the appropriate professional networking sites.

Contact the company by phone or email. Tell them you're applying for [job title] and want to address your cover letter to the right person.

In the end, this research can be the difference between making a great first impression and getting noticed for the position — or getting totally ignored by the hiring manager. 

Acceptable options in lieu of a name

If you try the steps above and come up empty, there are still some alternative greeting options that will put you in a professional light.

The idea is to show that you've read the job description and tailored your greeting based on the company department where the job is located, the hiring manager's title, or the team with which you'll potentially work.

Some good examples include:

Dear Head of Design

Hello IT Department

Dear Accounting Manager

To Company ABC Recruiter/Hiring Professional

Hello Marketing Hiring Team

Dear Customer Support Hiring Group

Dear Human Resources

If you still can't find any specific name or department information, go with “Dear Hiring Manager.” It sounds professional and it's not gender-specific. In fact, a recent survey of over 2000 companies by Saddleback College showed that 40 percent preferred “Dear Hiring Manager” as the best greeting when a manager's name can't be found. 

“Dear Sir or Madam” is another option that works because it's gender-neutral and respectful. However, it sounds a bit old-fashioned and may signal a hiring professional that you're an older worker or just not aware of other greeting options. It's perfectly acceptable, but the better choice is “Dear Hiring Manager.” 

In the end, an actual name or any of the alternative examples will let you stand out from the crowd, so do your best to find and use those whenever you can.

Never leave the greeting blank

Whatever information you may or may not find, it's important to never leave your greeting line blank.

A blank greeting line can make you come across as lazy or rude, or imply that you simply don't understand how to write a cover letter — all of which will immediately put you out of contention for the job. There's no reason to leave the greeting blank when there are so many options that can be used effectively.

When you spend the time and effort to personalize your cover letter, you don't want to come across as “just another candidate” by using a generic greeting or no greeting at all.

A personalized greeting will impress any hiring professional, increasing the chance they'll read your entire cover letter — and ask you for an interview.

Not sure if your cover letter is cutting it? Our writers don't just help you with your resume . 

Recommended Reading:

Do Hiring Managers Actually Read Cover Letters?

5 Things to Say in Your Cover Letter If You Want to Get the Job

How To Write a Cover Letter (With Example)

Related Articles:

How to Create a Resume With No Education

From Bland to Beautiful: How We Made This Professional's Resume Shine

See how your resume stacks up.

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WTO / Letters and Emails / Cover Letters / How to Properly Address a Cover Letter (with Examples)

How to Properly Address a Cover Letter (with Examples)

A cover letter is an official one-page document you submit as part of your job application alongside your resume or curriculum vitae.

The main aim of writing this letter is to highlight your professional background to the hiring manager or potential employer.

A well-written cover letter can spark the prospective recruiter’s interest and get them to read your other job application materials. However, a poorly formatted letter might mean that your job application documents will be disregarded, and you want to make sure this does not happen. As such, before you start writing this letter, you must have adequate information on how to draft an effective cover letter , starting with how to address the letter correctly.

How you address your cover letter is very important, as this is usually the first thing the hiring manager reads when going through it. A well-formulated cover letter address shows your enthusiasm for the job and demonstrates your attention to detail skills.

This is because it will be specific (i.e., include the hiring manager’s name and title), indicating that you took your time researching the company and the cover letter recipient. Moreover, addressing your letter properly sets the tone for the rest of your letter, making your job application stand out.

Free Templates

How to Address a Cover Letter Properly

Knowing how to address your cover letter professionally and appropriately will enable you to make a positive impression on the recruiter reviewing your letter, increasing your prospects of getting more job interviews and ultimately landing the position you were hoping to secure.

The following are different methods of addressing the situation, depending on the situation:

Addressing a cover letter with no name

The most appropriate way of addressing this letter is to use a formal salutation addressed directly to the recruiter or hiring manager using their full names. However, in some cases, research into the company and whom to address the cover letter to may not disclose the recruiter’s name. In such a situation, you can explore alternative methods of addressing the letter that do not negatively impact your chances of getting a job interview.

These include:

Use academic or professional title

Using the recipient’s right academic or professional title is considered an excellent greeting option. It demonstrates that you read the job description and tailor your greeting based on the company department where the job position is currently available, the hiring manager’s title, or the team with which you will potentially work. Nonetheless, you will need to be as specific as possible to demonstrate that you have done your research and aren’t just sending a generic cover letter to many recruiters from different companies hoping to land a position in either of the companies. 

Examples of professional greetings in such a scenario include:

• Dear Customer Support Hiring Manager/Team, in the event you are applying for a customer service representative position
• Dear Chief Financial Officer/Accounting Manager, if you are applying for an accounting position
• Dear Talent Acquisition Team
• Dear Human Resources Manager, among others.
• No salutation

If you cannot find the recipient’s name, do not know the recipient’s professional or academic title, and are unsure of the department where the job is currently available, you can opt to skip the salutation and start your cover letter with the introductory paragraph . This is advisable, as it avoids the chance of making things worse. However, it is essential to note that this should be considered a last resort, as not including a salutation may come across as being rude, overly lazy, or implying that you do not know how to write this letter, all of which may put you out of contention for the job.

Use “dear hiring manager”

If you cannot find any specific name or sufficient department information, use the “dear hiring manager” salutation, as it sounds professional and is gender-neutral. Some applicants like to use “Dear Sir/Madam” as a generic salutation for cover letters, but its use is a bit old-fashioned. In addition, it may be considered overly formal by some employers. The “ To Whom It May Concern ” greeting is also discouraged as it sounds too impersonal and outdated.

Other options

The most common and acceptable way to address a cover letter when the letter’s recipient is unknown is by using the ‘Dear Hiring Manager” greeting.

Still, you can use other alternative greetings, including:

• Dear IT Department
• Dear Company ABC Hiring Manager/Recruiter
• Dear Head of Nursing
• Dear Company XYZ Team
• To the Catering Department, etc

Addressing using a formal full name

Generally, most job descriptions or job postings will provide the name of the hiring professional or the manager you will be working for. In such cases, it is preferable to address your cover letter formally using the hiring professional’s first and last name. Addressing your letter using the recipient’s formal full name establishes a personal connection and sets the right tone for your letter.

• Dear John Doe
• Dear Alexis Brown
• Dear Johnson Kingstone

Using gender-specific titles such as Mr., Ms., or Mrs. is only advisable if you are sure of the receiver’s gender and marital status. Suppose you know the hiring professional personally and they have told you their preference; you can use their title and last name when addressing the cover letter.

• Dear Mrs. Patterson
• Dear Mr. Stanley
• Dear Ms. Rodríguez

Given that your contact has a professional title that you are aware of, you may want to replace the gender-specific titles such as Mr. or Mrs. with the receiver’s professional title or honorifics, as this is considered more respectful. For example, if the letter’s addressee is an individual with a medical or doctorate degree, you will need to write Dr. before their name as a sign of respect.

More examples

• Dear Prof. Hussein
• Dear Rev. Purity Smith
• Dear Lt. Angelou

Address using the only name for a non-gender-specific name

If you know the hiring officer’s name but cannot definitively tell their title, gender, marital status, or preferred pronouns, it is best to address them using only their full name to avoid any mistakes.

• Dear Alex Brown
• Dear Jamie Brown
• Dear Mohamed Ahmed,
• Dear Tiffany Hale

When addressing a cover letter, it is best to be as specific as possible and personalize it accordingly to impress the hiring professional and compel them to read the rest of your letter.

Including a specific name and title is always considered the best way to address a cover letter.

However, if your research efforts do not disclose the hiring manager’s name, you can still be as specific as possible and consider using the department or academic title, or address your letter in a more generalized manner but with a particular audience in mind.

How do You Find Out to Whom to Address a Cover Letter?

Most organizations provide the names of the hiring managers so that applicants immediately know to whom to address the letter.

However, in cases where you are not given the recruiter’s name, consider the following effective ways to discover whom to address your cover letter:

Double-check the job posting

The most convenient way to find out the name of the hiring professional is to double-check the job posting or job description. This is because most job descriptions contain comprehensive information on job application submission criteria, which generally include the letter’s receiver.

Examine the email address provided in the job description

If the hiring manager’s name is not included in the job description or is not apparent to you, you can discover the hiring manager’s name by examining the email address provided in the job description. For example, if the email address provided in the job description is [email protected], a Google search combining the person’s name as indicated in the email and the company name might find you the hiring manager’s full name. However, this may not always work, as some organizations prefer to use business emails.

Check LinkedIn

LinkedIn job postings often include the name of the person offering the job. LinkedIn’s profile name is more often than not the hiring manager’s name, and you should use that name in your address line.

Check the company website

Suppose the company you are applying to has an official company website. Then try to find the head of the relevant department on the company’s staff page or do a LinkedIn company search.

The supervisor’s title

In most cases, job descriptions list who the new hire will report to, such as the head/director of accounting, the director of nursing services, etc., without disclosing a specific name. In this case, there are various search options you can explore to find out the hiring manager’s name.

This includes running an advanced LinkedIn or Google search for all directors of accounting or nursing services in that company, checking with your network for someone who might have an idea of the person’s name, including your professional networks, or searching the company site for listings of staff members by title.

If all of the above-mentioned options fail, you can consider contacting the company by phone or email and telling them that you are applying for a specific job position. Still, there are chances that you may not find the contact person, and you would like to address your cover letter to the right person.

How to Address an Email Cover Letter

If the company’s preferred job application submission criterion is through email, you will need to format your cover letter in the email’s body or as an attachment along with your resume. If you are formatting the letter in the email’s body, create a strong subject line that is clear and concise to enable the recipient to know the purpose of the email. Your subject line should include the job title you are applying for, your full name, and a phrase that reiterates what the email contains.

After providing a suitable subject line of 6–10 words long, include a professional and specific salutation. If you know the addressee’s name, address the letter to them using either their full name or “Mr.” or “Ms.” preceded by their full names. If the recipient has a professional or academic title, such as “Dr.” or “Prof.”, use that in place of Mr. or Mrs.

Subject Line: Job Application for Financial Analyst, Jessica Jones Dear Mr. John Doe, or Dear Dr. Vincent Hopkins,

If you are unable to determine the recipient’s name from the email provided or through a quick search, use a general salutation such as “Dear Hiring Manager” or leave out the salutation and begin your letter with the introductory paragraph.

Once you have selected a suitable salutation, follow it with a comma or colon, skip a line, and then start the first paragraph of your letter. This applies to letters sent via email or traditional mail.

Do’s and Don’ts for Addressing a Cover Letter Properly

These letters are formal; thus, they should always be addressed professionally and with a specific audience in mind to demonstrate an applicant’s professionalism and attention to detail.

Discussed below are the steps for addressing a cover letter:

Do some research to find the hiring manager’s name

Whenever possible, this letter should always be addressed to someone specifically in their official name. This makes the letter seem more personalized to the reader and helps differentiate you from other candidates. Therefore, do research and try to find the hiring manager’s name. However, if you can’t find the recruiter’s name, you may list the contact name as “Hiring Manager.”

Do read job descriptions for the hiring manager’s name

Double-checking the job description to find out the hiring manager’s name or whom you will report to if you are hired is very important as it shows your keenness and attentiveness skills, which most employers look for in potential employees.

Do customize your letter to the audience

If you research the company website and LinkedIn profiles, double-check the job description or email address, and you are still not able to find the letter recipient’s name, consider customizing your letter to a specific audience rather than a specific individual. You can address the letter to the department, faculty, the company, or the overall hiring manager.

Discussed below are the don’ts for addressing this letter:

Don’t use “to whom it may concern.”

While some applicants prefer to address their letter to ‘ To Whom It May Concern ” in cases where the department head, exact department, or recruiter’s name is unknown, it is greatly discouraged, as it is impersonal and outdated. 

Don’t use “Dear Sir or Madam.”

Using dear sir or madam as a greeting line in cover letters is also discouraged, as it is overly formal and old-fashioned. While it may seem logical to address an unknown recipient, it is impersonal and might not fit the specific company culture.

Don’t address a letter incorrectly

Knowing how to address your letter correctly makes you a very visible and appealing candidate to potential employers. On the other hand, addressing your letter incorrectly may create a negative picture of you in the hiring manager’s mind, thus reducing your chances of getting a job interview.

Don’t address using “Hello or hi.”

The address line of this letter should be written formally to maintain a sense of professionalism. Starting the salutation with greetings such as “hello,” “Hi,” and “hey” makes the tone of the letter informal, which is incorrect. Always consider starting your salutation with “Dear…” or simply writing the addressee’s full name.

Final Thoughts

Knowing how to address your cover letter properly can make the difference between your application being noticed and overlooked by hiring professionals. The most appropriate way to address it is by personalizing it for the recipient using their first and last names. There are various effective ways to find the recipient’s name, including double-checking the job description, examining the given email address, checking LinkedIn and the company website, or contacting the company via email or a phone call. However, if these targeted searches do not find you the hiring manager’s name, there are other acceptable strategies to address your letter in a more generalized but specific manner. Remember that “To Whom It May Concern” and “Dear Sir/Madam” are inappropriate salutations for a cover letter, as they are impersonal and outdated. 

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What's The Best Way To Address A Cover Letter?

In This Guide:

How to address a cover letter without a name, how to enter detective mode & find the hiring manager’s name, what title to use in your cover letter greeting, how to address a cover letter for a non-gender-specific name, how to address a cover letter for a woman (with ms. or mrs.), how not to address a cover letter – common mistakes.

Should a cover letter have the same header as the candidate's resume?

No matter if you are a fresh graduate or you are on a move for a big career change, you will need a strong cover letter to enhance your chances of getting an interview and potentially a new job!

But have this in mind.

The biggest pet peeve for the recruiters is starting your cover letter with:

• Dear Sir or Madam
• To whom it may concern

OK, but how to address the cover letter then?

Short answer – be specific.

In the following article, you will learn:

• How to address a cover letter without having a name
• How to find the hiring manager’s name
• What title is appropriate for your cover letter
• Bad and good examples of addressing a cover letter

Let’s dive into it!

Upload & Check Your Resume

Drop your resume here or choose a file . PDF & DOCX only. Max 2MB file size.

We highly recommend that you try and find out the name of the contact person.

Most employers will be impressed that you have spent some extra time finding this information.

But if you are unable to find any info about the person you are about to address your cover letter  to, don’t worry.

Show that you’ve thoroughly read the job description by tailoring your resume to the specific job and company.

Ask yourself these questions:

• What company department is the job part of?
• Who will you be reporting to?

In the end, you can still use some of the following acceptable options:

• Dear Hiring manager
• Dear Finance Department
• Dear Company XYZ Recruiter
• To the Marketing Department
• Dear Head of Design
• Dear Company ABC Team
• Dear Customer Service Manager

As we mentioned, adding the name of your contact person will make your cover letter way better.

Follow our tips to avoid applying with a cover letter without a name  and significantly increase your chances of being spotted!

Addressing a specific person tells the recruiters that you’ve written the cover letter for this exact role.

Furthermore, it shows that you’ve taken the initiative to learn more about the company and its members.

There are 3 effective ways to find information about your future employer:

• Search the Company Website
• Contact the Company Directly
• Search LinkedIn

Searching the company’s website will provide you with valuable information about the cause and mission of the organization along with the team behind it.

For example, if you are about to write a cover letter for a vacant position at Enhancv, you should check the company tab in the footer of the website.

Now, you have an insight into who is working and how big is the team of your future company.

Moreover, you have a variety of names to continue your research with.

The next step is checking Enhancv in the world’s leading platform that connects professionals – LinkedIn.

Some of those names look familiar, aren’t they?

Clicking on each of the profiles will give you even more valuable information about company members and their roles.

As it’s clear from the image, Volen is one of the founders of Enhancv, and he will probably be part of the hiring process in some way.

But let’s say you are applying for the position of a content writer .

Then, Kaloyan is your focus contact, since he is responsible for the content production and management at the company.

This is how easy researching your content person is!

But how to proceed if your future employer is not part of LinkedIn?

Just contact the company directly. Explain that you’re applying for a job and would like to address your cover letter to the correct person. Alternatively, you can email the company.

In most circumstances, such as when you know your future employer well, it is appropriate to use “Dear”.

For other cases follow these tips:

• For people who you know well on a first-name basis, use their first name only. For a business associate or acquaintance, you should use their first name if you have met them more than once.
• For potential employers, it’s appropriate to use Mr., Ms., or Dr., and add the name afterward.
• If you are unsure of the appropriate greeting, use Mr./Ms./Dr. [last name] or Mr./Ms./Dr. [first name, last name] as the safest option

Do you know that nearly 1 percent of Americans (1 in every 109 to be precise) have a unisex name?

Parker, Blake, Taylor are all popular neutral gender names. And the list goes on…

Let’s imagine the following situation:

You researched the company’s website and LinkedIn profile but still don’t know who will be your contact person. Furthermore, you have contacted your future employer to ask directly.

The answer – your resume and cover letter will be reviewed by Taylor Smith.

How to avoid any mistakes if you are not sure whether your contact person is a man or a woman?

Address your cover resume with gender-neutral greetings:

• Dear Human Resources Manager
• Dear Hiring Manager

By doing that, you will be on the safe side.

There are 2 common ways to address a woman, depending on whether she’s single or married, and based on the information you have:

• Ms. – “Ms.” followed by her last name is appropriate if you are not sure if she is married or not. Moreover, this also applies if you are uncertain if she holds a specific title such as a doctorate.
• Mrs. – “Mrs.” followed by the woman’s last name is typically used for married women.

Note that, even if you know a woman is married, it is safer to use “Ms.” as opposed to “Mrs.,” as the latter may be offensive in some circumstances.

As we mentioned, the biggest mistake is starting your cover letter with “to whom it may concern”.

Since the goal of your cover letter is to impress the hiring manager and secure a job interview, personalizing the greeting is valuable.

Using “to whom it may concern” is outdated and creates the feeling that your cover letter is not created for the specific position.

The same goes for “Dear sir or madam”.

It also sounds out of place in the 21st century and we highly recommend avoiding it.

Always try to find a way to customize your greeting so that it addresses the specific person.

Should a cover letter have the same header as the candidate's resume?

Relying on our many years of experience, we can say that the best approach is matching the headers of your resume and cover letter.

Don’t forget that resumes and cover letters go hand in hand.

While it is acceptable for the header of your resume or cover letter to share more information than the other, the personal details shared between the two should be the same.

Even if your summary is quickly scannable, recruiters might struggle to make sense of all the data you’re sharing with them, especially if your resume is 2-3 pages long.

That’s why a cover letter is a valuable addition to it, as it is easier to read with all information structured into paragraphs.

Learn more about all similarities and differences between resumes and cover letters in our detailed guide here!

Now, you should feel well equipped to address your cover letter regardless if you know your contact person or not.

Let’s sum it all up:

• There are 3 effective ways to find information about your future employer – search the company website, check LinkedIn, and contact the company directly.
• Dear Head of Design and so on.
• All greetings above are applicable if you are not sure of the gender of your contact person too.
• There are two common greetings for women – Ms. and Mrs.
• You should always avoid using “To whom it may concern” and “Dear Sir or Madam”.
• Unification of your resume and cover letter header is preferable.

What did you think of this article? Is there anything that we missed? Share your thoughts in the comments!

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Sender's Address in a Cover Letter

Salutation in a cover letter, if you know the person's name:.

When applying for a job, it is very important to know the name of the addressee and address him/her personally.

Dear Ms / Miss / Mrs / Mr / Dr + Nachname

Example: Dear Mr Miller

Dear first name + surname

Example: Dear Chris Miller

If you don't know the person's name:

If despite all efforts you cannot find out the addressee's name, the only possibility is to use one of the following salutations:

Punctuation after the Salutation

In British English, don't use any punctuation mark or use a comma.

Example: Dear Mr Miller or Dear Mr Miller,

In American English, use a colon:

Example: Dear Mr. Miller:

Ms, Miss or Mrs?

• Mrs – to address a married woman
• Miss – to address an unmarried woman (rarely used now)
• Ms – to address a woman whose marital status you don't know; also used to address an unmarried woman

Note : The abrreviations Mr, Mrs etc. are usually written without full stops (Mr) in British English and with full stops (Mr.) in American English.

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How to Address a Cover Letter

In a competitive job market it is crucial to make the best first impression you can. Small things like the  cover letter salutation  can make a big difference. Nailing the  cover letter opening  conveys professionalism and adds that  personal touch .

It is always best to try and  find out the name of the hirer  on the company website, by calling the company receptionist, or by looking on LinkedIn. If the name is readily available and you don’t use it, the hirer will think that you’ve rushed and haven’t taken the time to get the  cover letter greeting  right.

However, it is not always possible to find out the contact person’s name. In these cases, it can be difficult to know how to  address an email cover letter  and if you get it wrong, the danger is that your carefully constructed  professional resume  may never be viewed. The good news is that there are options for  how to open a cover letter  and it is not complicated.

How to start a cover letter

Ideally, you should have the  right person’s name . It is generally best to use ‘Dear’ followed by either ‘Mr’ or ‘Ms’ (unless you specifically know that a woman prefers ‘Miss’ or ‘Mrs’).

If you’re  not sure of a person’s gender  because they have a name which could be both, use their full name and leave off the salutation. If you know that someone is a qualified professor or doctor you should use the appropriate  letter salutations .

Cover letter salutation examples:

• Dear Ms. Jenkins
• Dear Mr. Washington
• Dear Dr. Brown
• Dear Professor Simon
• Taylor White

How to address a cover letter without a contact name

Many job postings  don’t include a contact name  and even with a bit of investigating you can’t find out who the hiring manager is. Sometimes companies prefer the  hiring manager to be anonymous  for various reasons.

In these cases, you can use general salutations for  addressing your cover letter . Many choose the classic cover-letter  ‘To whom it may concern’ . This is absolutely fine though a little old-fashioned, consider the company image and think whether it’s suitable or not. Here are some other  general salutations  you can use :

• Dear Hiring Manager
• Dear Company Name
• Dear Sir or Madam
• Dear HR Manager

Tips for writing a polished cover letter

Main body of the cover letter.

How long should a cover letter be?  Your cover letter  should be concise . It should let the employer know what position you’re applying for and what your main strengths are. It should not be as detailed as your resume but should  focus on a few key points . Read this guide on  what not to put in a cover letter .

Identify the most important requirements in the job posting and focus on these. Make sure you  follow the employer’s instructions  to the letter and proofread your cover letter numerous times before sending it.

Cover letter ending

In the  final paragraph of the cover letter , let the employer know that you’ve attached your resume (assuming you have). Thank them for their time and for considering you for the position. You can finish with the  closing line ‘Yours Sincerely’ , followed by your email signature.

Email signature

If you’ve taken time to  write a resume  which grabs the attention of the employer and have written a  polished cover letter , you’ll hopefully get through to  the interview stage . It would be a tragedy if the employer didn’t know how to contact you, so make this clear in your email signature. Make sure you include the following:

• Address (including city, state, and zip code)
• Cell number

You can also include any  social media links , such as LinkedIn, if it helps your application.

Email subject line

This is one of the  most common mistakes  that candidate’s make  and it looks sloppy. The hiring manager receives so many emails that they might not open an untitled email. Write a  clear email subject line  which includes the position you’re applying for.

Lastly,  remember to attach your resume ! If you forget, the hirer may send a polite email telling you to resend it, or they may not bother. Many candidates use a  resume builder  to create attractive, professional-looking resumes which stand out.

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Introduce yourself to the recruiters using one of our professional templates.

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Miss, Mrs., Or Ms.: When To Use Each

• How To Sign A Cover Letter
• Salary Requirements In Cover Letter
• Referral In Cover Letter
• Cover Letter Body
• Use Dear Sir Or Madam?
• Use Mrs. Or Ms.?

Find a Job You Really Want In

How you address a person can make a huge difference in how your correspondence is received. When you’re writing a professional letter or speaking to someone in a position of authority, it’s polite to use established formal titles to address them. For men, their titles remain the same regardless of their stage in life or marital status as “Mr..” It can be a little trickier to distinguish whether to use Miss, Mrs., or Ms. to formally address a woman and how to differentiate between them when you don’t know someone’s background or preferences. In this article, we’ll cover the background and history of women’s titles, as well as give you clear guidance on how to use each in your professional life. Key Takeaways: The title of Miss is traditionally used for younger unmarried women under 18. The term Mrs. refers to a married woman of any age. The term Ms. was introduced in the 1950s out of a desire that many women had to be recognized formally outside of the confines of marriage. If you are unsure what title to use, you should do some research, ask someone they know well, or simple ask them what their preference is. In This Article    Skip to section The Traditional Use of Miss and Mrs. The Emergence of Ms. How to Know the Difference Between Miss, Mrs., and Ms. What to Do if You Don’t Know a Woman’s Status Problems With Miss, Mrs., and Ms. Examples of Gender-Neutral Options for Formal Titles Miss, Ms., and Mrs. FAQ Final Thoughts Sign Up For More Advice and Jobs Show More The Traditional Use of Miss and Mrs.

Whether you’re writing a business email to a colleague or speaking with someone you don’t know well, demonstrating the utmost respect is required. When addressing someone formally, the titles of Miss and Mrs. were initially allocated to emphasize a woman’s marital status and age. They are used in conjunction with their family name or their husband’s last name if married.

Historically, these titles are granted as an expression of respect and demonstrate distinctions between social status. However, in today’s world, they pose more complex questions.

Examples of situations to use a professional address include:

Writing a business email Sending a wedding invitation Speaking to a person of authority Addressing a cover letter Introducing yourself to a hiring manager

The Emergence of Ms.

Once upon a time, there was only Miss and Mrs. to make the distinction between married and unmarried women when addressing formally . This duality was later questioned by people who thought it strange that a woman is dictated professionally by whether she is married.

Feminists of the 1950s-1970s deemed the term Miss as immature for adults and stated that women should have a lifetime title regardless of marriage, just like men with the title “Mr..” They constituted “Ms.” as the title to be given to unmarried adult women, specifically, but it can be used to refer to a woman at any point in her life.

While indoctrinating the term “Ms.” into mainstream society may seem like a small feat, it was a great accomplishment for the feminist movement. It was the first time that there was an all-encompassing phrase to address adult women formally. It also took a significant step away from a woman’s success status being determined from marriage by allowing them to acclaim a formal title that doesn’t pertain to their love life.

How to Know the Difference Between Miss, Mrs., and Ms.

Many people get confused about which title to use when addressing a woman formally, but you’ll remember it forever once you learn the difference between Miss, Mrs., and Ms.

Miss. (Pronounced like “Miss”)

The title of Miss is traditionally used for younger unmarried women under 18.

While Miss was originally used to suit women of any age who were unmarried, it’s now almost exclusively used to represent the younger demographic of women. It should not be used to address adults.

It is seen as infantilizing or condescending to address an adult woman “miss” followed by her last name.

Mrs. (Pronounced like “Miz-iz”)

The term Mrs. refers to a married woman of any age. Sometimes, women who have become widowed or divorced still prefer to use this title, but it’s based on personal preference.

Ms. (Pronounced like “Mizz”)

Out of all the titles used to speak professionally to women, Ms. is the newest and safest bet if you’re unsure which title to use.

What to Do if You Don’t Know a Woman’s Status

The biggest struggle when deciding which title to use when corresponding professionally with a woman is when you don’t know their status. Deciding between the complexities of formally addressing a woman can be stressful, and some people perceive it as rude to be referred to by the wrong title. Luckily there are ways to avoid a misunderstanding that creates tension.

You should never presume a woman’s status if you’re unsure. In this situation, the best action to take is using the term “Ms.” because it can apply to any adult woman. There are methods you can use for the future to better accommodate the person’s preferences.

Do research online. While it may sound a little creepy, if you’ll be dealing with a person regularly and are uncomfortable asking them whether they’re married, the internet can be a valuable source. Usually, you’ll come across some written documents where they’ve been formally addressed, and you can use this professional title in the future.

Ask someone they know well. Another tactic you can use to determine which professional title you should address is asking a friend or colleague close to them. While you may not know the person well, someone in your professional circle probably does. Ask them casually either whether the person is married or what professional title they usually use.

Ask them about their preferences. The most highly recommended method you can use to determine what titles you should use is to ask the person directly what their preferences are.

You never know what they will want to be called unless you ask. Some married women prefer “Ms.,” and other people prefer a professional title without the use of gender roles at all.

Problems With Miss, Mrs., and Ms.

There is a troubling precedent set by differentiating women by their marital status, but not men. When the distinction between a woman’s title was limited to Mrs. and Miss, it was a demonstration that stated the pinnacle of adulthood for women as getting married.

Many people took issue with this because it insinuates that a woman’s professional or formal titles should be defined by whether or not she’s married. Feminists sought to fix this problem by introducing the term “Ms.” to be designated for adult women who are unmarried or who simply don’t want to be formally addressed as Mrs. or Miss due to their underlying connotations.

However, there are still more problematic aspects to only prescribing gender-based formal titles.

In addition to the glaring problems that defining women’s formal titles by their marital status creates, we live in a modern progressive society where gender identity norms are different from those in the early 1900s.

Most well-known formal titles include clarification of one’s gender, even for men. This poses a problem for people who identify as gender-fluid or non-binary because they’re not provided representation in the common exchange of life. Some people also prefer to use professional titles that don’t have to make a statement about their gender.

In recent years, there has been a more positive movement towards including a more comprehensive range of ways that people identify in their formal titles.

Examples of Gender-Neutral Options for Formal Titles

Mx. (Pronounced like “Mix”) Mx is a term that’s used to address a person formally but does not indicate gender. Although the term has been around since the late ‘70s, it’s only recently seen a rise in popularity. The title is still gaining traction in American-English. However, it is commonly used in places like the United Kingdom.

Ind. This title is used to represent the word “individual.” It is another respectful option to professionally address someone through writing or speaking, without basing the title on gender.

M*. Similar to Mx., M* serves the same function of professional acknowledgment while being gender-neutral .

Miss, Ms., and Mrs. FAQ

Are all married women “Mrs.”?

No, not all married women use Mrs. American women often do opt to change their title to “Mrs.” after getting married, but it’s up to each individual to decide what she prefers.

If a woman changes to “Mrs.,” does she have to change her last name?

No, a woman does not have to change their last name to use Mrs. You can go by “Mrs.” and keep your maiden name. Conversely, you can go by “Ms.” and take your partner’s last name.

When addressing a couple, whose name comes first?

Traditionally, the woman’s name precedes a man’s on an envelope or in an email. The only time this was altered was if the man had a rank (Dr., Lt., etc.) and the woman didn’t. If both had a title, the woman’s name would again come first.

In today’s world, either order is acceptable, as well as including the title for each person or only for the first person (Mrs. Jane and John Smith, for example).

How do I address a letter to two women married to each other?

Like all married women, women in same-sex marriages can opt for Mrs., Ms., or whatever title they want. The best way to find out is to ask directly.

What about professional titles?

If you know that the recipient of your letter or email has a professional title, you should always use that in professional correspondence. People work hard to earn these titles, and most appreciate it when you address them properly.

When addressing a medical doctor or someone who has earned a doctoral degree, you should address them by “Dr.” in emails and letters.

When addressing military personnel, be sure to write out their full rank or use the appropriate abbreviation (Lt. for Lieutenant , for example).

Final Thoughts

The titles of Mrs. and Miss were traditionally used preceding a woman’s last name to display a form of respect. In the 1970s, the term “Ms.” was added to join these ranks by feminists who appealed for a term equal to that of “Mr.” for men.

Although using formal titles when addressing a person of authority or in business is still recommended, there are additional actions you should take to accommodate a person’s title preferences. Such as asking them whether they prefer the title of Miss, Mrs., Ms., or something else like the gender-neutral option of “Mx.”

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Sky Ariella is a professional freelance writer, originally from New York. She has been featured on websites and online magazines covering topics in career, travel, and lifestyle. She received her BA in psychology from Hunter College.

Matt Warzel a President of a resume writing firm (MJW Careers, LLC) with 15+ years of recruitment, outplacement, career coaching and resume writing experience. Matt is also a Certified Professional Resume Writer (CPRW) and Certified Internet Recruiter (CIR) with a Bachelor of Science in Business Administration (Marketing Focus) from John Carroll University.

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How to Write a Cover Letter With Salary Requirements (Template Included!)

Writing a cover letter is already an important part of the job hunt, but mentioning your desired salary can make it even trickier. If you’re wondering how to write a cover letter with salary requirements without hurting your chances of landing the job, it’s all about striking the right balance and choosing your words carefully.

In this article, we’ll walk you through how to handle salary expectations in your cover letter—from deciding if you should mention them at all to writing a proper one.

Searching for a new role? Check out open jobs on The Muse and find the perfect fit for you »

Is it necessary to mention salary in your letter?

The truth is, it depends on the situation. Some job postings specifically ask for salary requirements, while others leave it up to the applicant's discretion.

In many cases, omitting salary requirements can work in your favor, allowing you to focus on your qualifications and fit for the role. However, if a job listing explicitly requests this information, failing to include it could reflect poorly on your attention to detail .

It's also important to consider the job market and your industry. In highly competitive fields, being upfront about your salary expectations can show confidence and transparency, while in other sectors, it might be better to wait until later in the hiring process to discuss compensation . The key is to tailor your approach based on the specific job and company you’re applying to.

How to mention salary in a cover letter

Experts agree that mentioning salary requirements in a cover letter should be approached with caution. “Salary questions are designed to ‘screen out’ rather than ‘screen in’ candidates,” says Alisa Cohen, Career Coach at Close Cohen Career Consulting . This means that revealing your salary expectations too soon could lead to your elimination from the candidate pool if your figures don’t align with the employer’s budget.

“It could result in either being overlooked for the position or receiving a lower-than-expected offer,” says Tiago Pita, Brand Director and Recruiter at Whole Food Earth .

You might want to leave out salary requirements in a cover letter when you don’t have enough information about the role and its compensation structure to provide a well-informed figure. “If the job posting indicates that salary discussions will occur later in the hiring process, it’s often best to focus the cover letter on qualifications and enthusiasm for the role,” Pita says.

By doing so, you keep the door open for a more informed discussion about compensation later in the hiring process, once the employer has seen your potential and you have a clearer understanding of the role.

When should you include salary requirements?

If the application asks for salary requirements, you should comply—but do so strategically (below, you’ll find tips on how to handle this).

If the application does not ask for them, “it’s typically in your best interest to defer compensation conversations to the latest stage possible,” Cohen says. “You have the most leverage when you are at the offer stage.”

By waiting until later in the process, you allow yourself time to demonstrate your value to the employer, which can strengthen your position during salary negotiations.

How do you negotiate salary in a cover letter?

It’s essential to approach this topic with tact, as you don’t want to come across as overly aggressive or rigid. Below are some tips and strategies for effectively incorporating salary negotiation into your cover letter.

1. Do your research

Base your expectations on solid research. Industry standards, geographic location, past salaries, and your experience level are all factors that should be taken into consideration. One effective strategy is to provide a range rather than a specific number, giving you some flexibility and room for negotiation.

Cohen suggests using language like, “My research indicates that compensation for this type of position falls in the range of $XX - $XX. I look forward to learning more about the position and understanding if that is consistent with your range.” This approach shows you’ve done your homework and know what you’re looking for in a job position.

2. Explain your reasoning

This could be based on your research of industry standards, your level of experience, or the cost of living in the job's location. For example: “My salary expectation is based on industry research and my professional experience in similar roles, as well as the cost of living in [City].”

3. Use diplomatic and flexible language

The way you phrase your salary expectations can significantly impact how they are received. Pita emphasizes the importance of using language that shows flexibility, with phrases such as, “Based on my experience and the industry standards, I am seeking a salary range of $X to $Y. However, I am open to discussing this further based on the total compensation package and additional benefits your company offers.”

This wording acknowledges your salary expectations while also making it clear you’re open to negotiation and that you’re willing to consider the entire compensation package, not just the salary.

4. Frame salary as part of the overall fit

Highlight your skills and experience that contribute to the company’s success. This helps keep the focus on mutual benefit rather than just on financials.

Pita suggests language like, “I am excited about the opportunity to contribute to your team and am confident that my skills align well with the needs of the position. I am seeking a salary range of $X to $Y, though I am open to negotiation based on the complete compensation package and benefits offered.” This phrasing shows enthusiasm for the role while also subtly integrating your salary expectations into the discussion.

Cover letter with salary requirements: examples

Below, you'll find cover letter examples with salary requirements for different roles. Each cover letter is tailored to the specific job while including a mention of salary expectations, demonstrating how to approach this delicate topic professionally.

But first, here’s the common structure that should be present at the beginning of all cover letter with salary requirements examples:

[Your Name] [Your Address] [Email Address] [Phone Number] [Date]

[Hiring Manager's Name] [Company Name] [Company Address]

Example #1: Cover letter with salary requirements for Administrative Assistant

Dear [Hiring Manager's Name],

I am writing to express my interest in the Administrative Assistant position at [Company Name], as advertised on [where you found the job posting]. With over five years of experience in administrative support roles, I am confident in my ability to contribute effectively to your team and help streamline office operations.

In my previous role at [Previous Company Name], I managed a variety of administrative tasks, including scheduling, correspondence, and file management, all while maintaining a high level of confidentiality and professionalism. My organizational skills and attention to detail have consistently been recognized by my supervisors, and I am eager to bring this same level of dedication to [Company Name].

For this position, I would like to express that my salary expectations are between $[number] and $[number]. These figures are aligned with the industry average for this role and are also based on my experience, but I am open to negotiation depending on the additional benefits your organization provides to ensure a mutually beneficial arrangement.

Thank you for considering my application. I look forward to the opportunity to discuss how I can contribute to your team's success.

Sincerely, [Your Name]

Example #2: Cover letter with salary requirements for Marketing Coordinator

I am excited to apply for the Marketing Coordinator position at [Company Name], as listed on [where you found the job posting]. With a background in digital marketing and a strong track record of driving brand engagement, I am confident that I can help elevate your marketing efforts and contribute to your company’s growth.

At [Previous Company Name], I successfully managed social media campaigns that resulted in an X% increase in follower engagement and a Y% growth in lead generation. My experience in content creation, SEO, and analytics has equipped me with the skills needed to execute and optimize marketing strategies effectively.

I would like to request a salary within the range of $[number] to $[number] per year. My salary expectations reflect my education in marketing, along with [number] years of experience in the industry and my in-depth knowledge of digital marketing strategies, content creation, and campaign management. However, given the growth opportunities and additional benefits your organization offers, I am open to negotiating the salary.

Thank you for your consideration. I look forward to contributing to your team and discussing how my background aligns with your needs.

Example #3: Cover letter with salary requirements for Project Manager

I am writing to express my interest in the Project Manager position at [Company Name]. With over seven years of experience managing cross-functional teams and delivering projects on time and within budget, I am excited about the opportunity to bring my skills to your organization.

At [Previous Company Name], I led a team of [number of people in the team] in the successful implementation of a $X million project, improving efficiency by Y% and reducing costs by Z%. My proven track record of leading diverse teams and successfully delivering complex projects on time and within budget makes me a strong fit for this role. I excel in coordinating cross-functional efforts, anticipating challenges, and driving projects to completion with a strategic focus on achieving business goals.

I am seeking a salary within the range of $[number] to $[number] per year. My salary expectations are based on my extensive experience in project management, including [number] years in the industry, and my ability to consistently deliver high-impact results. However, I am open to negotiation to find a package that reflects both the role and my qualifications, considering the growth opportunities and additional benefits your organization offers.

Thank you for considering my application. I look forward to discussing how I can contribute to [Company Name].

Cover letter with salary requirements: template

Not quite there yet? Here's a template to make everything easier for you:

I am excited to apply for the [Job Title] position at [Company Name], as advertised on [where you found the job posting]. With a background in [relevant field or industry], I am confident in my ability to contribute effectively to your team and support the company's goals.

In my previous role at [Previous Company Name], I [briefly describe a key achievement or responsibility]. My experience has equipped me with [specific skills or knowledge related to the job], which I am eager to bring to [Company Name].

Regarding compensation, based on my experience and industry standards, I am seeking a salary in the range of $[number] to $[number] per year. I believe this range reflects my qualifications and the value I can bring to your organization. However, I am open to negotiation to find a package that reflects both the role and my qualifications, considering the growth opportunities and additional benefits your organization offers.

Thank you for considering my application. I look forward to the opportunity to discuss how my background aligns with your needs and how I can contribute to the success of [Company Name].

Key takeaways

Including salary requirements in a cover letter can be a delicate balancing act. It’s essential to approach this topic with care to avoid potential pitfalls while ensuring clarity for both you and the employer.

It’s often best to include salary expectations only when explicitly requested or when you feel confident about the compensation range based on your experience and industry standards.

Ensure your salary expectations align with the role’s requirements and the value you bring to the table. If necessary, express your openness to negotiation, highlighting your flexibility and enthusiasm for the opportunity.

Remember, a well-crafted cover letter not only addresses salary expectations but also showcases your qualifications and enthusiasm for the role. By combining a clear, professionally presented salary range with a strong emphasis on your skills and achievements, you can create a compelling case for why you’re the right fit for the job.