dear sir or madam why is this cover letter inappropriate apex

• CV Templates Simple Professional Modern Creative View all
• CV Examples Supermarket Student Cleaner Care Assistant Sales Assistant View all
• Cover Letter Templates Simple Professional Modern Creative View all
• Cover Letter Examples Care Assistant PhD Internship Cleaner Short View all
• Cover Letter Builder
• Cover Letter

“Dear Sir or Madam”: Top Cover Letter Start Alternatives

Consider these alternatives if you can’t address by name

In years past, it was common to address cover letters and job applications with “Dear Sir or Madam.” Well into the 21st century, this is no longer conventional or expected — unless, perhaps, you’ve got ongoing correspondence with the royal family. 

Now, in your daily life you may not bat an eye when a shop worker or waitress addresses you as “sir” or “ma’am,” as it’s simply a form of courtesy. That said, even that is becoming less common as the population moves away from such formal and gendered greetings. 

All the more reason to avoid this old-fashioned language in your cover letter . Your cover letter is the first impression you make on an employer, so you want to get it right. Starting off with “Dear Sir or Madam” will, at best, give the reader a bit of a chuckle — and at worst, could make you look out of touch with today’s professional norms. 

That’s why we’re going to provide you with alternatives. In this blog, we’ll discuss:

• Is it ever okay to use “Dear Sir or Madam” in a cover letter?
• How we got here
• Why you should avoid this particular salutation
• Compelling cover letter greeting alternatives to “Dear Sir or Madam”

Is “Dear Sir or Madam” ever appropriate as a cover letter salutation?

Simply, it should be avoided. While it may not be a deal-breaker for all employers, it won’t present you as a modern professional . Short of time travel, there’s just no situation where it would be to your benefit to use such a greeting. 

And, when there is a plethora of better options, why risk it? 

In addition to avoiding “Dear Sir or Madam,” there are a handful of similar greetings we recommend you stay away from: 

• Dear Sir/Madam, Dear Madam or Sir, or Dear Sir or Madame: Changing the structure or order doesn’t change the overall meaning or concept.
• Dear Sirs. This is especially unpleasant as it implies you don’t expect women in hiring positions)
• Dear Sir and Madam or Dear Sirs and Madams: Pluralising the greeting does nothing to change the impact, so you can avoid this.

How did we get here?

Even a few decades ago, the business world was much more formal. It was common to begin all types of business correspondence with “Dear Sir or Madam.” Older generations may recall being taught one should always address unknown individuals, especially those in positions of power, as Sir or Madam. 

Is “Dear Sir/Madam" still used anywhere? In some cultures, language like “Dear Sir or Madam” may still be customary, so it’s important to understand cultural norms where you’re doing business. In the UK and US, however, it’s no longer de rigueur. Coming across as stuffy, old-fashioned, and at odds with today’s society, it does you no favours. 

While we don’t recommend a full “Dear Sir or Madam,” there’s no reason to avoid the first part — “Dear.” 

This is still considered suitable for all manner of correspondence, including cover letters. It strikes a balance between politeness and personability, is unlikely to cause offence, and is easy to remember.

As the digital age has continued to change the professional world by making business correspondence instantaneous and quick via email, the formality — and thus, “Dear Sir or Madam” — has decreased. Besides, with the world wide web at our fingertips, it’s easier than ever to find the name and title of the individual to whom we’re addressing our cover letter. 

Why you should avoid using “Dear Sir or Madam”

Overall, using old-fashioned and outdated language like this sends the wrong message about your candidacy. 

For starters, it can seem lazy or unmotivated. It looks like you didn’t put forth the effort to research who is hiring for the role, or even as if you just haven’t taken the time to brush up on today’s business conventions. 

Plus, using such a generic greeting might leave the impression that you’re sending the same cover letter to multiple employers without really caring about the jobs — definitely a red flag for recruiters and hiring managers. Even if that’s not the case, such language is impersonal and creates distance where you could instead be building connection. 

Another risk is appearing old school and out of touch. This is partially due to the old-fashioned language itself, but also due to the inherently gendered notion that everyone must identify as either a “Sir” or a “Madam.” 

It’s even possible that including old-fashioned greetings can lead to age discrimination if the reader uses your language to make generalisations about your age.

“Dear Sir or Madam” is even more of a negative when sending your cover letter electronically . Because emails are more informal, and much more of a modern way to correspond, using such dated language appears out of sync. 

It can also seem a little scammy; many online scam messages start with language like “Dear Sir or Madam.”

Alternatives to “Dear Sir or Madam”

The best replacement for “Dear Sir or Madam” is to use the recipient’s name or title. Address your cover letter to the hiring manager or recruiter, and simply write “Dear Mr Smith” or “Dear Dr Mendez.”

If the recipient has a gender neutral name, uses only an initial, or you’re aware they don’t identify with a specific gender, you could use salutations like “Dear Cameron Washington,” “Dear A. Alexander,” or even “Dear Mx. Harrison.” 

In a less formal industry, like tech, it’s often fine to use their first name, as in “Dear Angela.” And if you know the recipient personally or were referred to them by a mutual connection, a first-name greeting can be appropriate. 

You can uncover the name of the hiring party through online research (LinkedIn is a great place to start) or even a phone call or email to the company. Some job adverts even include the name of the recruiter or hiring manager. 

But what if you’re unable to hunt down this information? Then, is “Dear Sir or Madam” an acceptable replacement? 

Even if you can’t find the hiring authority’s name , we recommend against “Dear Sir or Madam” in your cover letter.

Similarly, you can avoid “To Whom it May Concern,” which, although slightly less objectionable, is still old-fashioned. 

Instead, choose a friendlier and less generic option and adapt it to your situation by including the company name, job title, or department.

• Dear Hiring Manager
• Dear HR Manager
• Dear Human Resource Department
• Dear HR Team
• Dear Recruitment Team
• Dear [Company] Recruiter — for example, Dear Nike Recruiter
• Dear [Company] Hiring Team
• Dear [Department] Hiring Team — e.g., Dear IT Hiring Team
• Dear [Job Title] Hiring Manager — for instance, Dear Sales Representative Hiring Manager

As you can see, there are plenty of ways to address your cover letter professionally and clearly while appearing personable and in-the-know about today’s business world. 

Key takeaways

Anyone who entered the professional world before the past few decades was likely taught that business correspondence should be addressed with “Dear Sir or Madam” or a variation thereof. However, times have changed and that’s now viewed as old-fashioned and out of touch. Additionally, using such a salutation may imply a lack of effort or interest on the part of the job seeker. 

Instead, use your internet research skills to discover the name of the person hiring and direct your letter straight to them. If that proves difficult, there are plenty of greetings to choose from — consider the department, team, or position title. Any of these will be more impactful than “Dear Sir or Madam.”

Should You Use "Dear Sir or Madam" on Your Cover Letter?

In This Guide:

Why you shouldn’t use “Dear Sir or Madam” to start your cover letter

Avoid these equally bad salutations too

Dozens of ways to substitute “Dear Sir or Madam” for success

In conclusion

Quick Answer: "Why you shouldn't use ""Dear Sir or Madam"" to start your cover letter. It is not acceptable to send an impersonalized cover letter. You risk leaving the impression that you are lazy, careless, or not interested in the position. There are dozens of ways to substitute ""Dear Sir or Madam"" for success, like ""Dear [First name]."" Always refer back to precise business communication rules."

Offering the best career advice means equipping you with best tools, tips, and tricks that you can't easily find on the internet.

For example, even though some experts may assure you that for an IT startup initiating your cover letter with "Hi (First name) ", we strongly advise against that.

"Dear (First name)" is a million times better alternative. Plus, you will have a chance to infuse your cover letter with your vibrant personality, demonstrating to HR that you are a pure organizational fit without having to address them like they are just one of your friends.

Similar to "Hi (First name) " is “Dear Sir or Madam” - even if you read somewhere that using it is still acceptable, don't bite that poisonous apple.

In this blog post, you will learn:

• Why you should not use Dear Sir or Madam.
• To avoid other equally bad salutations.
• Ways to substitute “Dear Sir or Madam” on your cover letter.

Why you shouldn’t use “Dear Sir or Madam” to start your cover letter.

Upload & check your resume.

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

In 2024, writing “Dear Sir or Madam” as the salutation of your application letter isn’t just old fashioned – it’s archaic. The salutation was a safe bet a couple of decades ago when you couldn’t easily find the hiring manager on LinkedIn and there was no way you could find our who’s desk your application will end up on.

Back then, of course, it was totally okay to use it.

On the contrary, today, almost any company, big or small, has a good social media presence. Corporate HRs can very well be more popular than their respective CEOs. Recruiters are the face of the organization, hence it’s easier than ever to find out the name of any HR.

Hence, if the information is just a few clicks away, it is not acceptable to send an impersonalized cover letter, starting with "Dear Sir or Madam." Doing so, you risk leaving the impression that you are a bit lazy, careless, or not so interested in the position.

How to nail the proper cover letter salutation .

Moreover, we live in a dynamic, diverse, and disruptive world. Opening your cover letter with an old-school salutation like "Dear Sir or Madam," you may sound not progressive enough. Instead, consider several inclusive and imaginative alternatives, which we’ll discuss later.

Avoid these other equally bad salutations.

While with the “Dear Sir or Madam” salutation, you would teleport the recruiter 30 years back in time, if you used “ To whom it may concern ”, they are going back to the 70s.

Even worse, such an opening will immediately diminish the power of your cover letter. These are by far the worst and most dangerous openings.

Further down the rabbit hole are expressions like:

They break the standards of proper business communication.

Dozens of ways to substitute “Dear Sir or Madam” for success.

Let's look at how you can avoid the dreaded outdated cover letter salutations but still convey your value proposition respectfully and reasonably. As a general rule, if in doubt, always refer back to the precise business communication rules. Better to stay more official than inappropriately casual.

Need to read more PRO tips on how exactly to write a cover letter that recruiters will talk about long after? Check our article How to Write a Cover Letter – Writing Guide + Examples & Downloadable Templates .

Here are a dozen backup options to completely eradicate from your Cover letter the “Dear Sir or Madam” in various scenarios:

When you know the name of the recruiter,

• Dear [First name]
• Dear [First and Last name]
• Dear [Ms. Last name] - marital-status neutral salutation
• Dear [Mr., Mrs. Ms. Last name] - if you know the gender of the HR
• Dear [Mx Last name] - if you don't know the gender of the HR

Using the above alternatives, you show up from the start as a considerate, respectful individual with all the right know-how on proper business communication.

When you don't know and can't find the name of the recruiter.

No name? No problem. Check out how you can navigate that situation with class.

• Dear Hiring manager
• Dear HR manager
• Dear Recruiter
• Dear (Position name)

When you are addressing a whole HR team.

There are also these situations when you apply to a big multinational corporate organization or via a Recruitment agency. Typically, you would not be communicating with only one particular HR responsible for the position, but often with the whole Recruitment team. So then, the smart go-to approach is to be inclusive and address the entire group with one of the below options:

• Dear Human Resources department
• Dear Recruitment team
• Dear HR Team

Now you have 12 savvy salutations for any Cover letter at your immediate disposal. Which one will you choose to open the door to the HR's heart? Head over to our cover letter builder and start enchanting from “hello”.

• Cover Letter Guides

How to Explain Employment Gap on Resume

Describe your greatest challenge - interview question (+answers), how to nail your remote job interview, expert advice on the best jobs for introverts - 20 careers to find success in, linkedin profile tips: how to create an impressive profile that gets noticed, 10 career paths to take after graduation.

• Create Resume
• Terms of Service
• Privacy Policy
• Cookie Preferences
• Resume Examples
• Resume Templates
• AI Resume Builder
• Resume Summary Generator
• Resume Formats
• Resume Checker
• Resume Skills
• How to Write a Resume
• Modern Resume Templates
• Simple Resume Templates
• Cover Letter Builder
• Cover Letter Examples
• Cover Letter Templates
• Cover Letter Formats
• How to Write a Cover Letter
• Resume Guides
• Job Interview Guides
• Job Interview Questions
• Career Resources
• Meet our customers
• Career resources
• English (UK)
• French (FR)
• German (DE)
• Spanish (ES)
• Swedish (SE)

© 2024 . All rights reserved.

Made with love by people who care.

Protect your data

This site uses cookies and related technologies for site operation, and analytics as described in our Privacy Policy . You may choose to consent to our use of these technologies, reject non-essential technologies, or further manage your preferences.

• Resume and Cover Letter
• Perfect Cover Letter...

Perfect Cover Letter Salutations: Start Strong

11 min read · Updated on April 24, 2024

Greet your future employer professionally with these cover letter salutations

Cover letters – some recruiters love them; some recruiters hate them. Unfortunately, you'll rarely know which type of recruiter you're contacting, so the safest bet is always to send one, just in case. 

The aim of a cover letter is to make the reader want to find out more about you, so in this article, we're looking at starting strong. 

Which are the best cover letter salutations to make a great first impression?

What is a cover letter salutation?

When we say “salutation,” we mean the opening line of the letter where you greet the person you're writing to. For example, when you write to thank your aunt for the jumper she knitted for Christmas, you might use “Dear Aunt Betty” as your salutation. These days, the salutation may refer to the opening of an email as much as to the opening of a handwritten or printed letter. 

While cover letter salutations generally refer to the opening line of your epistle, some people also refer to the sign-off as a salutation as well, so we'll look at that at the end of the article. 

Considerations when choosing cover letter salutations

A cover letter is a formal business document that you use to try to make yourself more memorable. Remember, though, you want to be remembered for the right reasons and not the wrong ones! 

Starting your letter “Yo!” or “Hey” doesn't convey the impression of a competent professional who knows the unspoken rules of office writing etiquette. 

While not everyone is a natural writer, relying instead on personality, speech, and body language, cover letters depend very much on the written word. In fact, a cover letter, along with your resume, is part of your personal sales brochure. You need to choose the right words to sell yourself effectively. 

Stick to these guidelines, and you can't go far wrong.

Keep it formal and professional

Your tone should be aligned with the tone you'd use when speaking to a teacher, religious leader, or grandma, not the tone you'd use with your mates or kid brother. This is the first impression you'll make on your potential employer, so it's important to show that you can communicate professionally , with respect, and in line with workplace norms. 

Personalize wherever possible

Bonus points if you know, or can find out, the name of the person who will be reading the letter. If you can address them by name, you're instantly showing that you've made the effort, done your research, and have taken the time to write a personalized letter rather than firing the same one off to multiple vacancies. 

Always use a salutation

Even if you can't find out the recipient's name, never leave the greeting line blank. It conveys the impression of someone who lacks attention to detail or is just plain lazy. Not a great impression to create on someone you need to impress! 

This doesn't just apply to the cover letter salutation but to the entire document. Punctuation is important as it enables your reader to accurately interpret your meaning. Use capital letters for names and add a comma after the salutation. Get a trusted friend or family member to check over your letter when it's written to help you give it the polish it needs. 

Options for cover letter salutations

Let's take a look at some different salutations you could use on your cover letter. 

Dear Mr Donnelly 

Addressing the hiring manager by name is the ideal option. If it's not given in the job posting or provided by the person connecting you, it's fine to resort to good old Google. You may find their name on the company website or be able to track them down on LinkedIn. It's also perfectly acceptable to contact the company directly and ask them who you should address your application to.

If you're lucky enough to know the name of the hiring manager, you should always use it in the cover letter salutation. Bear these considerations in mind, though: 

Double and triple check the spelling – even the most common names sometimes have unconventional spellings 

Default to “Mr,” “Mrs,” or “Miss” plus their surname and use the generic “Ms” if you're not sure whether “Mrs” or “Miss” would be most appropriate

Reflect the gender-neutral title “Mx” if that's what you find online or on the job advert

Dear Doctor Foster

If the recipient has a professional title, it's recommended you use that instead of “Mr,” “Mrs,” or “Miss.” Examples could include “Dear Professor Dumbledore,” “Dear General Eisenhower,” or “Dear Doctor House.” 

While the formal “Dear Ms Farrell” is the preferred and most formal option, if you only have the hiring manager's first name, it's perfectly acceptable to use it to open the letter. Again, check the spelling. A slightly less formal salutation here isn't a reason to take a less formal tone throughout the rest of the letter, however. This is a suitable salutation for a job application email, as you can get away with a slightly more relaxed approach in an email.

Dear HR team

If you need a greeting for a cover letter to an unknown recipient, this is a popular option. It's not ideal, but your letter is likely to be forwarded to the right department at least. If you can't find the name of the hiring manager, this is a viable Plan B. 

Dear hiring manager

This is an alternative cover letter greeting when you have no name available. It's better than leaving a blank space, but it's far from warm and personal. Additionally, your letter may not find its way to the right person if the company has different teams hiring for different roles. Try to avoid this unless you've run out of other options.

Dear Sir / Madam

This cover letter salutation is falling out of favor. It's not just impersonal; it doesn't even address a specific team or department. Still, it's better than an overly casual greeting or a blank space. 

How NOT to address a cover letter

As we've already said, there are some greetings that are just too informal to use as cover letter salutations. There are others, however, that tread a very fine line. We'd advise avoiding these openings, as they're either too colloquial or too stuffy. 

To whom it may concern

We're not in the 19th century anymore. Trim your whiskers and relegate this stuffy greeting to history, it's too impersonal even for the most uptight offices. 

Using “dear” on its own, with no name or further greeting attached, gives the wrong vibe. It sounds like a combination of your old aunt, someone unfamiliar with the English language, and someone who's forgotten to fill in a blank on their template. Literally, anything is better than nothing after the word “dear.”

Hi, hello, hi there!

While these cover letter salutations certainly aren't stuffy or over-formal, they fall too far in the other direction. They're friendly and casual but too much for an initial introduction. Save these for the interview. 

Expert tip: Read this article to find out more about cover letter mistakes to avoid: 10 of the Worst Cover Letter Mistakes to Avoid  

Cover letter closing salutations

How you end is just as important as how you begin. After all, you want to end on a high! Before you come to an abrupt end, you'll want to do both of these things: 

Thank the reader for their time and consideration 

Add a call to action, for example, directing them to look at your resume or give you a call

Cover letter salutations to close 

You've started strong and used the body of the email to convince the hiring manager that you're the ideal candidate for the role. Now, it's time to choose your sign-off. 

Yours sincerely, yours truly

These two phrases should be your go-to sign-offs for a formal business letter. If you've started your letter with the recipient's name, choose sincerely; otherwise, choose truly. 

Best regards, kind regards, regards

These are all acceptable closing phrases but better suited to an email than a full letter. They veer towards the casual and aren't generally considered the best letter-writing etiquette. 

Respectfully

This is a polite way of signing off a letter, although not especially conventional or formal. While it's better than no closing at all, it would be wiser to choose a more formal option. 

How NOT to sign off a cover letter 

Just as there are ways not to start a cover letter, there are ways not to sign off. 

Well, it's polite but way too informal. “Thank you” would be better, but a line within the body of the letter saying that you appreciate the time they take to consider your application would be best. 

Just no. You're not taking leave of a friend you've just dropped in on; you're addressing your potential future employer. A more formal and respectful tone is needed. 

However you choose to end your cover letter, remember to finish with your name – and leave space above to sign it if you intend to print it out.

Cover letter examples

Below you'll find two cover letter examples with strong salutations, one a traditional letter and one an email, that you can use for inspiration. 

Traditional cover letter example

Dear Ms Searle, 

Re: Sales Manager vacancy 

Having seen your advertisement for a Sales Manager on LinkedIn, I would like to outline my professional experience and strong track record. I believe I can make a very significant contribution to Acme Corp.

In addition to extensive experience in a sales environment, I also have a commitment to delivering exceptional customer service and a proven ability to meet targets. As you will see from my enclosed resume, I am a natural people person, communicating effectively with a diverse range of people and demonstrating excellent negotiation and influencing skills. My leadership abilities mean that I am able to successfully engage and motivate teams – my current team has surpassed its Q1 targets by 23%. 

I am driven, ambitious, and keen to progress my career in a growing and innovative business such as Acme Corp. I am confident that my strong work ethic, combined with my sales results and integrity, will enable me to play a key role in your success. 

Please do not hesitate to call me at 555-555-5555 so we can arrange an interview to discuss my application in greater depth. I appreciate your consideration. 

Yours sincerely,

Email cover letter example 

Dear Liz, 

Re: Assistant Security Manager vacancy (ref: 12345)

Having read your advertisement for an Assistant Security Manager with interest, I am writing to outline my extensive professional experience. I believe that I possess the talents necessary to make a positive contribution to your hotel.    

I have a comprehensive understanding of security and a commitment to exceptional service. As a Police Officer, I led teams of up to 6 personnel, overseeing security patrols and managing performance. Colleagues would recommend me for my ability to build and motivate teams to achieve exceptionally high standards and positive outcomes. 

As a manager, I take pride in providing training and development opportunities across the team to improve individual skill levels and ensure the achievement of organizational objectives.

The position at Acme Hotel is particularly appealing to me as I believe it will make the best possible use of my security and leadership skills whilst providing opportunities for further development. 

Please do not hesitate to call me at 555-555-5555 so we can arrange an interview to discuss my application in greater depth. I appreciate your consideration of my application and look forward to hearing from you.

Best regards, 

Choose the right cover letter salutations to set the right tone

As you can see, there are several options for opening and closing a cover letter. Make sure you choose one that is professional, has the right amount of formality, and shows you understand corporate communication. 

At TopResume, we create impactful resumes that land jobs. If you need help with your cover letter, we can do that, too! Why not contact us for a strong start on your journey towards a new career? 

Recommended reading: 

Resume vs Cover Letter: How They're Different

What is the perfect cover letter length?

How to Tailor Your Cover Letter for Each Job Application

Related Articles:

How to Maximize Your Resume Action Words to Wow the Employer

Resume Spelling and Accent Explained

Guide to Writing a Great Resume with No Work Experience

See how your resume stacks up.

Career Advice Newsletter

Our experts gather the best career & resume tips weekly. Delivered weekly, always free.

Thanks! Career advice is on its way.

Share this article:

Let's stay in touch.

Subscribe today to get job tips and career advice that will come in handy.

Your information is secure. Please read our privacy policy for more information.

Explore Jobs

• Jobs Near Me
• Remote Jobs
• Full Time Jobs
• Part Time Jobs
• Entry Level Jobs
• Work From Home Jobs

Find Specific Jobs

• $15 Per Hour Jobs
• $20 Per Hour Jobs
• Hiring Immediately Jobs
• High School Jobs
• H1b Visa Jobs

Explore Careers

• Business And Financial
• Architecture And Engineering
• Computer And Mathematical

Explore Professions

• What They Do
• Certifications
• Demographics

Best Companies

• Health Care
• Fortune 500

Explore Companies

• CEO And Executies
• Resume Builder
• Career Advice
• Explore Majors
• Questions And Answers
• Interview Questions

Dear Sir Or Madam: When To Use It And Alternatives

• 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

Common salutations such as “Dear Sir or Madam,” and “ To Whom It May Concern ,” will set the tone for the rest of your letter and can create a strong first impression, or it can make it difficult for you to win the reader over with the rest of your letter.

If you’re wondering if you should put dear sir or madam in your letter, you’ve come to the right place. In this article, you’ll learn how to think this through so that you can decide what is most appropriate for your situation.

Key Takeaways:

Saying “Dear Sir or Madam” is still acceptable but it should be avoided because it can make you look lazy and make it sound generic.

Having a grasp on the connotations of different formats, greetings, and sign-offs involved in professional correspondence can help you make the best impression possible, especially when you’re writing a cover letter to go with your resume .

Try finding the name of the person you are addressing before using “dear sir or madam” otherwise it could make you look lazy and that you are sending the same cover letter to everyone.

When searching for the hiring manager’s name look at the job posting, on the company’s website, or even try calling and asking someone for their name.

Is “Dear Sir or Madam” acceptable?

What to use on cover letter vs. email, “dear sir or madam” vs. “to whom it may concern”, when to use something else, “dear sir or madam” formatting rules, why “dear sir or madam” isn’t a good salutation, how to find the hiring manager and avoid using “dear sir or madam”, “dear sir or madam faq”.

• Sign Up For More Advice and Jobs

While the classic greeting, “Dear Sir or Madam,” is still acceptable, it should be used with caution. Because it is an old standard, it can sound stuffy, and those who don’t conform to binary genders may be offended by this salutation — not the way you want to start off your first interaction with a potential employer.

Using this greeting can make you look lazy. It’s usually possible to find the recipient’s name by looking in the company’s online directory or by doing a quick LinkedIn search.

Even if you can’t find a name (and some companies like to keep this information private to protect their hiring managers from overenthusiastic applicants), you should be able to at least find a department or position name that you can address.

It sounds like it’s the same cover letter that you sent to five other companies. This can not only make you sound insincere, but it can also raise red flags and make the recipient think that you don’t truly care about getting the position.

If you’ve done your research and feel as though you know enough about your audience to be able to avoid these pitfalls, this greeting can be an acceptable way to open your letter if you have little to no information about your recipient. You’ll just have to spend some extra effort in the body of your letter to show that you did your research on the company and position.

You should avoid saying dear sir or madam it in an email because an email is more formal, while a cover letter is more formal it is more acceptable. Here is more information on using dear fir or madam on a cover letter vs. email:

Email. Because “Dear Sir or Madam” is so formal, it’s usually inappropriate to use in an informal email. If you can, try to use the email address you’re sending your message to create a more personalized greeting.

For example, if the email address is [email protected], you could say, “Dear Recruitment Team.” Depending on the type of job you’re applying for, you can also keep it short and sweet and stick to a less formal greeting like “Hello.”

Since email is less formal, here are some additional greetings that are appropriate to use there:

Hello, [Team or Department Name]

Hello, [Company Name]

Good morning

I hope this email finds you well

Cover Letter. A cover letter is more formal than an email, but you should still use “Dear Sir or Madam” sparingly. As with an email, make every effort to be as specific as possible. If you do find that you need to use this greeting, make sure you use the body of your letter to show that you’ve done your research on the company and position.

In fact, we recommend never using “Dear Sir or Madam” to start your cover letter. Any of its alternatives makes for a stronger choice.

If you still can’t find a name, here are some other alternatives you can use for your cover letter:

Dear [Position Title]

Dear Hiring Manager

Dear Recruiter

Dear [Department Name] Team

Dear Search Committee

Dear [Potential Future Boss’s Title]

Dear [Department Name] Manager

Be careful when using “Hello” instead of “Dear,” as it is significantly less formal. Know your audience and stick to the classic “Dear” for companies that might appreciate the added professionalism.

If you’re applying for a job with a super trendy tech company, though, “Hello” will probably suffice. You can also always use the greetings that you would use in a cover letter.

Even though they sound interchangeable, there are some differences between “Dear Sir or Madam” and “To Whom It May Concern.” If you do decide that a generic greeting like this is best for your letter or email, you should know which one is most appropriate for your particular use.

“Dear Sir or Madam.” Use this when you know that you are writing to an individual (or a small group of individuals) but don’t know their name or gender. This makes it the best choice for a cover letter or emails that you’re sending with your resume as a part of a job application, as you know you’re addressing a specific hiring manager or team or recruiters.

“To Whom It May Concern.” If the concerns in your letter or email could be addressed by a wide variety of people or if you don’t know who it should go to, use this. This is appropriate to use when you’re asking general support questions or looking for information rather than applying for a specific position.

As with “Dear Sir or Madam,” you should always try to find an individual’s name or department name, but if you can’t, this is a good way to cover your bases and address the organization as a whole.

You should use a different salutation you know the recipient’s name and use their name instead. Here are some other things to consider when it comes to using a different salutation:

If you do know the recipient’s name, ask yourself:

Do I have a strong relationship with the recipient?

If yes: Use “Dear” or “Hello,” followed by their first name.

If no: Use “Dear” followed by their first and last name or “Dear Ms./Mr. [Last Name].”

If you don’t know the recipient’s name and can’t find it:

Do you know their job title?

If yes: Use “Dear [Job Title]”

If no: If you know their gender, use “Dear Sir or Madam” or “Dear Sir” or “Dear Madam.” If you don’t know their gender or have any doubts, use the most specific team or organization name that you can.

The most important thing is to make sure the rest of your letter is professional, friendly, and memorable no matter the salutation you use. Here are some formatting rules to follow when starting your email or letter:

Start building a relationship from your first line. Show that you’ve done your homework and know about the company and the position you’re applying for, and explain why you would love to be a part of it.

Make yourself seem human and create an impression by including anecdotes about your interactions with the company as well as about your skills and qualifications that would make you a valuable asset to them. Demonstrate your professionalism by using correct grammar and punctuation — have someone else proofread it for you if need be.

Correct grammar should begin with your greeting, so be sure you check it thoroughly. Here are some tips that you should use to make sure you’re punctuating it correctly:

Capitalize every word in “Dear Sir or Madam” except for “or”

Use a comma or colon at the end of your salutation. A colon is typically more formal than a comma, but both are acceptable and professional.

Add an extra line space between your greeting and the first line of your letter or email.

The same rules apply to “To Whom It May Concern,” except you should capitalize every word in that phrase. It’s also more common to follow it with a colon as opposed to a comma.

Do your best to be respectful and show that you truly want to build a relationship with the recipient and the organization. Use your gut and your knowledge of the industry to decide what tone you should use, beginning with your salutation and ending with your sign-off.

If you can, ask other experienced professionals what they would want to see in a letter and give you feedback. Take care with every piece of correspondence you send out, as this is how you are building a picture of yourself for the organization.

Using “Dear Sir or Madam” can appear lazy and it can often seem outdated. Here are some other reasons why it isn’t a good salutation:

Appears lazy. It’s almost always possible to find the name of your letter’s recipient. Even if it isn’t, you can still find out more details about the recipient, like their job title or the department name.

Seems outdated. Nobody speaks this way anymore, and using this phrase will make you appear formal to the point of absurdity.

Isn’t gender-inclusive. There’s a chance that your recipient isn’t a Sir or a Madam, in which case you’ve just gotten off on a very bad foot with a potential employer.

Makes your correspondence seem generic. Failing to address your letter to a specific person or at least attempt to direct it to the correct department will make the recipient think you don’t care very much about the opportunity. They’ll think you’ve sent the same letter to countless other hiring managers and recruiters.

Hinders relationship-building. When you start your letter with “Dear Sir or Madam,” you’re admitting that you’re a total stranger. You want to become familiar with your letter’s recipient to make a good impression . It’s hard to be personable when you kick things off with such a cold and distant greeting.

You should check the job posting or look at the company’s website to avoid using “Dear Sir or Madam.” Here are some other ways to find the hiring manager’s name to avoid using “Dear Sir or Madam”

Check the job posting. Job postings won’t always include the hiring manager’s name, but sometimes you can figure it out from the email address they list (e.g., [email protected]).

Look at the company’s website. Some companies have directories of their staff available online. There you might be able to find the name of a department head or hiring manager for your desired position.

Try LinkedIn. Look around the company’s LinkedIn page and even consider reaching out to some employees who may know who you should address your letter to.

Call and ask. If all else fails, you can always call the company and get directed to someone who knows the name of the hiring manager for a given position.

What can I say instead of “Sir or Madam?”

You should always try to address the specific person by name before saying “Sir or Madam.” You can find the person’s name by looking at the company website or the job posting. If you are unable to find their name, alternative things to use include:

Dear hiring manager

Dear search committee

Dear [department name] manager

Is saying “Dear Sir or Madam” still acceptable?

You should avoid using “Dear Sir or Madam” whenever possible but it is still acceptable to use. You should avoid using it because it can make you look lazy and make it sound like it’s a generic cover letter sent to other companies. If you do a little research, you should be able to find the person’s name, but if you cannot find it, use their job title as a greeting instead.

What is a proper greeting for a cover letter?

A proper greeting for a cover letter would be “Dear” or “Hello” followed by the person’s first name if you have a strong relationship with the recipient. If you do not have a strong relationship with them, you should say “Dear Ms./Mr.” followed by their last name.

Is “Dear Sir or Madam” formal?

Yes, using “Dear Sir or Madam” is formal and should be used on cover letters. Since a cover letter is more formal using this salutation is acceptable but you should still use “Dear Sir or Madam” sparingly.

When writing an email, it’s often more informal so “Dear Sir or Madam” is not as accepted. You should try to find the recipient’s name on the job listing or use their job title to use as the salutation.

Broad Institute – Cover Letter for a Job

How useful was this post?

Click on a star to rate it!

Average rating / 5. Vote count:

No votes so far! Be the first to rate this post.

Abby is a writer who is passionate about the power of story. Whether it’s communicating complicated topics in a clear way or helping readers connect with another person or place from the comfort of their couch. Abby attended Oral Roberts University in Tulsa, Oklahoma, where she earned a degree in writing with concentrations in journalism and business.

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.

Recent Job Searches

• Registered Nurse Jobs Resume Location
• Truck Driver Jobs Resume Location
• Call Center Representative Jobs Resume Location
• Customer Service Representative Jobs Resume
• Delivery Driver Jobs Resume Location
• Warehouse Worker Jobs Resume Location
• Account Executive Jobs Resume Location
• Sales Associate Jobs Resume Location
• Licensed Practical Nurse Jobs Resume Location
• Company Driver Jobs Resume

Related posts

How To Write A Cover Letter Opening (With Examples)

When Are Cover Letters Necessary (With Examples)

How To End A Cover Letter (With Examples)

How To Write A Cover Letter For An Internship (With Examples)

• Career Advice >
• Cover Letter >
• Dear Sir Or Madam

Cover Letters Guide

• Introduction
• Header & Employer Address
• Salutation & First Paragraph
• Middle & Closing Paragraphs
• Target Your Cover Letter
• Edit & Proofread
• Cover Letter Examples

 i.e. Dear Mr./Ms. (last name only)

• Address your cover letter to a specific person when possible using Dear Mr. (last name of the person) or Dear Ms. (last name of the person). 
• When you are not sure which one to use (Mr./Ms.), Dear Pat James (first and last name without using Ms./Mr.) 
• If you don’t have a name you should use “Dear Hiring Manager”, “Dear Hiring Team etc.
• Avoid using “To Whom It May Concern” or “Dear Sir/Madam”

First Paragraph

Your first paragraph should be two to four sentences. Questions to answer in this section could include: 

• What job are you apply for? 
• Why are you interested in the role? 
• Why are you a good fit for the role / company? Demonstrate that you have done some research about this organization.
• TIP: In this first paragraph think of stating why you want to work for this organization.

Additional details to add to your first paragraph could include:

• What education or experience do you have that connects to the job?
• If you have a contact in the organization you're applying to, mention that person here. 

• Cover letter starters
• Last Updated: Aug 19, 2023 4:30 PM
• URL: https://sheridancollege.libguides.com/CoverLetters

Connect with us

Stack Exchange Network

Stack Exchange network consists of 183 Q&A communities including Stack Overflow , the largest, most trusted online community for developers to learn, share their knowledge, and build their careers.

Q&A for work

Connect and share knowledge within a single location that is structured and easy to search.

"Sir or Madam" vs "Madam or Sir" in formal letter

In a formal letter addressed to one or more unknown recipients, "Dear Sir or Madam" is the customary salutation. As a German native speaker, who is used to "Sehr geehrte Damen und Herren", writing "Sir" before "Madam" sounds impolite to my ear and I feel the urge to change the order. I know that I must never directly carry over conventional expressions from one language to another, but it makes me wonder:

Are there any differences between "Dear Sir or Madam" and "Dear Madam or Sir"? In particular, would the latter sound more polite or rather come across as outlandish?

• expressions
• letter-writing
• salutations

• 4 It's quite a weird quirk of English; after all, we usually say it the opposite way in the phrase "Ladies and Gentlemen"! –  Herr Pink Commented May 13, 2015 at 9:30

4 Answers 4

In English, "Dear Sir or Madam" is the traditional and customary order. It does sound quaint (and sexist to some) — but's that's how it is.

You would indeed be thought "outlandish" (a good choice of term there) if you were to reverse that order.

• 2 However, women are placed first when it comes to "ladies & gentleman" but I am not sure if we can write "Dear ladies & gentleman" in a formal letter. –  Imran Bughio Commented May 13, 2015 at 9:56
• @imran Bughio: It seems you might, provided you are sure that your addressees include at least two of both. But I think this is mainly an oral expression. –  Brian Hitchcock Commented Jul 26, 2015 at 21:08
• 1 @BrianHitchcock: At least two ladies and exactly one gentleman... –  gnasher729 Commented Aug 17, 2016 at 17:22
• @ImranBughio Or we can write "Dear All" instead of "Dear ladies & gentleman". –  Wishwas Commented Jul 29, 2019 at 8:56
• I hear about language rule that it is easier in such construct "X or Y" to say as first the shorter word. Shorter in terms of duration needed to say it. That is why "Ladies and Gentlemen" but "Sir or Madam". And in german "Damen und Herren". That is also why "more or less" is more convienent to say than "less or more", e.g. in polish we say in other direction "mniej, więcej" because our "mniej/less" is shorter than our "więcej/more". –  PiotrNycz Commented Jul 13, 2022 at 13:44

Dear Sir or Madam is the customary ordering, which is reason enough to do it in a formal setting. But also consider the "rhythm" of the opening; sir has half the syllables as madam , and therefore it sounds better when sir is uttered first. Same thing with Ladies and Gentlemen , where ladies has less syllables than gentlemen . Compare this to German, where Damen and Herren have an equal amount of syllables. Now, I (as an ESL writer) am not sure if this effect actually carries over to writing, though it is something to consider.

• This rule also applies to single syllable words - what matters here is the duration of saying that words. Like in "more or less" -- "more" is shorter in duration needed to say it. –  PiotrNycz Commented Jul 13, 2022 at 13:49

While I realize the traditional way to write it is with "Sir" first, but I practice writing most anything requiring a choice in order alphabetically. Thus, I write "her/him," "he/she" and even lists such as: "charismatic, determined, enthusiastic, influential and multi-faceted" in alphabetical order.

Sometimes, the words I'm alphabetizing seem out of order and yet, as with anything new, I expect that to be the case. Thus, I endure the discomfort and write them as I've reasoned is optimal until such feels more comfortable, which it inevitably does, save some overt flaw in my reasoning. Oh, to an earlier reference about "ladies and gentlemen," I'd opt for "gentlemen and ladies," for reasons herein explained.

I believe that this type of practice constitutes progress (even if minute) in our overall work toward gender equality and so it pleases me. I realize that some may find it confusing or off-putting, which only means that they are thinking about it and if enough of that occurs, then we all just might get to a better place.

• 1 It's a nice idea and I'll see how it feels. Have you seen this theguardian.com/commentisfree/2016/sep/13/… ? –  Dan Commented Jul 28, 2019 at 21:50
• WOW, I almost entirely forgot about that little nugget, Dan. Yes, I have seen it - well, possibly not the same exact post, but certainly the nearly identical content. Seeing as it is categorized in such a seemingly random and yet absolutely accurate-to-cultural-norms way, there is really no reason for me to order adjectives alphabetically after all. Thanks for the reminder - I feel a bit silly for having seen it and failed to adopt it in my writing earlier. I still hold solidly on the pronoun matter, though. Thanks mucho! :-) –  Jennei Preston Commented Jul 28, 2019 at 22:09

In English, "Dear Madam or Sir" may be used less often. But I believe this is more tradition from the anglosaxon world. In southern parts of Europe it is offensive not to go from woman to man even. In Dutch and French I know this equivalent is evenly less used but formally correct, so why should English be any different?!

Your Answer

Sign up or log in, post as a guest.

Required, but never shown

By clicking “Post Your Answer”, you agree to our terms of service and acknowledge you have read our privacy policy .

Not the answer you're looking for? Browse other questions tagged expressions letter-writing salutations or ask your own question .

• Featured on Meta
• Upcoming sign-up experiments related to tags

Hot Network Questions

• Is physics limited to smooth sets?
• Should I accept an offer of being a teacher assistant without pay?
• GND plane between tracks or tracks closer enough to remove the GND tracks
• Co-authors with little contribution
• Why only Balmer series of hydrogen spectrum is visible?
• Why was the animal "Wolf" used in the title "The Wolf of Wall Street (2013)"?
• Folk stories and notions in mathematics that are likely false, inaccurate, apocryphal, or poorly founded?
• How Does the Blockchain Recognize Locked UTXOs in a PSBT if the PSBT Isn't Stored On-Chain?
• A chess engine in Java: generating white pawn moves
• How to bid a very strong hand with values in only 2 suits?
• QGIS Labeling expression to format a values list in a series of 2 columns of 2 records
• A 90s (maybe) made-for-TV movie (maybe) about a group of trainees on a spaceship. There is some kind of emergency and all experienced officers die
• What does Athena mean by "suave, seductive words" in the Odyssey?
• Why can Ethernet NICs bridge to VirtualBox and most Wi-Fi NICs don't?
• If the slope of a secant is always irrational, is the function linear?
• How to Draw Gabriel's Horn
• Collaborators write their departments for my (undergraduate) affiliation
• bmatrix* from mathtools results in huge column spacing when using [S]
• Do IDE data lines need pull-up resistors?
• Weird behavior by car insurance - is this legit?
• Idiom for a situation where a problem has two simultaneous but unrelated causes?
• DSP Puzzle: Advanced Signal Forensics
• Should mail addresses for logins be stored hashed to minimize impact of data loss?
• How to use IX as a return stack?

Get the Reddit app

/r/jobs is the number one community for advice relating to your career. Head to our discord for live support: discord.gg/jobs

How to address a cover letter in the modern era

• International edition
• Australia edition
• Europe edition

The good, the bad and the covering letter

Clare Whitmell picked one job and wrote two covering letters to demonstrate what makes an impact and what makes the rubbish pile

• Looking for a job? Explore the range of vacancies on Guardian Jobs and find the perfect role for you

Covering letters should be used to give the recruiter a reason to read your CV, show why you want the job and highlight your suitability for the role .

So, don't just summarise your career history, but include details not in your CV to personalise your application. Your letter should also link your CV to the specific requirements of the job or the organisation.

Researching a company helps you tie in your strengths, achievements and background. But even when faced with limited company details (as in the example from a recruitment company below) the job description itself can give you enough information to tailor your letter.

This advertisement is for a graduate role, so the experience requirements are not as stringent as for more senior positions. However, it's clear that the organisation want a specific type of person with the right attitude.

Job description

This small yet highly successful Chocolate Events Company has an exciting opening for a bright, conscientious and highly organised bookings coordinator. Responsible for managing the bookings process for events from start to finish, your duties will include responding to enquiries, writing proposals, confirming details, liaising with venues and handling post-event follow ups. It is vital that you have a superb client service ethic and the ability to build relationships with a diverse range of individuals ... you must be process-driven, methodical and pay strong attention to detail ... As a key member of a close-knit and dedicated team, you must be hard-working, flexible and have a can-do attitude ... As this role requires you to compose tailored client proposals, it is expected that your covering email will reflect a high level of written communication ability. This is a superb opportunity for a proactive and enthusiastic team player who is keen to apply their experience within a small company where your contribution will be valued. Salary: £18,000-£22,000.

Below, I have drafted two potential responses to this vacancy.

Covering letter 1

Dear Sir/Madam I am writing to apply for the role of booking coordinator (Ref G1150) and have attached a copy of my CV for your consideration. As you can see from my CV, I have already had extensive experience in a bookings role, and I am now looking for an opportunity to build on this. I am currently working in a customer-facing retail role, where I earn £16,000. Please do not hesitate to contact me if you would like any further information. Yours faithfully A. Candidate

The verdict: Personality is important in a people business such as events , but there's nothing here that would entice the recruiter to look at the CV. It sounds too formal, and the applicant gives no reason for wanting the job, or what makes them a strong candidate.

Adding personality traits such as "I'm an exceptionally organised individual with a keen eye for detail," would risk making her letter sound bland unless context or examples were included. This letter may be brief and accurate, but it's also weak and formulaic. The recruiter will probably receive many letters exactly like this, and the candidate has wasted a opportunity to stand out.

Covering letter 2

Dear Sir/Madam I was excited to see the opportunity for a bookings coordinator in a Chocolate Events company. (Ref G1150) I am currently working in a customer-facing retail role, where I earn just under the quoted salary. I enjoy this role, but miss the satisfaction of rolling up my sleeves and seeing a project through from start to finish. Along with three fellow French undergraduates, I organised a series of wine-tasting events on campus. Liaising between importers, retailers and the university, I managed the bookings for the sommelier evenings. One importer described me as "a safe pair of hands" and was impressed with my professionalism and meticulous attention to detail. I was particularly proud that the events I co-ordinated were described as a "must-attend" in the French department. Please contact me via email or on 020 3333 2222 if you would like to arrange an interview. Thank you for your consideration. A. Candidate

The verdict: In comparison, this candidate's personality and enthusiasm stand out. The applicant briefly refers to relevant experience, but also gives a bigger picture of their personality and what they are like to work with. For example, they include testimonials to illustrate strengths and achievements, and explain their motivation for applying.

The applicant has identified key requirements, and tailored the letter around these: a can-do, hard-working attitude, attention to detail and ability to work in a team. Customising the letter also demonstrates their potential for writing tailored client proposals — one of the job duties.

Plus, this candidate has also handled the salary question well. Recruiters often ask for this information to make sure the candidate is roughly in the right salary range. By not being specific, they may have a stronger negotiating position than if they had stated their exact salary. But this applicant has also deflected attention away from money, and focused instead on why they want the role, which comes across as genuinely enthusiastic.

• Applications
• The Careers Blog
• Covering letters

Comments (…)

Most viewed.