Crafting a cover letter can feel like a high-stakes task, and the salutation might seem small, but it sets the entire tone. Whether you're addressing a known hiring manager or navigating the awkwardness of not having a name, your cover letter salutations show how much thought and care you’ve put into the application. Details matter; getting this one right can set you apart before the first paragraph even begins. In this guide, we’ll show you what to use and what to avoid in your cover letter salutations.
Why Your Cover Letter Salutation Still Matters
Your cover letter salutation is more than a formality. It’s the first impression you make, and in a crowded job market, that moment matters. Hiring managers notice when you’ve put in the effort, and they also notice when you haven’t.
A strong, professional greeting sets the right tone from the top. It tells the reader you’re serious, respectful, and capable of handling details. For job seekers, this kind of clarity is powerful. In many cases, your salutation is the first signal of how carefully you approach communication.
Nowadays, tools like LinkedIn, company websites, and even team pages make it easier than ever to find the hiring manager’s name or title. “Dear Hiring Manager” still works when you can’t find a name, but “To Whom It May Concern” has aged out. A thoughtful, effective salutation remains important, but the bar has been raised for what counts as a modern, professional greeting.
It’s not about being perfect; it’s about being intentional. Every detail in your cover letter adds up to a picture of your professionalism. The salutation is your first step in making that picture look complete.
How to Address a Cover Letter When You Know the Hiring Manager’s Name
If you know the hiring manager’s name, start with a professional title like “Dear Mr. Rivera” or “Dear Ms. Chen.” It’s a small detail, but it instantly sets a respectful tone. When the person has an academic or professional title such as “Dr.” or “Professor,” use it. For example, “Dear Dr. Patel” or “Dear Professor Abrams” shows that you recognize their credentials and understand formality in communication.
If you’re unsure about gender or preferred titles, don’t guess. This is where using a full name, such as “Dear Jordan Blake,” can be the safest and most respectful choice. It’s gender-neutral, still personal, and avoids any assumptions. Another option is to use a gender-neutral title like “Mx.” when it appears in the person’s signature or online profile.
In global or multicultural contexts, double-check the name order and spelling. Many cultures place the family name first or include honorifics or particles that shouldn’t be dropped. When in doubt, check the company website or LinkedIn. If marital status is unclear, “Ms.” is a safe and modern choice.
Whether you use a title, a full name, or a neutral fallback, the key is this: be accurate, inclusive, and intentional. Your greeting sets the tone for the rest of the letter, so let it show your professionalism right away.
Examples of strong personalized cover letter salutations
The best cover letter salutations are tailored, clear, and correctly formatted. Here are a few examples that show range and professionalism:
- Dear Mr. Alvarez
- Dear Ms. Ito
- Dear Dr. Simmons
- Dear Taylor Morgan
- Dear Hiring Manager (if no name is available)
- Dear Human Resources Team (when addressing a department)
Each of these cover letter salutation examples fits a different scenario, but they all do the same job: they make the right first impression. Stick with clear, concise formatting: capitalize properly, follow with a colon or comma, and leave a blank line before the first paragraph. That’s the correct format for a clean, professional start.
What to Do When You Don’t Know the Hiring Manager’s Name
How to research the right name (and when to stop digging)
Start by scanning the job posting for clues. If it doesn’t list a hiring manager, check the company website, especially the “About” or “Team” pages. LinkedIn can also help you find the right person based on job title or department. A quick search for “[Job Title] + [Company]” often turns up the hiring manager’s profile or similar roles.
If your research isn’t turning up a specific person, don’t force it. Spending too long hunting for a contact name can waste valuable time you could spend tailoring your job application. Make a reasonable effort, then move on.
(Pro Tip: Use Huntr’s Contact Tracker to securely store the names, emails, and LinkedIn profiles of hiring managers or company contacts you find while researching. That way, you won’t lose them before you hit send.)
When a general salutation is appropriate
If you can’t find a contact name, it’s completely acceptable to use a general salutation. “Dear Hiring Manager” remains the most widely used and respected fallback. It’s a formal salutation that keeps the tone professional without sounding overly distant.
Other safe options include “Dear Human Resources Team” or “Dear [Department] Team,” if you know where the role sits in the organization. Avoid outdated greetings like “Dear Sir” or “Dear Sir or Madam.” They can feel stiff and impersonal.
Specific cover letter salutation examples that still sound human
A good cover letter salutation feels intentional, even when it’s general. Here are a few examples that strike the right balance:
- Dear Hiring Manager
- Dear Human Resources Team
- Dear Customer Success Team
- Dear Marketing Department
- Dear Finance Hiring Team
Each of these cover letter salutation examples shows that you’ve thought about who might read your cover letter, even if you don’t have a specific name. Stay away from overly casual openings or placeholders like “Dear Ms./Mr.” with no name attached. The goal is to sound professional but still warm and human.
Cover Letter Salutations to Avoid (and Why They Hurt Your Chances)
The outdated: “To Whom It May Concern” and friends
“To Whom It May Concern” might feel safe, but it signals that you didn’t try to find a real person to address. It’s a formal greeting that now feels cold and impersonal, especially to hiring managers reviewing dozens of applications. Other dated options like “Dear Sir or Madam” fall into the same trap. These letter salutations suggest a template, not genuine interest. Job seekers stand out by showing effort and clarity, not by using phrases that belong to a different hiring era.
The casual: “Hey,” “Hi,” “Hello”
Even if the company feels relaxed or startup-y, avoid cover letter salutations that are too informal. Starting a salutation with “Hey,” “Hi,” or “Hello” risks coming off as careless or overly casual. These aren’t emails to a friend; they’re your first professional impression. A casual salutation can make your letter feel off-tone or even disrespectful, especially if you're applying to roles that expect attention to detail and communication skills. Stick with a professional greeting that respects the context.
The confusing or vague: No name at all, or just “Dear”
Starting with only “Dear” and nothing after it leaves the reader hanging. It can also look like an error, like something was accidentally deleted. Skipping the salutation entirely or jumping straight into the first paragraph can also feel abrupt. Cover letter salutations are there to ground the reader and set the tone. If you don’t have a name, “Dear Hiring Manager” is always better than a blank line. A clear, direct greeting is more than etiquette; it’s a small signal that you understand how professional communication works.
Formatting Tips for Cover Letter Salutations
Where your salutation goes in a standard cover letter layout
In a standard layout, your cover letter salutation should appear after the contact information and today’s date, but before the first paragraph of your cover letter. This is the visual cue that transitions the reader from logistics into the body of your job application. Leave a blank space above and below the greeting so it doesn’t blend in with other sections. Formatting matters just as much as wording; it keeps your cover letter clean, readable, and aligned with professional expectations.
What to capitalize, how to punctuate
Always capitalize every major word in your salutation, including job titles and departments. For example, write “Dear Marketing Director” or “Dear Human Resources Team,” not “dear marketing director”. Follow your cover letter salutation with a colon if you’re keeping it formal or a comma if the tone is slightly more relaxed. The safest bet in most professional greetings is the colon. One blank space between the salutation and the opening sentence helps maintain clarity and structure throughout your cover letter.
Mistakes that make your cover letter salutation look careless
Small errors can do real damage to your first impression. Misspelling a name, forgetting to capitalize a title, or using sloppy punctuation can make it seem like you didn’t proofread, or worse, didn’t care. Even the best cover letter can lose impact if it starts with a careless salutation. If you’re unsure, use Huntr’s AI Cover Letter Tool to generate a clean, tailored draft that gets your greeting and tone right, even if you're juggling multiple applications. When you write a cover letter, your greeting should show effort, accuracy, and respect for the reader’s time. That’s how you set the tone for everything that follows.
How to Match Your Salutation to Company Culture
Clues to formality level from job descriptions and industries
The job posting itself often gives away the tone you should aim for. If the language is formal and buttoned-up—think “proven track record” or “strategic alignment”—your cover letter salutation should mirror that. A job title like “Vice President of Corporate Strategy” likely calls for “Dear Mr. Nguyen,” not “Hi Taylor.” On the other hand, if the company uses relaxed language, refers to the team as “family,” or includes emojis in the listing, a slightly less formal greeting might fit. Job seekers who pay attention to these tone signals early on show the hiring manager they already understand the environment they want to join.
When a less formal tone might actually work
Not every cover letter needs to open like a legal memo. Startups, creative agencies, and nonprofits often respond well to warmth and authenticity, especially when paired with genuine interest in their mission. In these cases, a slightly relaxed but still professional cover letter greeting, like “Dear Marketing Team,” can strike the right tone. It shows you’ve considered the company culture and are speaking to them like a future colleague, not just a name on a list. The best salutation is the one that makes sense for the context, not just what a template says is correct.
Conclusion
A strong cover letter salutation isn’t just about etiquette; it’s your first signal to the hiring manager that you’re thoughtful, detail-oriented, and serious about the role. Get the greeting right, and the rest of your cover letter is already on better footing. Hiring teams notice effort right at the top of the page, and even small improvements like choosing a tailored, respectful greeting can make a real difference in how your application is received. It’s a simple way to separate yourself from other applicants who default to generic or outdated openings. If you want help crafting cover letters in an easy, smarter way, consider signing up for Huntr today to generate personalized drafts in seconds and start applying faster.
Ashliana Spence
Ashliana is a freelance marketer and virtual assistant who supports startups like Huntr with content creation, research, and marketing operations. With a background in integrated marketing and a developing focus in AI automation, she’s passionate about helping small teams work smarter and move faster while building innovative systems that unlock new possibilities.