Updated September 26, 2026.
In short: address a cover letter to a specific person by name — "Dear Ms. Patel," or "Dear Jordan Patel," — followed by a comma or colon. If you cannot find a name after a few minutes of research, use "Dear Hiring Manager," or name the team, such as "Dear Marketing Hiring Team,". Avoid "To Whom It May Concern" and "Dear Sir or Madam": Penn's career services lists "To Whom It May Concern" as a don't and suggests "Dear Hiring Committee" when the name is unclear (Penn Career Services); UW–Madison recommends "Dear Hiring Manager" when you can't find a name (UW–Madison).
How do you address a cover letter?
In order of preference:
1.The hiring manager's name: "Dear Ms. Nguyen," / "Dear Dr. Okafor," / "Dear Sam Rivera,"
2.The recruiter's name (if the posting lists one and not the manager).
3.A role: "Dear Hiring Manager," / "Dear Recruiting Team,"
4.The team or department: "Dear Finance Hiring Team," / "Dear Search Committee,"
Penn's guidance also suggests a combination when you know one name but not the whole panel: "Dear [Name] & Hiring Committee."
What salutations should you use and avoid?
| Use | Why |
|---|---|
| Dear Ms. / Mr. / Mx. [Last name], | Standard when you know the name and title |
| Dear [First name] [Last name], | Safe when you don't know which title the person uses |
| Dear Dr. [Last name], | For people with a doctorate or medical degree, especially in academia and healthcare |
| Dear Hiring Manager, | Best default without a name |
| Dear [Team] Hiring Team, | Shows you know which team you're applying to |
| Dear Search Committee, | Academic and senior roles with a committee |
| Avoid | Why |
|---|---|
| To Whom It May Concern, | Reads as a form letter; career centers advise against it |
| Dear Sir or Madam, | Dated, and it guesses at gender |
| Dear Sir, | Assumes the reader is a man |
| Hi / Hey [First name], | Too casual for a formal letter, unless the company's own emails to you use it |
| Dear [Company name], | You are writing to a person, not a building |
| Mrs. / Miss | Marks marital status; use Ms. unless the person uses Mrs. themselves |
How do you find the hiring manager's name?
Spend five to ten minutes, not an hour:
- Read the whole posting. Many list "reports to" or a contact name at the bottom.
- Check the company site's team or leadership page for the head of the department you would join.
- Search LinkedIn for "[department] manager [company]" and check the person's current title.
- Look at the application email address. firstname.lastname@ gives you the name.
- Ask. A short email or call to the front desk or recruiter — "Who should I address my application for the Accounts Payable Specialist role to?" — is normal.
If two or more names come up and you cannot tell who is hiring, use "Dear Hiring Manager" rather than guess wrong.
What if you don't know the person's gender?
Use the full name without a title: "Dear Taylor Morgan,". This is correct and increasingly common. If the person lists pronouns or a title such as Mx. on their LinkedIn profile or email signature, follow that.
Should the greeting end with a comma or a colon?
Either is acceptable in US business letters. A colon ("Dear Ms. Patel:") is slightly more formal; a comma is standard in email. Pick one and stay consistent. Do not use a semicolon or an exclamation mark.
How should the letter header look above the salutation?
For a letter you upload or attach, use a block header:
Alex Chen Portland, OR · (503) 555-0142 · alex.chen@email.com
September 26, 2026
Maria Lopez Director of Operations Cascade Health
Dear Ms. Lopez,
The details above are placeholders. Penn recommends reusing your resume's header so the two documents match. In an email, skip the address block and start with the salutation; your contact details go in the signature.
Does addressing the letter to a name actually matter?
It is one of the fastest signals that the letter was written for this job and not sent to fifty. It will not make up for a weak body, though. Once the greeting is right, the opening line carries the letter — see how to start a cover letter, and for complete letters by role, browse our cover letter examples. To draft the whole letter from your resume and the posting, try the AI cover letter generator.
Frequently asked questions
Is "Dear Hiring Manager" okay?
Yes. It is the standard choice when you can't find a name, and career centers recommend it.
Is "To Whom It May Concern" acceptable on a cover letter?
It is not wrong, but it signals you didn't look for a name, and many career advisers — Penn's among them — tell applicants not to use it. "Dear Hiring Manager" is just as safe and reads better.
Should I use the hiring manager's first name?
Use the full name or title plus last name in a first letter: "Dear Jordan Lee," or "Dear Mr. Lee,". Switch to the first name only after they write to you that way.
How do you address a cover letter to a recruiter?
The same way: "Dear Ms. Brooks," — the recruiter is often the first reader. Mention the role title in the first sentence so it reaches the right hiring manager.
How do you address a cover letter to a committee?
"Dear Search Committee," or "Dear Members of the Hiring Committee,". If you know the chair's name, "Dear Dr. Park and Members of the Search Committee," works well.