How to Address a Cover Letter Without a Name

The greeting is the first line anyone reads, so it needs to be correct before it is anything else. A generic but accurate greeting is far better than a name that is misspelled, belongs to the wrong person or comes with the wrong title. Spend a few minutes looking for a name, and if you cannot find one, address the people who will actually read the letter.

How do you find the hiring manager's name?

Give it five to ten minutes, in this order:

1. Re-read the posting. Look for a contact name, a recruiter's name at the bottom, a "reports to" line or a named email address.
2. Check emails you have already received. A recruiter's signature often gives a full name and title.
3. Look at the company's website. Team, about and leadership pages sometimes list department heads.
4. Search professional networking sites. Try the company name plus a likely title, such as "Head of Finance" or "Engineering Manager". Check the person still works there.
5. Ask. A short, polite message to the company's general contact or the recruiter asking who is hiring for the role is acceptable. Some companies will not share names, and that is fine.

If you find several possible names and cannot tell which one is hiring, address the person the posting names, usually the recruiter. If you are still unsure, use a team greeting. A wrong name is the one mistake a reader will definitely notice.

What greeting should you use when you cannot find a name?

Address the team, the department or the role. Each of these is safe in English-language applications:

Pick one and move on. Readers rarely think twice about a greeting that is polite and accurate. They do notice one that is wrong.

How do you address a cover letter when you know the name?

Use the full name when you are not sure of the title or gender. "Dear Jordan Ellis" is polite, neutral and correct for anyone. It avoids guessing from a first name, which often goes wrong.

Use a title and surname when you know them. "Dear Ms. Ellis", "Dear Mr. Okafor", "Dear Dr. Tanaka" or "Dear Professor Ruiz" all work. A few details:

• US English puts a period after Mr., Ms. and Dr. British English usually leaves it out (Mr, Ms, Dr).
• Use "Ms." rather than "Mrs." or "Miss" unless the person uses those themselves.
• Some people use "Mx." as a gender-neutral title. Use it only if that is how the person presents their own name.
• If someone holds a doctorate or a professorship and uses the title at work, use it too.

Use a first name only when the culture invites it. At some startups and informal workplaces, recruiters sign emails with a first name and use yours. Matching that tone is fine. In formal sectors, or when you are unsure, use the full name instead.

Copy the spelling exactly. Take it from the source, including accents and other marks. In some cultures the family name comes first, so check how the person writes their own name before you choose which part to use.

Two names? If the posting lists a recruiter and a manager, you can address both: "Dear Jordan Ellis and Sam Okafor".

Which cover letter greetings should you avoid?

• "To Whom It May Concern." Not wrong, but it reads as dated and impersonal, as if you were writing to an office rather than a person.
• "Dear Sir or Madam." Still used in some formal contexts, but it assumes a binary and sounds old-fashioned in most English-language applications. "Dear Hiring Team" does the same job.
• "Dear Sir" or "Gentlemen." These assume the reader is a man.
• "Hi", "Hey" or "Hello there." Too casual for most applications.
• A guessed title. "Dear Mrs. Ellis" when you do not know her title, or "Dear Mr. Ellis" based only on a first name.
• The wrong name or company. This happens most often when letters are reused. Check every name before sending.

Does the greeting change by country or language?

Yes. Write the greeting in the language of the letter and follow that language's business conventions rather than translating an English greeting word for word. Some examples:

• US English: a formal business letter often uses a colon after the greeting ("Dear Ms. Ellis:"), while a comma is common in emails and less formal letters.
• British English: a comma, no period after titles, and traditionally "Yours sincerely" at the end when you used the reader's name.
• French: formal letters to an unknown reader traditionally open with "Madame, Monsieur,".
• German: "Sehr geehrte Damen und Herren," is the traditional formal opening when you do not have a name.

When in doubt, look at how the company writes to you, or at the posting itself, and match its level of formality.

How should the sign-off match the greeting?

Keep the close as simple as the greeting. "Kind regards", "Best regards" and "Sincerely" work in most English-language letters, named or not. In traditional British usage, "Dear Sir or Madam" pairs with "Yours faithfully" and a named greeting pairs with "Yours sincerely". Put your full name below the sign-off. For what goes between the greeting and the close, see what to write in a cover letter.

How can Nextrova help with your cover letter?

On the Pro plan, Nextrova's cover letter generator drafts a letter from your CV and the job posting. Check the greeting before you send it, and replace it with a name if you found one. Plan details are on the pricing page.

Related questions

Is "Dear Hiring Manager" still acceptable?

Yes. It is polite and widely used. "Dear Hiring Team" is a slightly warmer alternative when several people may read the letter.

Should I use the hiring manager's first name?

Only if the company's tone is clearly informal, or the person has already written to you using first names. Otherwise use their full name, or their title and surname.

What if the application is a form with a text box?

A greeting is optional in a short text box. If you include one, "Dear Hiring Team" works.

Can I address a cover letter to the CEO?

Usually not, unless the company is small and the CEO is clearly the person hiring. Address the people who will actually read it.