How to address a hiring manager in your cover letter

The way you address the hiring manager sets the tone for your entire application and shows attention to detail that recruiters notice.

Find the hiring manager's name

Start with the job posting itself. Many companies include the hiring manager's name in the application instructions or contact information. Look for phrases like "send your application to" or "contact [name] for questions."

LinkedIn becomes your best research tool when the job posting doesn't help. Search for the company name and filter by current employees. Look for people with titles like "Hiring Manager," "HR Manager," or department heads related to the role. If you're applying for a marketing position, search for "Marketing Manager" or "Marketing Director."

The company website often lists team members or leadership. Check the "About Us," "Team," or "Leadership" pages. Some companies have employee directories or department pages that show who leads different areas.

Try calling the company directly. Ask the receptionist: "Hi, I'm applying for the [position title] and want to address my cover letter properly. Who should I direct it to?" Most receptionists will give you the name or transfer you to the right department.

Use your network smartly. Check if you know anyone who works at the company or in the same industry. A quick message asking "Do you know who handles hiring for [department] at [company]?" can save hours of research.

Professional associations and industry groups sometimes have member directories. If you belong to relevant associations, search their databases for employees at your target company.

What to do when you can't find a name

Skip "To Whom It May Concern" completely. This phrase sounds outdated and shows you didn't try to research the company. Hiring managers see this greeting dozens of times and it doesn't make you stand out.

"Dear Hiring Manager" works as a safe, professional option. It's direct and shows you understand who your audience is. This greeting works across all industries and company sizes.

Address the department when you know which team is hiring. "Dear Marketing Team" or "Dear Human Resources Department" shows you understand the company structure. This approach works well for smaller companies where departments work closely together.

"Dear [Company Name] Team" creates a personal connection when other options don't fit. For example, "Dear Spotify Team" feels more engaging than generic greetings. This works particularly well for startups or companies with strong brand identities.

Consider "Hello" for modern, casual companies. Some tech startups and creative agencies use informal communication styles. Match their tone if their website and job posting use casual language.

Never use outdated phrases like "Dear Sir or Madam" or "Gentlemen." These make you sound disconnected from modern workplace culture.

Format your greeting properly

Use "Dear Ms. Johnson:" or "Dear Mr. Smith:" with a colon, not a comma. The colon creates the proper business letter format that hiring managers expect. Leave one line space between your greeting and the first paragraph.

Include titles when you know them. "Dear Dr. Martinez:" or "Dear Professor Chen:" shows respect for their position. Always use the title they prefer rather than making assumptions.

Spell names correctly every single time. Double-check the spelling in the job posting, LinkedIn profile, and company website. A misspelled name immediately signals carelessness to hiring managers.

Avoid nicknames unless the person specifically uses them in professional settings. Use "Dear Robert:" instead of "Dear Bob:" unless their email signature or LinkedIn specifically shows "Bob." When in doubt, choose the formal version.

Skip unnecessary punctuation after greetings like "Hello" or "Hi." These casual greetings don't need colons or commas. Simply write "Hello Sarah" followed by your first paragraph.

Place your greeting at the left margin without indentation. Standard business letter format keeps all elements aligned to the left edge of the page.

Handle tricky situations

Gender-neutral names need careful handling. Names like Alex, Jordan, or Taylor don't clearly indicate gender. Use their full name: "Dear Jordan Martinez:" instead of guessing with Mr. or Ms. This shows respect and avoids embarrassing mistakes.

Multiple hiring managers require strategic thinking. If the job posting mentions two people, address both: "Dear Ms. Johnson and Mr. Smith:" or "Dear Sarah Johnson and Michael Smith:." For panels of three or more, use "Dear Hiring Team:" or "Dear Selection Committee:."

Unknown gender pronouns call for modern solutions. When someone's LinkedIn shows they/them pronouns, skip titles entirely: "Dear Sam Rodriguez:" works perfectly. This approach respects their identity without making assumptions.

International names might confuse you about titles and pronunciation. When unsure about cultural naming conventions, use the full name without titles: "Dear Priya Patel:" or "Dear Chen Wei:." This shows respect while avoiding cultural mistakes.

Company acquisitions or recent changes complicate research. If you find conflicting information about who manages hiring, call the company directly. Recent organizational changes mean online information might be outdated.

Remote positions often have unclear reporting structures. The hiring manager might work in a different office or time zone. Focus on department names rather than specific individuals when company structure seems unclear.

Examples that work

Corporate finance position: "Dear Ms. Rodriguez:"

This works because financial services companies expect formal business communication. The title shows respect and the colon maintains professional standards.

Tech startup software developer: "Hello Alex"

Startups often use casual communication styles. This greeting matches their informal culture while still showing you know who you're addressing.

Healthcare administration role: "Dear Dr. Patel:"

Healthcare values credentials and formal titles. Using "Dr." acknowledges their education and shows you understand medical workplace culture.

Unknown hiring manager at consulting firm: "Dear Hiring Manager:"

Consulting firms receive hundreds of applications. This direct approach shows you understand their hiring volume while maintaining professionalism.

Creative agency account manager: "Dear Creative Team:"

Agencies work collaboratively. Addressing the team acknowledges their culture and shows you understand how creative departments operate.

Government position: "Dear Selection Committee:"

Government hiring often involves panels and formal processes. This greeting shows you understand their structured approach to recruitment.

Conclusion

Each example matches the company culture and industry expectations. The key is researching the organization's communication style and matching their tone while staying professional.