dear mrs cover letter

The 3 Rules of Addressing Your Cover Letter in 2023

You’ve finally sat down to write that cover letter (good for you!), but immediately you run into a roadblock: How do you even start the darn thing? Who do you address it to? Should you use Mr. or Ms.? Do you include a first name? And what if you’ve searched high and low, but can’t find the hiring manager’s name? 

Don’t fret! Follow these three rules for cover letter salutation salvation.

Rule #1: Address your cover letter to the hiring manager using a formal, full-name salutation (if possible).

For a cover letter, you should always default to addressing it to the hiring manager for the position you’re applying to. Unless you know for sure that the culture of the company is more casual, use the hiring manager’s first and last name. You can include a title, such as “Mr.” or “Ms.” (never Mrs. or Miss). But if you aren’t crystal clear on whether to use “Mr.” or “Ms.” and can’t find their pronouns with a little Google and social media searching (and you don’t have an easy way out with a “Dr.”), just drop the title. Omitting it is infinitely better than accidentally misgendering someone .

Most letters I see still use the “Dear” greeting, though I’ve seen a growing trend of people dropping it and starting with “Hello” or just the name. Any of these works. The most important part is having the actual name . Never use “ To Whom it May Concern ” or “Dear or Sir or Madam”—nothing could be more generic (not to mention archaic). Your cover letter could be the first opportunity you have to make an impression on the hiring manager, so make sure you show that you did your research .

For example, you can address your cover letter by saying:

• Dear Ms. Jacklyn O’Connell,
• Hello Mr. Kevin Chen,
• Dear Niko Adamos,
• Hello Jean Butler,
• Tiana Richards,

Rule #2: If you don’t know the hiring manager, guess.

Sometimes, even after hours of online searching ( try these tips ), you still might not be able to definitively figure out who exactly the hiring manager for the position you’re applying for is—and that’s OK.

If you can only find a list of the company’s executive team, use the head of the department for the position you’re applying for. In the end, no one will fault you for addressing the letter higher up than necessary. This approach is definitely better than not using a name in your cover letter, because it still shows the time and effort you took to find out who the department head is.

Rule #3: Be as specific as possible.

So you’ve done your due diligence and after an exhaustive search—nothing. You just can’t find a single name to address your cover letter to. If that’s the case, don’t worry. The company is likely privately held with no reason to share who its employees are—and, more importantly, is aware of this.

If this is the case and you don’t have a name to use, try to still be as specific as possible in your greeting. Consider using “Senior Analyst Hiring Manager” or “Research Manager Search Committee”—something that shows that you’ve written this letter with a particular audience in mind and aren’t just sending the same generic letter for every job opening.

For example:

• Dear Software Developer Search Committee,
• Hello XYZ Co Marketing Team,
• Dear Junior Accountant Hiring Manager,

Ultimately, you want your cover letter to convey your interest in the position. To start off on the right note, make your salutation as specific as possible—ideally with the name of the hiring manager. Of course, that can’t always happen, but as long as the effort is clearly made, you’ll be showing whoever reads your cover letter that you’ve put time into your application and are truly excited about the opportunity. 

Regina Borsellino contributed writing, reporting, and/or advice to this article.

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How to Address a Cover Letter With Examples

Options for Addressing a Cover Letter

• Letter Without a Contact Person
• Non-Gender-Specific Names

What Title to Use

• Address an Email Cover Letter
• Review a Sample Cover Letter

Before You Send Your Letter

One of the trickiest parts of writing a cover letter comes at the very beginning. Much of the time, you won’t know exactly who will read your letter. How do you address your cover letter when you don’t have the contact person’s name and/or gender ?

First of all, try to find out the name of the contact person. Some employers will think poorly of an applicant who does not take the time to learn the hiring manager’s name. Also, take care not to assume that you know the gender of the recipient based on the name. Many names are gender-neutral, and some hiring managers may identify as a gender other than male or female.

It’s also possible that you’ll do your research and still be unable to figure out to whom you are addressing your letter. In that case, it's better to be safe and use a generic greeting . It's also acceptable to start a letter without a greeting and start with the first paragraph of your letter .

You have a lot of options when addressing your letter. Learn more about the possibilities before you make your choice.

How to Address a Cover Letter Without a Contact Person

There are a variety of general cover letter salutations you can use to address your letter. These general cover letter salutations do not require you to know the name of the hiring manager.

In a survey of more than 2,000 companies, Saddleback College found that employers preferred the following greetings:  

• Dear Sir/Madam (27%)
• To Whom It May Concern  (17%)
• Dear Human Resources Director (6%)
• Leave it blank (8%)

Do keep in mind that terms like "To Whom It May Concern" may seem dated, so the best options may be either to use "Dear Hiring Manager" or not to include a greeting at all. Simply start with the first paragraph of your letter.

How to Address a Cover Letter for a Non-Gender-Specific Name

If you do have a name but aren't sure of the person's gender, one option is to include both the first name and the last name in your salutation, without a title that reveals gender:

• Dear Sydney Doe
• Dear Taylor Smith
• Dear Jamie Brown

With these types of gender-ambiguous names,  LinkedIn  can be a helpful resource. Since many people include a photo with their profile, a simple search of the person's name and company within LinkedIn could potentially turn up the contact's photograph.

Again, you can also check the company website or call the company’s administrative assistant to get more information as well.

Even if you know the name and gender of the person to whom you are writing, think carefully about what title you will use in your salutation.

For example, if the person is a doctor or holds a Ph.D., you might want to address your letter to “Dr. Lastname” rather than “Ms. Lastname” or “Mr. Lastname.” Other titles might be “Prof.,” “Rev.,” or “Sgt.,” among others.

When you address a letter to a female employer, use the title “Ms.” unless you know for certain that she prefers another title (such as “Miss” or “Mrs.”).

“Ms.” is a general title that does not denote marital status, so it works for any female employer.

How to Address an Email Cover Letter

Hiring managers get a lot of emails each day. Make it easy for them to scan your email and follow up by including a clear subject line and a signature with your contact information. It's important to address the email cover letter correctly, including the name of the person hiring for the position if you have a contact, to ensure that your letter gets noticed.

Subject Line of Email Message

Never leave the subject line blank. There is a good chance that if a hiring manager receives an email with no subject line, they’ll delete it without even bothering to open it, or it could end up in their spam mailbox. Instead, write a clear subject indicating your intentions.

List the job you are applying for in the  subject line of your email message , so the employer knows what job you are interested in. They may be hiring for multiple positions, and you will want them to identify the position you’re interested in easily.

How to Address the Contact Person

There are a variety of  cover letter salutations  you can use to address your email message. If you have a contact person at the company, address the letter to Ms. or Mr. Lastname. If you aren’t given a contact person, check to see if you can  determine the email recipient's name .

If you can’t find a contact person at the company, you can either leave off the salutation from your cover letter and  start with the first paragraph  of your letter or use a  general salutation .

How to Format the Salutation

Once you have chosen a salutation, follow it with a colon or comma, a space, and then start the first paragraph of your letter. For example:

Dear Hiring Manager:

First paragraph of the letter.

Body of Email Cover Letter

The body of your cover letter  lets the employer know what position you are applying for, and why the employer should select you for an interview. This is where you'll sell yourself as a candidate. Review the job posting and include examples of your attributes that closely match the ones they are looking for.

When you're sending an  email cover letter , it's important to follow the employer's instructions on how to submit your cover letter and resume.

Make sure that your email cover letters are as well-written as any other documents you send.

If you have attached your resume, mention this as part of your conclusion. Then finish your cover letter by thanking the employer for considering you for the position. Include information on how you will follow up. Include a closing, then list your name and your  email signature .

Your email signature should include your name, full address, phone number, email address, and  LinkedIn Profile URL  (if you have one) so it is easy for hiring managers to get in touch.

Firstname Lastname  Street Address  (optional) City, State Zip Code  Email  Phone  LinkedIn

Sample Cover Letter

This is a cover letter example. Download the cover letter template (compatible with Google Docs and Word Online) or see below for more examples.

Sample Cover Letter (Text Version)

Mary Garcia 12 Rogers Avenue Townville, New Hampshire 03060 555-555-5555 mary.garcia@email.com

February 17, 2021

Franklin Lee

CBI Industries 39 Main Street Townville, New Hampshire 03060

Dear Mr. Lee:

I was excited to see your ad for the operations assistant position in your Townville offices.

I have five years of experience as an operations assistant/associate. In my most recent role at ABC Corp., I fulfilled orders, resolved customer issues, ordered supplies, and prepared reports. In previous roles, I’ve done bookkeeping, data entry, and sales support. Basically, anything your department needs to run smoothly, I can do – and most likely, I already have experience doing it.

My other skills include:

• Strong communication skills, in person, in writing, and on the phone
• Excellent attention to detail and organization skills
• Top-notch customer service
• Experience in the industry and passion for the product
• Adept at all the usual professional software, including Microsoft Office Suite

I’ve included my resume for your review. Please contact me if you have questions or would like to schedule an interview. Thank you for your consideration.

Signature (hard copy letter)

Mary Garcia

Review Cover Letter Samples: It’s hard to write cover letters from scratch. To make life easier – and to make sure you don’t forget any of those pesky formatting rules —start by reviewing cover letter samples . Sending an email version instead? Look at a few examples of email cover letters to get started.

Customize Your Cover Letter: Why personalize your cover letter every time you apply for a job? Because even similar job titles have different requirements. The goal of a cover letter is to show the hiring manager that you’re the best candidate for this particular job. Customizing your cover letter will help you emphasize your skills and experience and how they fit with the job requirements .

Spell-Check Names: Before sending your cover letter, make absolutely sure that you have spelled the hiring manager’s name correctly. That is the kind of small error that can cost you a job interview.

Carefully Proofread Your Letter: Whether you're sending an email or uploading or attaching a printable cover letter, it's important to make sure that your cover letter and resume are written as well as any other business correspondence. If you can, have a friend proofread before you hit send, to pick up any typos or grammatical errors.

Saddleback College. " Your Resume is Your 1st Interview ," Page 14. Accessed Feb. 17, 2021.

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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.

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How to Address a Cover Letter in 2024

Yes, how you address your cover letter matters.

After all, this is the first thing the recruiter reads when going through your cover letter, and yes, there is a right and wrong way to do it.

In this article, we’re going to teach you how to address your cover letter in such a way that you leave a positive impression on any recruiter!

• How to address a cover letter to a recruiter? (Casual or formal)
• What title to use when addressing the hiring manager
• How to address a cover letter without a contact person/to a company
• How to address a cover letter without an address
• How to address a cover letter in an email

How to Address a Cover Letter To a Recruiter (Casual or Formal)?

As we already mentioned, the way you address your cover letter is important because it is the very first thing recruiters see upon opening your cover letter. 

A well-formulated cover letter address means that you care enough to research the company (i.e. to find the hiring manager’s name and title) and that you show attention to detail. 

As such, you should always put some research into who you’re addressing your cover letter to and do so in a formal way.  

And yes, the formal part is important too. The recruiter isn’t your best friend - you want to maintain a sense of professionalism.

If this is how you address the recruiter in your cover letter:

• What’s up Hiring Manager
• Hi there Hiring Team

Then you say goodbye to the job.

Now, you’re probably wondering, how can I find out whom to address my cover letter to?

That’s what we’re about to teach you:

Who Am I Addressing My Cover Letter To?

Here are some tricks to find the full name of the hiring manager: 

• Check the job listing. The job listing may have information about the recruiter or the department doing the hiring. Make sure to read through the entire job listing, as it might not be at an entirely obvious place.
• Check the company website. Some websites feature the names of the hiring managers or heads of departments that may go through your cover letter. Alternatively, LinkedIn is another place where you can look for this information.
• Check the company’s LinkedIn. You can look up who works in the company you’re applying for on their LinkedIn page.
• Ask around. Do you have friends that work for the company? They could provide you with valuable inside info.

To avoid making a bad impression, head over to our guide on cover letter mistakes to learn about what NOT to do when writing your cover letter.  

Addressing a Cover Letter With a Name

By now, you have probably found the hiring manager’s full name and gender. With this information available, it’s best to address the hiring manager formally, as follows: 

• Dear Mr. Brown,
• Dear Miss Fitzpatrick,
• Dear Mrs. Lockhart,
• Dear Ms. Walters,

If, for some reason, you are unsure about the person’s title, gender, marital status, or preferred pronouns, just address them using their entire name to avoid any mistakes. For example:

• Dear Alex Brown, 
• Dear Blair Fitzpatrick,
• Dear Jesse Lockhart,
• Dear Madison Walters,

Addressing someone with a title 

Now, if you found out that the hiring manager has a professional or academic title, then it’s more appropriate to address them using that title. If, for example, the hiring manager has a Ph.D., then it’s more respectful to address them as “Dr. Last Name,” instead of “Mr. Last Name.”  

Here are some professional titles and how they’re abbreviated: 

• A professor is Prof. 
• A reverend is Rev. 
• A sergeant is Sgt. 
• Honorable is Hon. 

If, however, you are uncertain about how a title is abbreviated, then avoid it altogether. 

Here are a few examples to give you an idea: 

• Dear Prof. Welsch,
• Dear Director Smith,
• Dear Rev. Owen,

Dear Dr. Leonard,

When addressing women and you don’t know their marital status, always go with Ms., because it doesn’t comment on marital status. Some women prefer not to be addressed with Miss or Mrs. even when they’re married, so sticking with Ms. is the best choice. 

Want to learn more cover letter tips ? Our guide has all you need to ace your cover letter!  

How to Address a Cover Letter Without a Contact Person

It might happen that, no matter how hard you search, you can’t find the name of the hiring manager or department head that will read your cover letter.

In that case, you can address your cover letter to the department, faculty, or the company.

• Dear Software Development Hiring Team,
• Dear Customer Service Department Hiring Team,
• Dear Head of the Literature Faculty,
• Dear Director of Marketing,
• Dear Human Resources Recruitment Team,

Alternatively, if you don’t have enough information either about the department or the team, you can opt for addressing the cover letter directly to the company’s hiring staff, as follows: 

Dear [Company Name] Hiring Team 

Dear [Company Name] Recruiting Staff

If all else fails (meaning, you don’t know the name of the department head or even the exact department, in addition to the recruiter) then you can use one of the good, old-fashioned:

Dear Hiring Manager,

...but NOT the impersonal and way outdated “To whom it may concern” and “Dear Sir/Madam.” 

Starting a cover letter can be challenging. Our guide can show you how to start a cover letter that will get you results from the get-go. 

How to Format the Company’s Address

Before you reach the salutation, you have to make sure that the header with the recipient’s contact information is formatted correctly. 

It might not be the deciding point of whether you’ll secure an interview or not, but it will cost you points if it’s off. 

So, the first thing you want to do is add your name and surname on the upper left side of the cover letter. Underneath, you should write your professional title (if applicable), your email , and your phone number . 

Now, after you’ve also added the date, you should leave one more space and add the recipient’s contact information and, most importantly, the company’s address. 

It should look something like this on your cover letter: 

When You Can’t Find the Company’s Address 

Some companies might have several addresses listed (as per their branches, for example), or even none at all. 

Since an application that doesn’t have an address line could end up lost or misplaced, make sure you do one of the following before skipping the company’s address completely:

• Check all your resources, (pretty much like when you were looking for the hiring manager’s name) to find the company’s address. 
• Use the company’s headquarter address. This is sometimes easier to find, especially if the company has several branches. 
• Use the P.O. Box number for the company. This is not as specific as an actual address line, but if all else fails, it’s still something. 

Frequently, you’ll be asked to submit your job application (including your cover letter) electronically, or by email. In those cases, you can skip the address line altogether. 

Here’s how you’d go about addressing a cover letter in an email.

How to Address an Email Cover Letter

If you’re sending your job application through email, chances are you’ll need to format your cover letter in the body of the email, or as an attachment along with your resume.

First and foremost when you’re addressing a cover letter in an email is the subject line, which should be between 6-10 words long. 

Considering that hiring managers receive countless emails daily, you want to make sure that yours is a job application immediately. And the way to do that is straight through the subject line, which should indicate exactly the position you’re applying for and your name so that it’s easier to find through the recruiter’s swarmed mailbox. 

Here’ what we mean by that:

• Subject Line:   John Doe - Software Development Job Application 
• Subject Line: John Doe - Job Application for Marketing Manager Position   
• Subject Line: John Doe - Stock Manager Job Application 

Afterward, if you’re including your cover letter in the body of the email (as opposed to attaching it as a document), begin by using a salutation, add space, and start your letter. 

If someone referred you for the position, make sure to mention that in the subject line of your email as well as in your opening paragraph.  

So, let’s see how all the above plays out in practice: 

Subject Line: John Doe - Carl Jacob’s Referral for Software Developer

I was very glad that Mr. Jacobs, a long-time partner at your firm who also happens to be my mentor from college, referred me for the Software Developer position. 

Do you want your style, personality, and overall personal brand to shine through your application? With Novorésumé, you can match your cover letter with your resume to make a lasting impression! 

Key Takeaways 

And that’s all there is when it comes to addressing a cover letter! You should feel much more confident in doing so by now. 

Either way, let’s go over the main points we covered throughout the article: 

• Your cover letter address should be formal and well-researched. Don’t address the hiring manager with “hey,” “what’s up,” “hi there,” or even the old-fashioned “Dear Sir/Madam” and “To Whom It May Concern.”
• Always try to find the hiring manager’s full name and professional title through the company’s website, LinkedIn, by calling, or by asking someone who works there.
• If you know the hiring manager’s name, go with “Dear Mr./Miss Last Name,” but if you’re unsure about their gender, marital status, or preferred pronoun, just address them using their full name.
• If the recruiter has a professional or academic title, it’s more appropriate to address them using their title.
• If you can’t find the contact person’s name, then address the department, faculty, or company (i.e. Dear Microsoft Hiring Team , or Dear Software Development Recruitment Team ).

Related Readings: 

• Do I Need a Cover Letter in 2024
• Entry-Level Cover Letter
• Cover Letter for Internship
• How to Write a Cover Letter in 2024

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What's The Best Way To Address A Cover Letter?

In This Guide:

How to address a cover letter without a name, how to enter detective mode & find the hiring manager’s name, what title to use in your cover letter greeting, how to address a cover letter for a non-gender-specific name, how to address a cover letter for a woman (with ms. or mrs.), how not to address a cover letter – common mistakes.

Should a cover letter have the same header as the candidate's resume?

No matter if you are a fresh graduate or you are on a move for a big career change, you will need a strong cover letter to enhance your chances of getting an interview and potentially a new job!

But have this in mind.

The biggest pet peeve for the recruiters is starting your cover letter with:

• Dear Sir or Madam
• To whom it may concern

OK, but how to address the cover letter then?

Short answer – be specific.

In the following article, you will learn:

• How to address a cover letter without having a name
• How to find the hiring manager’s name
• What title is appropriate for your cover letter
• Bad and good examples of addressing a cover letter

Let’s dive into it!

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We highly recommend that you try and find out the name of the contact person.

Most employers will be impressed that you have spent some extra time finding this information.

But if you are unable to find any info about the person you are about to address your cover letter  to, don’t worry.

Show that you’ve thoroughly read the job description by tailoring your resume to the specific job and company.

Ask yourself these questions:

• What company department is the job part of?
• Who will you be reporting to?

In the end, you can still use some of the following acceptable options:

• Dear Hiring manager
• Dear Finance Department
• Dear Company XYZ Recruiter
• To the Marketing Department
• Dear Head of Design
• Dear Company ABC Team
• Dear Customer Service Manager

As we mentioned, adding the name of your contact person will make your cover letter way better.

Follow our tips to avoid applying with a cover letter without a name  and significantly increase your chances of being spotted!

Addressing a specific person tells the recruiters that you’ve written the cover letter for this exact role.

Furthermore, it shows that you’ve taken the initiative to learn more about the company and its members.

There are 3 effective ways to find information about your future employer:

• Search the Company Website
• Contact the Company Directly
• Search LinkedIn

Searching the company’s website will provide you with valuable information about the cause and mission of the organization along with the team behind it.

For example, if you are about to write a cover letter for a vacant position at Enhancv, you should check the company tab in the footer of the website.

Now, you have an insight into who is working and how big is the team of your future company.

Moreover, you have a variety of names to continue your research with.

The next step is checking Enhancv in the world’s leading platform that connects professionals – LinkedIn.

Some of those names look familiar, aren’t they?

Clicking on each of the profiles will give you even more valuable information about company members and their roles.

As it’s clear from the image, Volen is one of the founders of Enhancv, and he will probably be part of the hiring process in some way.

But let’s say you are applying for the position of a content writer .

Then, Kaloyan is your focus contact, since he is responsible for the content production and management at the company.

This is how easy researching your content person is!

But how to proceed if your future employer is not part of LinkedIn?

Just contact the company directly. Explain that you’re applying for a job and would like to address your cover letter to the correct person. Alternatively, you can email the company.

In most circumstances, such as when you know your future employer well, it is appropriate to use “Dear”.

For other cases follow these tips:

• For people who you know well on a first-name basis, use their first name only. For a business associate or acquaintance, you should use their first name if you have met them more than once.
• For potential employers, it’s appropriate to use Mr., Ms., or Dr., and add the name afterward.
• If you are unsure of the appropriate greeting, use Mr./Ms./Dr. [last name] or Mr./Ms./Dr. [first name, last name] as the safest option

Do you know that nearly 1 percent of Americans (1 in every 109 to be precise) have a unisex name?

Parker, Blake, Taylor are all popular neutral gender names. And the list goes on…

Let’s imagine the following situation:

You researched the company’s website and LinkedIn profile but still don’t know who will be your contact person. Furthermore, you have contacted your future employer to ask directly.

The answer – your resume and cover letter will be reviewed by Taylor Smith.

How to avoid any mistakes if you are not sure whether your contact person is a man or a woman?

Address your cover resume with gender-neutral greetings:

• Dear Human Resources Manager
• Dear Hiring Manager

By doing that, you will be on the safe side.

There are 2 common ways to address a woman, depending on whether she’s single or married, and based on the information you have:

• Ms. – “Ms.” followed by her last name is appropriate if you are not sure if she is married or not. Moreover, this also applies if you are uncertain if she holds a specific title such as a doctorate.
• Mrs. – “Mrs.” followed by the woman’s last name is typically used for married women.

Note that, even if you know a woman is married, it is safer to use “Ms.” as opposed to “Mrs.,” as the latter may be offensive in some circumstances.

As we mentioned, the biggest mistake is starting your cover letter with “to whom it may concern”.

Since the goal of your cover letter is to impress the hiring manager and secure a job interview, personalizing the greeting is valuable.

Using “to whom it may concern” is outdated and creates the feeling that your cover letter is not created for the specific position.

The same goes for “Dear sir or madam”.

It also sounds out of place in the 21st century and we highly recommend avoiding it.

Always try to find a way to customize your greeting so that it addresses the specific person.

Should a cover letter have the same header as the candidate's resume?

Relying on our many years of experience, we can say that the best approach is matching the headers of your resume and cover letter.

Don’t forget that resumes and cover letters go hand in hand.

While it is acceptable for the header of your resume or cover letter to share more information than the other, the personal details shared between the two should be the same.

Even if your summary is quickly scannable, recruiters might struggle to make sense of all the data you’re sharing with them, especially if your resume is 2-3 pages long.

That’s why a cover letter is a valuable addition to it, as it is easier to read with all information structured into paragraphs.

Learn more about all similarities and differences between resumes and cover letters in our detailed guide here!

Now, you should feel well equipped to address your cover letter regardless if you know your contact person or not.

Let’s sum it all up:

• There are 3 effective ways to find information about your future employer – search the company website, check LinkedIn, and contact the company directly.
• Dear Head of Design and so on.
• All greetings above are applicable if you are not sure of the gender of your contact person too.
• There are two common greetings for women – Ms. and Mrs.
• You should always avoid using “To whom it may concern” and “Dear Sir or Madam”.
• Unification of your resume and cover letter header is preferable.

What did you think of this article? Is there anything that we missed? Share your thoughts in the comments!

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Business Letter Writing: Mrs, Miss or Ms?

How should you address a woman when you write a letter or email to her? Will she be offended if you write “Dear Madam” or “Dear Mrs + surname”?

Over the last few years, there have been some changes in standard greetings, and here are some general guidelines to help you choose between the three standard titles: Mrs, Miss, Ms.

Mrs, Miss, Ms?

The old distinction between married (“Mrs + surname”) and unmarried (“Miss + surname”) is generally irrelevant in business letters. As it doesn’t matter if a woman is married or not, use “Ms + surname”. Ms is pronounced (Mizz) and is used for all women.

For example:

“Dear Ms Jones”

If you are replying to a letter in which the woman has written her name as “Mrs + surname”, then it is fine to reply to her using “Mrs + her surname”.

“Dear Mrs Jones

Thank you for your letter…”

However, as explained above, if you receive a letter where the first name and surname are given, reply with “Dear Ms + surname”.

“Dear Ms Jones”.

We don’t generally write “Dear Miss + surname” to women – unless they have already written to you and ended their letter with this title. So if you receive a letter from a woman who has signed it “Miss + surname”, you can also use “Miss + surname” in your reply.

“Dear Miss Jones

Thank you for your enquiry about …”

If you are writing to a person in a company whose name you don’t know, you can start with “Dear Sir / Madam”. (This is because you don’t know if you’re writing to a man or a woman.)

“Dear Sir / Madam

I’m enclosing my CV for your attention…”

If you know for sure that the person is a woman (but you don’t know her name) you can write “Dear Madam”.

Avoid these other mistakes

1. Don’t write “Dear Mrs” on it own without any name afterwards. Remember: after titles like Mr, Mrs or Ms, we need a surname.

2. Don’t write “Dear Ms”, “Dear Miss” or “Dear Mrs” followed by the first name.

3. Don’t write “Dear Madame”.

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• Frequently Asked

Salutations in Letters and Email

This post is all about the etiquette of salutations (greetings). We discuss both business letter salutation and email salutation. It’s dedicated to the many who have visited this blog in search of tips on how to begin a letter.

Rules for Business Letters

The standard way to open a business letter is with Dear, the person’s name (with or without a title), and a colon, like this:

• Dear Louise:
• Dear Ms. Chu:   
• Dear Mr. and Dr. Paige:   
• Dear Professor Amato:   
• Dear Patrick:

(For more discussion of Dear, see my post “Do I Have to Call You Dear ?”)

The standard way to open a social business letter is with Dear, the person’s name (with or without a title), and a comma, like this:

• Dear Nigel,   
• Dear Dr. Tarabi,   
• Dear Reverend Jans,

A social business letter is social or personal rather than business-focused; for example, letters of condolence, personal congratulations (for weddings, births, promotions, and other celebrations), and thank yous.

If you don’t know the reader well or if the letter or the relationship is formal, use a title and a last name (Dear Ms. Browne). Otherwise, use the first name (Dear Gila).

Unless you are certain that a woman prefers Miss or Mrs., use the title Ms.

If you are writing to two people, use both names in your salutation, like this:

• Dear Mr. Trujillo and Ms. Donne:   
• Dear Alex and Drenda,

Never spell out the titles Mr., Ms., Mrs., and Dr.  Do spell out these titles and similar ones:

• Professor, Dean, Sister, Rabbi, Imam, Senator, Governor, Captain, Admiral, Judge

If you don’t know a person’s gender, use the full name rather than a title:

• Dear Dana Simms:   
• Dear T.K. Spinazola:

If you don’t know a person’s name or gender, avoid “To whom it may concern.” Instead, use the job title or a generic greeting:

• Dear Recruiter:   
• Dear Claims Adjustor:   
• Dear Sir or Madam:

If you are writing to a company rather than any specific individual, use the company name:

• Dear Syntax Training:   (This is considered slightly informal.)

Rules for Email

For formal email (that is, email used as a business letter), follow rules 1-7 above. Otherwise, use less formality with greetings like these:

• Dear Han,  
• Hello Kwasi,  
• Good morning, Ann,

If you use only the reader’s name without a greeting, be sure to open with a positive sentence so your message does not come across as cold:

Thanks for your help with the order. 

I’m happy to provide the information you requested. 

For informal messages, you may also insert the greeting on the same line as the opening sentence, like this:

• Hello, David. I hope you had a great vacation.
• Good morning, Wanda. I am following up on this morning’s meeting.

Or just use the person’s name in the opening sentence, like this:

• Yiota, you were right about the prices.

If you are looking for a desk reference that covers much more about business letters, email, reports, salutation, etc., I recommend The Gregg Reference Manual 11th Edition,  also known as Gregg. I used Gregg to check the rules and recommendations above.

Further reading: More About Salutations

Thank you! You have answered a burning question for me about informal email salutations.

I know that the rule when addressing a person within conversation is to use a comma. For example: “Lynn, do you know the answer?” Given this rule, I usually address friends in email like this: “Hi, Lynn,…” The problem was that I could not find a resource that specifically confirmed that this is correct-until now.

Of course, Microsoft’s grammar and spell checker tells me this is wrong and rather than battle the little, green, please-correct-me line, I usually relent and remove the “Hi” and it’s comma, leaving me with “Lynn,… Hi.”

Finally, I crafted the right search phrase-“grammar salutations email”-and found the answer in your post. I have never seen anyone else apply this rule in email.

Heather, thank you for this message. I am so glad you found what you were looking for. Be sure to also check my February 5 post. It is about commas with names, and it goes into more detail about the question that has been puzzling you.

Don’t let your software intimidate you when it comes to punctuation. Sometimes you are right!

can we address as madam xyz in formal letters??

“Madam” is used only when we do not know the reader’s name, like this: Madam: Dear Madam: If we know the reader’s name, we use one of these:

Dear Ms. Chan: Dear Mrs. Chan: Dear Miss Chan:

What I have described is standard in the United States. I am not certain whether “Madam” is used differently in other English-speaking countries.

Hello. I would be grateful if you could answer these two questions: 1) If the mail recipient has two last names (eg. Professor Smith-Jones) how do I salute them? Is it correct to use “Dear Professor Smith-Jones”? 2) If the mail recipient has a title Dr, meaning a PhD rather than being a doctor, how do I salute them? Thank you in advance for your time Marina

Marina, you are right about how to greet a person with a hyphenated name. You use both names: Dear Professor Smith-Jones:

The PhD question is a little tricky. It is best if you can find out the person’s preference or the style used in the person’s environment. In the US, many PhD’s in academic settings use “Dr.” However, in the UK, I have heard only “Mr.” and “Ms.” Outside a university setting, “Mr.” and “Ms.” are more common than “Dr.”–even in the US.

Thank you very much for your answer. It was extremely helpful.

Can you please tell me how to address and start a letter to an Executive Mayor? Is it His Excellency the Mayor and then Dear Cllr So-and-so?

Thank you for your help!

Marianne, I don’t know the answer to your question. I would phone the mayor’s office and ask for advice. If that approach would not work for you, I would try a library or an embassy in your country (South Africa?).

I wish you luck.

Hi, I have a question about salutations in business letters. If the person’s full name ends in “Jr.” or “Sr.” should I format it as, Dear Bob Smith, Sr.: –or– Dear Bob Smith, Sr: ??? I’m inclined to go with the second option because it looks less awkward, but haven’t been able to find any references or style manuals that address this particular issue. In general, does a colon ever follow a period, or does the bottom half of the colon do double duty and fill in for any necessary period? Thank you so much!

Chris, please see my December 18, 2006 post. I wrote it to answer and expand on your question.

I am addressed in the UK as Mr E.F.Green,FCA but in the USA only as E.F.Green FCA. As a child I was taught in the UK not to write Mr. A Jones, Esq. It was either Mr ar Esq. Has the rule changed Hope you can clarify

Eric, good question! I had to do research to find out what “FCA” means. Based on what I found, I am guessing that it is “Fellowship of Chartered Accountants.” Is that correct?

If FCA is like Esq., it is used in the U.S. without another courtesy title. That is, FCA would be used without Mr. or Ms. The standard U.S. style agrees with what you grew up with in the UK.

Thank you for introducing me to a new abbreviation.

How do you address a letter to a Captain and his wife? Is it Captain and Mrs. John Smith?

Lori, you would address the envelope as you indicated: Captain and Mrs. John Smith For the greeting (salutation), you would write this: Dear Captain and Mrs. Smith: In a business letter, the greeting is followed by a colon. For a personal letter, use a comma.

How would an envelope be addressed to Jerry & Diane Shields when he is a Mr. and she is a Rev. Would it be

Mr. Jerry & The Rev. Diane Shields ?

The other minister in our church is easy since it is

The Rev. & Mrs. Jeffery Deardorff

David, her name comes first as a reverend (or any person with a special title). The recommended way is to address the envelope like this: The Reverend Diane Shields Mr. Jerry Shields

An alternative is to put their names on the same line: The Reverend Diane and Mr. Jerry Shields

Although traditionally the man’s name comes first in a letter to a married couple, when the woman has a special title (Dr., Rabbi, Senator, etc.), her name comes first.

When addressing a letter to a recipient with whom I have a idealogical difference of opinion or a dispute of legal or business nature, it frustrates me to open the letter with “Dear”. e.g. “Dear Senator Hyperbole”.

What other options are available for a proper salutation?

James, you have a couple of choices when you write to Senator Hyperbole. One is to use the simplified letter format, which skips the greeting altogether. I illustrate it in the post you have commented on (above). See also “Do I Have to Call You Dear?” (in the etiquette category on August 16, 2005).

The other option is simply to use “Dear” as a way of taking the high road with your message.

I believe following the conventions of writing (using “Dear”) shows that you are an intelligent human being who knows the rules of effective communication.

Please let me know what you have decided to do.

What is the proper salutation to a local practicing attorney?

In our fundraising database, we have a number of women doctors. 1. Does the special title rule apply to women doctors married to men without titles? Would Dr. Jane Smith and Mr. John Smith’s envelope be addressed to Dr. and Mr. John Smith? Would the salutation be Dear Dr. and Mr. Smith:? 2. If they are both doctors, would they be addressed as Drs. John Smith? Thank you, Natasha

Natasha, please see my post “When Doctors Marry” from August 15, 2006.

Dear Lynn, I went through your article about salutation. I have some specific questions: I work for a project with a group of people; some of them are junior to me while some of them are senior. We daily interact with each other thru email, a very common situation any employed person faces. 1. How do I open a formal email when writing to my colleague? After reading your article I understand that there are many ways to begin a formal letter, but which one suits best for the situation I mentioned above? 2. There is a culture in the group to start formal email with person’s name with a comma (eg. Tom,). Isn’t that a bit rude way to start a formal email? What salutation should I use while replying to such a mail (from junior and from superior)? Any answers to these questions will really be helpful.

Thanks, ASK.

Ask, I think it is fine to use just the person’s name with a comma, as I have done in this sentence. I do not find it at all rude.

If you communicate daily, I do not see a reason to be formal.

If you want to be more friendly, you can simply use positive, friendly language, such as “happy to,” “pleased,” and “It was good to hear your view.” Or you can use “Greetings” or “Hi” with the person’s name if those words fit your culture.

Why not ask other people at work how they feel about salutations? Maybe you and your colleagues can agree on the best ways to begin a message.

Is it improper to use “&” between names in a salutation?

Rose, according to “The Gregg Reference Manual,” using & is improper in salutations.

Which is correct, Scott and Julie Miller or Julie and Scott Miller?

Both are correct.

What about the case of a woman who has taken her maiden name as her middle name; for example, Sharon Smith Jones (not hyphenated). Would the salutation be Mrs. Jones or Mrs. Smith Jones?

What is the proper way to address a letter to a child? What is the correct salutation when writing a letter to a child?

I hope you can help me. I need to send a letter to three people – a married couple and a woman with the same last name. Addressing the letter is simple, but what is the proper salutation?

Mr. and Mrs. Smith and Ms. Smith? or is there a plural for women like Messrs. for men?

Thank you for your help.

Linda, there is a plural for Mrs: Mesdames. The plural of Ms. is Mses.

If you cannot use first names, I would use this:

Dear Mr. and Mrs. Smith and Ms. Smith:

Alternatively, write two letters. In the first sentence say something like “I am writing to you and to Ms. Smith . . . .”

Larysa, girls and boys who are 13 or older are addressed as adults. Young girls may be addressed as Ms. or Miss or with no title. Very young boys may be addressed as Master or with no title.

Can we use ‘Dear All’ for many receivers? Should ‘All’ start with a capital ‘A’?

I am writing a letter to several companies to request MSDS (material safety data) sheets about the products we purchase from them. Is it okay just to use “Gentlemen” as a salutation?

What is the proper salutation when writing a Mayor?

What’s the proper way to sign for somebody else?

1. “Allen Baker for Charlie Day” or 2. “For Charlie Day, this is Allen Baker” or 3. just sign as “Charlie Day” even if sending from Allen Baker’s email account

when writing a letter and there are more than one sending same, sould it read, Sincerely we are, Pat Mike

When writing a personal letter and there is more than one person signing, the closing should read as follows:

Pat and Mike

For a business letter, the closing (“Sincerely”) stays the same, but each person has his or her own signature block, like this:

Patrick White Manager, Customer Service

Michaela Best Regional Manager

The signature blocks are side by side or one above the other. Each person signs above his or her name, using first name only or full name depending on the formality of the letter and their relationships.

When a woman’s name is hyphenated, is it correct to write Dear Mrs. Jones-Cooper, or since the last name is different from her husband’s, is it correct to write Dear Ms. Jones-Cooper? I have not been able to find any rule that addresses this situation.

How do you address a couple who are both captains? Would it be Captain & Captain John Smith? Unusal, I know, but I am faced with this situation. Thanks.

Here’s how:

Captains John and Rene Smith

I just got married and hyphenated my last name and my husband did not. How do we address ourselves as a couple? Would it be his full name and then my full name or could we have first name &* first name, but what last name do we use. Mine or his?

Kristina, I wrote about what to call married women on July 13, 2007, so read that post for ideas on your name.

As for both of you, I believe he remains Mr. First-Name Wingler, but you can probably introduce yourselves any way you want.

In my family, socially we are the Gaertner-Johnstons, but officially we are Mr. Michael Johnston and Ms. Lynn Gaertner-Johnston.

Congratulations! I hope you have a long, lovely life together.

I need to write a letter to a gentleman all I know is his name and behind that he has Ph. D. Do I address him as Dr. Smith Ph. D or Dr. Smith

Type his name in the address block like this: James Smith, Ph.D.

Address him as: Dear Mr. Smith:

Or if you know he likes to be called Dr., use this:

Dear Dr. Smith:

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Salutation in a Business Letter

If you know the person's name:.

Dear Ms/Miss/Mrs/Mr/Dr + surname

Dear Mr Miller

You can also write the person's full name. In this case, leave out the title (Mr/Mrs). This way of writing the salutation is very handy if you don't know the gender of the person.

Dear Chris Miller

If you don't know the person's name:

There are several possibilities to address people that you don't know by name:

Business partners often call each other by their first names. In this case, write the salutation as follows:

Punctuation

In British English, don't use any punctuation mark or use a comma.

Dear Mr Miller or Dear Mr Miller,

In American English, use a colon:

Dear Mr. Miller:

For examples see → Subject .

Ms, Miss or Mrs?

• Mrs – to address a married woman
• Miss – to address an unmarried woman (rarely used now)
• Ms – to address a woman whose marital status you don't know; also used to address an unmarried woman

Note : The abrreviations Mr, Mrs etc. are usually written without full stops (Mr) in British English and with full stops (Mr.) in American English.

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Miss, Mrs., Or Ms.: When To Use Each

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• Use Dear Sir Or Madam?
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How you address a person can make a huge difference in how your correspondence is received. When you’re writing a professional letter or speaking to someone in a position of authority, it’s polite to use established formal titles to address them.

For men, their titles remain the same regardless of their stage in life or marital status as “Mr..” It can be a little trickier to distinguish whether to use Miss, Mrs., or Ms. to formally address a woman and how to differentiate between them when you don’t know someone’s background or preferences.

In this article, we’ll cover the background and history of women’s titles, as well as give you clear guidance on how to use each in your professional life.

Key Takeaways:

The title of Miss is traditionally used for younger unmarried women under 18.

The term Mrs. refers to a married woman of any age.

The term Ms. was introduced in the 1950s out of a desire that many women had to be recognized formally outside of the confines of marriage.

If you are unsure what title to use, you should do some research, ask someone they know well, or simple ask them what their preference is.

The Traditional Use of Miss and Mrs.

The emergence of ms., how to know the difference between miss, mrs., and ms., what to do if you don’t know a woman’s status, problems with miss, mrs., and ms., examples of gender-neutral options for formal titles, miss, ms., and mrs. faq, final thoughts.

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Whether you’re writing a business email to a colleague or speaking with someone you don’t know well, demonstrating the utmost respect is required. When addressing someone formally, the titles of Miss and Mrs. were initially allocated to emphasize a woman’s marital status and age. They are used in conjunction with their family name or their husband’s last name if married.

Historically, these titles are granted as an expression of respect and demonstrate distinctions between social status. However, in today’s world, they pose more complex questions.

Examples of situations to use a professional address include:

Writing a business email Sending a wedding invitation Speaking to a person of authority Addressing a cover letter Introducing yourself to a hiring manager

Once upon a time, there was only Miss and Mrs. to make the distinction between married and unmarried women when addressing formally . This duality was later questioned by people who thought it strange that a woman is dictated professionally by whether she is married.

Feminists of the 1950s-1970s deemed the term Miss as immature for adults and stated that women should have a lifetime title regardless of marriage, just like men with the title “Mr..” They constituted “Ms.” as the title to be given to unmarried adult women, specifically, but it can be used to refer to a woman at any point in her life.

While indoctrinating the term “Ms.” into mainstream society may seem like a small feat, it was a great accomplishment for the feminist movement. It was the first time that there was an all-encompassing phrase to address adult women formally. It also took a significant step away from a woman’s success status being determined from marriage by allowing them to acclaim a formal title that doesn’t pertain to their love life.

Many people get confused about which title to use when addressing a woman formally, but you’ll remember it forever once you learn the difference between Miss, Mrs., and Ms.

Miss. (Pronounced like “Miss”)

While Miss was originally used to suit women of any age who were unmarried, it’s now almost exclusively used to represent the younger demographic of women. It should not be used to address adults.

It is seen as infantilizing or condescending to address an adult woman “miss” followed by her last name.

Mrs. (Pronounced like “Miz-iz”)

The term Mrs. refers to a married woman of any age. Sometimes, women who have become widowed or divorced still prefer to use this title, but it’s based on personal preference.

Ms. (Pronounced like “Mizz”)

Out of all the titles used to speak professionally to women, Ms. is the newest and safest bet if you’re unsure which title to use.

The biggest struggle when deciding which title to use when corresponding professionally with a woman is when you don’t know their status. Deciding between the complexities of formally addressing a woman can be stressful, and some people perceive it as rude to be referred to by the wrong title. Luckily there are ways to avoid a misunderstanding that creates tension.

You should never presume a woman’s status if you’re unsure. In this situation, the best action to take is using the term “Ms.” because it can apply to any adult woman. There are methods you can use for the future to better accommodate the person’s preferences.

Do research online. While it may sound a little creepy, if you’ll be dealing with a person regularly and are uncomfortable asking them whether they’re married, the internet can be a valuable source. Usually, you’ll come across some written documents where they’ve been formally addressed, and you can use this professional title in the future.

Ask someone they know well. Another tactic you can use to determine which professional title you should address is asking a friend or colleague close to them. While you may not know the person well, someone in your professional circle probably does. Ask them casually either whether the person is married or what professional title they usually use.

Ask them about their preferences. The most highly recommended method you can use to determine what titles you should use is to ask the person directly what their preferences are.

You never know what they will want to be called unless you ask. Some married women prefer “Ms.,” and other people prefer a professional title without the use of gender roles at all.

There is a troubling precedent set by differentiating women by their marital status, but not men. When the distinction between a woman’s title was limited to Mrs. and Miss, it was a demonstration that stated the pinnacle of adulthood for women as getting married.

Many people took issue with this because it insinuates that a woman’s professional or formal titles should be defined by whether or not she’s married. Feminists sought to fix this problem by introducing the term “Ms.” to be designated for adult women who are unmarried or who simply don’t want to be formally addressed as Mrs. or Miss due to their underlying connotations.

However, there are still more problematic aspects to only prescribing gender-based formal titles.

In addition to the glaring problems that defining women’s formal titles by their marital status creates, we live in a modern progressive society where gender identity norms are different from those in the early 1900s.

Most well-known formal titles include clarification of one’s gender, even for men. This poses a problem for people who identify as gender-fluid or non-binary because they’re not provided representation in the common exchange of life. Some people also prefer to use professional titles that don’t have to make a statement about their gender.

In recent years, there has been a more positive movement towards including a more comprehensive range of ways that people identify in their formal titles.

Mx. (Pronounced like “Mix”) Mx is a term that’s used to address a person formally but does not indicate gender. Although the term has been around since the late ‘70s, it’s only recently seen a rise in popularity. The title is still gaining traction in American-English. However, it is commonly used in places like the United Kingdom.

Ind. This title is used to represent the word “individual.” It is another respectful option to professionally address someone through writing or speaking, without basing the title on gender.

M*. Similar to Mx., M* serves the same function of professional acknowledgment while being gender-neutral .

Are all married women “Mrs.”?

No, not all married women use Mrs. American women often do opt to change their title to “Mrs.” after getting married, but it’s up to each individual to decide what she prefers.

If a woman changes to “Mrs.,” does she have to change her last name?

No, a woman does not have to change their last name to use Mrs. You can go by “Mrs.” and keep your maiden name. Conversely, you can go by “Ms.” and take your partner’s last name.

When addressing a couple, whose name comes first?

Traditionally, the woman’s name precedes a man’s on an envelope or in an email. The only time this was altered was if the man had a rank (Dr., Lt., etc.) and the woman didn’t. If both had a title, the woman’s name would again come first.

In today’s world, either order is acceptable, as well as including the title for each person or only for the first person (Mrs. Jane and John Smith, for example).

How do I address a letter to two women married to each other?

Like all married women, women in same-sex marriages can opt for Mrs., Ms., or whatever title they want. The best way to find out is to ask directly.

What about professional titles?

If you know that the recipient of your letter or email has a professional title, you should always use that in professional correspondence. People work hard to earn these titles, and most appreciate it when you address them properly.

When addressing a medical doctor or someone who has earned a doctoral degree, you should address them by “Dr.” in emails and letters.

When addressing military personnel, be sure to write out their full rank or use the appropriate abbreviation (Lt. for Lieutenant , for example).

The titles of Mrs. and Miss were traditionally used preceding a woman’s last name to display a form of respect. In the 1970s, the term “Ms.” was added to join these ranks by feminists who appealed for a term equal to that of “Mr.” for men.

Although using formal titles when addressing a person of authority or in business is still recommended, there are additional actions you should take to accommodate a person’s title preferences. Such as asking them whether they prefer the title of Miss, Mrs., Ms., or something else like the gender-neutral option of “Mx.”

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Sky Ariella is a professional freelance writer, originally from New York. She has been featured on websites and online magazines covering topics in career, travel, and lifestyle. She received her BA in psychology from Hunter College.

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.

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How to Address a Woman in a Cover Letter

Have you ever wondered how to address a woman in a cover letter if you’re unsure of her marital status? Should you include her maiden name or suffix? Should you be formal or informal?

Addressing women properly is a common challenge even for experienced writers. A cover letter is a formal business communication, which means that it is more appropriate to use formal salutations.

Writing a cover letter can be testing. Not only does it need to stand out among the other applicants, but you must sound professional and address your potential employer by their gender. But how do you know what the right way is to address women?

In this article, we’re going to discover how to address a cover letter to a woman, and take a closer look at some general dear sir or madam cover letter tips.

How to Address a Cover Letter to a Woman: Ms.

When you’re unsure on how to address a woman in a cover letter, you can always rely on the trusty ‘’Ms.’’ title, followed by the hiring manager’s surname. This is the safe option as it allows you to avoid the mistake of incorrectly referring to her as ‘’Miss’’ or ‘’Mrs.’’ Trust us, referring to an unmarried woman as Mrs. or vice versa does not end well.

How to Address a Cover Letter to a Woman: Miss

Miss refers to a woman who isn’t married. If you’re going to use this title, ensure you do your research on the job posting itself and see if this title is listed anywhere. If you can’t find her title, try the company’s website and look on the ‘our team’ page to see if she’s listed there. If she isn’t? Well, go back to the safe option and use ‘’Ms.’’

How to Address a Cover Letter to a Woman: Mrs.

Finally, we have the all-famous Mrs. followed by her last name. Again, check out the job advertisement to ensure this is what she is referred to. If you don’t already know, Mrs. refers to a woman who is married or has kept her maiden name. Do your research, and if you’re still unsure, use ‘’Ms.’’

How to Address a Cover Letter to a Woman: First Name

You may find that on some occasions, you’re going to need to contact the employer before you send your cover letter. Once you have made that initial point of contact, the hiring manager may tell you to call her by her first name. If you do experience this, you can go ahead and address her by her first name in your cover letter as well.

Dear Sir or Madam Cover Letters – General Tips

Tip #1 If You Don’t Know the Hiring Manager – Guess

You could research all day and still not find anything about the hiring manager – it simply doesn’t exist online. If this is the case, then try and find a list of executives that work for the company. For example, you can use the head of the department for the position in which you’re applying for. At the end of the day, nobody is going to blame you for addressing the letter to somebody higher up.

Tip #2 Use a Formal Full Name Salutation

Phrases like ‘‘To Whom it May Concern’’ and Dear Sir or Madam cover letters are so overused, and way too generic. Remember, this is your opportunity to make a great impression, so make sure you show the company you did your research and find the name of your hiring manager. You could even try picking up the phone and simply asking who is in charge of the job posting.

In addition to this, if you’re 100 % sure that the culture of the company is a bit more casual, you can go ahead and use phrases like ‘’Hello’’ or, ‘’Dear’’ followed up by the managers first and last name.

Tip #3: Try to be Specific

Extensive searches, hours wasted, and you still can’t find anything, not even a single name – don’t worry. In this case, the company knows what it’s doing in terms of keeping the post and its employees private.

In this scenario, try your best to still be as specific as possible. You can use the heads title, depending on what kind of role you have applied for. Things like ‘’Marketing Manager’’ or ‘’Sales Manager’’ should be enough, and will show that you have written your cover letter with a certain audience in mind.

Still not sure how to address a woman in a cover letter? Let our text robot do the work for you !

Karen Maristani

Karen invented writing, the airplane, and the internet. She was also the first person to reach the North Pole. She has flown to Mars and back in one day, and was enthusiastically greeted by Aliens. She has also worked as a copywriter and journalist for many years and has helped hundreds of people writing the perfect job application.

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5 Ways to Screw Up Your Cover Letter Greeting

Dear Cover Letter Writer: You probably think the greeting of  your cover letter (the "Dear..." line) is pretty simple. After all, it has only four little parts:  the Dear, the Title (Mr., Ms., Dr., etc.), the Last Name, and the Colon [:]. How can you screw that up? Ah, we have our ways. In fact, there are at least five common mistakes people make in their cover letter greetings, any of which might affect their chances of getting an interview . Are you guilty of any of these?    Mistake #1:  Dear Miss DeVille: Should be:    Dear Ms. DeVille: WHY?   "Miss" and "Mrs." are archaic in business settings, because marital status is irrelevant. "Ms." is the business-appropriate way to address a woman – unless of course she’s earned a title such as Dr., Rev., Sgt., or Prof. Be sure to use Ms. (pronounced " miz" ) when speaking, too.

Mistake #2:  To Whom It May Concern: Should be:    Dear Mr. or Ms. Lastname: WHY?   "To Whom It May Concern" just sounds lazy and form-letterish. Check the company web site or make a phone call to find out who "Whom" is. Be the one who takes the extra step. It demonstrates your attention to detail.

Mistake #3.   Dear Sir or Madam: Should be:    Dear Mr. or Ms. Lastname:

WHY?   Let’s see… "Dear Sir or Madam" is dated, stuffy, awkward, and has the same problem as "Whom." (And don’t EVEN get me started if you try just Dear Sir .) Get a name! If you really, truly can’t find the hiring party’s name, use their job title. It’s (marginally) better to say Dear Marketing Manager than Dear Sir or Madam.

Mistake #4.   Dear Steve, Should be:     Dear Mr. Lastname:

WHY?   First names are too informal, unless you and "Steve" have already been corresponding and he has clearly set the standard of using first names only. A cover letter is a formal piece of business correspondence, so keep it formal until you've established a relationship. Many workplaces today are informal, and it's typical to move quickly to a first-name basis, but let "Steve" be the one to decide when.

Mistake #5.   Dear Mr. Radcliff: Should be:     Wait a minute... this looks fine, right?  WRONG!  It would be fine, except the guy’s name is Radcliffe with an “e.” Some folks might not notice a typo like manger instead of manager (though most will), and hardly anybody will get miffed about a comma instead of a colon. But everybody knows when their name is misspelled. Proofread, proofread, proofread — especially the recipient's name.

Summary In your cover letter greeting... •  DO use this format:  Dear Mr./Ms./Dr. Lastname: •  DON'T address women as Miss or Mrs.  •  DON'T use a generic or gender-specific greeting (find a name). •  DON'T use first names unless the employer sets the precedent. •  DON'T misspell anyone's name!

RELATED LINKS Write a Real Cover Letter, Not Just a Resume Rehash 3 Tips to Avoid a Boring, Self-Absorbed Cover Letter 6 Reasons You Won't Get Hired Without a Cover Letter Good vs. Bad: Make the Best of Your Cover Letter

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By The Editorial Board

The editorial board is a group of opinion journalists whose views are informed by expertise, research, debate and certain longstanding values . It is separate from the newsroom.

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