How To Use “Dear Hiring Manager” On Your Cover Letter

Writing a cover letter can be daunting, especially if you’re unsure whom to address it to. In this guide, we’ll explore how to properly address your cover letter, provide tips for choosing the right greeting, and offer examples of various salutation options.

Key Takeaways:

• Professionally addressing your cover letter is essential for making a positive first impression and capturing the attention of hiring managers and recruiters.

• Finding the right person to whom you should send your resume and cover letter can be challenging. While you should strive to locate a person’s name, “Dear Hiring Manager” may be your best option in some cases.

• When addressing a cover letter, begin with what you know and avoid making assumptions about the recipient.

How to Use “Dear Hiring Manager” in Your Cover Letter

Using “Dear Hiring Manager” in a cover letter is professional, yet it can come across as generic. It should only be used when you have exhausted all means to find the recipient’s name.

Follow this order of operations when addressing your cover letter, and choose the most specific option available:

1. Start with what you know. If you know their name, address them as “Dear Mr.” or “Dear Ms.” followed by their last name. This is the most personalized and preferred method of address.

2. Don’t assume too much. If you don’t know their gender, use “Dear” followed by their full name. This method remains personal and avoids presumptions.

3. Last resort. If you cannot find any names, “Dear Hiring Manager” is acceptable, but remember that a name is always preferred.

4. Consider alternatives. While “To Whom It May Concern” may seem like an option, “Dear” is warmer and more engaging. Other alternatives will be discussed below.

Why Correctly Addressing Your Cover Letter Matters

First impressions matter, and greetings can significantly influence perceptions. In the high-stakes world of job applications, every detail counts.

The hiring manager, recruiter, or whoever reviews applications is not obligated to respond to you. If your greeting does not resonate, they may choose to overlook your application entirely.

Your cover letter is your chance to demonstrate that you deserve attention, so ensure that the greeting is thoughtful and appropriate.

Examples of How to Address a Cover Letter

Here’s a clear example of following the above process, starting from having complete information about your contact and ending where you know nothing about the recipient:

How to Find the Hiring Manager

We have detailed steps in a separate article on how to find the hiring manager, but here’s a brief overview:

1. Check the job advertisement. This is an obvious first step. If a full name is not provided, look at the email address specified for applications.

   Use any individual name from the email address in your following steps.

2. Check the company’s website. Look for info in the job application section or the “About Us” page for names of department heads. Match any names with the email address provided in the job posting.

3. Call the company. Although it may be challenging to find the right number, once you reach someone in HR or the front desk, they should assist you. Mention the job posting and inquire about the hiring manager’s name.

4. Use LinkedIn. Search for the company’s employees on LinkedIn. You may not definitively identify the hiring manager, but you may find someone to ask.

   Consider reaching out to an HR representative or someone within the relevant department.

5. Utilize an internal source. If you have a contact within the company, this is a great resource. Internal references can provide valuable information and often want you to make the best impression.

Tips for Using “Dear Hiring Manager”

If you’ve tried all avenues and still can’t find the hiring manager’s name, using “Dear Hiring Manager” is acceptable. However, keep these tips in mind:

• Customize your cover letter. “Dear Hiring Manager” is quite generic, so ensure the rest of your letter is personalized. A generic letter may lead the recipient to believe you’ve simply copy-pasted it elsewhere.

  Start with a compelling first sentence and express your enthusiasm for the specific role and company. Highlight your key qualifications and achievements, incorporating keywords from the job description.

• Use a clear subject line. As most cover letters are submitted via email, ensure your subject line clearly states your purpose. A simple format like “[Full Name] – [Position Title]” works well.

• Send from a professional email address. Avoid using casual or outdated email addresses, as they may appear unprofessional. Choose a professional email, but be cautious not to use one linked to your current employer to maintain privacy.

Alternatives to “Dear Hiring Manager”

We want to emphasize that “To Whom It May Concern” should never be used. However, “Dear Hiring Manager” isn’t your only option. When contacting a recruiter or recruiting team, addressing your cover letter to the hiring manager may not be the best fit.

Here are some other appropriate ways to begin your cover letter when you don’t know the recipient’s name:

• Dear Recruiter

• Dear Recruitment Team

• Dear Hiring Team

• Dear [Department] Manager

• Dear [Department]

• Dear Recruitment Committee

• Dear Hiring Committee

• Dear Recruiting Manager

• Dear HR

• Dear Human Resources

• Dear [Title of the person you’d report to]

“Dear Hiring Manager” FAQs

1. Can I use “Dear Hiring Manager” in a cover letter?

   Yes, you can use “Dear Hiring Manager” in a cover letter. However, it’s preferable to find a specific name. Directly addressing a cover letter to an individual adds impact and shows effort on your part. If you can’t find a name, “Dear Hiring Manager” is a valid alternative.

2. What can I say instead of “Dear Hiring Manager”?

   Alternatives include:

   • Dear [Department] Manager

   • Dear Recruiting Manager

   • Dear Recruiter

   • Dear Human Resources Representative

   • Dear [Title of the person you’d report to]

While these titles are helpful, they may also feel somewhat vague without a specific name.

3. How do I find the hiring manager’s name?

   To find the hiring manager’s name, consider the following steps:

   • Review the job description for clues

   • Explore the company’s website

   • Check LinkedIn or other social platforms

   • Call the company directly

   • Network with industry contacts for insights

Investing time to find the hiring manager’s name can demonstrate your commitment and help you stand out in a competitive job market.

4. Do hiring managers read cover letters?

   Hiring managers may or may not read cover letters, but it’s best to assume they will. Typically, hiring managers skim through applications quickly, looking for standout qualifications. Thus, addressing the cover letter correctly is vital, as it can encourage them to continue reading.

Final Thoughts

In summary, following this process for addressing your cover letter will help you make a great impression.

While you should always strive to find the hiring manager’s name, it’s not always feasible. Just remember the essential do’s and don’ts of cover letter formatting and professional writing.

Keep your cover letter concise—ideally one page with three to four paragraphs. Show enthusiasm for the role, highlight your qualifications and achievements, and use language from the job description.

Draft several versions of your cover letter before hitting “send,” and you’ll be well on your way to landing that job interview.

References

1. Internal Revenue Service – Cover Letter Tips

Author

Ryan Morris

Ryan Morris was a writer for the Zippia Advice blog who tried to make the job process a little more entertaining for all those involved. He obtained his BA and Masters from Appalachian State University.