Dear Sir Or Madam: When To Use It And Alternatives

Common salutations such as “Dear Sir or Madam” and “To Whom It May Concern” set the tone for your letter and can create a strong first impression. Choosing the right greeting is crucial, especially in today’s competitive job market, as it can influence how your application is perceived.

If you’re unsure whether to use “Dear Sir or Madam” in your correspondence, you’re in the right place. This article will guide you through the considerations involved in selecting the most appropriate salutation for your situation.

Key Takeaways:

• While “Dear Sir or Madam” is still acceptable, it’s often best to avoid it, as it can come across as generic and unengaged.

• Understanding the connotations of different greetings and sign-offs in professional correspondence can help you make a positive impression, particularly when writing a cover letter to accompany your resume.

• Whenever possible, find the name of the person you are addressing instead of defaulting to “Dear Sir or Madam,” as this shows genuine interest and effort.

• To locate the hiring manager’s name, review the job posting, check the company’s website, or consider calling the company for assistance.

Is “Dear Sir or Madam” Acceptable?

While the traditional greeting “Dear Sir or Madam” is still used, it should be approached with caution. This outdated phrase can sound overly formal and may not resonate with individuals who do not identify with binary gender categories. Starting your correspondence with an inclusive and personalized salutation is recommended.

• Using this greeting can appear lazy. It is typically easy to find the recipient’s name through online directories or a quick LinkedIn search.

  If you cannot find a name, at least identify a department or position title to address your letter to.

• It gives the impression of a generic cover letter. This can lead to the perception that you lack genuine interest in the position and that you are sending the same letter to multiple employers.

• If you’ve done your research and have context about your audience, this greeting may be acceptable when no other options are available. However, make sure the content of your letter demonstrates that you’ve invested time in understanding the company and the role.

What to Use in a Cover Letter vs. Email

Avoid using “Dear Sir or Madam” in emails, as they tend to be more informal than cover letters. Here’s a breakdown of appropriate salutations for each format:

1. Email. Given the formality of “Dear Sir or Madam,” it’s generally inappropriate for casual emails. Instead, try personalizing your greeting based on the email address. For example, if the address is recruiting@company.com, you could say, “Dear Recruitment Team.” For a more relaxed approach, a greeting like “Hello” may also be suitable.

   Consider these alternative greetings for emails:

   • Hello, [Team or Department Name]

   • Hello, [Company Name]

   • Good morning

   • Hi

   • I hope this email finds you well

2. Cover Letter. A cover letter is more formal than an email, but “Dear Sir or Madam” should still be used cautiously. Strive for specificity in your greeting. If you resort to this salutation, ensure the body of your letter reflects your research about the company and position.

   We recommend against using “Dear Sir or Madam” to start your cover letter. Opt for any of the following stronger alternatives:

   • Dear [Position Title]

   • Dear Hiring Manager

   • Dear Recruiter

   • Dear [Department Name] Team

   • Dear Search Committee

   • Dear [Potential Future Boss’s Title]

   • Dear [Department Name] Manager

Be cautious when using “Hello” instead of “Dear,” as it is significantly less formal. Know your audience and opt for “Dear” for companies that value professionalism. Alternatively, “Hello” can be appropriate for more modern, trendy organizations.

“Dear Sir or Madam” vs. “To Whom It May Concern”

Even though they might seem interchangeable, “Dear Sir or Madam” and “To Whom It May Concern” have distinct uses. If a generic greeting is necessary, consider which one is more suitable for your context:

1. “Dear Sir or Madam.” Use this when you know you are addressing a specific individual or small group but don’t have their name or gender. This is often the best choice for cover letters or emails sent with your resume as part of a job application.

2. “To Whom It May Concern.” This greeting is appropriate when the issues addressed could be relevant to various recipients or if you are unsure who should receive the communication. It works well for general inquiries rather than specific job applications.

   As with “Dear Sir or Madam,” it’s best to find an individual’s name or department name whenever possible. If you can’t, this greeting addresses the organization as a whole.

When to Use Something Else

Whenever you know the recipient’s name, it’s best to use it. Consider the following:

If You Know the Recipient’s Name, Ask Yourself:

• Do I have a strong relationship with the recipient?

• If yes: Use “Dear” or “Hello,” followed by their first name.

• If no: Use “Dear” followed by their first and last name or “Dear Ms./Mr. [Last Name].”

If You Don’t Know the Recipient’s Name and Can’t Find It:

• Do you know their job title?

• If yes: Use “Dear [Job Title].”

• If no: If you know their gender, use “Dear Sir or Madam” or “Dear Sir” or “Dear Madam.” If you’re unsure of their gender, use the most precise team or organization name you can find.

“Dear Sir or Madam” Formatting Rules

Regardless of your salutation, ensure that the remainder of your letter maintains a professional, friendly, and memorable tone. Here are some formatting guidelines:

• Start building a relationship from your first line. Demonstrate that you’ve done your homework about the company and position, and explain why you would be a great fit.

• Make yourself relatable by including anecdotes that illustrate your skills and experiences. Ensure you maintain professionalism by using correct grammar and punctuation; consider having someone proofread your letter.

• Correct grammar should begin with your greeting, so verify your punctuation. Here are helpful tips:

  • Capitalize every word in “Dear Sir or Madam” except for “or.”

  • Use a comma or colon after your salutation. A colon is generally more formal, but both are acceptable.

  • Add an extra line space between your greeting and the first line of your letter or email.

  The same guidelines apply to “To Whom It May Concern,” except you should capitalize every word in that phrase. Typically, a colon is preferred over a comma for this greeting.

• Be respectful and show genuine interest in building a connection with the recipient and the organization. Use your judgment and industry knowledge to determine the appropriate tone, starting with your salutation and concluding with your sign-off.

• If possible, consult with experienced professionals for their insights on what they would like to see in a letter and ask for feedback. Pay close attention to every piece of correspondence you send, as it contributes to the impression you create with the organization.

Why “Dear Sir or Madam” Isn’t a Good Salutation

Using “Dear Sir or Madam” can come off as lazy and outdated. Here are additional reasons to consider alternatives:

• Appears lazy. It’s generally possible to find the name of your letter’s recipient. If not, you can discover more details about their position or department.

• Seems outdated. This phrase is rarely used in modern communication and can make you seem overly formal.

• Isn’t gender-inclusive. Your recipient may not identify as a “Sir” or “Madam,” which could result in an awkward first impression.

• Makes your correspondence seem generic. Failing to address your letter specifically may signal to the recipient that you don’t care about the opportunity.

• Hinders relationship-building. Starting with “Dear Sir or Madam” establishes a distance between you and the recipient, making it difficult to create a personal connection.

How to Find the Hiring Manager and Avoid Using “Dear Sir or Madam”

To avoid using “Dear Sir or Madam,” check the job posting or the company’s website. Here are additional strategies:

1. Check the job posting. While not all postings will list the hiring manager’s name, their email address might provide clues (e.g., john.smith@mail.com).

2. Look at the company’s website. Many companies offer staff directories online, where you might find names of department heads or hiring managers.

3. Try LinkedIn. Explore the company’s LinkedIn page and consider reaching out to current employees for guidance on whom to address.

4. Call and ask. If all else fails, a phone call to the company can help you identify the appropriate contact for your application.

“Dear Sir or Madam” FAQ

1. What can I say instead of “Sir or Madam?”

   You should always aim to address the specific person by name before resorting to “Sir or Madam.” You can find their name by checking the company website or job posting. If that fails, consider these alternatives:

   • Dear Hiring Manager

   • Dear Search Committee

   • Dear [Department Name] Manager

2. Is saying “Dear Sir or Madam” still acceptable?

   Avoid using “Dear Sir or Madam” whenever possible, but it remains an option. It can appear lazy and suggest a generic cover letter. Conducting a bit of research should help you find the recipient’s name; if not, use their job title as your greeting instead.

3. What is a proper greeting for a cover letter?

   A suitable greeting for a cover letter would be “Dear” or “Hello,” followed by the person’s first name if you have a good relationship with them. If not, use “Dear Ms./Mr.” followed by their last name.

4. Is “Dear Sir or Madam” formal?

   Yes, “Dear Sir or Madam” is formal and appropriate for cover letters. While it’s acceptable for cover letters, use this salutation sparingly. In emails, which are typically more informal, it’s better to find the recipient’s name or use their job title instead.

References

1. Broad Institute – Cover Letter for a Job

Author

Abby McCain

Abby is a writer who is passionate about the power of story. Whether it’s communicating complicated topics in a clear way or helping readers connect with another person or place from the comfort of their couch. Abby attended Oral Roberts University in Tulsa, Oklahoma, where she earned a degree in writing with concentrations in journalism and business.

Expert

Matt Warzel, CPRW, CIR

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.