appropriate cover letter salutations

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How to Choose the Right Greeting for Your Cover Letter

Cover Letter Greetings to Avoid

When you have a contact person.

• When You Don't Have a Contact Person

Examples of General Salutations

• When to Use 'Dear' in a Cover Letter
• Writing a Cover Letter Salutation

Concluding Your Letter

Cover letter example, sending your letter.

Hilary Allison / The Balance 

A salutation is the greeting at the beginning of a cover letter that is included with a resume when applying for a job. When you're  writing a cover letter  or sending an  email message  to apply for a job, it's important to include an appropriate greeting at the beginning to set the tone for your letter, which should be professional and appropriate.

The greeting is the first thing the recipient will see  when they read your cover letter . Therefore, it's important for you to convey the appropriate level of familiarity and respect.

Using casual greetings, such as “Hello” and “Hi” can make your letter seem unprofessional. Reserve these casual greetings for personal email and refrain from using them in your cover letter unless you are very familiar with the recipient. Such greetings are simply too informal—not the most professional way to begin the conversation if you’re looking to land a job.

“Hi” is appropriate only in casual email correspondence with people you personally know well. For example, if you're checking in with a close friend to find out if they've heard of a job opening at their company. "Hello" is appropriate only in email correspondence. It should be used primarily for people you know well but can be used in very casual circumstances.

Beginning your correspondence “To Whom It May Concern,” on the other hand, may seem too impersonal and make the hiring manager believe you do not care enough to find out whom you should be addressing. The only time to use " To Whom It May Concern " as a cover letter greeting is when you simply cannot find out the specific person to whom you are writing.

You should, of course, make every effort to find the name of a contact in the specific department in which you are interested. When making an inquiry  with a company for unadvertised openings, this greeting may be most appropriate.

The following is a list of letter salutation examples that are appropriate for cover letters and other employment-related correspondence when you have the name of a contact.

• Dear Mr. Jones
• Dear Ms. Brown
• Dear Riley Doe
• Dear Dr. Haven
• Dear Professor Lawrence

When You Don't Have a Contact Person

If this information was not provided in the job announcement and you cannot find it on the company’s web site, then you may be able to call the company, ask to be forwarded to their Human Resources department (if they have one), explain that you will be applying for a job there, and ask for the name of their hiring manager.

Always make every effort to find a contact name to use in your letter. It leaves a good impression on the hiring manager if you have taken the time to use their name, especially if you needed to work a little to find it.

LinkedIn is also a great tool to find out the name of the hiring manager. You can do a search for the company you are applying to with one or two keywords that would describe the person hiring for the position. Scroll down the list until you find the person who fits the criteria. This approach may help you pinpoint the appropriate contact person.

Many companies don't list a contact person when they post jobs, because they have a team of hiring staff who sort through cover letters and resumes before passing them to the hiring manager for the appropriate department. They prefer to leave the hiring manager anonymous until he or she contacts you for an interview.

An organization may also not want to disclose who the hiring manager is to avoid emails and phone calls from applicants, particularly if they anticipate receiving a large number of applications from potential job candidates. So, don't worry if you can't find someone to address your letter to. It will be forwarded to the correct department and recipient.

If you don't have a contact person at the company, either leave off the salutation from your cover letter and start with the first paragraph  of your letter or, better yet, use a general salutation.

When using a general salutation, capitalize the nouns.

• Dear Hiring Manager
• To Whom It May Concern
• Dear Human Resources Manager
• Dear Sir or Madam
• Dear [Company Name] Recruiter

When to Use 'Dear' in a Cover Letter

It is appropriate to use “Dear” in most circumstances, such as when the potential employer is someone you know well, or they are a business acquaintance. Follow these tips on choosing the right greeting:

• For people who you know well on a first-name basis, it's okay to use their first name only. For a business acquaintance or associate, use their first name if you met them more than once and addressed them by their first name.
• For potential employers, use Mr., Ms. or Dr., unless you have been instructed otherwise. 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 certain circumstances.
• If you are unsure of the appropriate greeting, play it safe and use Mr./Ms./Dr. [last name] or Mr./Ms./Dr. [first name, last name].

How to Write a Cover Letter Salutation

Standard business correspondence formatting requires that, after providing your own contact information and the date of your letter, you then write down your contact person’s name, the company’s name, and the company’s address.

The formal salutation/greeting comes next: “Dear [Contact Person’s name].” If you have a contact person for your letter, include their personal title and name in the salutation (i.e. "Dear Mr. Franklin"). If you are unsure of the reader's gender, simply state their full name and avoid the personal title (i.e. "Dear Jamie Smith"). Follow the salutation with a colon or comma, leave one line blank, and then start the first paragraph of your letter on the following line.

Your letter greeting has the potential to improve your chances of getting an interview. To enhance your candidacy, make sure your  cover letter  maintains a professional appearance and offers relevant information, including your qualifications for the position. Choose the appropriate closing and always thank the reader for their time and consideration.

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

Cover Letter With Salutation Example (Text Version)

Alex Applicant 123 Main Street Anytown, CA 12345 555-555-5555 alex.applicant@email.com

September 1, 2018

Brett Lee Nurse Manager St. Ansgar Hospital 123 Business Rd. Business City, NY 54321

Dear Mr. Lee:

I am writing to apply for the position of nursing attendant, as advertised on the St. Ansgar Hospital website. As a trained nursing assistant who is fulfilled by working with patients and staff, and by helping people, I would be a great asset to your nursing staff.

I completed my nurse assistant program in June of 20XX, and I also have a nurse attendant certificate from the state of New York. I have been working part-time at Dr. Ellen Mueller’s primary care office in Smithtown, NY, for the past year, so I am experienced in working with patients. In addition, I am diligent about my responsibilities, and I have a flexible schedule which enables me to work almost any hours that you need.

I’ve attached my resume so that you can review my education and experience. I hope to hear from you soon. Thank you very much for your time and consideration.

Respectfully,

Signature (hard copy letter)

Alex Applicant

When you are sending your letter via email, include the reason you are writing in the subject line of your message:

Subject: First Name Last Name – Nurse Attendant Position

List yourcontact information in your signature, rather than in the body of the letter:

FirstName LastName Your Email Your Phone Number

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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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Cover Letter Greeting: 20 Examples

What is a cover letter greeting.

A cover letter greeting is the opening line that addresses the hiring manager or recruiter who is reviewing your application. It is usually the first thing they read and sets the tone for the rest of your cover letter. A cover letter greeting should be professional, respectful, and tailored to the specific company and job you are applying for.

A strong cover letter greeting is important because it can make a lasting impression on the hiring manager or recruiter. It shows that you have done your research on the company and are genuinely interested in the job. A strong cover letter greeting can also help you stand out from the competition and increase your chances of getting an interview. It sets the tone for the rest of your cover letter and can make a positive first impression that can carry throughout the entire application process.

Why a Strong Cover Letter Greeting Matters

A strong cover letter greeting matters for several reasons.

First, it helps you stand out from the competition. When hiring managers or recruiters are reviewing hundreds of applications, a personalized and well-written greeting can catch their attention and make them more interested in reading the rest of your cover letter.

Second, a strong cover letter greeting shows interest and research in the company. It demonstrates that you have taken the time to learn about the company and the job you are applying for, and that you are genuinely interested in working there. This can make a positive impression and increase your chances of getting an interview.

Finally, a strong cover letter greeting sets a positive tone for the rest of the cover letter. It can make the hiring manager or recruiter more receptive to the information you are presenting and create a positive impression of you as a candidate.

Overall, a strong cover letter greeting is an important part of your application that can make a big difference in your job search.

Tips for Writing a Strong Cover Letter Greeting

When it comes to writing a cover letter greeting, there are a few tips to keep in mind to ensure that you make a great first impression. Here are some tips for writing a strong cover letter greeting:

Use the hiring manager's name if possible

If you have access to the name of the hiring manager, it's always best to use it. This shows that you've done your research and taken the time to personalize your cover letter. It also helps to create a connection between you and the hiring manager right from the start.

Use a general salutation if you don't know the name

If you don't know the name of the hiring manager, it's still important to address your cover letter to someone specific. In this case, you can use a general salutation such as "Dear Hiring Manager" or "Dear Recruiter." Avoid using generic greetings like "To Whom It May Concern" as they can come across as impersonal and lazy.

Be professional and respectful

No matter who you're addressing in your cover letter greeting, it's important to be professional and respectful. This means using appropriate titles and avoiding informal language or slang. Your cover letter is a representation of you and your professionalism, so make sure that your greeting reflects that.

Keep it short and to the point

Your cover letter greeting should be brief and to the point. It's important to grab the reader's attention right away, but you don't want to take up too much space or waste their time. Aim for a greeting that is no more than one or two sentences long.

20 Cover Letter Greeting Examples

When addressing the hiring manager directly, using their name can make a great impression. It shows that you took the time to research and personalize your cover letter. Here are some examples:

• Greeting: Dear [Hiring Manager's Name],
• Strengths: This greeting is tailored to the specific recipient, which is always a good idea. It also uses the hiring manager's name, which shows respect.
• Weaknesses: This greeting is a bit formal, which may not be appropriate for all companies.
• Greeting: Dear [Company Name] Recruiter,
• Strengths: This greeting is general, but it's still professional and respectful. It's also a good idea to use the company name in the greeting, as this shows that you've done your research.
• Weaknesses: This greeting doesn't use the hiring manager's name, which could be seen as a missed opportunity.
• Greeting: Dear [Job Title] Hiring Manager,
• Strengths: This greeting is specific to the job you're applying for, which is a good way to show that you're interested in the position. It also uses the hiring manager's title, which shows respect.
• Greeting: Dear [Department Name] Team,
• Strengths: This greeting is general, but it's still professional and respectful. It's also a good idea to use the department name in the greeting, as this shows that you're familiar with the company's structure.
• Weaknesses: This greeting doesn't use the hiring manager's name or title, which could be seen as a missed opportunity.
• Greeting: Hello [Hiring Manager's Name],
• Strengths: This greeting is informal, but it's still professional and respectful. It's also a good way to show that you're friendly and approachable.
• Weaknesses: This greeting may not be appropriate for all companies, especially those that are more formal.
• Greeting: Good morning [Hiring Manager's Name],
• Strengths: This greeting is informal, but it's still professional and respectful. It's also a good way to show that you're aware of the time of day.
• Greeting: Nice to meet you, [Hiring Manager's Name],
• Strengths: This greeting is informal, but it's still professional and respectful. It's also a good way to show that you're excited about the opportunity.
• Greeting: Greetings [Hiring Manager's Name],
• Greeting: Hi [Hiring Manager's Name],
• Greeting: Hi there, [Hiring Manager's Name],
• Greeting: Howdy [Hiring Manager's Name],
• Weaknesses: This greeting may not be appropriate for all companies, especially those that are more formal. The greeting should be clear, concise, and polite. It should also be tailored to the specific recipient. If you know the name of the hiring manager, use it. If you don't, you can use a general salutation, such as "Dear Hiring Manager" or "Dear [Company Name] Recruiter."
• Greeting: It's a pleasure to meet you, [Hiring Manager's Name],
• Greeting: To Whom It May Concern,
• Strengths: This greeting is general, but it's still professional and respectful. It's also a good way to show that you're not sure who the hiring manager is.
• Greeting: Dear Sir or Madam,
• Weaknesses: This greeting is a bit outdated and may not be appropriate for all companies.
• Greeting: Gentlemen,
• Strengths: This greeting is traditional and respectful. It's also a good way to show that you're addressing a group of men.
• Weaknesses: This greeting is outdated and may not be appropriate for all companies.
• Greeting: Ladies,
• Strengths: This greeting is traditional and respectful. It's also a good way to show that you're addressing a group of women.
• Greeting: Dear Hiring Team,
• Strengths: This greeting is general, but it's still professional and respectful. It's also a good way to show that you're addressing the entire hiring team.
• Greeting: Dear [Hiring Manager's Title],
• Strengths: This greeting is specific to the hiring manager's title, which shows respect. It's also a good way to show that you've done your research.
• Greeting: Dear [Hiring Manager's First Name],
• Strengths: This greeting is specific to the hiring manager's first name, which shows familiarity. It's also a good way to show that you've done your research.
• Greeting: Dear [Hiring Manager's First Name][hiring manager's last name],
• Strengths: This greeting is specific to the hiring manager's first and last name, which shows familiarity. It's also a good way to show that you've done your research.

A strong cover letter greeting can make a big difference in getting noticed by potential employers. By using the tips outlined in this article, you can create a greeting that shows your interest and sets a positive tone for the rest of your cover letter. Remember to be professional, respectful, and keep it concise. Take the time to research the company and hiring manager to address them by name when possible. By following these tips, you can improve your chances of standing out and landing your dream job.

Eight Cover Letter Greetings for Every Situation

Published: May 26, 2021

When you’re trying to make a good first impression, a greeting is critical. Saying “Yo, what’s up” to your new employer will evoke a different, likely more negative reaction than, “Hello, it’s nice to meet you.” 

A cover letter greeting is just as important as your first in-person salutation. It’s a chance to demonstrate professionalism and even effort — for instance, addressing your hiring manager by first and last name shows you did your research. 

Here, we'll explore the best cover letter greetings you can use to ensure your cover letter is well-received.

Cover Letter Salutation and Greeting Examples

Sometimes job listings let you know who will be in charge of your application process, but sometimes they don’t. Let’s go over how to address your cover letters for either situation. Please note that it’s always important to capitalize the nouns for all of your greetings.

• Dear Hiring Manager,
• Dear [name of team or department you’re applying for a position in],
• Dear [company name] Recruiter,
• To the [name of team you are applying for a position in] Department,
• Dear [title of the person you would report to],
• Dear [position title] Hiring Manager,
• Dear [hiring manager, recruiter, or name of point of contact],
• Dear Human Resources Manager.

Below we’ll go over an example of how to start a cover letter greeting when you have the name of the hiring manager, recruiter, or point of contact for your application process.

How To Start a Cover Letter Greeting

1. use "hello," or "dear," followed by their first and last name..

If the job description includes the hiring manager's name, or if you've managed to figure it out through research (which we’ll cover below), an easy greeting uses a full name with a "Dear" or "Hello" before it. Additionally, this helps prevent the possibility of misgendering someone that can come from using “Dear Ms./Mr.”

2. Include their title if possible.

If you're writing to a hiring manager with a title like "Dr." or "Professor,” include it in your greeting. It will demonstrate a level of respect and that you’ve done your research. It’s also non-gender specific, again reducing the likelihood of misgendering. 

For instance, you might start your cover letter like this — "Dear Dr. Grace [Insert Last Name]."

3. If you don't know their name, you can still make it specific.

If you've done your research and can't find a specific person hiring for the role, it's likely because the company has a team assembled to delegate the hiring responsibilities. To address a letter to a team, figure out the department or group in which the role falls. Then, follow this formula — "Dear [Department] Hiring Team.”

For instance, if you're applying for a role within Customer Service, you might say, "Dear Customer Service Hiring Committee," or "Dear Customer Service Hiring Team." 

However, it’s worth putting in the effort to research who the hiring manager may be, as the information can sometimes be easy to find.

How to Address a Cover Letter Without a Name

A customized greeting goes a long way towards helping your cover letter stand out in a sea of "To Whom It May Concern." Let’s go over what you can do to uncover who the hiring manager or person responsible for the application process may be. 

Find Recruiters on Company Website

An easy way to try and find the direct responsible individual is by visiting the company website and looking for an “About Us” tab. Some businesses list names of people who work there, and you can browse through the list to see if you can find the recruiter for your position or relevant department.

Find Recruiters on LinkedIn

Some companies have such big teams that each department has its own recruiter or hiring manager. LinkedIn can come in handy here, as you can use the “People” tab to search for keywords like “hiring manager + department you’re applying to,” or “department you’re applying to + recruiter” to figure out who the direct responsible individual is for different departments. 

Find Recruiters on Twitter

Twitter is also a great social media tool for identifying recruiters or hiring managers. You can search through keywords related to the business you’re hoping to work for and browse through profiles to see what you can find. Most professionals using Twitter have some description of their job position in their bio, so you should be able to identify them when you see them. 

You can also search on Twitter for the position title you’re applying for to see if a recruiter has Tweeted a link on their profile. 

If you’ve done all your research and you can’t find a hiring manager to address your letter to, and you weren’t given a name in the application process, there are still some alternatives:

• Dear Hiring Manager
• Dear [name of team or department you’re applying for a position in]
• Dear [position title] Hiring Manager
• Dear Human Resources Manager

To Whom It May Concern is an often recommended option, but most would say that you shy away from it as it is considered a more outdated and less personalized greeting than others on this list. It would be safe to consider using it as a last resort option.

At the end of the day, when writing your cover letter , your ultimate goal is to make a good impression. If you’re able to find the name of the recruiter or hiring manager, use their name, but if not, any of the recommended greetings in this post will do.

Don't forget to share this post!

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The Ultimate Guide to Writing a Cover Letter

How to Start a Cover Letter to Impress Employers [+ 14 Examples]

7 Expert Cover Letter Tips to Get the Job

Five fill-in-the-blank cover letter templates to help you impress recruiters.

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Cover Letter Salutation That Entices the Recruiter to Learn More About You

In This Guide:

How to write the best cover letter salutation for maximum impact.

Cover letter salutation if you know the hiring manager's name

Why you should personalize your cover letter salutation

The absolute no-nos of cover letter salutations, cover letter salutation - takeaways.

Quick Answer: "To write an outstanding cover letter salutation, keep it formal yet polite. Start with ""Dear (name)"" if you know the name of the HR or hiring manager. Use ""Dear HR Team"" or ""Dear Hiring Manager"" if the recipient is unknown. Always personalize the salutation to establish a connection and avoid vague openings like ""To whom it may concern"" or ""Dear Sir/Madam."" Remember, personalization and a formal tone are key."

Have you ever been slightly annoyed when someone forgot your name at a party 2 minutes after you introduced yourself, even though you also sometimes forget the names of people whom you just met?

Guess what – recruiters feel the same when their name is under the job ad, yet they get another Cover letter starting with “To whom it may concern” or “Dear Sir/Madam”.

In this article, you will learn how to craft impressive Cover letters, which land on “soft” ears, as you know how to address your reader the right way.

Here’s what you will learn from our expert Career advisors:

• What is a great Cover letter greeting
• How to create a connection via personalization
• Ways to find the HR name
• How to avoid common pitfalls in your Cover letter salutation
• What opening lines you should stay away from

After nailing that attention-grabbing greeting, you can always get more free Enhancv tips with these Cover letter examples .

You are just a few minutes away from the insider secrets on how to “enter” and shine on the application “stage” with the perfect Cover letter salutation! Ready to dive in?

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You only get 7 seconds to make an outstanding first impression. As the Cover letter is in fact a sales document, the first impression is as crucial as in a meeting. The only difference is that in a Cover letter you can’t rely on the power of your polished, presentable persona, charisma, voice, or non-verbal body language. The only tool you have at your disposal to achieve massive effect is the written words. So you better use it right.

“How can I do that?” - you'd ask. Not to worry, we've got your back, and it is actually easier than it looks. Driving lasting impressions and stirring up interest is going to be entirely in your hands with our blog , which is fully packed with valuable Career advice.

In reality, commanding others ‘attention “from the first read” and sentence boils down to two factors:

• Your Cover letter design
• Your Cover letter salutation

These two elements determine for a millisecond the first and sometimes overall impression from your Cover letter.

Attractive design will play totally in your favor, as it is common knowledge that before delving in or reading diagonally any document, we scan it holistically from a bird's eye. Only afterward, our view “falls” on certain “gestalts' – visual details. The main rule here is to make your document pleasant to look at with the right mix of fonts, colors, and overall formatting.

Same with the design, with the introduction, there are several important guidelines one needs to have in mind.

Keep it formal

While you definitely want to come across as a friendly and likable person, when it comes to choosing the opening line, it wouldn’t hurt to be aware that you are not chatting your friends with an offer to go to the movies.

Sticking to the formal, respectful tone that acknowledges the distance between you and your reader (HR and/or Hiring Manager) is your best bet here. Shortening the distance by interjecting informal salutations may actually do you a disservice and create the opposite effect to what you aim for.

Hence, steer clear away from any openings like:

Be polite in your cover letter greeting

Have you heard the expression “Cordiality goes a long way”? Some researchers state that although the salutation “ Dear ” is not too personal and is, in fact, just a formal expression; it typically makes recipients more open to the communication sender.

Whenever you are in doubt about the greeting of your Cover letter, always use “Dear (name)” – this is the golden standard of official business communication. You cannot get that wrong!

Speak like a human to another human

Now let's delve deeper into what can trip you off! Like anyone, HRs are human beings too with their personality and unique individuality. So, they highly value being communicated to like a human, not like being just another part of a depersonalized organization.

This is an important point for you to consider when you turn your Cover letter into a flawless masterpiece. Let's face it, no one really likes generic mails. So when you write your next great Cover letter, write it, with the crystal clear thought that it will be read by humans, not by machines.

Otherwise, you risk “sounding” disinterested, cold, withdrawn, or uninspired for the role in question. Plus, your candidature may be experienced by the receiver like lukewarm water, rather than like the hot stuff that it actually is.

On the contrary, when you address your Cover letter in a way that acknowledges the HRs on a more personal level, you win them at “Hello”! And the good news is that you can do that, no matter if you know the HRs name or not (and you cannot find it).

Let's cover those two scenarios, so you are prepared in all possible cases!

Cover letter salutation if you know the hiring manager's name

Know the name of the responsible recruiter for that job ad you've got your eye on?! Sweet! Lucky you! Then you have an ace, and you definitely have to use it!

Start your Cover letter with a formal, polite, yet personal greeting including the name of the HR or Hiring Manager.

A few things to keep in mind, though!

Make sure to do a preliminary check of the first and last name of the contact person!"!

If you proceed with a semi-formal greeting after your company research and you have identified that the organizational culture allows it (for example in a start-up), you can just address the person by their first name:

• Dear Antoana,

Those will do just fine!

Pay attention that the comma always comes after the name and not before it!)

However, if you go for the very formal communication style (for example for a Corporate or Governmental organization with a strict hierarchical structure), you d best use this format of salutation with the person s surname:

• Dear Mr. Salomez,
• Dear Mrs. Perruci,

When you use Mr., Mrs., and Ms. and the person has a first name from which you cannot identify their gender, do your proper Google research.

If that doesn’t retrieve any clear results either, it may be a good idea to check if you can identify the person on the company's website or on their social network channels (like LinkedIn). In case that also proves fruitless, it might be worth considering using the semi-formal format:

NB! It is not a common practice, but some hiring managers and applicants may use Mx. as a gender-neutral title. So note such versions:

• Dear Mx. Richardson,

If the contact person is a woman and you are not sure of her marital status, you can use a marital-neutral title Ms.

Dear Ms. Petrova,

Go calmly with the title Mrs. only when you know for sure that the woman you are addressing is married:

Dear Mrs. Todorova,

Cover letter salutation for an unknown recipient

Your first resort should be to at least try to find out the name of the HR.

So what if you've searched in the ad on the job board, on the company website, and on their socials, but in vain?! Take heart! In that case, it is totally acceptable if you get in touch with the company – either by phone or email, express interest in the job role and kindly ask whom from the HR team you should address your application. And voilà! Then you just apply the above rules!

If that also doesn’t work for whatever reason, there's a smart way out, but how you approach it – can make or break your Cover letter!

The best way is to address it to the whole HR department while avoiding generalizations like the plague.

Example of a good greeting :

• Dear HR Team,
• Dear Hiring Manager,
• Dear HR Professional,

Addressing the team still sounds professional and on point, without putting you in the treacherous waters of writing blurry, uncertain, generic Cover letter greetings like:

• Dear Sir or Madam

Moreover, career experts believe that by using Dear HR Team , your Cover letter is much more likely to be forwarded faster to the right contact in the organization.

Why exactly does personalization in the job application matter so much?

In the times of rapidly developing personal and professional branding industries, generic is no longer a virtue. The more differentiated image a company or a job applicant has, the more he or she will be perceived as a rare find.

If aside from a strong personal and professional persona, the candidate demonstrates a profound ability to connect, well – that makes him or her already an over-the-top Acer.

Here exactly comes the meaning of using wise personalization in your Cover letter to establish a connection with the HRs in two aspects:

• Personalization by revealing, without oversharing, some details and relevant hobbies you have, that represent you in a more social and friendly manner;
• Personalization by respecting your recipient’s identity and individuality via addressing them by their name.

On a side note, let us make a disclaimer here – the fact that you personalize your Cover letter and know the individual contact of the HR does not mean you should start spamming them with questions for the position on LinkedIn or via email.

Or else – you risk dimming the good impression you have already created by your eye-catcher Cover letter.

Now that you have aced the game of writing a great connector Cover letter, let's take a look at a shortlist of a NO-NO Salutation of Cover letters that are dead-end for your application:

• To whom it may concern

In this article, you learned that you need to:

• Harness both the power of Design and professional Salutation to attract the HR to read further;
• Keep a formal, polite, yet friendly tone that lets your personality shine, without over sharing;
• Write genuinely for humans;
• Always address the HR by their name, if it is mentioned in the job ad;
• Try to find the right contact person, if you tonight know it;
• Use “Dear (first name)” or “Dear (Mr., Mrs., Ms., Mx. surname)” - when in doubt about what tone you should keep;
• Use marital-neutral title Ms., if the HR is a woman and you are not sure if she is married or not; otherwise, you can go with Mrs.;
• Consider the gender-neutral title (Dear) Mx., in case you are not sure of the recipient's gender;
• Avoid at all costs the vague and impersonal “To whom it may concern” or “Dear Sir or Madam”.

Did we get you turned on for crafting your very own stunning Cover letter?! Then check how you can do that with ease and class in our Cover letter help section!

Also keep an eye on our blog, as we regularly upload new articles to empower you to manage your career like a PRO.

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Salutations in Cover Letters and E-Mail

​Bestselling author Martin Yate, a career coach and former HR professional, takes your questions each week about how to further your career in HR. Contact him at the e-mail address at the end of this column.

I was wondering if you could provide the recommended salutations to use in a cover letter and thank-you letter when addressing a hiring manager or HR professional. Clearly, the traditional salutations of "Dear Mr." or "Dear Ms." are no longer sufficient in today's gender-neutral environment.

First of all, well done for taking the time to write and send thoughtful cover letters and thank-you notes. Business letters and e-mails display your courtesy and professionalism, and no one ever lost a job offer by being professional and courteous. 

That leads us to your question of how to address the recipients of your letters and e-mails. Your letters' salutations and closings should be inclusive and respectful, just as the body of the letters and e-mails should be well-written and specific to the job for which you are applying. 

The opening and closing of your communications set the tone for what you have to say, who you are and your grasp of business etiquette. Getting it right shows your written communication skills, professionalism and social graces—and your willingness to learn will be of immeasurable help to an employer over the years.

Whenever you have the opportunity to address someone by name during a job hunt, you should do so. You can use any of the following salutations as appropriate. Notice that they all start with "Dear," which is the accepted standard; not beginning a letter this way can come off as abrupt or aggressive:

• Dear Susan Roberts
• Dear Martin Yate
• Dear Ms. Susan Roberts
• Dear Mr. Martin Yate
• Dear Dr. Roberts
• Dear Dr. Yate
• Dear Judge Roberts
• Dear Senator Yate
• Dear Pastor/Reverend Roberts
• Dear Professor Yate

Not all sources agree, but I feel that in these less-formal times, it is perfectly acceptable to drop the "Mr." or "Ms." if you don't know the recipient's preferred title and to replace it with a first name.

Note that in the instances above, the writer has taken the time to find a name.

When You Can't Find a Name

The cover letter can be your opportunity to connect with the hiring manager. But if you don't know the manager's name, you may be stuck with these salutations: 

• Dear Sir or Madam
• To Whom It May Concern
• Dear Controller/Director/V.P. 
• Dear Hiring Manager
• Dear Human Resources Manager

Unfortunately, none of these is a powerful communication-building opening. Soon, I'll share headhunters' tactics for finding names, so stay tuned.

Write Short Paragraphs

Your salutation should be followed by succinct content that is relevant to the reader and runs no longer than one page. Starting a new paragraph for every fresh point you make clarifies your messaging.

The body of your letter should also be constructed in paragraphs that rarely exceed seven lines. Longer paragraphs are harder for the reader's eye to penetrate. If you must take more than seven lines to make a point, try using bullet points to break up the text and make reading easier. 

Take care with how you write your cover letter. It shows the hiring manager what your communication will be like on the job, as well as in the interview.

Closing Your Letter

Close your letter respectfully, and thank the reader for his or her time. These endings are appropriate for a cover letter, interview follow-up letter or any other business communication:

• Sincerely yours
• Yours sincerely
• Yours truly
• Most sincerely
• Respectfully
• Respectfully yours
• Thank you for your consideration

Have a question for Martin about advancing or managing your career? From big issues to small, please feel free to e-mail your queries to  YourCareerQA@shrm.org . We'll only publish your first name and city, unless you prefer to remain anonymous—just let us know.

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Salutation Examples: Greeting Correspondents Like a Pro

Effective communication is an essential element in building fruitful relationships. Whether it be in personal or professional settings, it is crucial to start any conversation with the right tone. In written communication, salutations are the first point of contact and can make or break a relationship.

Therefore, the importance of salutations in communications cannot be overstated. A well-crafted salutation not only sets the tone of the conversation but also reflects your professionalism, respect, and acknowledgment of the receiver’s importance.

This article aims to provide useful insights into different salutation examples and how to use them like a pro. The goal is to help readers develop an understanding of salutations’ significance and use them appropriately, whether it be in emails, letters, or other forms of written communication.

The article will be divided into several sections, each focusing on a specific aspect of salutations. The first section will delve deeper into the significance of salutations in communications. It will highlight the impact of an appropriate salutation on establishing a positive impression, building relationships, and avoiding misunderstandings.

The next section will provide a comprehensive list of different salutation examples. It will offer tips on how to use the appropriate salutation based on the receiver’s preferences, relationship, and cultural background.

Following that, the article will explore the various types of greetings used in different cultures and the best practices for using them. It will help readers develop a better understanding of cultural context and the role it plays in communication.

The article will wrap up with a few case studies, where readers can test their knowledge of salutation examples in real-life situations. Each case study will analyze different scenarios and suggest the best salutation to use based on the context.

This article aims to equip readers with the necessary skills to use salutations effectively, build lasting relationships, and enhance their communication skills.

Basic Salutations

A. definition and purpose.

Basic salutations are the common opening greetings used in communication, particularly in formal settings. These greetings serve as an opportunity to establish a friendly tone, recognize the recipient, and initiate a conversation. The purpose of basic salutations is to create a positive first impression and lay the groundwork for the exchange of dialogue.

B. Examples of Basic Salutations

“Dear [Name],” – This is a commonly used salutation in formal letters, emails, and other written communication. It is appropriate for addressing someone you have not met or do not have a familiar relationship with.

“Hello [Name],” – This is a friendly and professional salutation used in various types of communication. It is a great option for messages that require a less formal tone.

“Good morning/afternoon/evening [Name],” – This salutation is appropriate for email or written communication that is timed or when working in a global team where time differences are significant. It demonstrates a respectful acknowledgment of the recipient’s time zone.

“Hi [Name],” – This informal salutation is suitable for casual communication with someone you have a familiar relationship with, such as friends, family, or colleagues.

“To whom it may concern,” – This salutation is reserved for formal letters when the recipient is unknown. It is a bit impersonal, but it is a common practice and often necessary in certain industries or situations.

Basic salutations are the foundation of any proper greeting. Choosing the right greeting is essential for creating a favorable impression, opening the lines of communication, and ensuring a positive exchange. By using the appropriate greeting that matches the context and relationship with the recipient, one can effectively convey the intended message and demonstrate professionalism in written or verbal communication.

Formal Salutations

Formal salutations are a way of respectfully greeting someone in a written or spoken communication. They are used in a variety of settings, such as business or academic settings, to set a professional tone and show respect to the recipient.

The purpose of formal salutations is to show respect and establish a professional tone in written or spoken communications. Formal salutations typically use honorific titles such as “Mr.,” “Ms.,” or “Dr.,” followed by the person’s last name. They are also often followed by a colon, to indicate that the greeting is formal and respectful.

B. Examples of Formal Salutations

Some examples of formal salutations include:

• Dear Mr. Smith:
• Good afternoon, Dr. Chang:
• Madam President:
• To Whom It May Concern:

The specific salutation used will depend on the recipient’s title and the context of the communication. It is important to research the appropriate salutation before sending a communication, to ensure that it is respectful and appropriate.

C. When to Use Formal Salutations

Formal salutations are typically used in professional or academic settings, such as in business communications, academic papers, or official letters. They are also appropriate to use when addressing individuals in positions of authority, such as government officials or heads of organizations.

It is important to use formal salutations in these settings to show respect and establish a professional tone. Using a formal salutation can also help to create a positive first impression and set the tone for the rest of the communication.

Understanding when and how to use formal salutations is an important skill for anyone who communicates in a professional or academic setting. By using appropriate and respectful salutations, you can show your professionalism and establish a strong and respectful relationship with your correspondents.

Informal Salutations

When it comes to greeting correspondents, there are formal and informal salutations. Informal salutations are those that are less formal and more relaxed compared to formal salutations. These salutations are commonly used when the writer has a good relationship with the correspondent, or if the communication between the parties is casual.

Informal salutations are greetings that do not adhere to strict formalities. They are warm and friendly, and are often used to establish a casual, familiar tone in written communication. Informal salutations help to build rapport and create a sense of connection between correspondents.

B. Examples of Informal Salutations

There are many informal salutations that you can use in your correspondence. Some examples include:

• Dear (first name)
• Good morning/afternoon/evening (followed by first name)

Each of these greetings is less formal than a traditional business greeting, but they are still appropriate for professional communication in most situations.

C. When to Use Informal Salutations

It is important to consider the context of your correspondence when deciding whether to use an informal salutation. If you have an established relationship with the correspondent, or if the communication is of a casual nature, then an informal salutation may be appropriate. However, if you are making a formal request or providing important information, a more formal salutation should be used.

In general, if you are unsure which salutation to use, it is better to err on the side of caution and choose a more formal greeting. Remember, the salutation sets the tone for the entire message, so it is important to choose an appropriate one based on the situation.

Informal salutations are a great way to establish a warm, friendly tone in your correspondence. However, it is important to use them appropriately and within the context of your relationship with the correspondent. By choosing the right salutation, you can build rapport and create a professional image for yourself.

Salutations for Emails

Email has become the primary mode of communication in the world of business. Whether you are communicating with a colleague, a client, or a vendor, the way you start an email matters. A salutation is the first thing a reader sees, and it sets the tone for the entire message. In this section, we will explore the importance of email salutations, examples of email salutations, and when to use different email salutations.

A. Importance of Email Salutations

Email salutations are essential in setting the tone of your email. Starting your email with the right salutation can make the difference between a successful conversation or a missed opportunity. The way you address your recipient can convey your level of respect and make them feel valued. A well-crafted salutation can make your email more professional and polite.

Another essential aspect of email salutations is to establish rapport. An appropriate salutation can create a lasting impression on the recipient’s mind, helping build an ongoing relationship. A salutation can humanize a conversation and create a better working relationship.

B. Examples of Email Salutations

Formal salutations – Formal salutations are ideal for professional emails, where you are addressing a senior executive, a client or a vendor that you’ve not met before. You can use salutations like “Dear”, “Good morning/afternoon/evening”, “Respected”, or “Esteemed”.

Semi-formal salutations – Semi-formal salutations are ideal when you are communicating with a colleague or someone you have met before. Examples include “Hello”, “Hi there”, or “Greetings”.

Informal salutations – Informal salutations are ideal when you are communicating with someone you have a good rapport with, such as a friend or a peer. Examples include “Hey”, “Hi”, or “Yo”.

C. When to Use Different Email Salutations

Your choice of salutation depends on various factors, such as the recipient, the context of the email, and the relationship you have with that person. For example, you should use a formal salutation when you are communicating with someone external or someone senior to you. Similarly, you can use semi-formal salutations when you are contacting someone you work with, for instance, your colleague or manager. Informal salutations are used between friends or people who have a close relationship.

Email salutations are essential in creating a good first impression and establishing a conducive work environment. Choose a salutation that matches the tone of the email and the relationship you have with the recipient. By doing so, you create an email that is diplomatic, engaging, and professional, making your conversations more effective.

Salutations for Cover Letters

As a job seeker, you have to make every effort to ensure your cover letter stands out from the rest. One crucial aspect of a cover letter is the salutation, which often serves as the opening for your letter.

A. Importance of Cover Letter Salutations

The salutation of a cover letter is essential because it immediately shows professionalism and sets the tone for the rest of the letter. It is a way to address the person responsible for hiring while showing respect and demonstrating a strong work ethic right from the start.

If you can get the salutation right, you already have an advantage. However, getting it wrong can quickly put the reader off and reduce your chances of getting hired.

B. Examples of Cover Letter Salutations

The best salutations for your cover letter depend on several factors, including the company culture and the person you are addressing.

Formal Salutations: If you are sending your cover letter to a large corporation, it would be best to stick to a more formal salutation. For example, “Dear Mr./Ms. Last Name” is a good approach.

Informal Salutations: In cases where you are applying for a job at a smaller company or startup, it may be more appropriate to use a more relaxed opening. A simple “Hi” or “Hello” before the recipient’s name may suffice in such cases.

Gender-neutral Salutations: If you are unsure about the gender of the recruiter, go for gender-neutral salutations like “Dear Hiring Manager,” “Dear Recruiting Team” or “Dear Hiring Committee.”

C. When to Use Different Cover Letter Salutations

Knowing when to use different cover letter salutations can prove useful in making your application stand out. Here are some guidelines to keep in mind:

Formal salutations are appropriate when addressing someone you have never met or someone in a higher position.

Informal salutations are preferable when you have had previous contact with the recipient or when applying to a less formal organization.

Gender-neutral salutations are the best option when you do not know the gender of the person responsible for hiring.

Taking the time to craft an appropriate salutation for your cover letter can significantly increase your chances of getting hired. Remember to remain professional, respectful, and keep the tone of your letter in mind when addressing the recipient.

Salutations for Business Letters

In today’s digital age, business communication has become easier, quicker, and more informal. However, one aspect that cannot be ignored when it comes to professional correspondence is the salutation. The salutation is the opening line of a business letter that sets the mood and tone of the relationship between the sender and receiver. It is, therefore, essential that adequate thought and consideration be given to the salutation of a business letter.

A. Importance of Business Letter Salutations

The salutation of a business letter is significant because it sets the tone for the rest of the communication. The salutation establishes the sender’s purpose and communicates respect and professionalism to the recipient. A poorly-chosen salutation can cause confusion, create a negative impression, and even jeopardize the business relationship.

A well-crafted salutation not only demonstrates professionalism but also gives an opportunity to show personalization and thoughtfulness. Therefore, it is crucial to choose an appropriate salutation for every business communication.

B. Examples of Business Letter Salutations

The choice of the salutation depends on various factors such as the relationship between the sender and receiver, the formality of the occasion, cultural norms, and the context of the communication. Here are some examples of business letter salutations that you can use and adapt according to your needs:

Dear [Name]: This is a standard salutation and is appropriate for most business letters. Use it when you want to maintain a professional tone.

Dear Mr./Mrs./Ms. [Last Name]: Use this salutation when you know the recipient’s name, and want to be formal. Avoid using “Miss” or “Mrs.” if you do not know the marital status of the recipient.

Dear Sir/Madam: This salutation is appropriate when you do not know the name of the recipient. It is also suitable for communication with a large group.

Hello [First Name]: Use this salutation when writing to someone you know well and have an informal relationship. This salutation is not recommended for formal and professional correspondence.

Hi [Nickname]: Use this salutation when writing to a peer or someone with whom you have a friendly relationship. Avoid this salutation when writing to an authority figure.

C. When to Use Different Business Letter Salutations

It is crucial to choose the appropriate salutation for the occasion. Here are some guidelines to follow when selecting the salutation:

Use a formal salutation when writing to someone in a higher or formal position.

Use a more informal salutation when writing to someone you know well, such as a friend or a colleague.

Consider cultural norms when writing to people from different backgrounds. In some cultures, using a first name in a business setting is considered disrespectful.

Avoid using gendered terms unless you are sure of the recipient’s preferred pronoun.

Use a professional tone, even in email communication.

Salutations for Personal Letters

Personal letters are an essential way to connect and communicate with loved ones, friends, or business associates. One of the critical aspects of any personal letter is the salutation. A salutation is an opening greeting that sets the tone for the entire letter. Therefore, it is vital to understand the importance of personal letter salutations and when to use different salutations effectively.

A. Importance of Personal Letter Salutations

Personal letter salutations help set the mood and tone for the rest of the letter. It is the first impression the recipient has of the letter, and it can either build or break your relationship with them. A poorly selected salutation can make you appear impersonal or indifferent, while a well-chosen one creates a warm and friendly tone.

Additionally, personal letter salutations show respect and politeness. Suppose you’re writing a letter to someone you don’t know well, like a potential employer or a business associate. In that case, it demonstrates professionalism and etiquette in addressing them formally.

B. Examples of Personal Letter Salutations

There are different types of personal letter salutations, including formal and informal ones. Here are some examples of personal letter salutations that you can use:

• Dear Mr. Smith
• Dear Dr. Johnson
• Dear Professor Lee
• To whom it may concern
• Dear Sir/Madam
• Dearest Sarah

C. When to Use Different Personal Letter Salutations

Different personal letter salutations are appropriate depending on the context and the relationship with the recipient. For instance, formal salutations are appropriate when writing to someone you don’t know well, such as a potential employer or a business associate. They can also be used when writing to government officials or other respected members of society.

On the other hand, informal salutations are suitable for personal letters to close friends, family members, or loved ones. They create a warm and friendly tone and demonstrate intimacy and closeness.

Selecting an effective personal letter salutation can be the difference between making a positive or negative impression on the recipient. Therefore, it is vital to understand the importance of personal letter salutations and when to use different salutations effectively. By using the examples listed above, you can master the art of greeting your correspondents like a pro!

Salutations for Job Titles

Greetings play an essential role in establishing a courteous tone when communicating with colleagues, clients, and business associates via email or other written correspondence. Knowing the appropriate salutations for different job titles is a must when you want to show respect and professionalism, build relationships and avoid coming across as impolite or informal.

A salutation is a word or phrase that you use to begin a letter or email, showing your respect and acknowledging the recipient. The purpose of using a salutation is to set the right tone for the conversation and start things off on the right foot. The right salutation can help you establish an excellent first impression and convey the right tone that matches the purpose of your communication.

B. Examples of Salutations for Different Job Titles

When communicating with professionals on various positions, customizing your greeting according to their job title is a sign of respect and a way to make a good impression. Below are some examples of salutations that are appropriate for different job titles:

• Dear Dr. (Doctor’s Name) is used when addressing someone with a doctoral degree in a particular field, typically in medicine, psychology, or education.
• Dear Ms./Mrs./Mr. (Last Name) is a general salutation for various professionals in business, government, and education, regardless of the rank. Use Ms. or Mrs. for women and Mr. for men.
• Dear Professor (Last Name) is used when addressing a professor at a university or other academic institution.
• Dear Reverend (Last Name) applies to an ordained Christian minister, pastor, or priest.
• Dear Judge (Last Name) is used when writing to a judge in a legal context.
• Dear Mayor (Last Name) is appropriate when addressing a city’s mayor.
• Dear Editor (Last Name) applies to someone with writing or editorial responsibility over a publication, such as a newspaper, magazine, or website.

C. When to Use Different Salutations for Job Titles

Using the right salutation is crucial in business communication as it reflects your professionalism and your respect for the other person. When in doubt, it is always better to err on the side of formality, especially when communicating with someone you don’t know well. However, keep in mind that some people may prefer more informal greetings, so make sure to pay attention to the tone and style of their communication.

In general, use the person’s formal title when addressing them in emails or written correspondence, especially in more formal settings or when contacting someone for the first time. If you have a close relationship or if the person specifically requests that you use their first name, then you can switch to a more informal greeting.

Knowing how to address someone correctly is essential to building good relationships and showing respect in business communication.

Salutations for Different Occasions

Salutations are the opening phrases or greetings used in written or spoken communication. They are used to address or introduce the person or people you are communicating with. Salutations are an important part of communication as they set the tone for the conversation and help establish a level of formality or informality.

The purpose of salutations is to show respect, politeness and establish a connection with the person or people you are communicating with. They also help to create a positive first impression and can make the reader or listener feel valued.

B. Examples of Salutations for Different Occasions

The type of salutation used depends on the occasion and the relationship between the sender and receiver. Some common examples of salutations for different occasions include:

• Formal Business Correspondence: Dear Sir or Madam, To Whom It May Concern, Dear [Recipient’s Name]
• Personal Business Correspondence: Dear [Recipient’s Name], Hello [Recipient’s Name]
• Social Correspondence: Dear [Recipient’s Name], Hi [Recipient’s Name], Hey [Recipient’s Name], Greetings [Recipient’s Name],
• Informal Correspondence to Friends and Family: Dear [Recipient’s Name], Hi [Recipient’s Name], Hey [Recipient’s Name]

C. When to Use Different Salutations for Different Occasions

It is important to use the appropriate salutation for the occasion and the relationship with the recipient. For formal business correspondence, it is best to use a proper salutation like “Dear Sir or Madam,” “To Whom It May Concern,” or “Dear [Recipient’s Name].” In the case of personal business correspondence, it is acceptable to use the recipient’s first name in the salutation.

For social correspondence, the salutation can be more flexible depending on the level of familiarity with the recipient. In general, it is best to use the recipient’s name in the salutation, but it can be followed by any friendly greeting like “Hi,” “Hey,” or “Greetings.”

With informal correspondence with friends and family, the salutation can be more casual and can include more informal greetings like “Hi,” “Hey,” or “Dear.” However, it is important to ensure that the greeting reflects your relationship with the recipient.

Appropriate salutations are important to establish a positive first impression, respect and establish a level of formality or informality in written and spoken communication. The salutations used can differ depending on the occasion and your relationship with the recipient, but they should always be relevant, respectful and help establish good communication.

Salutation Etiquette and Mistakes to Avoid

As an expert in copywriting, it’s essential to have a thorough understanding of proper salutation etiquette. A poorly written salutation can leave a negative impression with the reader and damage the overall tone of the message. In this section, we will discuss common salutation mistakes and provide tips on how to avoid them.

A. Common Salutation Mistakes and How to Avoid Them

Using “To Whom It May Concern” – This salutation is outdated and impersonal. It’s best to research the recipient’s name and title or use a more personalized salutation.

Misspelling the recipient’s name – Double-checking the spelling of the recipient’s name is crucial. Misspelling someone’s name can come across as unprofessional and careless.

Using an inappropriate title – Ensure that the title you use is accurate and appropriate for the recipient’s position. For example, using “Dr.” for someone who is not a medical professional can be disrespectful.

Being too informal – A salutation that’s too casual can be inappropriate, especially in professional settings, causing the reader to perceive the message as unprofessional or rude.

B. Tips for Proper Salutation Etiquette

Choose a specific recipient – Avoid using generic salutations, such as “To Whom It May Concern” or “Dear Sir/Madam.” Instead, address your message to a specific person.

Use the appropriate title – When addressing someone, ensure that you use their correct title or honorific.

Check for spelling errors – Double-check the spelling of the recipient’s name before sending the message to avoid coming across as careless or unprofessional.

Tailor your salutation to the situation – The tone, formality, and length of your salutation should align with the context of the message and the relationship you have with the recipient.

Be respectful and courteous – Use polite language and show gratitude when appropriate to convey a positive tone.

A well-written salutation is crucial for setting the tone of your message and leaving a positive impression with the reader. Avoid common salutation mistakes and follow proper salutation etiquette to ensure a professional and courteous message.

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Best Letter And Email Salutations And Greetings (With Examples)

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The way that you start a business email can determine the whole tone of the message. That’s why the salutation is so important. Greeting someone is considered polite, and that carries over into both letters and emails, meaning that the salutation you choose matters.

There are many different salutations that you can use to start a letter, and picking the right salutation for the occasion can feel overwhelming. If you’re unsure of the proper etiquette to use when choosing a greeting for an email, we’ll go over different options and when it’s best to use them.

Key Takeaways:

When you are choosing your salutation you should take into consideration who you are sending the letter to, the purpose of the letter, and how much interaction you’ve had with this person and how they address you.

Overtime as your interaction with a person becomes less formal, your salutations will also become less formal.

Picking the right salutation sets the tone of the interaction you have with a person because it is the first thing they will see in your letter or email.

What is a salutation?

How to choose the right salutation, different types of salutations examples, how to follow a salutation, punctuating salutations, when to switch to less formal greetings, salutations faq.

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Salutation is a specific word used to refer to an expression of greeting, goodwill, or courtesy — and it need not be verbal. However, in this case, a salutation is more specific, being defined by Merriam-Webster as “the word or phrase of greeting that conventionally comes immediately before the body of a letter.”

That means that the salutation is the first thing that the person reading your email will see. “Dear” is the most common and formal one, but there are many different ways to greet your reader . Selecting the right one sets the tone for the letter and message that you wish to convey.

Unfortunately, as with most social interactions, there’s no one-size-fits-all answer to the right salutation to use. Picking the right one is going to depend on a number of factors, such as how well you know the recipient, the purpose of the communication, and how formal the person you’re sending it to tends to be.

Here are some things to consider when picking the right greeting:

How well you know the recipient. Generally speaking, the better you know a person, the more casual you can be in your greeting and the rest of your message. This might even change from coworker to coworker, depending on your relationship with them.

If you’re sending an email or hard copy letter. While emails can be formal, they’re typically less formal than a written or printed letter. You can use any greeting that’s appropriate for a hard copy letter in an email, but you can’t always put an email-appropriate greeting in a letter.

The purpose of your letter. Your salutation should be appropriate to the rest of your message as well. If you’re writing to schedule a meeting with a colleague, you can be a bit more casual than you would be in a cover letter .

How much interaction you’ve had in the past. If this is the first time you’ve reached out to the person you’re writing to, you should be more formal than you would be in your tenth email with them.

How they address you. If the person you’re writing to has written to you before, you can simply match the level of formality of their greeting or, depending on their status relative to you, go a touch more formal in your own.

There are various types of salutations depending on how formal you plan to be and who you’re addressing. For a business letter, it’s generally better to err on the side of being overly formal, though that’ll depend on how well you know the recipient.

Here are the different types of salutations and when to use them:

Formal Salutations

A formal salutation is a good go-to in letters and emails where don’t want to seem overly familiar. They’re best if you want to sound very professional, you don’t know the recipient very well, or you’re dealing with someone who prefers more formal communication.

Dear. Probably the most common greeting, “Dear” is an excellent choice for both emails and written letters. Whether you’re writing a cover letter , a resignation letter, or an email to a coworker, as long as you know the recipient’s name, this is a safe neutral.

Greetings. This is a good option when you have met the person you’re writing to but don’t know them well or when you don’t know the recipient’s name. It’s a slightly more formal greeting than “hi” or “hello,” making it versatile for both written letters and emails.

Good afternoon/evening/morning. These salutations are similar to “Greetings” in formality, but they’re best used for email messages since you can’t guarantee when someone will receive a physical letter or know when you sent it. This is also a good option when you’re emailing a colleague and want to sound friendly yet professional.

To whom it may concern. There is a lot of controversy surrounding this greeting , but it’s still useful when you truly cannot find the name of the person you’re addressing. This is especially helpful when you’re writing a cover letter or letter of recommendation , and you have no idea who your letter will be going to but still need to be very professional.

Informal Salutations

While the formal salutations are interchangeable between written letters and emails, for the most part, you should use these informal greetings only in casual email conversations with someone you’ve already established a professional relationship with.

Hello. This is the most formal of the informal salutations and can be used with or without a name. It’s also a great option if you’re emailing a group of people and either don’t know their names or can’t reasonably fit them all into the salutation.

Hi. A step more casual than “Hello,” “Hi” is best used only with people you know well and have talked to before. It’s best when coupled with a name, but it can be used without one too.

Hey. The most informal salutation, you should only use “Hey” to address colleagues you have a strong relationship with. It tends to sound more like a text message than a professional email, so make sure you use this option carefully.

No salutation, just a name. Starting a message with just the recipient’s name is efficient. Still, you should use it sparingly since it can sound abrupt or even harsh, especially if you’re trying to establish a relationship over email. It can be useful during longer casual email conversations where the tone has already been established, though.

Other Salutations for business correspondence

There will be times when you’re writing to someone whose name you don’t know, or when you’ll have to send out an email to a group of people. What salutation you use then would vary on the circumstances and how formal you want to be.

No contact information. For starters, it’s always best to know exactly who you’re addressing your letter to. It’s important for determining other elements of your letter’s contents. But if you don’t have the recipient’s contact information, you have a few options that can work:

To Whom It May Concern. We covered this one above, and it works if you’re writing a document that’ll be used en masse by someone else, like a recommendation letter. Or if you’re writing to complain about an issue or request help but don’t know who exactly will be on the receiving end.

Hello/Greetings. If your letter isn’t all that formal, starting out wtih a standard greeting like “Hello” without using a name is perfectly acceptable.

Dear Sir or Madam. This one gets used sometimes, so we thought we’d mention it. That being said, it’s pretty outdated, so we don’t really recommend using it.

Cover letter. If you don’t know who to address your cover letter to, keep trying to figure it out. Look for the hiring manager’s name on the company website, on LinkedIn, in the job description, or by calling the company directly and asking. Then, simply address your cover letter to “Dear Mr./Ms. [Last Name].”

If all that fails, steer clear of generic greetings like “To Whom It May Concern” or “Dear Sir or Madam” — the recipient will assume you didn’t try very hard or that you’re sending out the same cover letter to every company (which is not what you want).

Instead, go for a salutation like:

Dear Hiring Team

Dear [Department Name] Team

Dear [Title of person you’d report to]

Multiple people. When addressing multiple people in one email, it’s best to use all of their names after your salutation, separated by commas. Whether you use titles and/or first and last names is up to you, but stay consistent. For example, go with “Dear Tim, Mark, Alice,” not “Dear Tim Howard, Mark, and Ms. Jones.”

Once you’ve decided on the appropriate salutation, you have to decide what to put after it. Typically this is going to be the receipt’s name, however, there are still several choices as to how you go about this. And always, always make sure you spell it correctly.

Full name. If you aren’t on a first-name basis with the person you’re addressing and don’t know their gender, simply use both their first and last names. For example: “Dear Jordan Parker.”

This option is becoming more popular among younger workers, as it doesn’t assume someone’s gender. That means that this is likely the best way to go if you’re writing to someone younger.

First name. A good rule of thumb is to use just the person’s first name only when you’re already on a first-name basis with them outside of your correspondence. This is most commonly used in emails rather than in written letters.

Last name. Saying “Dear Ms. Haywood” or “Dear Dr. Jacobs” is a classic, safe option, especially when you’re addressing a potential future employer or client and need to be more formal. Make sure you use the proper honorific designation as well.

Use “Ms.” for females. Technically, “Mrs.” is appropriate for married women and “Miss” for single women, but unless you know for sure, “Ms.” is generally the advisable choice to avoid offending anyone.

Even if you know that the woman you’re writing to is married or unmarried, it’s likely best to use Ms., because some people feel that Miss or Mrs. is old-fashion or puts undue emphasis on whether or not they’re married.

Use “Mr.” for males. There isn’t really another option for men, so this is generally a safe choice.

Use other titles when applicable. If you know the person has a doctorate education of some kind, use “Dr.” instead of “Ms.” or “Mr.” The same goes for those with military ranks as well. If you aren’t sure about this for the person you’re addressing, though, just stick to the classic “Ms.” and “Mr.”

Generic options. Sometimes you may find yourself addressing your letter to a group of people or an unknown recipient. In this case, there are some more generic options to use

If you’re writing to a group of people, you can use “Hello, team,” or “Hi, all.” If there are only three people in the group, though, try to address all of them by saying, “Hi Steve, Mike, and Taylor.”

When you don’t know who you’re addressing , you can use the person’s title if you have it or simply stick with “ Dear Sir or Madam .” This is a good option for highly formal letters that are your first interaction with the person.

There are two ways to punctuate your salutation: a comma or a colon. Both are acceptable in professional writing, but a colon is the most formal. Generally, you’ll also want to leave a blank line between your salutation and the first line of text.

Here are a few examples of this:

Colon punctuation example:

Dear Mr. Wilson: I’m writing to recommend Wendy Peterson for the position of Junior Accountant .

Comma punctuation example:

Hi, Jason, I hope your week is going well. I wanted to follow up with you on our conversation from earlier.

Just because you choose one salutation to begin a conversation doesn’t mean you have to stick with it for the rest of the interaction. The more you talk with someone, even if it’s over email, the less formal you need to be. This may look different depending on the conversation topic, though, and remember that a lack of formality isn’t the same thing as a lack of professionalism.

These more extended exchanges are also good opportunities to use the recipient’s response to gauge their communication style and how casual or formal they like to be. Then you can adjust your salutations accordingly.

You might begin an email conversation with a potential employer with the salutation, “Dear Ms. Caseman,” and then you might move to just “Ms. Caseman” or “Good morning” in your second and third email responses. OR If you’re talking with a peer about a project you’re both working on, you might start with “Hello, Bill” and then move to “Hi again, Bill.”

What are some common salutations?

Common salutations include dear, good morning, hello, and to whom it may concern. There are numerous other informal salutations, but the formal ones are largely limited to dear, good morning/afternoon/evening, and greetings.

What is a closing salutation?

A closing salutation is how a letter is ended, usually coming right before your name or signature. For instance, sincerely, regards, thank you , or cordially are all closing salutations

Do emails require salutations?

Yes, emails require salutations. Very informal emails may not have a salutation, as they’ll be closer to an IM than an email. But emails are structured more like a letter, meaning that having a salutation is considered proper.

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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.

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