A salutation is the opening greeting in a cover letter—the first line a hiring manager sees when reviewing your job application. Whether you’re submitting a traditional cover letter or sending a job application email, choosing the right greeting is essential. It sets the tone for your message and helps you come across as professional, respectful, and prepared.

Because the salutation is the very first element the employer reads, it needs to reflect the right balance of courtesy and formality. A strong greeting shows that you understand business etiquette and are serious about the role.

Cover Letter Greetings You Should NOT Use

Avoid overly casual greetings like “Hi” or “Hello.” These informal openers may be perfectly fine in personal emails, but they make a cover letter look unprofessional. Unless you already know the recipient well, such greetings weaken your credibility and can harm your first impression.

1. “Hi” works only for casual communication with people you know personally—such as messaging a friend to ask whether their company is hiring.
2. “Hello” can be used in friendly email exchanges but is not appropriate for a formal cover letter, unless the context is extremely casual and the relationship established.

On the opposite side of the spectrum, starting with “To Whom It May Concern” can feel impersonal. It may signal to the hiring manager that you didn’t take the time to research who will receive your application. This greeting should be used only when you have exhausted all possible resources and still cannot locate the name of the proper contact.

Whenever possible, make the effort to find the specific person who oversees hiring or works in the department you’re targeting. If you're reaching out to inquire about unadvertised openings and no name is available, then “To Whom It May Concern” may be the most appropriate option.

When You Have a Contact Person

If you know exactly who will be reading your cover letter, use a professional, personalized greeting. Here are examples of appropriate salutations when you have the hiring manager’s name:

1. Dear Mr. Jones
2. Dear Ms. Brown
3. Dear Riley Doe
4. Dear Dr. Haven
5. Dear Professor Lawrence

Using a specific name instantly makes your cover letter more engaging and shows attention to detail.

When You Don't Have a Contact Person

If the job posting doesn’t list a contact name and the company website doesn’t provide this information, take an extra step to find it. You can call the company directly, ask to be connected with the HR department, explain that you’re applying for a position, and politely request the name of the hiring manager.

Important Note

Always try to identify a real person to address in your cover letter. Personalized salutations make a strong impression and show that you’re motivated enough to research the right contact. If you had to put in effort to find the name, even better—the hiring manager will notice

Here is a rewritten, SEO-optimized version in other words—clear, professional, and search-friendly:

LinkedIn is one of the most effective places to identify the name of a hiring manager. Start by searching for the company you’re applying to and use keywords related to the role—such as “recruiter,” “talent acquisition,” “HR manager,” or the department name. Then scroll through the employee list until you find someone whose title matches the position you’re targeting. This simple strategy often helps you locate the right contact person for your cover letter.

However, keep in mind that many employers choose not to list a specific contact name in their job postings. Larger companies often use teams of recruiters who review applications before forwarding them to the appropriate department. In these cases, they intentionally keep the hiring manager’s identity private until they reach out for an interview.

Sometimes organizations also avoid sharing names to prevent an overwhelming volume of direct emails or calls—especially when they expect a high number of applicants. So if you can’t identify a contact, don’t worry. Your cover letter will still be routed to the correct department.

Important Note

If you’re unable to find a specific name, you have two options:

1. Start your cover letter without a salutation, moving straight into your opening paragraph, or
2. Use a general but professional greeting, which is often the better choice.

Examples of General Cover Letter Salutations

(Always capitalize the nouns.)

1. Dear Hiring Manager
2. To Whom It May Concern
3. Dear Human Resources Manager
4. Dear Sir or Madam
5. Dear [Company Name] Recruiter

When to Use “Dear” in a Cover Letter

Using “Dear” is appropriate in nearly all professional cover letters. It works whether the hiring manager is someone you know personally or a business contact you’ve interacted with before. Keep these guidelines in mind to choose the correct form of address:

1. If you have a close, first-name relationship with the person, you can address them by their first name only.
2. If the person is a professional acquaintance—and you usually call them by their first name—using their first name is acceptable.
3. When writing to a potential employer, use Mr., Ms., or Dr. unless told otherwise. Even if you know a woman is married, “Ms.” is the safest option because “Mrs.” can be inappropriate or unwanted.
4. If you’re uncertain which greeting to use, choose a formal approach: Mr./Ms./Dr. + last name, or if needed, Mr./Ms./Dr. + first and last name.

How to Format a Cover Letter Salutation

Standard business letter formatting requires that after listing your contact information and the date, you include:

1. The recipient’s name
2. The company’s name
3. The company’s full mailing address

Your formal salutation follows this information. Write “Dear [Name]” as your greeting. If you know the recipient’s title, include it—for example, “Dear Mr. Franklin.”

If you don’t know the person’s gender or preferred title, avoid guessing and simply use the full name, such as “Dear Jamie Smith.”

End the greeting with a colon or a comma, add one blank line beneath it, and then begin your first paragraph.

Concluding Your Letter

A strong, professional greeting can set the tone for your entire cover letter—and may even improve your chances of securing an interview. To reinforce your candidacy, ensure that the rest of your letter looks polished, stays focused on the employer’s needs, and highlights the qualifications that make you a strong fit for the role.

Finish your letter with a courteous, appropriate closing, and always thank the hiring manager for their time and consideration. This small gesture helps leave a positive final impression.

Cover Letter Example

Below is an example of a cover letter salutation to illustrate the proper format.

Cover Letter With Salutation Example (Text Version)

Alex Applicant

123 Main Street

Anytown, CA 12345

555-555-5555

alex.applicant@email.com

August 1, 2024

Brett Lee

Nurse Manager

St. Ansgar Hospital

123 Business Rd.

Business City, NY 54321

Dear Mr. Lee:

I am reaching out to express my interest in the nursing attendant position listed on the St. Ansgar Hospital website. With formal training as a nursing assistant and a genuine passion for supporting both patients and healthcare teams, I’m confident I would be a valuable addition to your staff.

I completed my nurse assistant program in June 20XX and hold a New York State nurse attendant certificate. For the past year, I have been working part-time at Dr. Ellen Mueller’s primary care office in Smithtown, NY, where I have gained hands-on experience interacting with patients and assisting with daily clinical tasks. I take my responsibilities seriously, and my flexible schedule allows me to work nearly any shifts you may require.

I’ve included my resume for your review and would welcome the opportunity to discuss how my background aligns with your needs. Thank you for your time and consideration. I look forward to hearing from you.

Respectfully,

Signature (for mailed letters)

Alex Applicant

Emailing Your Cover Letter

When sending a cover letter by email, clearly state the purpose of your message in the subject line. For example:

Subject: First Name Last Name – Nurse Attendant Position

Include your contact details in your email signature rather than in the main text of the letter:

Sincerely,

FirstName LastName

Your Email

Your Phone Number

Key Takeaways

Your cover letter greeting helps establish a professional first impression, so choose a formal salutation and avoid overly casual openers like “Hi” or “Hello.”

Whenever possible, address your cover letter to a specific individual. Using the hiring manager’s name shows initiative and can make your application stand out.

If you can’t find a contact name, it’s acceptable to use a general greeting such as “Dear Hiring Manager” or “To Whom It May Concern”—just be sure the rest of your letter maintains a polished, professional tone.

Read more:

Cover Letter Template for a Resume

Sample Messages Asking About Available Jobs

Sample Letter Asking About Job Openings

Letter of Interest Samples and Writing Tips