dear sir madam application letter

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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

Should You Use "Dear Sir or Madam" on Your Cover Letter?

In This Guide:

Why you shouldn’t use “Dear Sir or Madam” to start your cover letter

Avoid these equally bad salutations too

Dozens of ways to substitute “Dear Sir or Madam” for success

In conclusion

Quick Answer: "Why you shouldn't use ""Dear Sir or Madam"" to start your cover letter. It is not acceptable to send an impersonalized cover letter. You risk leaving the impression that you are lazy, careless, or not interested in the position. There are dozens of ways to substitute ""Dear Sir or Madam"" for success, like ""Dear [First name]."" Always refer back to precise business communication rules."

Offering the best career advice means equipping you with best tools, tips, and tricks that you can't easily find on the internet.

For example, even though some experts may assure you that for an IT startup initiating your cover letter with "Hi (First name) ", we strongly advise against that.

"Dear (First name)" is a million times better alternative. Plus, you will have a chance to infuse your cover letter with your vibrant personality, demonstrating to HR that you are a pure organizational fit without having to address them like they are just one of your friends.

Similar to "Hi (First name) " is “Dear Sir or Madam” - even if you read somewhere that using it is still acceptable, don't bite that poisonous apple.

In this blog post, you will learn:

• Why you should not use Dear Sir or Madam.
• To avoid other equally bad salutations.
• Ways to substitute “Dear Sir or Madam” on your cover letter.

Why you shouldn’t use “Dear Sir or Madam” to start your cover letter.

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In 2024, writing “Dear Sir or Madam” as the salutation of your application letter isn’t just old fashioned – it’s archaic. The salutation was a safe bet a couple of decades ago when you couldn’t easily find the hiring manager on LinkedIn and there was no way you could find our who’s desk your application will end up on.

Back then, of course, it was totally okay to use it.

On the contrary, today, almost any company, big or small, has a good social media presence. Corporate HRs can very well be more popular than their respective CEOs. Recruiters are the face of the organization, hence it’s easier than ever to find out the name of any HR.

Hence, if the information is just a few clicks away, it is not acceptable to send an impersonalized cover letter, starting with "Dear Sir or Madam." Doing so, you risk leaving the impression that you are a bit lazy, careless, or not so interested in the position.

How to nail the proper cover letter salutation .

Moreover, we live in a dynamic, diverse, and disruptive world. Opening your cover letter with an old-school salutation like "Dear Sir or Madam," you may sound not progressive enough. Instead, consider several inclusive and imaginative alternatives, which we’ll discuss later.

Avoid these other equally bad salutations.

While with the “Dear Sir or Madam” salutation, you would teleport the recruiter 30 years back in time, if you used “ To whom it may concern ”, they are going back to the 70s.

Even worse, such an opening will immediately diminish the power of your cover letter. These are by far the worst and most dangerous openings.

Further down the rabbit hole are expressions like:

They break the standards of proper business communication.

Dozens of ways to substitute “Dear Sir or Madam” for success.

Let's look at how you can avoid the dreaded outdated cover letter salutations but still convey your value proposition respectfully and reasonably. As a general rule, if in doubt, always refer back to the precise business communication rules. Better to stay more official than inappropriately casual.

Need to read more PRO tips on how exactly to write a cover letter that recruiters will talk about long after? Check our article How to Write a Cover Letter – Writing Guide + Examples & Downloadable Templates .

Here are a dozen backup options to completely eradicate from your Cover letter the “Dear Sir or Madam” in various scenarios:

When you know the name of the recruiter,

• Dear [First name]
• Dear [First and Last name]
• Dear [Ms. Last name] - marital-status neutral salutation
• Dear [Mr., Mrs. Ms. Last name] - if you know the gender of the HR
• Dear [Mx Last name] - if you don't know the gender of the HR

Using the above alternatives, you show up from the start as a considerate, respectful individual with all the right know-how on proper business communication.

When you don't know and can't find the name of the recruiter.

No name? No problem. Check out how you can navigate that situation with class.

• Dear Hiring manager
• Dear HR manager
• Dear Recruiter
• Dear (Position name)

When you are addressing a whole HR team.

There are also these situations when you apply to a big multinational corporate organization or via a Recruitment agency. Typically, you would not be communicating with only one particular HR responsible for the position, but often with the whole Recruitment team. So then, the smart go-to approach is to be inclusive and address the entire group with one of the below options:

• Dear Human Resources department
• Dear Recruitment team
• Dear HR Team

Now you have 12 savvy salutations for any Cover letter at your immediate disposal. Which one will you choose to open the door to the HR's heart? Head over to our cover letter builder and start enchanting from “hello”.

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Dear sir/madam — how to write a winning cover letter

Head of Maynooth University Writing Centre, National University of Ireland Maynooth

Disclosure statement

Alison Farrell does not work for, consult, own shares in or receive funding from any company or organisation that would benefit from this article, and has disclosed no relevant affiliations beyond their academic appointment.

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In his wonderful collection of correspondence, Letters of Note , editor Shaun Usher includes one from Robert Pirosh, a New York copywriter.

Pirosh wanted a job as a screenwriter and in an attempt to secure such a post he composed what Usher describes as :

One of the greatest, most effective cover letters ever to be written.

Usher tells us that Pirosh’s letter got him three interviews, “one of which led to his job as a junior writer at MGM”.

Though letter writing is surely a lot less common now than in the past, writing across other genres continues to permeate contemporary professional, educational and personal lives. And it is certainly still the case that many companies will request a cover letter with a job application.

But despite the fact that so many of us write, type, text or tweet – (sometimes incessantly) every day – few of us may feel that we write well. And fewer still would consider ourselves “writers”.

If you are confronted with a writing task, and you find yourself bamboozled or blocked, you need to draw on ideas, principles and strategies that can assist. And with this in mind, here are seven top writing tips below.

Writers who are mindful of these seven tips should find that their writing is more effective and the writing process more enjoyable. And who knows it may even help you secure that dream job.

1. Know your purpose

You need to know what it is you want to say and the effect you want your writing to have. You will, for example, write differently if you are applying for a job than if you are thanking your great aunt.

When writing to secure an interview or to get shortlisted, you need to have at least two important purposes in mind. The first is to address the topic – this will mean including the necessary content of an effective cover letter . Second, you should aim to convince the readers than you are the person that they most want to recruit.

2. Name and know your audience

Every audience, you dear reader included, brings expectations to a piece of text. The text works when expectations are met, or better still, exceeded. Similarly, writing fails when the reader is disappointed or worse yet, offended by the writing.

Know your audience, and if you’re writing to get a job, work out what it is that your potential employer wants – then seek to exceed their expectations.

3. Identify the genre

Different forms of writing have different rules and conventions. They may use different language and look differently on the page or on the screen. You need to know what is typical of a genre to be able to write well in that form or style.

A formal cover letter as part of a job application will look and sound very different to a text from a pal after a night out. Do some research and find out what good models of the genre look and sound like.

It is very rare that the polished work which professional writers produce has not been drafted, redrafted and revised through several iterations. You should do the same.

5. Read it aloud

When we work with writers we always ask them to read aloud so that they can hear what they actually wrote and not what they thought they wrote. Often they stop themselves, mid-sentence, and say, “you know, that’s not what I meant to say”, at which point they start to reformulate their thinking and the articulation of their ideas.

6. Share with someone

Assuming you are writing for a reader (this may not always be the case) then it is a good idea to try out that writing on a willing volunteer before you submit a final draft. Ask your reader for a response and some feedback.

If you’re lucky, they might even help you to formulate new ideas or ways of wording. The writing process then becomes a shared one – which can be both interesting and enthusing.

7. Pause before you publish

These days, potentially any writing you give away, send out, or post online could go viral. If you aren’t content to see it on the front of a national newspaper should you really tweet it?

It can often feel risky to go public with your ideas – even as professional writers we feel that too. But the rewards can be extraordinary and the thrill of it all, exhilarating. So be courageous in your writing. Write authentically and with passion, but do make sure you give it a final once over before you hit the submit button.

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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

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Dear Sir Or Madam: When To Use It And Alternatives

• How To Sign A Cover Letter
• Salary Requirements In Cover Letter
• Referral In Cover Letter
• Cover Letter Body
• Use Dear Sir Or Madam?
• Use Mrs. Or Ms.?

Find a Job You Really Want In

Common salutations such as “Dear Sir or Madam,” and “ To Whom It May Concern ,” will set the tone for the rest of your letter and can create a strong first impression, or it can make it difficult for you to win the reader over with the rest of your letter.

If you’re wondering if you should put dear sir or madam in your letter, you’ve come to the right place. In this article, you’ll learn how to think this through so that you can decide what is most appropriate for your situation.

Key Takeaways:

Saying “Dear Sir or Madam” is still acceptable but it should be avoided because it can make you look lazy and make it sound generic.

Having a grasp on the connotations of different formats, greetings, and sign-offs involved in professional correspondence can help you make the best impression possible, especially when you’re writing a cover letter to go with your resume .

Try finding the name of the person you are addressing before using “dear sir or madam” otherwise it could make you look lazy and that you are sending the same cover letter to everyone.

When searching for the hiring manager’s name look at the job posting, on the company’s website, or even try calling and asking someone for their name.

Is “Dear Sir or Madam” acceptable?

What to use on cover letter vs. email, “dear sir or madam” vs. “to whom it may concern”, when to use something else, “dear sir or madam” formatting rules, why “dear sir or madam” isn’t a good salutation, how to find the hiring manager and avoid using “dear sir or madam”, “dear sir or madam faq”.

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While the classic greeting, “Dear Sir or Madam,” is still acceptable, it should be used with caution. Because it is an old standard, it can sound stuffy, and those who don’t conform to binary genders may be offended by this salutation — not the way you want to start off your first interaction with a potential employer.

Using this greeting can make you look lazy. It’s usually possible to find the recipient’s name by looking in the company’s online directory or by doing a quick LinkedIn search.

Even if you can’t find a name (and some companies like to keep this information private to protect their hiring managers from overenthusiastic applicants), you should be able to at least find a department or position name that you can address.

It sounds like it’s the same cover letter that you sent to five other companies. This can not only make you sound insincere, but it can also raise red flags and make the recipient think that you don’t truly care about getting the position.

If you’ve done your research and feel as though you know enough about your audience to be able to avoid these pitfalls, this greeting can be an acceptable way to open your letter if you have little to no information about your recipient. You’ll just have to spend some extra effort in the body of your letter to show that you did your research on the company and position.

You should avoid saying dear sir or madam it in an email because an email is more formal, while a cover letter is more formal it is more acceptable. Here is more information on using dear fir or madam on a cover letter vs. email:

Email. Because “Dear Sir or Madam” is so formal, it’s usually inappropriate to use in an informal email. If you can, try to use the email address you’re sending your message to create a more personalized greeting.

For example, if the email address is [email protected], you could say, “Dear Recruitment Team.” Depending on the type of job you’re applying for, you can also keep it short and sweet and stick to a less formal greeting like “Hello.”

Since email is less formal, here are some additional greetings that are appropriate to use there:

Hello, [Team or Department Name]

Hello, [Company Name]

Good morning

I hope this email finds you well

Cover Letter. A cover letter is more formal than an email, but you should still use “Dear Sir or Madam” sparingly. As with an email, make every effort to be as specific as possible. If you do find that you need to use this greeting, make sure you use the body of your letter to show that you’ve done your research on the company and position.

In fact, we recommend never using “Dear Sir or Madam” to start your cover letter. Any of its alternatives makes for a stronger choice.

If you still can’t find a name, here are some other alternatives you can use for your cover letter:

Dear [Position Title]

Dear Hiring Manager

Dear Recruiter

Dear [Department Name] Team

Dear Search Committee

Dear [Potential Future Boss’s Title]

Dear [Department Name] Manager

Be careful when using “Hello” instead of “Dear,” as it is significantly less formal. Know your audience and stick to the classic “Dear” for companies that might appreciate the added professionalism.

If you’re applying for a job with a super trendy tech company, though, “Hello” will probably suffice. You can also always use the greetings that you would use in a cover letter.

Even though they sound interchangeable, there are some differences between “Dear Sir or Madam” and “To Whom It May Concern.” If you do decide that a generic greeting like this is best for your letter or email, you should know which one is most appropriate for your particular use.

“Dear Sir or Madam.” Use this when you know that you are writing to an individual (or a small group of individuals) but don’t know their name or gender. This makes it the best choice for a cover letter or emails that you’re sending with your resume as a part of a job application, as you know you’re addressing a specific hiring manager or team or recruiters.

“To Whom It May Concern.” If the concerns in your letter or email could be addressed by a wide variety of people or if you don’t know who it should go to, use this. This is appropriate to use when you’re asking general support questions or looking for information rather than applying for a specific position.

As with “Dear Sir or Madam,” you should always try to find an individual’s name or department name, but if you can’t, this is a good way to cover your bases and address the organization as a whole.

You should use a different salutation you know the recipient’s name and use their name instead. Here are some other things to consider when it comes to using a different salutation:

If you do know the recipient’s name, ask yourself:

Do I have a strong relationship with the recipient?

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

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

If you don’t know the recipient’s name and can’t find it:

Do you know their job title?

If yes: Use “Dear [Job Title]”

If no: If you know their gender, use “Dear Sir or Madam” or “Dear Sir” or “Dear Madam.” If you don’t know their gender or have any doubts, use the most specific team or organization name that you can.

The most important thing is to make sure the rest of your letter is professional, friendly, and memorable no matter the salutation you use. Here are some formatting rules to follow when starting your email or letter:

Start building a relationship from your first line. Show that you’ve done your homework and know about the company and the position you’re applying for, and explain why you would love to be a part of it.

Make yourself seem human and create an impression by including anecdotes about your interactions with the company as well as about your skills and qualifications that would make you a valuable asset to them. Demonstrate your professionalism by using correct grammar and punctuation — have someone else proofread it for you if need be.

Correct grammar should begin with your greeting, so be sure you check it thoroughly. Here are some tips that you should use to make sure you’re punctuating it correctly:

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

Use a comma or colon at the end of your salutation. A colon is typically more formal than a comma, but both are acceptable and professional.

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

The same rules apply to “To Whom It May Concern,” except you should capitalize every word in that phrase. It’s also more common to follow it with a colon as opposed to a comma.

Do your best to be respectful and show that you truly want to build a relationship with the recipient and the organization. Use your gut and your knowledge of the industry to decide what tone you should use, beginning with your salutation and ending with your sign-off.

If you can, ask other experienced professionals what they would want to see in a letter and give you feedback. Take care with every piece of correspondence you send out, as this is how you are building a picture of yourself for the organization.

Using “Dear Sir or Madam” can appear lazy and it can often seem outdated. Here are some other reasons why it isn’t a good salutation:

Appears lazy. It’s almost always possible to find the name of your letter’s recipient. Even if it isn’t, you can still find out more details about the recipient, like their job title or the department name.

Seems outdated. Nobody speaks this way anymore, and using this phrase will make you appear formal to the point of absurdity.

Isn’t gender-inclusive. There’s a chance that your recipient isn’t a Sir or a Madam, in which case you’ve just gotten off on a very bad foot with a potential employer.

Makes your correspondence seem generic. Failing to address your letter to a specific person or at least attempt to direct it to the correct department will make the recipient think you don’t care very much about the opportunity. They’ll think you’ve sent the same letter to countless other hiring managers and recruiters.

Hinders relationship-building. When you start your letter with “Dear Sir or Madam,” you’re admitting that you’re a total stranger. You want to become familiar with your letter’s recipient to make a good impression . It’s hard to be personable when you kick things off with such a cold and distant greeting.

You should check the job posting or look at the company’s website to avoid using “Dear Sir or Madam.” Here are some other ways to find the hiring manager’s name to avoid using “Dear Sir or Madam”

Check the job posting. Job postings won’t always include the hiring manager’s name, but sometimes you can figure it out from the email address they list (e.g., [email protected]).

Look at the company’s website. Some companies have directories of their staff available online. There you might be able to find the name of a department head or hiring manager for your desired position.

Try LinkedIn. Look around the company’s LinkedIn page and even consider reaching out to some employees who may know who you should address your letter to.

Call and ask. If all else fails, you can always call the company and get directed to someone who knows the name of the hiring manager for a given position.

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

You should always try to address the specific person by name before saying “Sir or Madam.” You can find the person’s name by looking at the company website or the job posting. If you are unable to find their name, alternative things to use include:

Dear hiring manager

Dear search committee

Dear [department name] manager

Is saying “Dear Sir or Madam” still acceptable?

You should avoid using “Dear Sir or Madam” whenever possible but it is still acceptable to use. You should avoid using it because it can make you look lazy and make it sound like it’s a generic cover letter sent to other companies. If you do a little research, you should be able to find the person’s name, but if you cannot find it, use their job title as a greeting instead.

What is a proper greeting for a cover letter?

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

Is “Dear Sir or Madam” formal?

Yes, using “Dear Sir or Madam” is formal and should be used on cover letters. Since a cover letter is more formal using this salutation is acceptable but you should still use “Dear Sir or Madam” sparingly.

When writing an email, it’s often more informal so “Dear Sir or Madam” is not as accepted. You should try to find the recipient’s name on the job listing or use their job title to use as the salutation.

Broad Institute – Cover Letter for a Job

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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.

Matt Warzel a President of a resume writing firm (MJW Careers, LLC) with 15+ years of recruitment, outplacement, career coaching and resume writing experience. Matt is also a Certified Professional Resume Writer (CPRW) and Certified Internet Recruiter (CIR) with a Bachelor of Science in Business Administration (Marketing Focus) from John Carroll University.

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• Dear Sir Or Madam

When to Use 'Dear Sir or Madam' & When to Use These 13 Alternatives

Updated: January 25, 2022

Published: May 07, 2019

'Dear Sir or Madam'

'Dear Sir or Madam' is an outdated salutation traditionally used to open formal business emails. It should be avoided for a few reasons: First, today's digitally connected world makes it easier than ever to find out who you're emailing. Second, this greeting may not be reflective of the recipient's gender. And third, it's vague and a bit lazy. Be more proactive about searching Google, LinkedIn, or the company's website to learn more about the person you're addressing your email to.

When is it appropriate to use " Dear Sir or Madam? " In today’s business world, that answer is " Never. " I’ll also accept, " Fifty years ago " and " Hell no, " for good measure. But it’s polite! It’s business formal! You’ve seen it done countless times! So, why should you avoid it?

Don’t let your first impression be the wrong one, and never sacrifice good communication skills for what seems like a quick-and-easy win. Here are a few reasons why you should never use " Dear Sir or Madam " and several alternatives to employ in its place.

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Communication tips to use throughout your professional career.

• Communicate to your audience
• Write with clarity
• Craft effective message
• Improve word choice

You're all set!

Click this link to access this resource at any time.

Why You Shouldn’t Use "Dear Sir or Madam"

1. it’s lazy.

In the age of the internet, it’s possible for you to find almost anyone’s name and information. Spend time on a company’s website or LinkedIn page to gather clues about who you should email.

If you need to send an email to the company’s marketing manager but don’t have their information, send an exploratory email to the generic company inbox -- usually found on the "About Us" or "Contact Us" page.

Briefly introduce yourself and ask for the administrator’s help in connecting with the right person. For example:

Hello [Company name],

I have a question for the marketing manager in charge of your social media accounts. Are you able to provide me with that person’s name and email address or connect us directly?

It will require a little more time than sending a direct but unaddressed message to the team or person you’re trying to reach, but this approach also signals you’re interested in learning who this person is and how to address them correctly.

You’re also more likely to get a response to this request for help than if you send a canned email addressed " Dear Sir or Madam. "

Another common scenario in which to use " Dear Sir or Madam " is when turning in a cover letter or resume for a job. It can be difficult to know who you’re submitting your application to, but this isn’t an excuse to slap a " Dear Sir or Madam " on your greeting and call it good.

Instead, customize it to the department you’re applying to or the hiring manager who will inevitably read your letter.

For example, if you’re submitting a cover letter for a job in the Sales Department, address your application to, " Dear Hiring Manager, " or " Dear [Company name] Sales. " These salutations are friendlier, less formal, and give you an accessible, conversational first impression.

2. It’s exclusive

Not everyone will identify with "Sir" or "Madam." You never want to offend or assume the gender conformity of a business associate or peer. If you do guess a contact’s gender -- and guess wrongly -- you’ll immediately raise red flags and risk your ability to do business with them.

Before you’ve even begun to tell them the reason for your email, you’ve proven you haven’t taken the time to learn who they are. So, why should they take the time to hear what you have to say?

As a rule of thumb, never assume your email recipient identifies with "Sir" or "Madam," even if their name or email address leads you to believe one or the other of these greetings would be appropriate. Take the time to learn who they are, and if you have their name, use it in your greeting.

3. It’s a symptom of a larger problem

There are usually two scenarios in which you use " Dear Sir or Madam " and neither are promising. Either you really don’t know the recipient’s name and you’re going to send them an email anyway or you’re sending bulk email you don’t have the time or resources to personalize.

These situations are symptoms of a larger outreach problem. If you don’t know the name of your email recipient but still feel you must email them, consider modernizing your outreach strategy. Emailing someone you don’t know is called "cold email" and is generally considered a bad thing.

Take time to learn who you’re emailing, connect with them first by following and engaging with them on social media, and enjoy better response rates and richer relationships born from "warm outreach."

If you’re sending bulk email and find yourself without the time or resources to customize your outreach, this is a larger problem. A recent study by Experian shows transactional or triggered emails receive eight times more opens and greater revenue than regular bulk emails.

Bulk email is also more likely to send your emails -- even your non-bulk emails -- to spam. And many businesspeople have found bulk emails have stopped working for them altogether .

Personalized emails are what earn today’s salespeople the open. Learn who you’re emailing, what’s important to them, and why they should listen to what you have to say.

4. It’s like saying, " Hi, I’m a stranger "

" Dear Sir or Madam " is like starting an email with, " Hi, I’m a stranger, " or " You don’t know me but … " If you’re a salesperson, you don’t want this to be the tone you set for prospect outreach.

You want to be as familiar and friendly with as possible -- and that requires you to research and get to know them.

If you’re reaching out to a business associate for the first time, your first impression should be that of someone who’s proactive and curious about learning who they are.

And if you’re submitting a cover letter or resume, your first email should be one that sets you apart from the crowd -- something "Dear Sir or Madam " does not do.

'Dear Sir or Madam' in an Email

I've explained why you shouldn't use 'Dear Sir or Madam,' but how do you put that advice into practice when you're composing, say, an email?

If you can't find any information about the person you're emailing, it might be appropriate to use, " To Whom It May Concern. " It's formal, respectful, and inclusive.

Before using this greeting, however, ask yourself, " Who is the intended recipient of this message? " If that answer is, " Anyone, " use "To Whom It May Concern."

'Dear Sir or Madam' Cover Letter

When addressing someone in a cover letter, it's important to be formal without resorting to "Dear Sir or Madam."

If you conduct your research and still can't find who to address your email to, consider using an alternative like, "Dear Hiring Manager," or "Dear [Team name]." For example, if you're applying for a position on a company's sales team, you might say, "Dear Sales Team."

This ensures your language is broad but also personalizes your greeting slightly.

"Dear Sir or Madam" Alternatives

We’ve talked about why you should leave " Dear Sir or Madam " in the Mad Men era, but you need something to use instead. So, what should it be? Here are a few good alternatives:

• " Hello, [Insert team name] "
• " Hello, [Insert company name] "
• " Dear, Hiring Manager "
• " Dear, [First name] "
• " To Whom it May Concern "
• " Hi there "
• " I hope this email finds you well "
• " Dear [Job title] "
• " Dear Recruiter "
• " Dear Customer Service Team "
• " Dear Search Committee "
• " Good Morning "

Tact, effort, and time are the three magic ingredients required for sending responsible, successful business emails. Make sure you give each piece of correspondence the same attention -- no matter how small or insignificant it might seem.

And make sure you don’t kill all your good work in the greeting with crutch words , a lackluster message , or the wrong sign off .

Don't forget to share this post!

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How to write a Letter of Application? (FCE, CAE, CPE)

This article provides information on how to write a letter of application and what it consists of.  Although its content is mainly aimed at Cambridge exams , it can also be used for other purposes of learning English and writing a real letters of application.

Letter of Application: Definition

Letter of application is always formal in style unless the question explicitly states otherwise. Its purpose is to propose  a candidate and outline his suitability, for a particular position. Description (of a person’s character and strengths), explanation and justification are important functions in a letter of application.

Letter of Application: Structure

Fce, cae, cpe, practice, write & improve, letter of application: writing guide, 1. salutation.

Dear Sir or Madam 

If you do not know the name of the person you are writing to, use this. The following is a list of letter salutation examples that are appropriate for letters of application.

• Dear Hiring Manager
• Dear Search Committee
• To whom it may concern
• Dear Human Resources Manager

Dear Sir or Madam

2. The Introductory Paragraph

Begin by stating the job for which you are applying. Briefly mention how your skills and experience match the company and/or position; this will give the employer a preview of the rest of your letter.

I am writing to apply for the post of Fashion Shop Manager advertised in the ‘News Shopper’ of 14 February 2002.

3. The next paragraphs (the body)

In the following paragraphs, explain why you are interested in the job and why you make an excellent candidate for the position. Mention specific qualifications listed in the job posting and explain how you meet those qualifications.

Please see the example structure below:

(2nd paragraph) You might go and list your experience and relevant qualifications:

(briefly introduce yourself first) I am an ambitious and creative 25-year-old who have worked in the retail industry for a total of ten years, first as a sales assistant in a department store and for the last three years as a Section Head and Deputy Manager at Jones the Bootmaker.

(3rd paragraph) You might then go on to mention the particular abilities and skills that you have:

I believe I have all the skills, knowledge and expertise that you are looking for. I have lots of retail initiative, can schedule and prioritise tasks and can work to strict deadlines. I also work particularly well with people and would enjoy leading the team and working with clients and customers.

(4th paragraph) Say why you are particularly interested in this job:

I am applying for this position as I am looking to progress from junior to senior management. I have always been interested in the latest fashion trends and developments and I believe your organisation is a well-run quality fashion business. I would very much like to work for your company.

4. Closing paragraph

You might close the letter with the following formula.

I look forward to hearing from you and hope that you will be able to invite me for an interview.

Yours faithfully XYZ

“Yours sincerely” or “Yours faithfully”?

“Yours sincerely” is typically employed in English when the recipient is addressed by name (e.g. “Dear John”) and is known to the sender to some degree, whereas “Yours faithfully” is used when the recipient is not addressed by name (i.e., the recipient is addressed by a phrase such as “Dear Sir/Madam”)

Let’s sum it up…

Letter of application: example answers, letter of application sample 1, letter of application subject:.

You have read the following information from a British university, and have decided to apply for a course:

The university welcomes applications to all its courses from overseas students. Please write to the Admissions Officer giving details of the course you wish to apply for and why. Your letter should include an outline of your qualifications and any other relevant information.

Write your letter of application

Student’s Letter of Application Answer:

I am writing to apply for your two-year degree in teaching English at the university level. At present, I am a teacher of English and of Computer Science in the primary school here, in Lutynia.

I am keen to improve my English as this is not only my hobby but also a strong need. I should add that I am already half-way towards achieving my goal. Ten years ago I was a university teacher of Computer Science. Up to now, I have specialized in both subjects. I graduated from Technical University of Wroclaw, Department of Foreign Languages and the Academy of Economics, Department of Computer Science with Master’s Degree.

I have a great deal of work experience that demonstrates my ability in languages. I have undertaken a number of translation projects for doctors, scientists, computer programmers and travel guides. I estimate that my English is at an advanced level and at present, I am preparing for the CAE exam.

I am particularly interested in completing my degree at your university as it is famous all over the world. If you wish Ms.J.Forde can give you a reference.

I hope you will give my application serious consideration and I look forward to hearing from you.

Yours faithfully (your name)

Letter of Application Sample 2

Letter of application subject:.

A restaurant in your region is to open shortly and the owner has placed the following advertisement in your local newspaper:

RESTAURANT STAFF NEEDED…

…For a busy restaurant located in the main tourist area of this region. We have a number of vacancies available, including: Junior Chef,  Waiter/Waitress, Restaurant Manager. Hours of work: 6 – 12pm, Mondays to Saturdays.

Please send us a letter explaining which post you are interested in and why we should consider you for the job. Interviews will be held a week after the closing date.

I am writing with reference to your advertisement for the position of a Restaurant Manager, which was placed in The Guardian on 10 December.

My reason for being interested in this vacancy is that according to what is said by the executives of the companies I worked for (please find enclosed their letters of reference), I am particularly efficient at being involved in projects requiring a great deal of physical and mental energy and also creativity. I would be able to bring to bear these personal qualities of mine for the benefit of the restaurant.

I am sure that I would be successful in this post as I have now gained managerial experience having had work as a Senior Manager for the “Little Chef Restaurant” for 10 years. At present I work for the restaurant mentioned above, where my responsibilities comprise dealing with suppliers and corporate clients, recruiting employees and checking the financial statements of affiliated companies.

My academic background (a Master’s Degree in Tourism & Hospitality) would also prove valuable to you.

Please could you send me an application form and any other relevant details including those of salary, working hours and any additional benefits (such as private health care or social facilities).

I am able to attend an interview on any day from 11 a. m. Should you need any further information, do not hesitate to contact me on 222333222 from 9 a.m. to 5 p.m. or by email at [email protected].

Yours faithfully, name and surname

Letter of Application Sample 3

A tourist company which organises coach tours of your home town has placed the following advertisement in your local newspaper:

TOUR GUIDES REQUIRED 

Are you an outgoing and sociable person, who has a good command of English and some knowledge of local history?  Take-a-Tour is setting up a branch in your area and we are looking for tour guides to accompany up to fifty passengers a time on our coach tours. Your duties will include welcoming passengers aboard the coach, giving a commentary about the local sights, and taking small groups around the town on foot.

I am writing to reply to your advertisement for a tour guide in The Tokyo Mini Times on 13th January.

I have always been interested in working with tourists and this is one of the main reasons why I am applying for this job. I actually have some experience of guiding foreign people around the town as a volunteer. Therefore, the city council sometimes asks me to take people to some historical places and explain about the background. Once I organised  a sightseeing tour that thirty people took part in. Every time I have a chance to do that, they appreciate my explanations. I think I will be a competent guide.

I have been living in this town since I was born. My ancestors came to live here two hundred years ago thus I know how this town has developed. I think I will manage to give a unique speech to the tourists.

I passed the Cambridge Certificate in Advanced English last year, which I believe endorses my English ability. As far as I am concerned, this level is suitable for a tour guide.

I am available to start work on 15th February. I am also available to attend an interview in the afternoon on Monday to Thursday. Please do not hesitate to contact me if you need any further information.

I would be very grateful if you consider my application. I look forward to hearing from you soon.

Letter of Application: Writing Topics

Letter of application task 1.

The university welcomes applications to all its courses from overseas students. Please write to the Admissions Officer giving details of the course you wish to apply for and why. Your letter should include an outline of your qualifications and any other relevant information.

Write your letter of application to the Admissions Officer.

(CAE 220-260 words – CPE 280-320 words)

Letter of Application Task 2

RESTAURANT STAFF NEEDED… …For a busy restaurant located in the main tourist area of this region. We have a number of vacancies available, including: Junior Chef Waiter/Waitress Restaurant Manager Hours of work: 6 – 12pm, Mondays to Saturdays.

Letter of Application Task 3

TOUR GUIDES REQUIRED Are you an outgoing and sociable person, who has a good command of English and some knowledge of local history?  Take-a-Tour is setting up a branch in your area and we are looking for tour guides to accompany up to fifty passengers a time on our coach tours. Your duties will include welcoming passengers aboard the coach, giving a commentary about the local sights, and taking small groups around the town on foot. 

Write the letter of application.

Practice Tests Online

Letter of application: useful phrases & language.

I’m writing to apply for the post/position of…..as advertised in…….. I’m writing with reference I’m writing in response to your advertisement which I saw…. I’m writing in connection with your advertisement

Qualifications /Experience

I gained some experience while … I am currently working as … I have been working for … for the last four years. I worked part-time for three years as … At the moment| am employed by … My qualifications include … I have a diploma in … I graduated from Barcelona University last year with a degree in …  Please find attached my CV As you can see from the attached CV …

Personal Qualities

I see myself systematic, meticulous in my approach to work….. I have a clear insight of……… I value time and not squander…… I tackle a problem…..

Closing remarks

I would appreciate a reply at your earliest convenience Please contact me with any queries you may have, I would be glad to attend an interview at any time convenient I look forward to hearing from you in due course….

"Dear Sir or Madam": A Polite and Inclusive Greeting, but is the Term Still Appropriate?

In the realm of formal written communication, the phrase "Dear Sir or Madam" holds a distinct place as a courteous salutation, often used at the beginning of documents. This phrase exemplifies politeness and respect , addressing an unknown or unspecified recipient in a professional and inclusive manner.

In this blog post, we'll explore the nuances and best practices surrounding the use of "Dear Sir or Madam" in various contexts, ensuring your communication maintains the highest level of professionalism.

When is Dear Sir or Madam used?

"Dear Sir or Madam" is a salutation used in written correspondence when the identity of the recipient is either unknown or intentionally kept generic. It is a respectful way to address the reader without making gender or identity assumptions.

Helpful tip

It is wrong to put a "s" after sir or madam. Additionally, we cannot subsitute the "or" for an "and". With these two in mind, it would be incorrect to say Dear Sir/s and Madam/s.

Common Idioms/Phrases:

• "To whom it may concern": This is an alternative salutation that serves a similar purpose, used when the sender doesn't know the name or identity of the recipient.
• "Gentlemen and ladies": This phrase is sometimes used to address a mixed-gender audience formally, but it is less common than "Dear Sir or Madam."

Example sentence

• In formal correspondence, it is customary to begin with a polite salutation like "Dear Sir or Madam."
• When writing a cover letter for a job application, it's advisable to use "Dear Sir or Madam" if you don't know the hiring manager's name.
• "Dear Sir or Madam" is often used in business letters when the recipient's gender or identity is unknown.

Dear Sir or Madam's Use

From the below graph, we can see that the use of "Dear Sir or Madam" has decreased since the 2000s.

Is it acceptable to address someone as "Dear Sir or Madam"?

In short, yes, but sparingly, and with some variability in opinion.

Addressing someone as "Dear Sir" or "Dear Madam" might offend them if their gender is uncertain or if you make a mistake.

If you aim to craft an exceptional cover letter for a potential employer or an impressive business letter to a prospective client, you likely want to stand out and showcase your suitability for the role. Knowing the recipient's name, gender, and occupation is a fundamental way to demonstrate your commitment.

"Dear Sir/Madam" in Cover Letters vs. Emails

It's advisable to avoid using "Dear Sir/Madam" in both emails and cover letters. While cover letters are generally more formal than emails, some rules still apply, especially when writing to someone for the first time. Regardless of the format, maintain a formal tone and, as previously mentioned, invest time in researching the recipient's identity.

"Dear Sir or Madam" Alternatives

As it's essential to make an effort to determine the recipient's identity, here are better alternatives to the impersonal "Dear Sir or Madam," listed in order of preference:

• "Dear [First Name Last Name],"
• "Dear Mr./Ms./Dr. [Last Name],"
• "Dear [First Name]," or "Hello, [First Name]," (informal, suitable for prior acquaintances or casual settings)
• "Dear [Name of group or department],"
• "Dear [Job Title],"
• "To Whom It May Concern,"
• "Dear Sir or Dear Madam,"

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How to Write a Letter of Application

Formal Letter: Letter of Application

Useful expressions, opening phrase.

Dear Sir or Madam,

• Dear Ms / Mr Scott,

Introduction

• I’m writing in response to …
• I’m writing in reply to …
• I’m writing with regard to …
• I’m writing in connection with …

Expressing Interest in the Job

• I would like to express my interest in …
• I found the (advertised) post / position / job offer extremely interesting because …
• The (advertised) post / position / job fits my expectations of a perfect job / career for a young person / student.

Explaining Why You Are Interested in the Job

• I would like to apply for this job because …
• My reason for applying for this job is that … (I am very hard-working / I like working with children)
• I have always been interested in … / enthusiastic about …

  Describing Your Qualifications and Professional Experience

• As for my experience …
• As far as my qualifications are concerned …
• My professional experience includes …
• I worked for … as …

Making Final Remarks

• I would be happy to come to an interview at your earliest convenience.
• I would be happy to attend an interview at any time that is convenient to you.
• I look forward to hearing from you.

Closing Phrases

• if the letter begins Dear Sir or Madam: Yours faithfully,
• if the letter begins Dear Ms / Mr Robinson: Yours sincerely,

Sample Exam Task

You saw this advertisement in a newspaper:.

A fashionable modern hotel in the city centre is looking for HOTEL  RECEPTIONIST We offer a good salary, health insurance and flexible working hours. If interested, send an application letter to [email protected] Include details of your former employment, give the names of two referees, explain why you would like to get the job and why you are a suitable candidate.

► Address the recipient in a formal manner. Write an application letter, including all the necessary details.

► Do not use abbreviations, keep the language suitably formal.

► In the first paragraph we usually state the aim of the letter.

► Devote one paragraph to one topic or one piece of information.

► Finish the letter with an appropriate closing phrase.

I am writing in response to your job offer concerning the post of a hotel receptionist which I found in the latest issue of Home News.

I believe this position fits my expectations of a perfect job.

As far as my qualifications are concerned, I have been working for about a year as a senior receptionist at the Eagle Hotel in Charring Cross Road, where I have gained a lot of valuable professional experience. In addition to this, I consider myself hard-working and career-orientated.

I know very well from my experience that the post of a hotel receptionist requires both of these features.

I am ready to attend an interview at your earliest convenience. I am enclosing the names of two referees from the Eagle Hotel, whom you can contact for further information.

I look forward to hearing from you,

Yours faithfully,

Anna Katarova

Exercise 1. Read the exam task below and do preparation exercises a – f.

 You are going to spend next summer in the USA and you are looking for a summer job. You have seen this advertisement on the Internet:

A popular seaside resort is looking for SUMMER  CAMP  INSTRUCTORS International students are welcome! Brilliant way to have a great summer and earn some money at the same time! If interested, send your letter of application to Gwen Smith, [email protected] Include details of the position you are applying for , describe your professional experience, say why you would like to get the job and why you think you are a suitable candidate, describe your level of English and your experience in using it in practical situations.

Write an application letter including all the necessary details.

• Underline the six items of information that the instructions ask for. The first has been done for you as an example.
• Read a candidate’s response to the task. Which three pieces of information are not included?  What else is wrong with the letter?

Dear Sir or Madam, I am writing to apply for the job of instructor at your summer camp. Last summer I worked as an instructor in Hungary and the children liked me. I can do many sports. I speak English quite well, I think I will be able to communicate with the children at your camp. I look forward to hearing from you. Yours faithfully,  Adam

Which thre e of the sentences below describe the candidate’s experience using English in practical situations?

• I have no problems speaking English.
• I have used English a lot when travelling and I can communicate with people of different nationalities.
• I think I will be able to communicate with the children at your camp.
• I often show foreign visitors around my town.
• When I went on a school exchange to Britain two years ago, I had to speak English all the time.

Match the jobs (1 – 6) to the candidates’ strengths (a – f).

• instructor at summer camp
• fruit picker
• receptionist
• shop assistant in a supermarket
• I can work long hours and shifts.
• I am hard-working and very tidy.
• As well as playing tennis and football, I am a strong swimmer.
• I am strong, fit and enjoy working outdoors.

I am very patient and I like working with children.

• I can speak English, Spanish and Russian.

Here are different ways in which you can join two strengths in a sentence.

• I am strong and fit and I also enjoy working outdoors.
• I am strong and fit and I enjoy working outdoors as well .
• As well as being strong and fit, I enjoy working outdoors.

Now rewrite this sentence in the same three ways.

• ____________________________________________________________________

Put this jumbled sentence in order.

The Guardian / apply for / the position of / like / would / I / in / on / to / waiter / May 28 / advertised

Exercise 2. Write an improved version of the candidate’s letter.

Exercise 3. read the exam task below and write an application letter..

You are studying in London and would like to take a part time job. You  have seen this advertisement in the London News: Are you a music junkie? We’ve got work for you! If you like music, come and work in one of our music stores! If interested, send your letter of application to Patrick Jones, [email protected] Include details of your professional experience, say you would like to get a job, why you think you are a suitable candidate and what kind of music you are into.

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Dear Sir/Madam: How to Address Unknown Recipients in Business Emails

• March 7, 2024
• Email Management Software

Table of Contents

The use of salutations in written communication has been a long-standing tradition, but with the evolution of technology and changes in culture, the appropriateness of certain salutations has come into question. One such salutation is “Dear Sir/Madam.” While it may have been the go-to greeting in the past, it is now considered by some to be outdated and even inappropriate in certain contexts.

The origins of “Dear Sir/Madam” can be traced back to formal letter writing, where it was used as a polite and respectful way to address an unknown recipient. However, with the rise of email and more casual forms of communication, the use of “Dear Sir/Madam” has become less common. In fact, some people find it impersonal and even offensive, especially in situations where the recipient’s gender is known.

Despite its declining popularity, “Dear Sir/Madam” still has its place in certain contexts. For example, in formal business correspondence where the recipient’s name and gender are unknown, it may be the most appropriate salutation to use. However, it is important to consider the context and the recipient before using this salutation. Researching the recipient and crafting a personalized opening line can go a long way in establishing a positive tone for the rest of the communication.

Key Takeaways

• “Dear Sir/Madam” is an outdated and sometimes inappropriate salutation in certain contexts.
• It originated from formal letter writing and was used as a way to address an unknown recipient.
• When using “Dear Sir/Madam,” it is important to consider the context and recipient and to personalize the opening line.

The Evolution of Salutations

Historical Context

Salutations have been used for centuries as a way of addressing someone in a formal or informal manner. In ancient times, salutations were used to show respect and honor to individuals of higher social status. In medieval Europe, salutations were used to show respect to nobility and royalty. During this time, salutations were often gender-specific, with different salutations used for men and women.

As society evolved, so did the use of salutations. In the 19th and 20th centuries, salutations became more standardized and formalized. The use of “Dear Sir/Madam” became a common way of addressing someone in a formal letter or email, regardless of gender.

Modern Usage

In today’s society, the use of salutations has become more gender-inclusive. Many people prefer to use gender-neutral salutations such as “Dear Colleague” or “To Whom It May Concern.” This is especially true in professional settings where inclusivity and diversity are highly valued.

Email salutations have also evolved over time. In the early days of email, people would often use informal salutations such as “Hi” or “Hey.” However, as email became more widely used in professional settings, the use of formal salutations such as “Dear” or “Hello” became more common.

In conclusion, the evolution of salutations reflects the changing attitudes and values of society. As society becomes more inclusive and diverse, the use of gender-neutral and inclusive salutations will likely continue to grow in popularity.

Here is a resource with more information on email salutations.

Appropriate Contexts for ‘Dear Sir/Madam’

When it comes to professional correspondence, it’s important to use appropriate language and tone. One common salutation used in formal letters is “Dear Sir/Madam.” However, it’s important to understand when it’s appropriate to use this greeting and when it’s not.

Professional Correspondence

In business letters and other professional correspondence, “Dear Sir/Madam” can be a suitable greeting when the writer does not know the recipient’s name or gender. This is often the case when writing to a company or organization rather than an individual. It is a formal and polite way to address the recipient and can be a good choice for initial contact.

However, if the writer knows the recipient’s name or gender, it’s preferable to use that information instead. Addressing someone by name shows that the writer has taken the time to research and personalize the letter, which can make a positive impression.

Cover Letters

When it comes to cover letters, “Dear Sir/Madam” is generally not the best choice. Instead, the writer should try to find out the name of the person who will be reading the letter and address them directly. This shows that the writer has done their research and is genuinely interested in the position.

If the name of the recipient is not available, the writer can use a more generic greeting such as “Dear Hiring Manager” or “To Whom It May Concern.” However, it’s important to note that these greetings are less personal and may not make as strong of an impression where “Dear Sir/Madam” would fit better.

It’s always important to consider the context and audience when choosing a greeting for professional correspondence. By using appropriate language and tone, the writer can make a positive impression and establish a professional relationship.

For more information on appropriate language and tone in professional correspondence, check out this resource from the Business Writing Blog.

Alternatives to ‘Dear Sir/Madam’

When addressing someone in a formal or professional context, it is important to use the appropriate salutation. While “Dear Sir/Madam” has been a common greeting in the past, it is not always the most appropriate or inclusive option. Here are some alternatives to consider:

Gender-Neutral Options

“Dear Sir/Madam” is not gender-neutral. Using gender-neutral language is increasingly important in today’s society. Here are some salutations that can be used to address someone without assuming their gender:

• “Dear [Company Name] Hiring Manager”
• “To Whom It May Concern”
• “Dear Hiring Team”
• “Dear Recruiter”

Role-Specific Greetings

If you know the recipient’s job title or role, it can be helpful to use a greeting that acknowledges their position. Here are some examples:

• “Dear Marketing Director”
• “Dear Human Resources Manager”
• “Dear Sales Representative”
• “Dear IT Specialist”

Company-Oriented Salutations

If you are addressing someone from a specific company, it can be helpful to use a greeting that acknowledges the company they work for. Here are some examples:

• “Dear [Company Name] Team”
• “Dear [Department Name] Department”
• “Dear Search Committee for [Position Title]”

It is important to remember that the salutation you choose should be appropriate for the context and recipient. If you are unsure of the recipient’s gender or title, it is better to use a gender-neutral or role-specific greeting. Additionally, it is always a good idea to research the company’s culture and values to ensure that your communication is respectful and professional.

For further reading on gender-neutral language, check out this resource from the University of California, Berkeley: Guidelines for Gender-Inclusive Language .

Researching the Recipient

When addressing a letter or email to an unknown recipient, it is essential to conduct thorough research to ensure that the communication is directed to the right person. This section highlights two effective ways of researching the recipient.

Utilizing Online Resources

The internet is a valuable resource for researching people. A simple Google search of the recipient’s full name and email address can reveal a wealth of information, including their job title, company, and social media profiles. It is important to note that not all information found online is accurate or up-to-date. Therefore, it is vital to verify the information gathered using other sources.

One external resource that has high authority on this topic is LinkedIn. LinkedIn is a professional networking platform that allows users to create a profile showcasing their work experience, education, and skills. By searching for the recipient’s name on LinkedIn, one can find their professional profile, which can provide valuable information about their job title, company, and professional network.

Leveraging Professional Networks

Another effective way of researching the recipient is by leveraging professional networks. If the sender has a professional relationship with someone who knows the recipient, they can ask for an introduction or for the recipient’s contact information. This approach is especially useful when the sender is seeking to establish a business relationship with the recipient.

In conclusion, researching the recipient is an essential step in ensuring that the communication is directed to the right person. By utilizing online resources and leveraging professional networks, the sender can gather valuable information about the recipient, which can help them tailor their communication to the recipient’s specific needs and interests.

Crafting the Opening Line

Crafting the opening line of a letter or email can be a daunting task. The first few words can set the tone for the entire message and leave a lasting impression on the reader. In this section, we will discuss the importance of first impressions and grammar and punctuation considerations when writing the opening line.

Importance of First Impressions

First impressions are crucial in any form of communication, especially in business. The opening line of a letter or email is the first thing the reader sees, and it can determine whether they continue reading or not. Therefore, it is essential to put effort into crafting a strong opening line that captures the reader’s attention and sets the tone for the rest of the message.

To write a strong opening line, the writer should consider the purpose of the message and the intended audience. For example, a formal letter to a potential employer should have a different tone than an informal email to a friend. The writer should also consider the context of the message and any relevant cultural or social norms.

Grammar and Punctuation Considerations

In addition to the content of the opening line, the writer should also consider grammar and punctuation. A well-written opening line can be ruined by a misplaced comma or a missing capital letter. Therefore, it is important to pay attention to these details.

The use of a comma or a colon can also affect the tone and meaning of the opening line. For example, “Dear Sir/Madam,” is a formal and respectful greeting, while “Hi,” is more casual and informal. The use of a blank line between the greeting and the body of the message can also affect the appearance and readability of the message.

To ensure that the opening line is grammatically correct and effective, the writer should proofread the message carefully and consider using online grammar tools such as Grammarly. These tools can help identify errors and suggest improvements to the text.

In conclusion, crafting a strong opening line requires careful consideration of the purpose, audience, context, and grammar and punctuation. By putting effort into the opening line, the writer can make a positive first impression and set the tone for a successful communication. For more tips on writing effective opening lines, check out this resource from Inc.com.

Common Mistakes and Red Flags

When addressing someone as “Dear Sir/Madam,” there are certain common mistakes and red flags that should be avoided to ensure a professional and appropriate tone.

Overused Phrases

One of the most common mistakes when using “Dear Sir/Madam” is using overused phrases. These phrases can make the letter sound outdated and lazy. Instead of using clichés, try to personalize the letter and use a more conversational tone.

For example, instead of using “I am writing to inquire about…” try “I wanted to reach out to you to discuss…”. This will make the letter more engaging and attention-grabbing.

Assumptions About the Recipient

Another common mistake is making assumptions about the recipient. This can be inappropriate and may even come across as offensive. Never make assumptions about someone’s gender, age, or occupation based on their name or title.

It’s important to do some research and gather information about the recipient before addressing them. This will help you avoid any red flags and ensure that your letter is appropriate and professional.

When using “Dear Sir/Madam,” it’s important to be mindful of these common mistakes and red flags. By avoiding overused phrases and assumptions about the recipient, you can ensure that your letter is professional and appropriate.

For more information on how to write a professional letter, check out this resource with high authority on the topic.

Closing Salutations

When ending a letter or email, the closing salutation is an important part of the message. It sets the tone for the relationship between the writer and the recipient. In this section, we will explore formal and less formal closing salutations.

Formal Closings

In formal correspondence, it is important to use the appropriate closing salutation. The two most common formal closings are “Yours faithfully” and “Yours sincerely”. “Yours faithfully” is used when the recipient’s name is not known, while “Yours sincerely” is used when the recipient’s name is known.

When using “Yours faithfully”, it is important to ensure that the letter is written in a professional tone. This means avoiding less formal greetings such as “Hi” or “Hey”. Instead, use a more formal greeting such as “Dear Sir/Madam” or “To whom it may concern”.

“Yours sincerely” is used when the recipient’s name is known. This closing is appropriate for formal letters and emails. When using “Yours sincerely”, it is important to maintain a level of professionalism throughout the letter. This includes using proper grammar and avoiding contractions.

Less Formal Alternatives

In less formal correspondence, there are a variety of closing salutations that can be used. These include “Best regards”, “Kind regards”, “ Warm regards “, “Cheers”, and “Take care”.

When using a less formal closing, it is important to ensure that the tone of the letter or email matches the closing salutation. For example, “Cheers” might be appropriate for an email between colleagues, but not for a formal letter to a business partner.

It is also important to consider the level of enthusiasm conveyed by the closing salutation. For example, “Best regards” is a neutral closing salutation, while “Warm regards” conveys a greater level of enthusiasm.

To learn more about appropriate closing salutations for different types of correspondence, check out this resource from the Business Writing Blog.

Email Etiquette

When it comes to email communication, it is important to maintain a professional tone and follow proper email etiquette. This section will cover some key points to keep in mind while drafting an email.

Addressing Groups

When addressing a group of people in an email, it is important to use the appropriate salutation . If the group includes people of different genders, it is best to use a gender-neutral salutation such as “Dear all” or “Hello everyone”. It is also important to be clear about the purpose of the email and to avoid using jargon or technical terms that may not be understood by everyone in the group.

Following Up

If you have sent an email and have not received a response within a reasonable amount of time, it is appropriate to send a follow-up email . However, it is important to be polite and professional in the follow-up email. It is also a good idea to include a brief summary of the original email in case the recipient has forgotten about it.

When following up with a colleague, it is important to be respectful of their time and workload. Avoid sending multiple follow-up emails in a short period of time, as this can be seen as pushy or aggressive.

When following up with a recruitment team, prospective employer, or potential client, it is important to express your continued interest in the position or opportunity. However, it is also important to be patient and not come across as too eager or desperate.

Overall, following proper email etiquette can help to ensure clear communication and a positive professional image. For more information on email etiquette, check out this resource from Business Writing Blog.

Cultural Considerations

When addressing someone as “Dear Sir/Madam,” it is important to consider cultural variations and nuances. The following subsections explore some of these considerations.

Global Variations

In some cultures, using formal titles such as “Sir” or “Madam” is considered appropriate, while in others it may come across as overly formal or even disrespectful. For example, in many Asian cultures, using titles such as “Mr.” or “Mrs.” is common, while in some Latin American cultures, it is customary to use first names and even nicknames.

English Language Nuances

In English-speaking countries, using “Dear Sir/Madam” is often seen as a formal and polite way to address someone whose name is unknown or whose gender is unclear. However, it is important to note that in certain contexts, such as business or academic settings, using a person’s name or title may be more appropriate.

When using “Dear Sir/Madam,” it is also important to consider the level of formality required. In some cases, “Dear” may be too formal, and “Hello” or “Hi” may be more appropriate. Additionally, the tone and content of the message should be tailored to the recipient and the context in which it will be received.

For more information on cultural considerations when addressing someone, please refer to this resource .

Frequently Asked Questions

What are appropriate alternatives to ‘Dear Sir/Madam’ in a professional letter?

When addressing someone in a professional letter, it is always best to use a specific name whenever possible. If you do not know the name of the recipient, consider using a gender-neutral salutation such as “Dear Hiring Manager” or “To Whom It May Concern.” Another option is to use the recipient’s job title, such as “Dear Human Resources Director.”

How should I address a cover letter when the recipient’s gender is unknown?

If you are unsure of the recipient’s gender, it is best to use a gender-neutral salutation such as “Dear Hiring Manager” or “To Whom It May Concern.” Avoid using “Dear Sir/Madam” or “Gentlemen” as these are outdated and can be seen as insensitive.

What is the correct way to end a letter that begins with ‘Dear Sir/Madam’?

When ending a letter that begins with “Dear Sir/Madam,” it is best to use a professional closing such as “Sincerely” or “Best regards.” Avoid using overly familiar closings such as “Love” or “Yours truly.”

Can ‘Dear Sir/Madam’ be used as a gender-neutral salutation?

No, “Dear Sir/Madam” is not a gender-neutral salutation as it assumes that the recipient is either male or female. It is best to use a gender-neutral salutation such as “Dear Hiring Manager” or “To Whom It May Concern.”

How can I start a professional email without using ‘Dear’ or ‘Dear Sir/Madam’?

There are several alternatives to using “Dear” or “Dear Sir/Madam” at the beginning of a professional email. Some options include using the recipient’s name, job title, or a gender-neutral salutation such as “Hello” or “Good morning/afternoon/evening.”

What are the best practices for addressing a letter to an unknown recipient?

When addressing a letter to an unknown recipient, it is best to avoid using “Dear Sir/Madam” to use instead a gender-neutral salutation such as “To Whom It May Concern” or “Dear Hiring Manager.” If possible, try to find out the name of the recipient by doing some research or contacting the company directly.

For more information on professional letter writing, check out The Balance Careers , a trusted resource for career advice and guidance.

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