How to address a cover letter without a name
Writing a cover letter and tailoring it to the job you’re applying for can be tricky, especially when you can’t find the details of whom you’re meant to address it to. This seemingly small stumbling block could pause your progress. What to do?
In this article, we cover best practices and approaches to address a cover letter when the recipient is unknown. Here are some tips for success and mistakes to avoid when addressing your cover letter without a name.
Whom to address a cover letter to if no name is provided?
The ideal scenario is to address your cover letter directly to the hiring manager by name. This approach shows you care about the role enough to find out who your boss would be, and helps personalise your letter. It’s a great way to capture their attention.
But what happens when a job posting doesn’t include the name of the hiring manager or contact details? It may be a hurdle, but it doesn’t mean you can’t make a strong, personable connection. In these cases, different approaches can be used to maintain professionalism while still making a personal impact.
How to start a cover letter without a name
Starting your cover letter to an unknown recipient is important, to help you create a professional and engaging tone. Here are some ways you can open your letter, ensuring it captures attention and conveys respect.
Using ‘Dear Hiring Manager’
‘Dear Hiring Manager’ is a universally accepted option when the name of the recipient is unknown. (The hiring manager is usually the person you’d be reporting to in the role.) This approach holds a high level of professionalism and formality, which is appropriate for most types of job applications. It ensures your cover letter is likely to be directed to the correct person or at least to someone with hiring responsibilities.
Addressing the letter to the hiring team
Choosing to address your cover letter to the department's hiring team shows you have taken the time to research the company and understand its structure. A ‘hiring team’ generally includes the direct manager of the vacant position, plus senior colleagues or teammates you’d be working most closely with. To tailor your letter effectively, look for the specific department name either in the job posting or on the company website. This shows a proactive approach to your job application.
Use a formal address in a cover letter
Using a formal address such as ‘Dear Recruitment Officer’ is less common but still works if the job posting provides a generic title. It’s important to use the exact title mentioned to keep it professional and ensure the letter reflects the specific role or department outlined in the description.
Do not assume gender or marital status
It’s important to avoid assuming the gender or marital status of the recipient. Phrases like ‘Dear Sir/Madam’ are outdated and can be seen as impersonal. Use titles like Mr., Mrs., Ms., or Miss only if you are certain of the recipient’s preferred title, which is rarely the case when the name is unknown.
Use job profiles and processional titles
Addressing your cover letter to a job profile or professional title, such as ‘Dear Head of Sales,’ can be effective if the job posting clearly mentions a specific department or senior position. This approach is less formal than other options but can be a great way to add personalisation.
Avoid using ‘To whom it may concern’
The phrase ‘To Whom It May Concern’ is considered outdated and impersonal. Because it’s generic, it could be seen as a lack of effort on your behalf, in trying to find the right contact person. You should always try to avoid making your application appear generic, as it’s less likely to capture the attention of the hiring manager. Instead, opt for more personalised alternatives.
Avoid addressing your cover letter to recruiters
Directly addressing your cover letter to recruiters is generally not recommended unless requested, as they may not be the decision-makers for the position you’re applying for. Focus instead on addressing it to either the hiring manager or the relevant team that is directly involved with the role.
Address the cover letter to the right person
It’s important to make every effort to address your cover letter to the most relevant person or team. This shows you’re really invested in the role and that you’ve carried out thorough research and increases your chances of your application being reviewed by the right person. Use all available resources, including the job posting, company website and professional networking platforms, to find the best recipient for your cover letter.
How to find the right name for your cover letter
Finding the right name to address in your cover letter can have a big impact and create a personal connection. Here are some methods for researching this crucial piece of information to ensure your application is as targeted and effective as possible.
Read the job description thoroughly
The job description is the most likely place you’ll find clues for whom you should address in your cover letter. Take a close look to see if it mentions the name or title of the hiring manager. Contact details such as an email or a direct line might be provided, particularly in smaller companies, offering you insight into how to personalise your cover letter.
Visit the profile of the job publisher
Many job boards allow you to view the profile of the company that posted the job. This company profile can sometimes reveal the name of the hiring manager or relevant department responsible for the listing. Accessing this information directly from the job board can be a simple yet effective way to personalise your cover letter and show your attention to detail skills. The company’s official website might also have an Our Team page where you can see employees’ names and roles.
Do a quick search
If in doubt… search online. Use the company name along with the job title or department as search terms, and consider using quotation marks around your search phrase to narrow down the results more accurately. This can help uncover the name of the hiring manager or relevant contacts posted on the company’s official website or professional networking sites.
Network with people in the company
If you have connections at the company, now’s the time to reach out for some inside information about the hiring process and the name of the hiring manager. This helps when it comes to personalising your cover letter and also provides insights into the company culture and other job-related details.
Cover letter with no name – examples
Writing a cover letter without a name can still be effective with the right approach. Here are some examples to give you an idea.
Example 1:
Subject: Application for Project Coordinator Position
Dear Hiring Manager,
I’m writing to express my interest in the project coordinator position advertised on your website. With a proven track record in project management and a passion for continuous improvement, I believe I am a strong candidate for this role. My experience at XYZ Corp, where I led cross-functional teams to deliver projects within strict deadlines and budgets, aligns closely with the responsibilities of this position.
I am particularly drawn to this opportunity because of your company's commitment to innovation and quality, values I have upheld throughout my career. I am eager to bring my expertise in project planning and stakeholder engagement to your team, contributing to successful project outcomes and organisational growth.
Thank you for considering my application. I look forward to the possibility of discussing how my background, skills, and enthusiasm align with the goals of your team.
Kind regards,
Takeshi Sugi
Example 2:
Subject: Enthusiastic Candidate for Marketing Coordinator Position
Dear marketing coordinator hiring team,
I’m excited to submit my application for the marketing coordinator role advertised on SEEK. With a solid background in digital marketing and a deep understanding of communication strategies, I’m ready to contribute to your department’s goals.
At my current workplace, I successfully increased our social media engagement by over 50% through targeted content campaigns and data-driven decision-making. I am keen to bring my skills in social media strategy and analytics to your company, supporting your efforts to expand your digital footprint and engage with a broader audience.
I admire your team's innovative approach to marketing and am enthusiastic about the opportunity to contribute in such a dynamic role. I am confident that my proactive style and commitment to excellence would be a great match for your company.
Thank you for considering my application. I hope to discuss in further detail how I can contribute to your team.
Warmest regards,
Ilana Mauboy
The way you address your cover letter can shape the first impression you make. By thoughtfully choosing how to address your cover letter when you don't know the name –whether to a hiring manager, a team, or a department – you set a professional tone right from the start. By following the methods outlined in this guide and dedicating the time to write a well-written and personalised cover letter, you can help your application stand out. Remember: every part of your job application is an opportunity to demonstrate your attention to detail and conscientiousness.
FAQs
If the job posting mentions a department, should I address the cover letter to that department or the hiring manager within it?
Address the cover letter to the hiring manager within that department if possible. If the manager's name is not available, addressing it to the department (e.g., Dear Marketing Department) is a good alternative.
Should I address my cover letter to the recruiter who contacted me about the job?
Yes, if a recruiter contacted you directly about the job opportunity, you should address the cover letter to them. This personalises your response and helps in maintaining continuity in communication.
Where can I find the company website or social media profiles to potentially discover the hiring manager's name?
Company websites are typically the best source for accurate and up-to-date information. Look for sections like About Us, Team or Staff. Social media platforms are also great for researching company staff, especially for finding out the names and titles of department heads or hiring managers.
Is it appropriate to reach out to someone at the company to ask about the hiring manager?
Yes, it is appropriate to reach out to someone at the company, especially if you have a professional connection. This can be done through professional networking sites. Ensure your approach is courteous and professional, expressing genuine interest in learning more about the role and the company.
If I can't find the hiring manager’s name anywhere, which approach from this guide should I prioritise?
If you can’t find the hiring manager's name, the safest and most professional approach is to use Dear Hiring Manager. This is widely accepted and ensures that your cover letter is appropriately directed without making incorrect assumptions about personal details.
How can I ensure my cover letter opening is strong even without a personalised salutation?
To ensure a strong opening for your cover letter without a personalised salutation, focus on an introductory paragraph that highlights your enthusiasm for the position and your most relevant qualifications, and how they align with the job’s requirements. Starting with a strong statement about your professional background or a notable achievement can capture the reader's attention.
