How to Address a Cover Letter

A cover letter is your first chance to make a good impression. That makes how you address it a very important part of that impression. When given a name to direct your resume to, the answer is simple. Unfortunately, it isn't always that easy and sometimes you will need to work a little harder to address your cover letter properly. Read on to learn more.

Instructions

Difficulty: Easy

Find Out the Correct Contact for Your Cover Letter

1. Check the website for the school or company you are applying to for a more detailed description for the application process. Often, a job board ad will not include a contact name, while a listing on the corporate website might.
2. Scour the website for the human resources manager or the head of the department. With smaller companies, it'll be quite easy to figure out whom to address the letter to. In larger companies, you'll need to know which department you're applying to and who does the hiring.
3. Speak to the receptionist at the company or admissions office. The person who answers the phones can usually tell you exactly who is looking at your resumé. Don't forget to ask for the proper spelling while you're on the line.

Decide How to Address the Cover Letter

4. Use a person's name whenever possible, instead of "Hiring Manager." If your cover letter is addressed properly, there is a greater chance your information will be reviewed rather than filed away unread. The correct name also ensure your resumé doesn't end up on the wrong person's desk
5. Skip the gender agreement if you cannot tell immediately if you are writing to a male or female. Simply write the person's whole name, such as "Dear Pat Smith." If the contact's name were Joan Smith, then a Ms. Smith would be appropriate.
6. Address a group of individuals if you cannot find a direct contact. For a safe greeting, try "Dear Human Resources" or "Dear Selection Committee."
7. Avoid using the stodgy "To Whom It May Concern." This not only sounds incredibly formal, it is generally considered too generic. Likewise, "Dear Sir or Madam" is simply out of date.
8. Consider skipping a salutation all together. While this should be your last resort, it works well in more informal cover letters and when applying online or by email.

Tips & Warnings

• Check other job boards for more detailed recruitment ads. Since some boards charge by word count, you may find not only a contact name, but more information about the job as well.