When writing a cover letter for a job, it’s important to be respectful. It’s also important not to be too polite.
Some formal greetings, like ‘Dear Sir or Madam’, can weaken your cover letter by making it seem stiff and impersonal. Here’s why you shouldn’t use ‘Dear Sir or Madam’, plus several more appropriate greetings you can use instead.
Why you shouldn’t use ‘Dear Sir or Madam’ in a cover letter
The greeting ‘Dear Sir or Madam’ is inappropriate to use when writing a cover letter for the following three reasons:
1. ‘Dear Sir or Madam’ lacks personalisation
Traditionally, you’d use ‘Dear Sir or Madam’ to address a contact person whose name, gender, and title you didn’t know.
However, most job descriptions say who you should address your cover letter to. This person is normally called the ‘contact person’.
If the job description named a contact person and you still used a generic cover letter greeting like ‘Dear Sir or Madam’, then the employer might think you didn’t read the job description properly. They might also assume you sent multiple employers a generic cover letter.
In either case, your application will look half-hearted.
2. ‘Dear Sir or Madam’ is outdated and overly formal
Greetings like ‘Dear Sir/Madam’ or ‘To Whom It May Concern‘ are rarely used anymore. Using them can make your writing awkward, which could really weaken your job application if you’re applying for a job that requires strong communication skills, such as a position in marketing or media.
3. ‘Dear Sir or Madam’ isn’t gender inclusive
Around 48,000 people in the UK openly identify as non-binary or have a different gender identity to ‘man’ or ‘woman’. Many more people may not be open about their gender identity. The gendered greeting ‘Dear Sir or Madam’ might be upsetting to some of these people.
With any kind of workplace communication (job application or otherwise), you should always aim to be inclusive. Use the non-gendered greeting ‘Dear Hiring Manager’ or write ‘Dear [Department Name] if you need to address your cover letter without a name.
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Alternatives to ‘Dear Sir or Madam’
There are several alternative greetings you can use to address the hiring manager clearly and professionally:
- Dear Ms Harrison,
- Dear Mr Colston,
- Dear Mx Dovey
Here’s how to address an employer with an academic or professional title:
- Dear Prof. Levitt,
- Dear Dr Mischenko,
Sometimes, the job description doesn’t include a named contact person. In this case, contact the employer and ask them who to address your job application to. You can also address your cover letter to the hiring team or use the generic greeting ‘Dear Hiring Manager’:
- Dear Hiring Manager,
- Dear Marketing Director,
- Dear Social Media Hiring Team
Frequently asked questions
Here are some related questions people often have about cover letters.
What does Mx stand for?
‘Mx’ is the gender-neutral version of ‘Mr’ and ‘Ms’. You can use ‘Mx’ on your cover letter when you aren’t sure of the recipient’s gender identity.
Alternatively, you can address the recipient by their full name (e.g., ‘Dear Jo Kennedy’).
What is a less formal alternative to ‘Dear Sir or Madam’?
A less formal alternative to ‘Dear Sir or Madam’ would be ‘Dear Hiring Manager.’ This greeting is appropriate for just about any cover letter or job application email if the contact person’s name wasn’t included in the job description.
Should I use a formal greeting in my cover letter?
Yes, you should use a formal greeting in your cover letter, especially if you are contacting the hiring manager for the first time.
Here are some examples of appropriate formal greetings for a cover letter:
- Dear [Full Name]
- Dear Mr/Ms/Mx [Last Name]
- Dear [Department/Team]
- Dear Hiring Manager
- Dear Hiring Team
Avoid casual greetings like ‘Hey’ or ‘What’s up?’ — even if you know the hiring manager. Casual greetings make your cover letter look insincere and reflect poorly on your job application.
