One of the most common cover letter questions is what to write when you have no idea who is reading it. The old “To Whom It May Concern” feels outdated, and it is. Here is what actually works and what to do before you give up on finding a name.
Try to Find the Name Before You Default to Generic
Before you write anything generic, spend five minutes. Check LinkedIn for the hiring manager, the department head, or the recruiter listed on the job posting. Check the company website’s About or Team page. Sometimes the job posting itself names a contact. Finding the actual name, even if you are not 100% sure, is almost always better than not using one.
Use “Dear Hiring Manager” as Your Default
If you cannot find a name after a genuine search, “Dear Hiring Manager” is the modern standard. It is professional, direct, and implies you respect their time. It has replaced “To Whom It May Concern,” which now reads as outdated and impersonal. For more on this, see our guide on address a cover letter when you do not know the name.
“Dear [Department] Team” Works Well Too
If you know the team, “Dear Marketing Team” or “Dear Engineering Team” shows you did a little more homework than the generic version. It is a small signal but adds a touch of relevance. Use it when the department is clear from the job posting.
Avoid “Dear Sir or Madam” in Most Cases
This construction reads as very formal and slightly dated. It’s fine for highly formal industries like law or government, but in most corporate or startup environments it can feel stiff. Stick with ‘Dear Hiring Manager’ unless the company culture clearly calls for it.
Never Use Just “Hello” or “Hi There”
Casual salutations like “Hi there,” “Hello,” or “Good day” undermine the professionalism of your letter before you even start. Even for startup or creative roles, the salutation should stay professional. Your personality can come through in the body of the letter. For more on this, see our guide on cover letter vs. no cover letter.
Read next
- How to Write a Career Change Cover Letter That Works
- Cover Letter for a Recent Graduate: A Step-by-Step Guide
- How to Write a Cover Letter That Actually Gets Read
Frequently Asked Questions
Should I always include a cover letter?
Include one when requested, when writing ability is core to the role, or when you need to explain context your resume cannot. For high-volume technical roles, it is often not read.
How long should a cover letter be?
Three to four short paragraphs, 200-300 words maximum. If you are writing more, you are probably repeating your resume.
What should the first sentence of a cover letter say?
Start with something specific. “I have spent four years doing exactly what this role requires” beats “I am excited to apply for this position.”
What should I leave out of a cover letter?
Do not restate your resume, explain why you need the job, apologize for gaps, or use clichés. Every sentence should add information not already in the resume.
Most cover letters fail because they summarize the resume rather than add to it. A recruiter reading your cover letter already has your resume in hand. They do not need you to recap it. What they want to know is why this role, at this company, is one you are genuinely excited about, and what specific experience makes you a stronger candidate than the other 150 applicants who also ticked all the required boxes.
The best cover letters I have seen treat the format like a brief business proposal. They open with a specific observation about the company or role, connect that observation to a relevant achievement, and close with a clear next step. This structure respects the hiring manager’s time while demonstrating that you have done real research rather than sending a mass application.
Length matters here, too. A cover letter should be between three and four paragraphs. Any shorter and it feels dismissive of the opportunity. Any longer and you are asking a busy hiring manager to read a document they typically spend less than thirty seconds on. Every sentence should either demonstrate fit, show enthusiasm, or move the reader closer to wanting to meet you. For more on this, see our guide on write an internship cover letter that stands out.
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