dear sir madam application letter

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How to Choose the Right Salutation for Your Cover Letter

When to Use 'Dear' or 'To Whom It May Concern' as Greetings

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 a 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, you need 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 know well—if you're checking in with a close friend to find out if they've heard of a job opening at their company, for example. "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 inquiring  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 website, 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 had to work a little to find it.

LinkedIn is also a great tool to find out the name of the hiring manager. You can 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 have met them more than once and typically address 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 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 or greeting comes next: “Dear [Contact Person’s name].” If you have a contact person for your letter, include their 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

August 1, 2024

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 your contact information in your signature, rather than in the body of the letter:

FirstName LastName Your Email Your Phone Number

Key Takeaways

• The salutation in a cover letter sets a professional tone and should be appropriate for the job application; avoid casual greetings like "Hello" and "Hi."
• Always try to find and use the name of a specific contact person in your salutation, as it shows effort and can leave a good impression on the hiring manager.
• If a contact person is not available, use general salutations like "Dear Hiring Manager" or "To Whom It May Concern," but ensure the overall letter remains professional and courteous.

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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

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 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,"

Want to sound like a native speaker?

Engram’s AI-powered grammar checker makes your English sound like a native speaker’s, suggesting natural English expressions on top of fixing grammar, spelling, punctuation, word order, and vocabulary.

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Dear Sir or Madam Alternatives for Professional Correspondence

The Legacy of Dear Sir or Madam

The case for modern alternatives, implementing alternatives in various contexts.

• Crafting Effective Professional Communication

Dear Sir or Madam FAQs

The salutation, Dear Sir or Madam, has been in use for hundreds of years. However, it’s a bit outdated in today’s environment.

Nowadays, you’ll occasionally hear a grocery clerk or bank teller calling someone sir or ma’am (contraction of madam) while serving them. Many people see it as polite to use when you don’t know someone’s name. However, it can have a different effect in modern professional correspondence, such as addressing the recipient with “Dear Sir or Madam” when writing a cover letter .

In a hiring context, Dear Sir or Madam can seem too impersonal. So, should you ever use it? We’ll dive into that in this article, covering the history, modern alternatives, and tips to help make your professional communication successful.

Although using “Dear Sir or Madam” has mostly gone out of style, there is a lot of historical significance behind it. The history of it being a professional and courteous greeting is why some will still wonder if it’s right to use it.

A Glimpse into History

The use of salutations can be traced back to ancient times. People have used variations of words like sir or madam for centuries to greet each other politely when not knowing someone’s name. For example, before addressing someone as sir or madam became popular, those in medieval England would say “Hail!” or “Hail, fellow!” while greeting someone they didn’t know.

Eventually, England and other royal colonies transitioned into using more gender-specific greetings. That caused salutations like sir and madam to gain popularity in the 19th and 20th centuries. You’d often hear people use “Greetings, sir” or “Greetings, ma’am” while addressing someone they didn’t know.

However, formal writing posed a different challenge when you didn’t know the name or gender of the person you were addressing. That’s why “Dear Sir or Madam” became a polite way of starting a formal letter, covering both genders during that time.

Relevance in the Digital Age

Today, we still write formal letters. You’ll most commonly see this type of writing in the hiring process or other work-related communication. Creating a cover letter , resignation letter , and job acceptance letter are all examples of this. However, the way we address people in those letters has evolved. So, is Dear Sir or Madam still appropriate?

In most cases, starting a formal application with Dear Sir or Madam won’t work well. The biggest reason is that hiring managers and employers expect communication to feel personalized.

When you use Dear Sir or Madam, it feels like you don’t know anything about the company or who you’re writing to. That’s why we always recommend addressing a specific person directly in our resume templates. The biggest thing that’ll stand out when hiring managers receive tens or hundreds of applications for a job opening is showing you did your research and connected with what the company is all about.

The form of communication is also important to consider. Nowadays, email plays a bigger part in most hiring processes. By nature, email is less formal, so using Dear Sir or Madam in emails would be out of place. Instead, using something like “Hi/Hello [hiring manager’s name]” is more appropriate and is what almost all cover letter and resume examples recommend.

Gender-neutral greetings have also dominated. For instance, some people prefer using the pronouns they/them, so using sir/madam may feel off-putting for those who no longer identify with the terms. In any case, instead of using Dear Sir or Madam in cover letters and emails, other alternatives usually will be a better fit for today’s professional communication requirements.

There are many reasons why modern alternatives to Dear Sir or Madam will be a better fit for professional communication. Here’s more detail on why that’s the case and some good variations you can use.

Why Change is Necessary

Let’s face it—change is sometimes difficult. Moving on from old habits or things that seemingly worked well can feel awkward. However, adapting to modern alternatives will actually be a good thing, especially when you want to stand out in the hiring process.

Most hiring managers will decide about an application within six to eight seconds of viewing it. That includes looking at the greeting and introduction of your resume to see if it’s personalized and to determine if you used the proper resume format , which is a good reason to use a resume builder or pass your resume through a resume checker .

That means using Dear Sir or Madam versus addressing the hiring manager by name at the start of your resume and cover letter could make or break your chances of getting an interview.

This is a sign that modern workplaces are adapting. Today, individuality, inclusivity, and connection are more important than ever. It creates strong workplaces where everyone involved possesses similar values and aligns with the company’s goals.

It’s similar to how someone who loves camping—while having a similar skill set as other applicants—may be the best fit for an outdoor retailer’s marketing team since they understand what customers value.

Considering those details about each individual in the hiring process can put employees in better positions to be successful and ensure companies hire the right people for their teams.

Finding ways to personalize shows you’re willing to go the extra mile in the workplace. Using alternatives to start a letter other than Dear Sir or Madam is a great way to achieve that.

All it may take is a few simple adjustments that will help significantly increase your application response rates and get you hired much quicker for a job that’s right for you.

Recommended Alternatives

The greeting you use in professional correspondence can vary depending on the situation and how well you know the person you’re addressing. To give you some ideas, here are some good modern alternatives to Dear Sir or Madam.

• Dear [hiring manager’s name]: Addressing the hiring manager by name is a great option when crafting a cover letter , letter of interest , or similar correspondence since it personalizes it to the recipient. You can format this as “Dear [First Name Last Name]” or “Dear Ms./Mr. [Last Name]” for a respectful sir/madam alternative.
• Dear [name of company] hiring team: This is a good option when you can’t find the name of a specific hiring manager or contact person while applying for a job. Addressing a team is also an excellent gender-neutral Dear Sir or Madam alternative when you don’t know the person you’re writing to.
• Hello/Hi [recipient’s name]: Starting with hello or hi is a good way to start a letter other than dear. This one is fitting for emails or other less formal correspondence. You can address someone with first and last name to make it more formal or just their first name if you know them well or the message is less formal.
• Good morning/afternoon/evening [recipient or team’s name]: This is another good letter greeting other than dear. It’s usually used for less formal correspondence or when you know the person you’re writing to well.
• “Hey team” or “Hey everyone”: You can use this as a casual greeting when writing a workplace email to your team or the department you work with.

To guide you on which alternatives to use, let’s examine the most common contexts where you’d want to use a modern variation of Dear Sir or Madam.

Cover Letters and Formal Emails

One of the most common reasons you’ll be writing formal letters is for cover letters during the job application process. Typically, cover letters are more formal, so you’ll want to consider that when choosing your salutation. While “Dear Sir or Madam” cover letter greetings are outdated and won’t work the best, it just takes a few minor adjustments to adapt them to modern standards.

Starting a cover letter with “Dear” is usually recommended to give it a formal feel. You could also use a greeting like “Hello” if you want an alternative to dear that still sounds professional.

Most hiring managers will appreciate it when you address them by name in the cover letter. It gives the letter a personal feel and shows you took the time to learn about the company and position. You can usually find the name of a contact person on the company’s website, in the job description, or by reviewing their social media accounts, such as LinkedIn.

That said, some companies have more information available than others. When you can’t find the name of a contact person, using “Dear [name of company] hiring team” or a variation of that is still a good option.

You’ll likely want to take a similar approach when writing formal emails. It’s usually best to address the recipient by name whenever possible. However, since emails are a bit less formal, it can work well to use alternatives to dear. Using hi or hello is usually a safe, professional option when beginning an email.

Choosing the Right Salutation

The recipient’s job title, the information you have, and how well you know them can also impact the salutation you use.

For example, while addressing someone higher up in the company, like the CEO or a member of the board of directors, you may want to begin with a more formal approach. Something like “Dear Mr./Ms. [last name]” or “Dear [first_name last_name]” could work well in this case. These are both options that show respect and professionalism.

You may also run into instances where you need to write a formal email to someone but don’t have much information about the recipient. If you don’t have someone’s name, you could start with “Dear [department name]” or “Dear [job title].” This will ensure your message gets to the right place in the company while maintaining formality.

In rare cases, “To whom it may concern” is another option. However, this is also outdated, like Dear Sir or Madam. It’s only recommended to use it if you have very little information about the recipient, such as when you don’t even know their department or job title within the company.

Lastly, your relationship with the recipient can affect your salutation. For instance, if you’ve been working with a client for a while, you may be able to take on a more casual approach to your communication, such as addressing them by their first name or using greetings like “hey.” Something like “Hey John” or “Hey Team” would work well in this case.

Beyond the Greeting: Crafting Effective Professional Communication

Once you’ve mastered the greeting, there are still more parts of the letter you have to cover. Here’s a quick overview of how to write a clear and professional message.

The Body of the Message

When you email someone or write formal correspondence like a cover letter, it should have a clear purpose throughout. For example, you’d want the body of your cover letter to explain how your skills and experiences make you a good fit for a company’s needs.

Aim to keep your correspondence concise and to the point. You don’t want to lose anyone’s attention, giving them too much information they don’t need. Formal communication, like cover letters, should be about one page long. Other correspondence, like business emails, should usually be around 100-200 words.

Resume templates or tools like a cover letter generator can help if you’re struggling to find the right structure. They’ll give you a good overview of what works best in professional settings, and then you can customize it to your specific needs.

You’ll also want to consider your tone as you write. The nature of your message and the recipient will usually decide the appropriate tone to use. For example, you’d likely want a more formal approach when sending a quarterly performance report to your boss. However, when emailing a co-worker you’ve known for a while, you could aim for something more friendly and casual while still maintaining professionalism.

The Closing Salutation

Just as with the greeting of your letter or email, you want the closing salutation to sound professional and leave a lasting good impression on your recipient.

When writing formal communication like a cover letter or resignation letter , closing with “sincerely” followed by your full name is often a good choice. “Thank you” is also a sound choice if you’re looking for an alternative.

Some other generally accepted closing salutations for professional letters and emails are:

• Regards – you can also do variations of this like kind regards, warm regards, or best regards
• Thanks – a little less formal than writing out thank you
• Best – other variations are all the best or best wishes
• Talk to you soon – this is a good one for emails where you want to reinforce that you’re looking forward to hearing from someone
• Take care – another good one for emails with a similar effect as best wishes

It’s important to understand your recipient and the nature of your message to choose the right option. For example, while a closing salutation like “cheers” can sound fun and lighthearted, some may not appreciate it in professional communication due to its association with drinking. So, keep in mind the different meanings of phrases you’re using.

Common Mistakes

Before sending professional correspondence, it’s essential to proofread and ensure you avoid common mistakes that many run into. Here’s a brief overview of what to watch out for.

Avoiding Pitfalls

Some of the most common mistakes in professional correspondence are:

• Grammatical errors: Misspelled words or misuse of punctuation will detract from the professionalism of your message. It’s one of the primary things that causes job applications to get passed over.
• Repeating your resume: You may have used a resume checker and templates to ensure it’s top-notch, so repeating that already great information can seem like a good idea. However, it’ll make your cover letter less impactful. Instead, try to fill in any missing gaps and connect with the company rather than repeating everything.
• Copying stock letters word for word: Stock cover letters or other templates can be used as tools to guide you, but they shouldn’t be submitted verbatim. Instead, you should personalize them to fit your needs and recipient. For example, a Dear Sir or Madam letter sample might use outdated language that won’t resonate in today’s job market.
• Complicated jargon: While you may be an expert in your field, consider not every reader will know as much as you do. For example, someone applying to be a DevOps manager could be sending a cover letter to a hiring manager who doesn’t know all the intricacies of SDLC and agile tooling. So, try to find ways to simplify for any reader.
• Poor subject lines: Most people get tens or even hundreds of emails daily, meaning some can get overlooked if your subject line is too vague or gives the wrong impression. Aim for something that’s brief but tells all the information needed. For example, when sending a letter of interest , a good subject line could be “Referred by Kim Johnson – Informational Interview Request.”

Using “Dear Sir or Madam” isn’t the best option for modern professional correspondence. It lacks personalization and can even be off-putting to some people. Fortunately, there are many other options and ways you can adjust your communication to ensure you stand out.

In most professional communication, addressing someone by their first and last name is a safe option. If you don’t know the recipient’s name, using company names, job titles, or department names can also work well.

While starting with “Dear” is common for formal communication, it isn’t always the best option for every type of professional letter. For example, “Hello” or “Hi” can work well in an email.

Always try to customize your message to the recipient to ensure it stands out. For instance, describing how you connect with the company in a cover letter can set you apart from other applicants with a similar skill set.

By following these guidelines and maintaining professionalism, you’ll be on your way to writing top-notch letters and emails!

“Hello” or “Hi” are usually safe starters other than dear. For something more formal, hello will be the better choice. Hi is usually a good choice for informal communication. You could also use other alternatives like good morning, good afternoon, or good evening in professional emails.

A good formal replacement for Dear Sir or Madam is “Dear [First_name Last_name].” If you don’t know the recipient’s name, you could also use the company name, department name, or job title.

Both of these greetings are seen as formal but outdated. The main difference is that “to whom it may concern” is more gender-neutral since it avoids using male and female titles entirely. That means using “to whom it may concern” may be appropriate, but use it only in the worst case when you have no information about the recipient.

Dear Sir or Madam is still seen as a formal greeting but isn’t the most appropriate in today’s professional communication. The main reasons are it feels impersonal and isn’t the most inclusive phrasing since not everyone identifies with the terms sir or madam. Instead, try to choose other options, like addressing someone by name or their job title.

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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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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 , or not having a proper email signature in place.

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9 Gender-Neutral Alternatives to “Dear Sir/Madam”

So, you’re sending an email or cover letter to someone you haven’t met.

You might be thinking about including “Dear Sir/Madam,” but you’re also worried it’s a bit outdated or offensive.

Well, you’re in luck!

This article will explain all you need to know about modern, gender-neutral alternatives to show you how to write “Dear Sir/Madam.”

Is “Dear Sir/Madam” Still Appropriate?

It is still appropriate to use “Dear Sir/Madam.” However, it is also outdated . Most people find it quite stuffy and jarring, so it’s not always the best way to make a good first impression.

It is not gender neutral , as it implies that the reader of your letter is either a man or woman. It does not include non-binary readers, which can be offputting if you’re not careful.

Of course, you can still use it in a cover letter if you want. The same applies for “Dear Sir or Madam.” Either way, both are acceptable; you might just find them a little outdated!

Check out this cover letter example to see how it works:

Dear Sir/Madam , I hope this letter finds you well. I would like to be considered for this role, as I believe I have what it takes. Yours, Adriana Checkmate

• It’s a classic greeting.
• It covers both men and women without knowing who you’re talking to.
• It’s outdated.
• It’s not gender-neutral, so it doesn’t cover non-binary readers or employers.

So, “Dear Sir/Madam” is no longer the most effective choice in letters and emails. It’s time to start exploring some alternatives to help you mix things up and sound less old-fashioned!

Keep reading to learn how to address a gender-neutral letter. We’ll teach you what to say instead of “Dear Sir/Madam” to keep things modern and professional.

What to Say Instead of “Dear Sir/Madam”

• To Whom It May Concern
• Dear Hiring Manager
• Dear [Job Title]
• Dear [Name]
• Good Morning/Afternoon/Evening
• To the Concerned Party

1. To Whom It May Concern

One of the better alternatives to “Dear Sir/Madam” is “To Whom It May Concern.” Honestly, it doesn’t get better than that in most formal letters .

As gender-neutral greetings go, this is a great choice. It shows that you aren’t assuming the name or gender of the person reading your letter.

So, we highly recommend using it when you’re not very familiar with whoever is on the other side.

That way, whether they’re male, female, non-binary, or something else, you can avoid accidentally offending them.

Also, “To Whom It May Concern” is a classic email and letter greeting when you don’t know someone’s name. So, it won’t feel out of place in professional contexts.

You can also review this cover letter sample:

To Whom It May Concern , I believe I am a great fit for this role. I have many qualifications that have given me specific experience related to what you’re looking for. Yours, Jayden Pink

2. Dear Hiring Manager

Another great alternative to “Dear Sir/Madam” is “Dear Hiring Manager.”

You can use this as it specifies someone’s job title without needing to name them.

Generally, a hiring manager will be the one reading your email. So, when you contact someone about a job posting, it’s almost guaranteed that a hiring manager will be reading your email.

That’s why we think this phrase works so well.

It’s professional and direct . It shows you know who you’re talking to, which goes a long way in most formal emails.

Here’s a great email sample to show you more about how it works:

Dear Hiring Manager , Please review my resume, which I have attached to this email. It will demonstrate why I think I’m a great candidate for this position. All the best, Clara Sandshaw

For something more simple, try “Hello.” You really can’t go wrong with a simple “Hello.” After all, it doesn’t get more gender-neutral than that.

“Hello” doesn’t assume anything about the reader . It doesn’t assume names, genders, or even job titles.

Instead, it simply allows you to introduce yourself . Try using it when writing a letter to a company.

If they’ve recently sent you information about an upcoming product, this could be a great way to get in touch. It shows you’re greeting the company as a whole rather than any one individual.

If you’re still unsure, you can review this sample letter:

Hello , I hope this letter finds you well. I’m reaching out because I’d love to learn more about what you offer. Thank you so much, Melissa Took

4. Good Day

You can also use “Good Day” as a more generic greeting in a gender-neutral email.

It’s a great phrase as it keeps things formal yet friendly . We highly recommend it when you’re greeting someone via email and would like to start things off on a more positive note.

Generally, you can read an email at any time of day. So, “Good Day” is a perfect introductory phrase.

Check out this example to learn more about it:

Good Day , It’s a pleasure to get this opportunity to speak with you. I’m very interested in coming to one of your events. All the best, Harrison Ford

5. Hi There

Feel free to use the more conversational alternative “Hi there” in your emails as well.

It’s a great phrase that shows you don’t want to come across as too professional .

This can work well when contacting a more casual company . For instance, you might reach out regarding one of their products, and it’s good to use a phrase like this to start with.

Generally, using less formal phrases like “Hi there” to introduce yourself in an email keeps the tone light-hearted.

It shows that you’d like to discuss something with a company, but you don’t want them to take your words too seriously (i.e., you’re not complaining).

If you’re still unsure, you can check out this email sample:

Hi there , I’m keen to get started with this product. I know your company sells them, but I’m wondering if you could provide me with more information. Thank you so much, Hillary Tanner

6. Dear [Job Title]

If you know someone’s job title before you contact them, it’s worth using that in your letter.

For instance, you can write “Dear [Job Title]” when you know what someone does in a company.

It’s formal and direct . Also, it shows you take initiative and find out more about the people you write emails or letters to.

We recommend using this when contacting a recruiter or director . It shows you’re keen to hear more about a position or company and would like to ask a few questions.

Also, we recommend reviewing this example:

Dear Director , I hope this letter finds you well. I’m interested in starting with your company, but I’d like to learn a little more about it if that’s okay. I look forward to hearing from you, Joanna Paterson

7. Dear [Name]

You can also write “Dear [Name]” in certain cases. However, this one is a little trickier and more limited.

Of course, you can only write someone’s name when you know what it is. So, you’ll need to research to find their name .

If their name isn’t readily available, it might be a little harder to contact them directly.

With that said, if you can do your own research and learn their name before contacting them, it shows you’re diligent and pay attention to detail .

Both of these qualities are especially effective if you’re applying for a new job role .

Here’s a great sample email to show you more about how it works:

Dear Mr. Burton , I hope this email finds you well. Please find attached my cover letter and CV to express why I’d be a good fit for this position. All the best, Jacob Anthony

8. Good Morning/Afternoon/Evening

Depending on the time of day, you can change the greeting used in an email or letter.

For instance, you have three options with “Good Morning,” “Good Afternoon,” and “Good Evening.” Of course, this time of day applies when you write the letter . It doesn’t matter what time it is when someone reads the letter (as you can’t guarantee when they’ll open it).

Nevertheless, it avoids using genders or names. So, it’s a great gender-neutral greeting that shows you’re happy to contact someone.

If you’re still unsure, you can check out this formal letter example:

Good Afternoon , I am writing this letter to express my interest in this role. Please review my qualifications to find out why I’m such a good fit. Best wishes, Sean Tiding

9. To the Concerned Party

Finally, we recommend using “To the Concerned Party” as a gender-neutral greeting in a letter.

It shows that you’re writing to a specific individual without knowing much about them.

This keeps things formal and polite when starting a letter. So, you really can’t go wrong with it, even if you’re not too sure who’s on the other side!

We also recommend reviewing this sample letter:

To the Concerned Party , I would like to put my name forward for this position. I believe I am a great fit for it and would like to prove myself. Best regards, Samuel Kwant

• 12 Alternatives to “Firstly, Secondly, Thirdly” in an Essay
• 9 Other Ways to Say “I Look Forward to Speaking With You”
• How to Write a Thank-You Email to Your Professor (Samples)
• 9 Professional Ways to Say “Call Me When You Have Time”

We are a team of dedicated English teachers.

Our mission is to help you create a professional impression toward colleagues, clients, and executives.

© EnglishRecap

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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