can you say dear sir or madam in a cover letter

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How to Choose the Right Greeting for Your Cover Letter

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 the 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, it's important for you 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 personally know well. For example, if you're checking in with a close friend to find out if they've heard of a job opening at their company. "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 making an inquiry  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 web site, 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 needed to work a little to find it.

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

September 1, 2018

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

FirstName LastName Your Email Your Phone Number

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• Resume and Cover Letter
• The Do's and Don'ts of Cover...

The Do's and Don'ts of Cover Letter Salutations

3 min read · Updated on October 19, 2021

Greet your future employer the proper way with these cover letter do's and don'ts.

When you're applying for a job, the best-case scenario is that you know who is supposed to receive and review your application. If that's the case, you should always address your cover letter to that individual by full name, first and last. You don't need to add in a relevant title if that's the case. "Dear John Doe," is just fine. Indeed, it's better to leave out titles in your cover letter salutations since you don't want to make assumptions about gender. The name "Terry" could refer easily to a man or a woman, for example. What if you don't know the person's name though? How should you address your letter and ensure that it is polite and gets to the right person?

There are several acceptable greetings you can use. The majority of people use "Dear Hiring Manager." This is a good salutation for a couple of reasons. It isn't gender-specific, which eliminates that issue, and it also doesn't sound awkward. It's a simple, clear phrase. It also makes it obvious who you're trying to reach. You're looking to get your letter to the person who can give you a job. It clarifies the letter's purpose right off the top.

Another phrase that is commonly used is "To whom it may concern." There's nothing wrong with this phrase, although it is somewhat inferior to "Dear Hiring Manager." Why is it inferior? It's an awkward greeting. For one thing, while "whom" may be grammatically proper, how many of us actually use the word "whom" in conversation? For another thing, it isn't clear about your purpose. When you write "Dear Hiring Manager," in your cover letter salutations, that shows that you believe the Hiring Manager should be concerned about your letter. If you write "To whom it may concern," you're inviting ambiguity. What if it doesn't concern anybody? You've hardly made a case for anyone bothering with your letter. These are all subtle nuances. Again, you can use this phrase. It's just better to use "Dear Hiring Manager."

One more acceptable phrase to use in your cover letter salutations is "Dear Sir or Madam." This phrase accounts for either gender, which is good, although it does sound awkward since it makes a big affair out of doing so. "Dear Hiring Manager" is a bit less ungainly in this sense. There is also something old fashioned sounding about saying "Dear Sir or Madam." You could look at this as a good thing (it shows you have proper manners and respect) or a bad thing (it could imply you're a bit outmoded). It's again a fine greeting, but you can see how "Dear Hiring Manager" might still be the better choice.

In terms of punctuation, it doesn't really matter what you use in your cover letter salutations. A comma, a semi-colon or a colon is just fine; this bit is pretty irrelevant. With several good greetings to choose from, don't leave your greeting line blank. A blank greeting line communicates nothing, though it may make a hiring manager think that you're lazy, rude, or simply incompetent. If you can't make up your mind, always just default to "Dear Hiring Manager."

Follow these cover letter do's and don'ts and you'll set yourself up for greater success in landing an interview.

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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: 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.

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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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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 .

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When to use ‘dear sir or madam’ & when to use these 11 alternatives.

Struggling with how to start your emails or letters? You’re not alone. Did you know that the traditional “Dear Sir or Madam” feels outdated and can even come off as lazy today? Fear not! This blog will guide you on when it is appropriate to use this formal greeting and offer 11 modern alternatives that add a personalized touch.

Ready to lead your correspondences with confidence?

Key Takeaways

• “Dear Sir or Madam” should be avoided because it shows laziness and doesn’t personalize your communication.
• Using gender – neutral alternatives like “To whom it may concern” is a more inclusive way to address recipients.
• Personalizing your greetings by using the recipient’s name or department name helps build better relationships and creates a more engaging communication style.

Why You Should Avoid Using “Dear Sir or Madam”

Using “Dear Sir or Madam” should be avoided for several reasons – it shows laziness in not taking the time to find out the recipient’s name, it can be exclusive and assume gender identity, there may be bigger issues of inclusivity at play, and it hinders relationship-building by creating a distance between the sender and recipient.

Using “Dear Sir or Madam” can be seen as lazy. It shows that you did not spend time to learn the name of the person you are writing to. This is not a good sign in business. You must care for people you work with by calling them by their names, not just any title.

It makes your email personal and lets people see your respect for them.

Exclusivity

“Dear Sir or Madam” is not a good choice now. It leaves out many people and shows narrow thinking. This old greeting only talks about men and women. Today, we have more options for naming genders.

Some people do not want to be called sir or madam. They might feel left out if you use these words.

This greeting also assumes that the person reading your email identifies as either a man or woman. But it’s not always true in our growing diverse world! Using “Dear Sir or Madam,” sometimes hurts feelings by mistake because it isn’t inclusive of all identities present today.

Instead, try using gender-neutral greetings like “To whom it may concern” . You can also make emails personal with the recipient’s name, role, team name, company name and much more alternatives salutations shared here!

Bigger issues at play

“Dear Sir or Madam” has a big problem. It shows we are stuck with old ideas about gender. Nowadays, many people don’t fit into the man or woman box. They may see themselves as both, neither, or something else entirely.

Using “Dear Sir or Madam” can make them feel left out. It’s not good for business emails to push away some people right at the start. The words we use should welcome everyone in our professional communication, not leave some behind.

Hinders relationship-building

Using the salutation “Dear Sir or Madam” can hinder relationship-building in professional emails . This outdated greeting lacks personalization and can make recipients feel like just another name on a list.

By using more modern alternatives, such as addressing the recipient by their name or using department/team names, you show that you value their individuality and are interested in building a connection.

Building relationships is important for effective communication, collaboration, and networking within the technology industry. Therefore, it’s crucial to choose greetings that create a positive first impression and foster stronger connections with your audience.

When to Use “Dear Sir or Madam”

In cover letters and formal emails, “Dear Sir or Madam” can be used to maintain a professional tone. However, there are alternatives that can create a more personalized connection with the recipient.

Read on to discover these alternatives and improve your business communications.

In cover letters

When writing a cover letter, it’s important to avoid using the generic salutation “Dear Sir or Madam.” Instead, take the time to research and find out the name of the hiring manager or recruiter.

Addressing them by their name shows that you have put effort into personalizing your letter and it can make a positive impression. If you are unable to find the person’s name, you can use a more inclusive option like “To whom it may concern” instead.

This avoids assuming any gender and ensures that your cover letter is respectful and professional. Using an appropriate salutation in your cover letter helps set the right tone for your application.

In formal emails

When it comes to formal emails, it is best to avoid using the salutation “Dear Sir or Madam.” This outdated greeting can come off as impersonal and generic. Instead, it is recommended to use the recipient’s name if you know it.

If you don’t have their name, you can address the email to the appropriate department or use a more casual yet professional greeting like “Hello” or “Hi.” By personalizing your salutation in formal emails , you can establish a better connection with the recipient and make your message more engaging.

Alternatives to “Dear Sir or Madam”

Instead of using “Dear Sir or Madam,” consider using the recipient’s name, department name, or a simple “Hello” or “Hi.” Using these alternatives can help establish a more personal and engaging tone in your communication.

To explore more options, keep reading!

Use the recipient’s name

Personalizing your email by using the recipient’s name is a simple yet effective way to make a positive impression. It shows that you have taken the time to research and address them individually, which can help establish a connection right from the start.

Instead of relying on generic greetings like “Dear Sir or Madam,” find out the person’s name and use it in your salutation. This small gesture demonstrates professionalism, respect, and attention to detail.

So, whether you’re writing to a hiring manager, recruiter, or anyone else in a professional setting, take a moment to find out their name and address them directly—it could make all the difference.

Use the department name

Instead of using “Dear Sir or Madam,” another alternative is to address the email to a specific department. This provides a more personalized touch and shows that you have taken the time to research and understand the recipient’s role in the organization.

For example, instead of saying “Dear Sir or Madam,” you can say “Hello, Hiring Manager” or “Hi there, Recruiting Team.” By using the department name, you demonstrate that you are aware of who should be receiving your message and it helps create a stronger connection right from the start.

Remember, it’s always better to be specific rather than using generic greetings that may come across as impersonal or outdated.

Using “Hello” or “Hi” is a friendly and informal alternative to the traditional salutation of “Dear Sir or Madam.” It adds a personal touch to your email and can help build a connection with the recipient.

While it may not be suitable for all professional situations, it can be used in more casual or familiar contexts, such as when addressing colleagues or clients you have an existing relationship with.

Consider the tone of your message and the nature of your relationship with the recipient before using “Hello” or “Hi” as your greeting.

In conclusion, it’s important to move away from using “Dear Sir or Madam” in professional emails. Instead, we should explore the 11 alternatives provided to personalize our greetings and avoid sounding outdated.

By using the recipient’s name or department name, we can build better relationships and create a more engaging communication style. Let’s embrace these modern and inclusive options for our business correspondence.

Frequently Asked Questions

When should i use “dear sir or madam” in a letter or email.

You can use “Dear Sir or Madam” when you don’t know the gender or name of the person you are addressing.

What are some alternatives to “Dear Sir or Madam”?

Some alternatives to “Dear Sir or Madam” include: – Dear Hiring Manager – To Whom It May Concern – Dear [Company Name] Team

When should I use alternatives like “Dear Hiring Manager” instead of “Dear Sir or Madam”?

You can use alternatives like “Dear Hiring Manager” when you know that the recipient is responsible for hiring decisions, but you don’t have their specific name.

Can I use specific job titles like “Director of Sales” as an alternative to “Sir or Madam”?

Yes, using specific job titles such as “Director of Sales” can be a suitable alternative when addressing someone who holds a particular position in an organization.

Are there any situations where it’s best not to use these alternatives and stick with ‘Sir’ and ‘Madam’?

If you know the gender identity and preferred pronouns of the person, it’s better to address them accordingly rather than using generic terms like ‘Sir’ or ‘Madam’.

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Anisha Jain

Anisha Jain, a dynamic professional in the sports SaaS industry, transitioned from economics to digital marketing, driven by her passion for content writing. Her tenure at TBC Consulting culminated in her role as CEO, where she honed her skills in digital strategy, branding, copywriting, and team management. Anisha's expertise encompasses various aspects of digital marketing, including 360-degree marketing, digital growth consulting, client communication, and business development, making her a versatile asset in the SaaS domain.

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Is Dear Sir/Madam Appropriate for Cover Letters?

Have you ever wondered if using ‘Dear Madam/Sir’ is the right greeting for your cover letter?  

Why does it matter?  

Cover letters are an essential part of any job interview process which is why they must be written with due diligence from beginning to end.  

Setting a formal tone by making sure that you address the recipient with respect & using the right words is extremely crucial. Using appropriate salutations makes a strong first impression - it is indicative of a sense of professionalism & good communication skills.  

Omitting a greeting sounds informal & rude. Beginning a cover letter with a salutation is fundamental as it sets a tone for the rest of the content. 

Let us answer whether the ‘Dear Sir/Madam’ approach still works for cover letters.  

Well, it works in some cases . But here’s the thing: Dear Sir/Madam can sound very outdated at the first glance. While it still works, it is not recommended to go by this approach. Instead, make sure to personalize the cover letter & address the recruiter/hiring manager directly. 

Why should Dear sir/madam NOT be used in cover letters? 

• It is generic & outdated. Sending out numerous applications to multiple organizations with the same salutation like dear sir/madam does not increase the probability of landing an interview. What really matters is the quality & content of the cover letter. It is important to update your writing etiquettes over time according to industry standards. Make sure that your content stands out from the crowd of applicants. 
• It might not be gender inclusive. Greeting people with gender stereotypical terms might seem offensive to some. Thus, a gender-neutral opening of a cover letter should be used to be on the safer side. Rather go for the hiring manager’s name such as Dear Rohit or Dear Janette. 
• Using Sir/Madam shows lack of effort. Sending cover letters with a generic salutation tells the recipient that you are lazy & unbothered to find out the name of the person you are addressing. This is why researching about the person you are sending your cover letter to & personalizing it may increase your likelihood of landing with him/her for an interview.
• Researching & investing some time in knowing the person you are writing to is always a good idea. Starting a cover letter with a generic greeting like Dear Sir/Madam instead of referring to a particular individual is a missed opportunity to show that you have done your research well.  

What are the alternatives for using Dear Sir/Madam? 

Using Dear Sir/Madam might make the recipient feel that they are reading a scripted greeting card & it might seem strange & offensive to many. Identifying a person by his/her name is more respectful which can impact the overall perception of the content of the cover letter in a positive manner. For this reason, it is recommended to be proactive, searching for the recipient on Google, LinkedIn or the organization’s website than addressing him/her incorrectly. 

Well, fortunately, there are many alternatives in such situations, let’s see how to create a better beginning for your cover letter. 

Here are some alternative greetings for your cover letters. These are examples of general salutations that can be used instead of using ‘Dear Sir/Madam’: 

• These days, most professionals are on LinkedIn. Identify your hiring manager’s LinkedIn profile & understand if they have called out their ‘pronouns’ (e.g. - He/Him or She/Her or They/Them). Dear Ms. Liu, Dear Dr. Morgan, Dear Mr. Xen, etc. Using Mr., Ms., Dr. etc . with confirmed backing can offer due respect to the person being addressed.  
• Dear HR Manager, Dear Recruiter, etc . using this format makes the letter very generic, so when you are approaching a team & you are unaware of who all are in the HR team or Recruiting team, Dear [Department], Dear [Job title of the person] can be a good option for your cover letter.  
• To whomsoever it may concern : This approach is used in cover letters to address complete strangers. In this situation, you are not aware to which team or organization this letter may go to, which could be in the case of providing cover letters to job agencies. This approach reduces the chances of offending someone & can be used when you are addressing someone you do not know personally. It applies to any relevant party within the organization. ‘To whomsoever it may concern’ can be used as a greeting for a cover letter to an unknown person. 

Try to answer these few questions before you make a decision on the appropriate salutation to be used in your cover letters:  

• Dear “who?” – The Head of the company, the recruiter, the HR, a client, etc. It is a good idea to address the cover letter to a specific designation if you are not sure of the name of the person.  
• Gender? – Sometimes it is difficult to figure out by name, run a quick LinkedIn search to find out more about the person you wish to address the cover letter to. 
• Ending - In case you choose to start the cover letter with ‘Dear’, make sure to end with a respectful sign-off like ’Best Regards. 

Dear Sir/Madam should be avoided not only in cover letters but also in e-mails. There are a number of handy options that can be used in place of Sir/Madam & still make it sound professional. In today’s world, there are no excuses for not knowing the person you are writing to. Knowing the person’s name & gender is fundamental to showing a sense of professionalism.  

Writing a powerful cover letter salutation is important as it sets the tone & can go a long way in setting a good first impression on the recipient. A cover letter to a prospective employer should be written notably. 

How do you address your cover letters? 

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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”

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• Dear Sir or Madam | Alternatives & When to Use

Dear Sir or Madam | Alternatives & When to Use

Published on 17 December 2022 by Jack Caulfield . Revised on 26 June 2023.

Dear Sir or Madam is a standard salutation used to start an email or letter to a person whose identity you’re not sure of. Though it’s a traditional phrasing, it’s recommended to avoid it if possible since it’s very impersonal and quite old-fashioned.

It’s always best to address the person directly by name if you can find out this information. If not, other options include using the name of the group or department, the person’s job title, or, if you’re not addressing one specific person, ‘To Whom It May Concern’.

Dear Department of Communications, …

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Alternatives to dear sir or madam, dear sir or madam vs to whom it may concern, why should you try to avoid dear sir or madam, how to use dear sir or madam correctly.

The best alternative to ‘Dear Sir or Madam’ is always to address the specific person you’re writing to by name. You can either use their full name or a title like ‘Ms’ or ‘Mr’ followed by their last name . In more informal contexts, you might just use their first name .

Dear Dr Fontana, …

Try your best to find out the name of the person you’re writing to, but, of course, there will be situations where you just don’t know. In these cases, other information can stand in to make your salutation more specific: the name of the department you’re writing to or the job title of the person in question.

Dear Editorial Board, …

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If you really can’t find an appropriate way to address the person or department involved specifically, you’ll have to decide on a phrase you can use as a generic salutation:

• Dear Sir or Madam is used when you intend your email or letter to reach a specific person, but you don’t know their name or gender.
• To Whom It May Concern is used when you’re reaching out to an organization in a more general way and don’t know who specifically will deal with your query.

There are a few reasons why we (and others) advise avoiding Dear Sir or Madam whenever possible. Using this salutation:

• Shows the person you’re writing to that you don’t know who they are and, since this information is usually easy to find online, suggests you aren’t interested
• Implies that this might be a mass email sent to many different people
• Isn’t fully gender-inclusive, since some people don’t identify with either ‘Sir’ or ‘Madam’

If you do end up using Dear Sir or Madam , make sure you write it correctly. ‘Sir’ and ‘Madam’ should be capitalised , because they are being used as proper nouns to address the person you’re writing to.

Like other salutations, this one should be followed by a comma or a colon , a blank line, and then the body of your email message or letter. It’s also better to write out ‘Sir or Madam’ than to combine them with a slash as ‘Sir/Madam’.

Traditionally, a letter or email message that starts with Dear Sir or Madam should end with ‘Yours faithfully’, followed by your name. If you do use this salutation, it’s best to end your message in that way.

I am writing to inquire about …

Yours faithfully,

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7 Alternatives to Using 'Dear Sir or Madam' in Your Emails

Do you want your emails read, opened, and acted upon? If so, don't use "Dear sir or Madam." Use these 7 amazing alternatives.

Meeba Gracy

On this page.

When you're sending a professional email, it's important to address the recipient properly. What will you do when you don't know if the recipient is a man or  a woman?

Also, how do you even know when to use Dear Sir or Madam in the email? I know this can be challenging, but worry not. We are here for you !

Here are 11 alternative words and phrases that can be used instead of "Dear Sir or Madam" in your emails.

Why Should You Not Use "Dear Sir or Madam"?

If you are looking to reach a specific person who is known, identify the individual by name. Adding the salutation diminishes messages of more importance which may result in not being taken seriously.

Including “Dear Sir or Madam” may be offensive to some, and it sounds distant as if they are reading a scripted greeting card.

Consider writing Dear [Name] instead since it is less formal than using dear sir/madam at the beginning and omitting any other opening salutation in cover letters or to a hiring manager.

These reasons make a strong argument for leaving out either of these two words from your subject header when emailing someone, which can impact their overall perception of your business email.

7 Highly Recommended "Dear Sir or Madam" Alternatives

Here are the best alternatives to use instead of “Dear Sir or Madam” to create a great impression:

1. Dear [First Name]

Dear [First Name] may seem "strange" or unprofessional, but it has some real advantages. First, it is a great way to build rapport and trust with the recipient.

The use of one's first name, rather than the more formal “Dear Sir or Madam,” will help them feel more comfortable and trusting if they're talking with a stranger.

Along with that, salutations are either required or at least preferred when there are multiple recipients. Dear [First Name] ensures that each individual has been properly addressed for clarity sake.

Dear John, I'm a little nervous about this email because I haven't successfully talked to prospects, as you've probably noticed. But, on the other hand, maybe that is why we are all so busy. How do you capture people's attention? (explain your product) Anyway, let me know if you want more information on our product or service which can save your business time by automating writing an email proposal to prospective clients! We would be happy to assist. Thanks,

Also Read: I.E., and E.G - When To Use Each?

2. Hello, [Insert Team Name]

How team members typically introduce themselves and address their teammates can vary depending on the company's culture, but there are reasons why I recommend using "Hello, [Insert team name]" to address sales teams in email.

It is a standard convention to include the name and level of the person you are addressing. You could also add a cordial greeting like "Good morning!" or "Best regards"  even in a cover letter salutation.

When sending an email to multiple people in the sales team, it is appropriate to say things like "To all members of our team" or "Hey everyone."

This way, the recipient knows that specific information applies to them, but nothing will be lost in translation.

Hello Sales Team, It's been a while since I've checked in with you all. I'm just here to remind you that time is running out, and it's time for us to break our sales record ASAP. We need the team back on their toes to get those deals closed before the year-end. I know this might seem like a hassle but take my word for it; it's worth it! We're not going to have any of those lazy days where we say, "Yep, too busy today!" So, if you want me to help make your job easier, let's start by making phone calls or sending proposals to clients. Cheers,

3. Hello, [Insert Company Name]

Using "Hello, [Insert company name]" is a sign of respect. And I say 'respect' because it's a reminder to the recipient that you are contacting them for something very important.

Simply put, there is no need to give companies titles such as "Dear Mr." or "Mrs.",  which is used in a formal letter as that level of formality would suggest you're not reaching out as a potential customer.

Use this opportunity to get helpful information and fix any problems with your order. Prospects might be less likely to respond if they feel like they've been written off before getting the chance for good customer service.

Hello OutreachAI, I am a product development strategist with experience in creative branding and marketing in the United States. I would love the opportunity to contact you about my services. Thanks,

4. To Whom It May Concern

When you are emailing someone who does not have a personal relationship with you, it is best to use "To Whom It May Concern," which reduces the chance of offending someone. This is because many people perceive "Dear Jane" being read as "Hey Jane".

Furthermore, most companies want you to address them professionally and not personally for various reasons. With this said, when addressing an individual such as your boss or colleague, however, it is acceptable to use their first name instead of the company's full name on their first reference.

For example, we would replace "To Whom It May Concern" with "Dear James Smith" unless they request otherwise later in your correspondence.

To Whom It May Concern, Do you spend time writing long emails to people and then realize prospects don't even read them? I know this may sound like a silly question, but it's pretty common. You might be wasting hours of your valuable time if you're not getting responses back from prospects or customers that you email. So why are you still doing things the old way when there is an easier option? ___ software will save you so much money and increase productivity; especially with our drag-and-drop interface! Thanks,

5. Hi There

You should always use the recipient's name when addressing them in an email, which may or may not start with a salutation such as "Hi" or "Hello."

Addressing your recipient by their name takes just seconds but shows you care about establishing and maintaining a professional relationship with them.

If it's their first time hearing from you, say "Hi there" to show that you've gone the extra mile providing a personalized introduction to demonstrate how serious you are about having an ongoing sales prospecting dialogue.

Hi there! I hope this email finds you well. I wanted to follow up with you regarding your business needs and specifically ___________. Please let me know if you are interested in receiving more information on how our software can help alleviate these challenges for your team! Best Regards,

6. Good Morning

Good morning tells the recipient to have a good day and greets them with a sense of peace.

This common phrase has one primary function - to wish someone a pleasant beginning to the day!

The expression is used when people want hope and well wishes going their way in life. So it's worth it to put some thought into how you greet somebody with your email .

Good Morning Jane, I hope you're doing well! I wanted to follow up on our conversation about __________. Our software makes it easy for people like yourself to have a better work-life balance by automating tasks like follow-ups and scheduling meetings. If it's still something that interests you, please let me know. Thanks,

7. Dear Customer Service Team

You need to start with a more formal tone, as you don't know how the customer service team will react.

For example, if the email demands an immediate solution without any justification for why it's needed right away.

You might know from experience that they're not usually very good at getting things done quickly; throwing out something like "Dear Customer Service Team" might give them a feeling of entitlement or privileged information.

Dear Customer Service Team, I recently downloaded your ____ software, and I'm excited to use it! However, one thing is really bothering me - how do I create a template for the email? It would be so helpful if you could provide step-by-step instructions on how to send an email without creating the wording every time. It can't be too difficult! I hope you can help me out. Thank You!

Other Alternatives You Can Use In Your Emails

• I hope this email finds you well
• Dear [Job title]
• Dear Recruiter

When to use Dear Sir or Madam in Email?

In the context of email etiquette, it is important to use the appropriate salutation.

For example, in an email, you would most likely greet someone with “Dear Madam” if your content is "pleasant and courteous in tone."  

Though there are exceptions based on how formal you are trying to be, it's not usually a good idea for an everyday business email.

However, many people do use “Dear Sir or Madam” without any intention of being disrespectful though that may have been true at one time.

When in doubt about whether the salutation might be seen as over-the-top dismissive, only then consider staying with plain ol' standard “ Dear Sir or Madam .” (But we're sure you may already have found the perfect alternative 😀)

The Bottom Line

Achieving a successful business email is not an easy task, but with the right formula, it can be done. Firstly and foremost, tact should always come first to avoid any misunderstandings between parties in communication.

Next, you must make an effort by spending some time crafting your emails well, so you don't needlessly exhaust yourself going back and forth over small details.

So I hope you get the point about using “Dear Sir or Madam” alternatives properly.

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