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How to Address a Cover Letter in 2024 (with Examples)

It always makes you think - how to address a cover letter? How to address a cover letter without a name? Worry not, our guide we'll show you how to do it like a pro.

There’s a right and wrong way to address a cover letter .

Way #1: The employer thinks, “This applicant’s got a brain.”

Way #2: She thinks, “Yuck. Another dud.”

It’s not rocket science. Just pick the right salutation and the right address cover letter format.

In this guide, you'll learn:

Who to address a cover letter to.
How to address a cover letter without a name.
Addressing a cover letter—format + examples.
How to dodge the worst cover letter address mistakes.

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Here’s how to address a cover letter with no name:

How to Address a Cover Letter Example

Briella Keijzers Software Engineer 1834 Candlelight Drive Alvin, TX 77511 917-940-0130 [email protected]

Software Engineer Hiring Manager Treble Frinchet, Inc. 3621 Adams Drive Houston, TX 77002

Dear Software Engineer Hiring Manager,

Raising user experience scores 32% at Cunning Ferb Solutions was a daunting challenge. However, when I led the team that...

That’s addressing a cover letter to unknown. Need more how to address cover letters samples? Want the proper address format on a cover letter for resumes? Read on.

1. How to Address a Cover Letter Without a Name

To address a cover letter without a name, you can use some variation of 'Dear Marketing Team Hiring Manager' or 'Dear Hiring Manager'. However, it is always better to find someone to address.

If you don't find the name of the hiring manager, you can address it to the head of the department for the position you’re applying for. Imagine you’re reading cover letters.

One starts, Dear sir or madam. Trash can, right?

Of course you won’t do that. But if you don’t know how to address a cover letter without a name, you’ll look just as bad.

How to Address Cover Letters Without a Name—Examples

Who to address cover letters to if unknown:

Dear PM Hiring Manager,
Dear Software Engineer Hiring Team,
To the Customer Service Search Committee,
To the IT Recruitment Team,

Why do those addressing a cover letter examples work? They’re not generic. They show you’re not spraying resumes at a million jobs. Don’t like them?

Use Dear Hiring Manager or Dear Recruiter. You can even drop the cover letter greeting and start with the first paragraph.

2. How to Find Out Who to Address a Cover Letter To

“This one’s no dummy.” What if you could make the hiring manager say that? You can. Just use their name.

But who do you address a cover letter to? In the XXI century, it’s easy to find.

Who Do I Address My Cover Letter To?

There are a few ways you can learn who to address your cover letter to:

Check the job posting. If the name’s there and you don’t use it, hello trash can.
Read the email address. If it’s [email protected], search “h hennequin” and “treblefrinchet.com.” You’ll likely find the name.
Check the company website. Many companies list department heads under about us .
Call the company. Ask the admin assistant who to address a cover letter to.
Look on LinkedIn. Search the company name + manager job titles.
Ask your network. See if a contact on LinkedIn or Facebook works there.

Still can’t find the name for addressing a cover letter?

Ditch the cover letter salutation and start with your first paragraph.

Expert Hint: Avoid Hello, Hi, Dear Sir or Madam, and To Whom It May Concern letters. They come off lazy and spammy.

3. Duck These Blunders in Addressing a Cover Letter

Avoid these common, deadly how to address a cover letter bear traps:

Double-check the gender. Are you writing to a gender-neutral name like Ari, Jules, or Pat? Peek at the LinkedIn profile pic for gender clues.
Use Ms. —not Miss or Mrs . Ms works whether she’s married or single.
Use titles. If it’s Dr., Rev, Prof, or Sgt they’ll appreciate the respect.
Drop the last name only if they drop it first—in their response to you.
Spell check. Don’t make employers think you’re sloppy.

Expert Hint: If you don’t like Dear Hiring Manager cover letters, drop the “Dear.” Employers are used to it, but you can start with, “Hiring Manager,”.

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Want to try a different look? There's 21 more. A single click will give your document a total makeover. Pick a cover letter template here .

4. Cover Letter Address Format

Here’s how to start cover letters with good presentation:

Your Name Title Street Address City, State, ZIP Phone Email Address

Hiring Manager Name (if possible) Hiring Manager Title Company Name Street Address City, State, ZIP

Dear [Manager Name or Title],

For specifics, see the addressing a cover letter example up top.

How to Address an Email Cover Letter

Use these tips for addressing a cover letter email:

Subject Line: 5-10 words—“Job Application for” + position you’re applying to.
Start with a cover letter salutation like Dear Dr. Manzanilla,
Put your name, email address, and phone number at the end.

Email Subject Line: Job Application for Engineering Position, referred by Karen Sheng

Cover Letter Email:

Dear Mr. Grohl,

When I slashed costs by...

Expert Hint: Did someone tell you about the job? Add her to your email cover letter subject line. Example: Job Application for Engineering Position—Referred by Karen Sheng.

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Nail it all with a splash of color, choose a clean font, highlight your skills in just a few clicks. You’re the perfect candidate and we’ll prove it. Just pick one of 21 resume templates and get started now .

Key Points:

Here’s a recap of how to address a cover letter:

Who do you address a cover letter to? Use the hiring manager’s name. To find it, check the job posting, LinkedIn, and company website.
How to address a cover letter without a name: Use Dear [XYZ] Hiring Manager. Example: Dear Sales Team Hiring Manager.
Avoid obvious mistakes. Check spelling, gender, and titles. Use Ms. instead of Miss or Mrs.
When emailing cover letters and resumes, write a subject line with “Application for” + job title. Start with “Dear.” Save contact info for the end.

Got more questions on how to address a cover letter? Still confused on how addressing cover letters works? Leave a comment. We’re happy to reply.

About ResumeLab’s Editorial Process

At ResumeLab, quality is at the crux of our values, supporting our commitment to delivering top-notch career resources. The editorial team of career experts carefully reviews every article in accordance with editorial guidelines , ensuring the high quality and reliability of our content. We actively conduct original research, shedding light on the job market's intricacies and earning recognition from numerous influential news outlets . Our dedication to delivering expert career advice attracts millions of readers to our blog each year.

Having published over 200 career-advice articles, Tom Gerencer is a career expert who covers the whole array of job-seeking topics for people at all career stages, from interns to C-suite members. His insights, commentary, and articles reach over a million readers every month. With inside knowledge of key industry players and in-depth research, Tom helps job seekers with advice across all professions and career stages. Tom holds a degree in English from Colby College.

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How to Address a Cover Letter in 2024

Yes, how you address your cover letter matters.

After all, this is the first thing the recruiter reads when going through your cover letter, and yes, there is a right and wrong way to do it.

In this article, we’re going to teach you how to address your cover letter in such a way that you leave a positive impression on any recruiter!

How to address a cover letter to a recruiter? (Casual or formal)
What title to use when addressing the hiring manager
How to address a cover letter without a contact person/to a company
How to address a cover letter without an address
How to address a cover letter in an email

How to Address a Cover Letter To a Recruiter (Casual or Formal)?

As we already mentioned, the way you address your cover letter is important because it is the very first thing recruiters see upon opening your cover letter.

A well-formulated cover letter address means that you care enough to research the company (i.e. to find the hiring manager’s name and title) and that you show attention to detail.

As such, you should always put some research into who you’re addressing your cover letter to and do so in a formal way.

And yes, the formal part is important too. The recruiter isn’t your best friend - you want to maintain a sense of professionalism.

If this is how you address the recruiter in your cover letter:

What’s up Hiring Manager
Hi there Hiring Team

Then you say goodbye to the job.

Now, you’re probably wondering, how can I find out whom to address my cover letter to?

That’s what we’re about to teach you:

Who Am I Addressing My Cover Letter To?

Here are some tricks to find the full name of the hiring manager:

Check the job listing. The job listing may have information about the recruiter or the department doing the hiring. Make sure to read through the entire job listing, as it might not be at an entirely obvious place.
Check the company website. Some websites feature the names of the hiring managers or heads of departments that may go through your cover letter. Alternatively, LinkedIn is another place where you can look for this information.
Check the company’s LinkedIn. You can look up who works in the company you’re applying for on their LinkedIn page.
Ask around. Do you have friends that work for the company? They could provide you with valuable inside info.

To avoid making a bad impression, head over to our guide on cover letter mistakes to learn about what NOT to do when writing your cover letter.

Addressing a Cover Letter With a Name

By now, you have probably found the hiring manager’s full name and gender. With this information available, it’s best to address the hiring manager formally, as follows:

Dear Mr. Brown,
Dear Miss Fitzpatrick,
Dear Mrs. Lockhart,
Dear Ms. Walters,

If, for some reason, you are unsure about the person’s title, gender, marital status, or preferred pronouns, just address them using their entire name to avoid any mistakes. For example:

Dear Alex Brown,
Dear Blair Fitzpatrick,
Dear Jesse Lockhart,
Dear Madison Walters,

Addressing someone with a title

Now, if you found out that the hiring manager has a professional or academic title, then it’s more appropriate to address them using that title. If, for example, the hiring manager has a Ph.D., then it’s more respectful to address them as “Dr. Last Name,” instead of “Mr. Last Name.”

Here are some professional titles and how they’re abbreviated:

A professor is Prof.
A reverend is Rev.
A sergeant is Sgt.
Honorable is Hon.

If, however, you are uncertain about how a title is abbreviated, then avoid it altogether.

Here are a few examples to give you an idea:

Dear Prof. Welsch,
Dear Director Smith,
Dear Rev. Owen,

Dear Dr. Leonard,

When addressing women and you don’t know their marital status, always go with Ms., because it doesn’t comment on marital status. Some women prefer not to be addressed with Miss or Mrs. even when they’re married, so sticking with Ms. is the best choice.

Want to learn more cover letter tips ? Our guide has all you need to ace your cover letter!

How to Address a Cover Letter Without a Contact Person

It might happen that, no matter how hard you search, you can’t find the name of the hiring manager or department head that will read your cover letter.

In that case, you can address your cover letter to the department, faculty, or the company.

Dear Software Development Hiring Team,
Dear Customer Service Department Hiring Team,
Dear Head of the Literature Faculty,
Dear Director of Marketing,
Dear Human Resources Recruitment Team,

Alternatively, if you don’t have enough information either about the department or the team, you can opt for addressing the cover letter directly to the company’s hiring staff, as follows:

Dear [Company Name] Hiring Team

Dear [Company Name] Recruiting Staff

If all else fails (meaning, you don’t know the name of the department head or even the exact department, in addition to the recruiter) then you can use one of the good, old-fashioned:

Dear Hiring Manager,

...but NOT the impersonal and way outdated “To whom it may concern” and “Dear Sir/Madam.”

Starting a cover letter can be challenging. Our guide can show you how to start a cover letter that will get you results from the get-go.

How to Format the Company’s Address

Before you reach the salutation, you have to make sure that the header with the recipient’s contact information is formatted correctly.

It might not be the deciding point of whether you’ll secure an interview or not, but it will cost you points if it’s off.

So, the first thing you want to do is add your name and surname on the upper left side of the cover letter. Underneath, you should write your professional title (if applicable), your email , and your phone number .

Now, after you’ve also added the date, you should leave one more space and add the recipient’s contact information and, most importantly, the company’s address.

It should look something like this on your cover letter:

When You Can’t Find the Company’s Address

Some companies might have several addresses listed (as per their branches, for example), or even none at all.

Since an application that doesn’t have an address line could end up lost or misplaced, make sure you do one of the following before skipping the company’s address completely:

Check all your resources, (pretty much like when you were looking for the hiring manager’s name) to find the company’s address.
Use the company’s headquarter address. This is sometimes easier to find, especially if the company has several branches.
Use the P.O. Box number for the company. This is not as specific as an actual address line, but if all else fails, it’s still something.

Frequently, you’ll be asked to submit your job application (including your cover letter) electronically, or by email. In those cases, you can skip the address line altogether.

Here’s how you’d go about addressing a cover letter in an email.

How to Address an Email Cover Letter

If you’re sending your job application through email, chances are you’ll need to format your cover letter in the body of the email, or as an attachment along with your resume.

First and foremost when you’re addressing a cover letter in an email is the subject line, which should be between 6-10 words long.

Considering that hiring managers receive countless emails daily, you want to make sure that yours is a job application immediately. And the way to do that is straight through the subject line, which should indicate exactly the position you’re applying for and your name so that it’s easier to find through the recruiter’s swarmed mailbox.

Here’ what we mean by that:

Subject Line: John Doe - Software Development Job Application
Subject Line: John Doe - Job Application for Marketing Manager Position
Subject Line: John Doe - Stock Manager Job Application

Afterward, if you’re including your cover letter in the body of the email (as opposed to attaching it as a document), begin by using a salutation, add space, and start your letter.

If someone referred you for the position, make sure to mention that in the subject line of your email as well as in your opening paragraph.

So, let’s see how all the above plays out in practice:

Subject Line: John Doe - Carl Jacob’s Referral for Software Developer

I was very glad that Mr. Jacobs, a long-time partner at your firm who also happens to be my mentor from college, referred me for the Software Developer position.

Do you want your style, personality, and overall personal brand to shine through your application? With Novorésumé, you can match your cover letter with your resume to make a lasting impression!

Key Takeaways

And that’s all there is when it comes to addressing a cover letter! You should feel much more confident in doing so by now.

Either way, let’s go over the main points we covered throughout the article:

Your cover letter address should be formal and well-researched. Don’t address the hiring manager with “hey,” “what’s up,” “hi there,” or even the old-fashioned “Dear Sir/Madam” and “To Whom It May Concern.”
Always try to find the hiring manager’s full name and professional title through the company’s website, LinkedIn, by calling, or by asking someone who works there.
If you know the hiring manager’s name, go with “Dear Mr./Miss Last Name,” but if you’re unsure about their gender, marital status, or preferred pronoun, just address them using their full name.
If the recruiter has a professional or academic title, it’s more appropriate to address them using their title.
If you can’t find the contact person’s name, then address the department, faculty, or company (i.e. Dear Microsoft Hiring Team , or Dear Software Development Recruitment Team ).

How to Address a Cover Letter in 2024: Complete Guide

Our customers have been hired by:

The first line of your cover letter can make the recruiter squirm and reject your application, or read on.

Don’t risk it! Learn how to address a cover letter the right way. I will teach you how to do it right, either when you know who to address a cover letter to or if you have no clue. Let's begin!

This guide will show you:

How to address a cover letter correctly when you know the recruiter’s name.
Ideas on how to address a cover letter without a name.
Who to address a cover letter to, especially if the recipient is unknown.
Common cover letter address mistakes.

Want to write your cover letter fast? Use our cover letter builder. Choose from 20+ professional cover letter templates that match your resume. See actionable examples and get expert tips along the way.

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Sample cover letter for a resume— See more cover letter examples and create your cover letter here .

Make sure your knowledge of cover letter rules is up-to-date with these guides:

How to Write a Cover Letter
How to Format a Cover Letter
How to Write a Killer Cover Letter
Cover Letter Header: What Is It & Examples
Best Short Cover Letter Examples
Email Cover Letter Examples
What Should a Cover Letter Say
How to Sign a Cover Letter Properly
What to Include in a Cover Letter

You can also check our collection of 100+ professional cover letter examples .

Enough chitchat—let’s dive in:

How to Address a Cover Letter With a Name

People love the sound of their own names. Studies show that babies as young as five months old already react to hearing their names. Using a person’s name in direct communication helps to establish a connection. So it’s no wonder you should use it in the cover letter address!

Start with Dear + recipient’s first name or their first and last name.
Use honorific titles such as Mr. or Ms. only if you’re 100% certain of the recipient’s gender identity.
Add titles such as Mrs. or Miss only if you know for certain that the recipient prefers them.

Just like that:

Cover Letter Address Examples With Recipient’s Name

Not exactly rocket science, is it?

Writing a cover letter doesn’t have to take hours. Learn more: How to Write a Cover Letter Fast

How to Address a Cover Letter Without a Name

It’s true that many job postings don’t include the recruiter’s or hiring manager’s name. That can leave you confused. But it’s not a reason to despair. Just channel your inner Sherlock Holmes and investigate using the tips below:

Find Out Who to Address a Cover Letter To

Here are a few ideas to help you establish the right cover letter address:

Carefully scan the job posting: make sure the hiring manager’s name's not in it—maybe you missed it on the first try?
Analyze the email address in the job posting: an email like [email protected] most likely includes the recruiter’s name. Give it a Google search and see if a person’s profile comes up.
Check LinkedIn: job offers posted on LinkedIn often indicate the person who created the offer. You can also take a look at the company’s LinkedIn page to see if the hiring manager is mentioned.
Check the company website: see if it lists the department’s heads.
Ask your business network: there’s a chance your LinkedIn connections know someone working for the company that interests you!
Call the company: surprise, surprise—you can actually call the front desk and ask the receptionist for the name of the contact person.

Use a Professional Title in the Cover Letter Address

If the hiring manager has a specific title, such as professor or doctor, you may use it in place of a name. For example:

Address a Cover Letter with “Dear Hiring Manager”

It’s the easiest way to address a cover letter without a name. And actually, 40% of managers prefer " Dear Hiring Manager " to any other cover letter salutation . Plus, you can replace the Hiring Manager with a different business title, such as:

As you see, this type of cover letter address works in many situations.

4 Cover Letter Address Mistakes to Avoid

Many job applicants fall for common mishaps when addressing a cover letter. Here are the most common ones—familiarize yourself with them, so you can avoid them in the future!

1. Starting the Cover Letter Address Informally

Addressing a cover letter with "Hello" or "Hi" is a tad too informal for many companies.

2. Using Dear Sir or Madam

Don't use Dear Sir or Madam even if you’re not sure who to address a cover letter to. It’s a very outdated phrase, and it will make you look lazy.

3. Using To Whom It May Concern

Writing "To Whom it May Concern" in a cover letter salutation is very old-fashioned. Unless you travelled back in time, and you’re seeking employment in the 19th century, don’t use it.

4. Addressing the Cover Letter to the Wrong Person

This looks fine at first glance. But the HR director doesn’t necessarily have to be the hiring manager leading this particular recruitment process. Pay attention to the roles and departments mentioned in the job posting!

Pro Tip: Careful with spelling—if you address a cover letter with a misspelled name, you’ll end up looking pretty silly.

Plus, a great cover letter that matches your resume will give you an advantage over other candidates. You can write it in our cover letter builder here. Here's what it may look like:

A pair of professional job application papers that complement each other, consisting of a resume and cover letter, crafted with the Zety resume generator using the Modern resume template, which includes a two-column layout and decorative rectangles in the header and footer areas.

See more cover letter templates and start writing.

Key Takeaway

That’s all you need to know on the subject of addressing cover letters.

Here are a few important points to remember:

If you're addressing your cover letter to a specific person, address them by their name and title. If not, consider addressing the cover letter to "Dear Hiring Manager" or "Dear Human Resources."
You can always start your cover letter with “Dear Hiring Manager,” but there are some alternatives, like "Dear Human Resources", or "Dear [Team] Manager."
If you’re not sure who to address a cover letter to, do your best to learn the hiring manager’s name.
Avoid informal salutations and salutation such as ‘Dear Sir or Madam’ and ‘To Whom It May Concern.’

Now you know how to address a cover letter correctly!

Got any questions on picking the right cover letter address in your situation? Let us know in the comments below!

About Zety’s Editorial Process

This article has been reviewed by our editorial team to make sure it follows Zety's editorial guidelines . We’re committed to sharing our expertise and giving you trustworthy career advice tailored to your needs. High-quality content is what brings over 40 million readers to our site every year. But we don't stop there. Our team conducts original research to understand the job market better, and we pride ourselves on being quoted by top universities and prime media outlets from around the world.

Frequently Asked Questions about How to Address a Cover Letter

How to address a cover letter.

If you know the hiring manager's name and gender, you can start a cover letter with, e.g. "Dear Lucy" or "Dear Ms. Lucy". Avoid using "Mrs." and "Miss" titles when addressing a woman unless you're sure that she prefers them over "Ms."

You can also address the hiring manager using just their last name or both the first and last name. If you know that they have a title like Dr., Professor, and so on, use it instead of their first name.

How to address a cover letter without a name?

How to address a cover letter to an unknown recipient? Skipping the cover letter salutation is one of the ways to solve this problem. You can start your cover letter with "Dear Hiring Manager". It's a much better solution than the generic "To Whom It May Concern" in your cover letter .

Who do you address a cover letter to?

When addressing a standard or an email cover letter , first try to identify the hiring manager's name. Always address your cover letter to the hiring manager —also when you know that it will go through the hands of a recruiter.

However, if you can't figure out the hiring manager's identity, you can also address your cover letter using a general salutation , e.g. "Dear Social Media Manager Hiring Team" or "To the Digital Marketing Recruitment Team". Skipping the cover letter greeting or starting with " Dear Hiring Manager " is also an option.

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How to Address a Cover Letter: Tips + Examples for Every Type

Learn how to address a cover letter under different circumstances and how to find a contact to send the letter to when you don’t have a name.

[Featured Image]: A woman with curly hair and in a yellow blouse is examining a cover letter she is working on.

When you're applying for a job or contacting an employer speculatively, the format of your cover letter will vary depending on whether you have a named contact and the reason for your letter. It's important that you address a cover letter properly as it's the first thing the reader will see, so you should strive to make a good first impression with it.

In this article, you'll learn what a cover letter is and why it's important along with tips on how to address different recipients for various types of cover letters.

What is a cover letter and why is it important?

A cover letter is a document sent in conjunction with your resume or application for a job opening. A great cover letter expresses your reason for applying and pulls together all the main evidence supporting why you're the best person for the job, as outlined in your resume, application, and any other supporting documents.

Each cover letter you write is highly tailored to the position you’re applying for and the hiring company. It should address essential criteria and elaborate on important points in your resume. Consider your cover letter to be your sales pitch. A great cover letter will be an invitation for a recruiter to read your resume or application.

Who do you address a cover letter to?

Your cover letter should be addressed to the person responsible for recruitment. If you don’t know the name of the person, there are ways to find out. Getting this can be the difference between your letter being read or lost in the pile, so follow the guidelines below to make sure you address your cover letter most effectively.

Addressing a cover letter with a name

If you have a name for your recipient, this is the best start. It means the letter will likely be delivered to the appropriate person, rather than get lost or sent to someone without the decision-making power you require.

A cover letter is a formal document, and so it should be addressed as such. The most professional way to do this is with “Dear.” For example:

Dear Mr. Miller,

Dear Ms. Jones,

Dear Dr. Lopez,

If you don’t know the person’s gender or preferred pronouns, you can use their first name. For example: “Dear James Miller.” Follow the salutation with a comma.

What about "Mrs."?

Traditionally, "Mrs." was used to address married women who took their partner's surname after they tied the knot. Today, though, it's less common in professional settings and likely best to avoid, unless your recipient has explicitly used it to refer to themselves in their correspondence with you.

For female identifying recruiters, u se "Ms." instead of "Mrs." in most cases. This will help ensure that you don't inadvertently offend your recipient, who may be unmarried or who is married but didn't adopt their partner's last name.

Addressing a cover letter to a recipient with a professional title

If the recipient of your cover letter has a professional title, always include it. Someone with a PhD will be "Dr." rather than "Mr./Ms." This also makes things easier if you are unsure of which personal pronoun to use.

Addressing a cover letter without a named recipient

When you're uncertain what the name of your recipient is, it’s definitely worth taking the time to find it. This is covered in more detail in our "First steps in determining a recipient" section below.

But, if you absolutely can’t find a name, address your cover letter to the appropriate department within the company or organization. For example: “Dear [Department] Hiring Team.” If you know the job title of the person you need to send your letter to and it’s just their actual name that eludes you, address their position instead. For instance: “Dear Head of [Department]” or “Dear Director of [Department].”

Addressing a speculative cover letter

When writing a speculative cover letter—one that isn't in response to a job posting—the principles are much like the above. You may or may not know the name of the person you're trying to reach. If you do, so much the better. Include the name.

The difference with a speculative letter is that you may have been given the name of the appropriate recipient by a mutual connection. If this is the case, mention that connection in your introduction. For example:

Dear Mr. Morris,

I was given your details by my former employer, Jenny Lee, of Brandenburg and Associates following news of the development of your new customer service department.

Addressing a cover letter sent by email

Addressing a cover letter to send via email is slightly different from a printed letter. A printed letter would include the address of the recipient and the date, which is not necessary in an email, as the letter will simply be the body of the email.

However, your email still needs to be as professional as a traditional cover letter. Use a formal way of addressing the letter, just as you would in a printed cover letter.

The subject line is all-important with an email cover letter in order to be noticed amid the hundreds of emails a recruiter might receive. Include your name, the job title you’re applying for or reason for contact, and what is included in the documents you're sending. An example of an appropriate email subject line might be:

Helen Williams – Marketing Manager Position – resume and cover letter

If you have a recipient’s name but you're sending your email to an ‘info’ address, you can include ‘ FAO ’ (For the attention of) in your title:

FAO Mark Booth – Helen Williams – Marketing Manager Position

How to find the right recipient

If you don’t have a recipient for your cover letter, you'll need to do some research. It might even be the case that you have a name, but not an email address. Here are some tips for hunting down elusive contacts and their addresses.

1. Research websites

Check out the company website and social media sites. Use Google to piece together what you know and find details on lesser-known websites, such as About pages. For example, if you know the desired department to contact, you can search for, “Head of Marketing for [Department]” and see what it brings up.

If you have a name but no contact address, you can search your contact: “Mr Jones, Head of Marketing at [Company].” You may be lucky enough to find a social media page this way, if not a contact email address.

2. Call the company

The good old-fashioned telephone is an excellent way to find out a contact for your cover letter. Call the company, explain why you are calling, and ask them to whom you should send your cover letter and resume.

3. Check LinkedIn

LinkedIn is a great tool for finding people thanks to its built-in and highly effective search function. You can search by the person's name if you have one, and for more advanced searches, you can even add in the company and location. If you find the person you’re looking for, you will see a ‘Contact info’ link on their profile under their name, so you can attempt to message them and ask.

If you don’t have a name, you can search the company and see who is listed as an employee. If the person you want isn’t listed, you may be able to contact someone in a related department, such as HR, and ask for assistance. You may even be able to get an introduction from a mutual connection.

Read more: Letter of Introduction Writing Guide + Samples

Formatting your cover letter

The format of your letter is as important as who you send it to. When you’ve put in the effort of tracking down the most appropriate recipient, you’re going to want the rest of the letter to stand out, too.

Address and date

Your letter should be professionally formatted with your name, address, phone number, and email address in the top left. On the next line down, add the date, followed by the name and address of the recipient. As with any document, you begin writing the cover letter with ‘Dear [Name]’ on the left of the page.

If you are sending your letter digitally, which is far more common these days, your letter should be in the body of the text and you need to include the date, your city/state, phone number and email address at the top, but not the recipient's name and address.

Cover letter template

Using a cover letter template can be very helpful. Generally, cover letters follow the same format (aside from the address at the top) and should ideally be no longer than a page, whether they are printed or emailed. Feel free to download this cover letter template for your use.

Get started

When deciding how to address a cover letter and who to send it to, your efforts in finding the right person and formatting your cover letter professionally can help you get the interview you're looking for. For further help on crafting cover letters that get you noticed, you can check out the Writing Winning Resumes and Cover Letters course offered by the University of Maryland on Coursera.

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This content has been made available for informational purposes only. Learners are advised to conduct additional research to ensure that courses and other credentials pursued meet their personal, professional, and financial goals.

How to Address a Cover Letter When Applying for a Job

While addressing your cover letter may seem like a small part of your job application, your salutation may be the first thing an employer reads on your application. An appropriate opening can leave a good first impression and set the tone for a successful application that engages the interest of an employer. This article explains how to address a cover letter depending on the information available to you about the job you are applying for.

Who should you address a cover letter to?

While you may not be certain who will read your cover letter when applying for jobs, there are a few best practices for addressing a cover letter. Unless a job description includes information on a different person to send application materials to, you should address your cover letter to the hiring manager for the position. ‘Dear Hiring Manager’ is an appropriate greeting for situations when you don’t know the hiring manager’s name, but seeking out details about the team you would be working with shows that you have a strong interest in the company and pay attention to details.

Methods for finding the hiring manager’s name

The following methods can help you find the hiring manager’s name when applying for a new job:

Check the application materials

Sometimes a job posting or other application materials have the name and title of the person reviewing your application listed. Many companies include information about who to contact in order to streamline the job search process, so read the job listing carefully for any instruction on who to address your letter to. Look at email addresses or social media profiles linked to the posting and see if the hiring manager’s name is listed. If you previously communicated with someone at the company about your application, consider reaching out and asking who you should address your cover letter to.

Look at the company website

Some companies keep a list of key employees or even a full directory of their employees available on their website. They may have a separate careers page with information on a hiring manager, or you may be able to find the name of a human resources representative for your position. Look for who the managers are for the department are applying to work with and determine who would work most closely with your position. You can also search for the company online and find outside information on their hiring structure.

Call the business

You can call the front office of a company and ask for the name of the contact person for the position you are applying for. Be sure to call during business hours and be as specific as possible so that you get the name of the correct person. If you are still not able to confirm the name of a contact, the company will likely expect applicants to use the name of their hiring manager’s position or even leave off the greeting entirely.

How to address a cover letter

Use these steps as a guide toward addressing your cover letter:

1. First, verify your information

Once you have the name or title of the person receiving your cover letter, make sure that all of your information is accurate. Do a quick search to see if they have any honorifics such as Dr. or Prof. that you can include in your greeting Avoid using gendered language such as ‘Mr.’ or ‘Ms.’ unless you have confirmed that they prefer to be addressed by that term.

2. Second, choose a salutation

Including a salutation is optional and based on personal preference. One option for beginning your cover letter is to simply list the name of the hiring manager followed by a comma. ‘Dear’ followed by their name and a comma is also a professional way to open your greeting. You should avoid less casual greetings such as ‘hey’ and ‘hello.’

3. Third, use a consistent format

When addressing your cover letter, use the same font and style as the rest of your application materials. Your greeting should be above the body of your letter and below a header that includes your name and contact information. Use consistent spacing before and after the greeting to make the letter easier to read for the hiring manager while devoting most of the page to the content of your letter.

4. Lastly, proofread

Every time you send out a cover letter, proofread every part of it including the address. Proofreading can help you avoid accidentally sending one company a cover letter with another company’s hiring manager listed in the greeting. Confirm the spelling of any names or titles and have another person check your work for typos. You should also make sure that you are using proper capitalization for their name and title.

Template for how to address a cover letter

Here is a brief template you can use when crafting a new cover letter or adding to an existing one:

[First name] [Last name] [Address] [City, State ZIP code] [Email] [Phone number]

Dear [Honorific]. [First name] [Last name],

Examples of how to address a cover letter

These are all examples of an acceptable greeting for a cover letter:

Dear Hiring Manager,
Dr. Alison Choudary,
Dear Human Resources Manager,
Dear Revolve Marketing Team,
Dear Prof. Rivera,
Dear Sierra,
Ms. Cleo Thet,

Regardless of whether you can find the name of the hiring manager or not, you can still include a professional greeting when addressing your cover letter. While the way you address your cover letter will not likely convince someone to hire you, a greeting with dated or unprofessional language can easily discourage a hiring manager from taking your application seriously. You can use only a first name or add a salutation and honorific depending on your preference.

Tips for addressing a cover letter

Use these tips to make sure your greeting is relevant and appropriate to the position:

Avoid phrases like ‘to whom it may concern’ or any other excessively formal language when possible.
Consider addressing the team you will be working with as a group if you do not have the name of your contact for the job.
If you have already communicated with the hiring manager, look at their email signature to see how they prefer to be addressed. For example, if the hiring manager signs their emails as ‘Mr. Dunlap,’ that is an indication that you should call him that as opposed to his full name.
When writing your cover letter or adapting it for a new position, make sure that every section including the greeting is professional and purposeful.

Choose Your Test

Sat / act prep online guides and tips, how to address an envelope (photos included).

General Education

Addressing an envelope to mail a letter isn’t really a common task anymore. (Thanks, email!) But there’s always a chance a situation might pop up where you need to know how to properly address a letter envelope. Everything from sending out wedding invitations to paying bills requires you to know how to address envelopes.

If you don’t know how to address an envelope, you’re in the right place! This article will tell you everything you need to know about addressing an envelope if you’re sending letters in the United States . In this article, we’re going to cover the following info:

A full explanation of how to address a letter envelope
A detailed example of how to write address on letter envelopes (photo example included!)
Descriptions of how to address letters in specific circumstances, including PO boxes, apartment addresses, and overseas letters to the U.S.

Are you ready to learn how to address an envelope? Then let’s get started!

How to Properly Address an Envelope: The Basics

Addressing an envelope is pretty simple once you understand the overall format. Let’s start with the most basic thing you need to know about how to address an envelope: which part of the envelope you write on !

An envelope has a front and back side. The front of an envelope is blank, and the back of an envelope has a flap and seal. You write and place your stamps on the front of an envelope.

Once you’ve checked to make sure your envelope is in the right position, you’re ready to start addressing it. So what is the proper address format for a letter? There are three components to addressing an envelope: the recipient’s address, the return address, and the postage. We’ll start with explaining how to address letters to recipients in the U.S. and cover how to address letters to Canada later.

The recipient's address goes in the center of your envelope, right in the red square. (FYI: there won't be a red square on your actual envelope.)

Writing the Recipient’s Address

The recipient’s address is the address that you want your letter to be sent to. You write the recipient’s address horizontally and vertically centered, or right in the middle of the front side of the envelope. To write the recipient’s address properly, you need the following information:

The recipient’s full name
The recipient’s street address
The recipient’s city, state, and zip code

When you write the three parts of the recipient’s address, each part listed above gets its own line. A properly formatted recipient’s address will look like this on an envelope:

Mortimer Smith 1234 Street Name St. City, State Zip Code

In the example address above, you see that the recipient’s name appears on the first line of the address. Below that, you write the recipient’s street address. On the bottom line, you write the recipient’s city and state, separated by a comma, and the recipient’s zip code at the end.

This is how you write the recipient’s address on an envelope when the recipient just has a basic residential address. We’ll talk more about how to write more complicated addresses (like apartment buildings and PO boxes) a bit later.

The return address on your envelope should be in the top left corner. (Basically it should end up where the red square is on this example!)

Writing the Return Address

The return address is the other main piece of a properly addressed letter . The return address is typically the same as the sender’s address. It’s called the return address because if the recipient can’t receive the letter for some reason, it will be returned to the sender. That way your letter--or your bill!--doesn’t just disappear.

Most of the time, the return address will be your home address. The return address should be written in the upper left hand corner of the front of the envelope. Like the recipient’s address, the sender’s address is broken down into three pieces that are written on separate lines. The sender’s address should usually look like this:

Mickey Mouse 90 Main Street Orlando, Florida 32825

So, just like the recipient’s address, the return address should include your name or the sender’s name on the first line, the sender’s street address on the second line, and the sender’s city, state, and zip code on the third line.

The stamp on your envelope should go in the same spot as the stamp on this one. Just make sure you're using the correct postage!

Adding Postage

You probably already know that sending letters costs money in the form of stamps or other postage. If you’re mailing a letter from home, you’ll need to purchase stamps to add to your letter to cover the cost of mailing it. Most of the time, you can purchase stamps when checking out at the grocery store or from your local post office.

When mailing standard letters within the United States, you usually only need to include one Forever stamp . Bigger envelopes or packages may require additional postage.

So where do you place stamps on an envelope? Stamps should be placed in the upper right hand corner of the front of an envelope . People usually try to place the stamp pretty close to the edges of the envelope.

Some people prefer to mail letters directly through the post office. If you choose to do this, you can take your letter to the post office and have them handle the postage. When the post office adds postage to your letter and mails it for you, you’ll just pay the post office instead of buying stamps.

Keep in mind that the number and type of stamps you’ll need depend on what you’re mailing. An average letter will require a different number of stamps than a manila envelope full of heavy documents. If you’re ever unsure about how many stamps you should put on your envelope or what the best way to mail your letter is, you can always call and ask your local post office or check the USPS website .

Sending a letter to Canada? Follow the special instructions below.

How to Address a Letter to Canada

You may have a situation where you need to address a letter to Canada. Addressing a letter to Canada is very similar to addressing one to a U.S. recipient, but there are a couple of differences you need to know.

There are four lines that you need to include in the recipient’s address for a letter to Canada :

The street address
The city, province, and postal code
The name of the country

So a letter envelope addressed to a recipient in Canada would look like this:

David Rose 567 Walnut Street Toronto ON MSV 1J2 Canada

Now, let’s talk about how this Canadian address is different from a U.S. address. First, Canada has provinces instead of states. This means you’ll need to know the Canadian province that the recipient lives in. In the example address above, “Toronto” is the city in Canada where the recipient lives, and “Ontario” is the province.

Postal codes also look a little bit different in Canadian addresses. In this example, the postal code, “MSV 1J2” appears at the end of the third line of the address. Unlike U.S. postal codes, Canadian postal codes include both letters and numbers. Be sure to pay close attention when writing the postal code to ensure the letters and numbers are in the correct order. If you aren’t sure which province the recipient lives in or what their postal code is, you can look it up on the USPS website or the Canada Post website .

Finally, the name of the country should be written on the fourth and last line of the recipient’s address. If you’re sending a letter to Canada, just write “Canada” on the fourth line! That’s the last step to writing the recipient’s address on a letter to Canada.

You’ll also need to include a return address in the upper left hand corner of your envelope. It should be formatted just like the return address on any other letter: your name appears in the first line, your street address in the second line, and your city, state, and zip code in the third line.

The only major difference in writing the return address on a letter to Canada is that you will also need to include your country on the fourth and last line . So if you’re writing from the U.S., you will simply write, “United States” on the fourth line.

The last thing you’ll need is postage . Postage rates from the U.S. to Canada can vary based on the size and weight of the letter and the location you’re mailing to and from. To find out the correct number of stamps or cost of postage, use the Canada Post Rate Calculator .

How to Write Address on Envelopes: Picture Example

When it comes to how to address an envelope, having a visual example can help you know you’re getting it right. Here’s an example of what a correctly addressed envelope looks like:

This example includes the recipient’s address, return address, and location of postage. You can use the spatial layout of this example as a guide too. The return address and recipient’s address on your envelope should be in about the same place as the ones you see in this example.

4 Other Examples of How to Fill Out an Envelope

Now that you know the basics of how to address an envelope, let’s look at some specific types of addresses. Formatting addresses for mailing can differ depending on the type of residence of your recipient and where you’re mailing from. We’ll cover the basics of how to write an envelope address for PO boxes, apartment buildings, businesses, and U.S. recipients from overseas senders below.

How to Address a Letter to a PO Box

When it comes to how to write an address on an envelope for a PO box, there are a few things you need to know. A PO box, or post office box, is a lockable box that’s located in a post office . Some people choose to receive their mail at PO boxes, and some countries only use PO boxes to deliver local mail. If your recipient has a PO box, you have to include that info in the address on the envelope.

To address an envelope to a PO box, you’ll replace the street address information with the PO box number . If you’re writing the address with a PO box on an envelope, it should look like this:

Lara Jean Covey PO Box 123 Portland, OR 97214

In the example above, the PO box and the box number replace a normal street address. Including the correct PO box number ensures that your letter gets to the right place!

How to Address a Letter to an Apartment Building

To properly address an envelope to an apartment building, you need to include the street address, the building number, and the recipient’s unit number.

When addressing an envelope to a recipient who lives in an apartment, the address should look like this:

Rachel Green 90 Bedford St, Building A, Apartment 2 New York, New York 10014

In this example, the street address appears on the second line, followed by the apartment building number and the number of the recipient’s apartment unit.

With all of that information, addresses for apartments can sometimes be a little long. If you can, try to fit all of the information about the street address, building, and apartment number on the second line. If it gets too long, move the building and apartment number to the third line.

If you aren’t sure about how to write the recipient’s address, you can always call their apartment complex to get this information, or check with the U.S. Postal Service.

How to Address a Letter to Someone in an Office Building

Correctly addressing an envelope to a person at a company ensures it will end up in the right hands. When addressing an envelope to someone who works in an office building, you need to include a couple of extra elements on your envelope.

When writing out the recipient’s name and address, you should include the abbreviation “Attn” followed by a colon before the recipient’s name, like this:

Attn: Michael Scott

“Attn” stands for “attention,” which means that the letter should be brought to that person’s attention within the company!

Below the company name, include the name of the recipient on the next line. The company’s address goes on the line below that. The company’s delivery address will most likely include the company’s street address and the suite number of the recipient. On the fourth and final line, write the city, state, and zip code.

The full recipient address on a business envelope should look like this:

Dunder-Mifflin Paper Company, Inc. Attn: Michael Scott 1725 Slough Avenue, Suite 4 Scranton, Pennsylvania 18505

You may see something like “C/O" in front of the recipient’s name instead of “Attn” in some examples. That’s okay: the “C/O" means “care of,” and it works exactly the same way as “Attn.” Both “C/O" and “Attn” will ensure your letter goes to the right recipient when you’re sending a letter to a business address.

The return address on a business envelope should read exactly like the return address on regular mail. And when it comes to postage, check with the U.S. Postal Service. If you’re mailing larger envelopes, you might need multiple stamps or postage.

How to Address a Letter to Someone in the U.S. From Overseas

If you’re mailing a letter to the U.S. from another country, you have to include a couple of extra elements on your envelope. The main things you need to include on an envelope to someone in the U.S. from overseas are the name of the country and international postage.

An address on an envelope to someone in the U.S. from overseas should look something like this:

Olivia Pope 1111 Pennsylvania Avenue Washington, D.C. 20500 U.S.A

So when you write a letter to a U.S. recipient if you’re out of the country, you include the recipient’s name in the first line, the street address in the second line, and the city, state, and zip code in the third line. The one additional thing you must include is the name of the country in the fourth line of the address.

What about if you need to mail a letter from the U.S. to another country? Depending on the mailing service you’re using, there may be additional forms you need to fill out in order to send your letter. You can find out the requirements for mailing to different countries by checking the USPS Global Express website . You might consider using a service that assigns tracking numbers to letters and packages. That way you can ensure your letter arrives at its destination successfully.

You also need to include the right kind of postage for international mailing. You can purchase international stamps from your post office. These are the kind you will need to send international mail to the U.S. You can find out the correct postage for your letter by checking the USPS postage rates and prices website . Global Forever international postage stamps currently cost $1.20 apiece.

What’s Next?

One type of letter you may have to address during your college application process is a letter of recommendation . You can learn all about letters of recommendation in this article !

Not all letters of recommendation are equal, though . Here’s an example of what a great letter of recommendation should look like .

Did you know you may need letters of recommendation for your job search, too? Here’s a rundown of what a professional letter of recommendation looks like ...and helpful tips about asking for them.

Ashley Sufflé Robinson has a Ph.D. in 19th Century English Literature. As a content writer for PrepScholar, Ashley is passionate about giving college-bound students the in-depth information they need to get into the school of their dreams.

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Resume and Cover Letter
How to Address a Cover Letter...

How to Address a Cover Letter to Recruiter or Hiring Manager

5 min read · Updated on November 24, 2021

Knowing how to effectively address a cover letter makes you a very visible and appealing candidate.

Did you know that the cardinal rule of cover letters is personalization? It impresses a hiring manager or recruiter because it tells them you took time to research the specific information for the letter rather than sending a generic version.

What many people forget, however, is that the greeting or salutation in a cover letter must also be personalized with the hiring professional's first and last name whenever possible.

There are several effective ways to find the hiring manager's name for your greeting — and some acceptable back-up strategies when you can't. Either way, knowing how to address a cover letter effectively can prevent you from ending your hiring chances before they even begin.

When you know the hiring manager's name

More often than not, you'll be given the name of the hiring professional or the manager that you'll work for. Whoever it is, use their full name (first and last name) in the greeting.

If you cannot definitively tell the gender of the hiring person, do not use a gender-based title such as “Mr.” or “Ms.” in the greeting. Instead just use the person's full name.

For example, Alex Johnson could be male or female. To avoid a gender mistake, use Dear Alex Johnson, Hello Alex Johnson, or simply Alex Johnson .

However, professional titles such as “Professor” or “Dr.” are definitely acceptable as a cover letter salutation and should be used as a sign of respect. Be on the lookout for these and other titles to include.

How to find a hiring manager's name for your cover letter

If you're not given the name of the hiring manager, here are some effective ways to discover their name by using:

The job description: Check this document for the hiring manager's name. While it's not generally listed, you never know. If it's not obvious, there's also a trick to quickly discover an email in the job description that might contain the name; while in the document, press Ctrl +F or run Command + F and search for the @ symbol.

An email address: If you discover an email address, it may not have a full name but rather a first initial and last name or just a first name like [email protected] or [email protected] . A Google search combining the person's name as shown in the email and the company name might find you the person's full name.

A LinkedIn post: A name connected to the LinkedIn job posting is probably that of the hiring professional who posted it, so use that name in your greeting.

The supervisor's title: It's more likely that a job description will list who the new hire will report to — such as the director of accounting — without listing a name. In this case, there are several search options:

Search the company's website for listings of staff members by title.

Run an advanced LinkedIn or Google search for all directors of accounting at that specific company.

Check with your network for someone who might know the person's name or search the appropriate professional networking sites.

Contact the company by phone or email. Tell them you're applying for [job title] and want to address your cover letter to the right person.

In the end, this research can be the difference between making a great first impression and getting noticed for the position — or getting totally ignored by the hiring manager.

Acceptable options in lieu of a name

If you try the steps above and come up empty, there are still some alternative greeting options that will put you in a professional light.

The idea is to show that you've read the job description and tailored your greeting based on the company department where the job is located, the hiring manager's title, or the team with which you'll potentially work.

Some good examples include:

Dear Head of Design

Hello IT Department

Dear Accounting Manager

To Company ABC Recruiter/Hiring Professional

Hello Marketing Hiring Team

Dear Customer Support Hiring Group

Dear Human Resources

If you still can't find any specific name or department information, go with “Dear Hiring Manager.” It sounds professional and it's not gender-specific. In fact, a recent survey of over 2000 companies by Saddleback College showed that 40 percent preferred “Dear Hiring Manager” as the best greeting when a manager's name can't be found.

“Dear Sir or Madam” is another option that works because it's gender-neutral and respectful. However, it sounds a bit old-fashioned and may signal a hiring professional that you're an older worker or just not aware of other greeting options. It's perfectly acceptable, but the better choice is “Dear Hiring Manager.”

In the end, an actual name or any of the alternative examples will let you stand out from the crowd, so do your best to find and use those whenever you can.

Never leave the greeting blank

Whatever information you may or may not find, it's important to never leave your greeting line blank.

A blank greeting line can make you come across as lazy or rude, or imply that you simply don't understand how to write a cover letter — all of which will immediately put you out of contention for the job. There's no reason to leave the greeting blank when there are so many options that can be used effectively.

When you spend the time and effort to personalize your cover letter, you don't want to come across as “just another candidate” by using a generic greeting or no greeting at all.

A personalized greeting will impress any hiring professional, increasing the chance they'll read your entire cover letter — and ask you for an interview.

Not sure if your cover letter is cutting it? Our writers don't just help you with your resume .

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How to Address an Envelope to a Prospective Employer

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Proper Way to Write a Cover Letter

Difference between a reference & recommendation letter, how to create a download file for a resume.

How to Greet Someone When You Email Your Resume
Email Format for a Follow-Up Resume

When you send a letter to a prospective employer, you have two goals: You want to make sure it gets delivered to the correct person in a timely manner, and you want to make the right impression on the person receiving it. Whether you’re sending a job application, resume, materials requested after an interview or an interview follow-up thank-you letter, it’s important to know how to properly address the envelope.

Get the Correct Information

To begin with, make sure you get the correct name and title of the person you’re sending the letter to. In some cases, you might be sending in a blind letter, meaning you don’t have the name of the person who needs to get it. This often happens when you’re replying to a want ad or sending in a resume cold.

If you’re not sending a blind letter, see if you can find the person’s LinkedIn profile. This will have their name and job title posted the way they want it known. People don’t always update their LinkedIn profiles, however, so search the company’s website for a staff directory to confirm the details, as well. The person might have changed jobs and hasn’t updated his title, or the company website might list someone who has since left.

You can also call the company and ask to speak with the human resources department, asking to confirm a particular employee’s name and title and any address information you need to know (such as a department name, floor number or suite number).

The Return Address

Put your return address in the upper left-hand corner of your envelope. Use the same name and address as you use on your cover letter stationery and resume. Envelopes often get tossed, especially if the person receiving the letter has an assistant who opens and sorts her mail for her. However, the recipient might request envelopes that come with resumes or other items from job candidates so she can check on their professionalism.

For this reason, you might want to use your printer to create a return address sticker (as well as a recipient address sticker), rather than hand-writing the addresses. You can buy address labels at your local office products store or buy them online.

The Recipient Address

Use the recipient’s name and title, using an honorific prefix if you think it’s appropriate, recommends Mvorganizing.org . For example, you might address the letter Mr. Robert Smith or Ms. Maria Delgado. If you use “Mrs.” or “Miss,” you increase the chances of offending the recipient, so stick with “Ms.”

While more and more people are asking to be recognized by new gender designations, it’s a recent-enough phenomenon that professionals who don’t use a gender probably won’t be personally offended if you don’t know them and use “Mr.” or “Ms.”

If you are sending a blind letter, do your best to designate who should get it. For example, you might write, “Human Resources Director” and then the company’s address. If you want to get directly to the person who will be your boss (and bypass HR), you might address the letter to “Marketing Director” and the name of the company.

If possible, try to find the correct title at this company for a position. In the case of marketing, it might be “Chief Marketing Officer” or “Communications Director.”

If you are responding to an ad for a nonprofit organization or other entity that is using a committee to hire for a position, you might address the letter with the position name and “Search Committee”; for example, if you're applying for a managing editor position, you might use “Managing Editor Search Committee.” You would address your letter that way in the address area and then use the salutation, “To Whom It May Concern,” or “Dear Committee Members” on your cover letter.

If the person is a doctor, use that title whether it’s a medical doctor, Ph.D. or other professional, such as a doctor of optometry – anyone who has earned any type of “doctor” title likes it being used. Do not use both a title and abbreviation, such as Dr. Douglas Melzer, OD (skip the OD).

You don’t need to include a person’s professional identifier, such as Lysa Parker, CAE. Those are usually self-identifiers people use to let others know their professional status. So, Dr. Jonathan Smith, is acceptable, but Jonathan Smith, Ph.D., isn’t appropriate.

Add as much information as possible, such as the department name, suite number and ZIP + 4 number if you can find it. No matter how common someone’s name seems, look it up and verify the spelling. Many a John Smythe has received letters addressed to John Smith.

The Basic Format

There is no “correct” job application letter envelope format accepted by everyone. However, in most cases, your envelop address setup should look like this:

Ms. Maria Delgado

Human Resources Director

ABC Company

222 Main Street, Suite C

Atlanta, GA 30306

If you're not using an oversized envelope and are folding your letter to fit into a regular #10 envelope, use the same stationery for the cover letter, resume and envelope if you can, recommends Northern Arizona University .

Mvorganizing.org: How Do You Address a Prospective Employer on an Envelope?
Northern Arizona University: Cover Letter Example
Emily Post: Professional Title Etiquette: When to Use Your Dr. Title
Editing and Writing Services: Titles Used in Articles and Correspondence

Steve Milano is a journalist and business executive/consultant. He has helped dozens of for-profit companies and nonprofits with their marketing and operations. Steve has written more than 8,000 articles during his career, focusing on small business, careers, personal finance and health and fitness. Steve also turned his tennis hobby into a career, coaching, writing, running nonprofits and conducting workshops around the globe.

How to address someone when seeking employment in a letter, how to address a cover letter to human resources, good salutations for cover letters, how to address a blind cover letter on a website, how to mail a cover letter & resume for jobs, how to do a resume cover letter that isn't addressed to a person, should your cover letter be addressed to a particular person, how to address cover letters with multiple names, what if i don't know whom to send a cover letter to, most popular.

1 How to Address Someone When Seeking Employment in a Letter
2 How to Address a Cover Letter to Human Resources
3 Good Salutations for Cover Letters
4 How to Address a Blind Cover Letter on a Website

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How to address an envelope to friends, family and everyone else

We might be living in an age of text messages and emails , but there’s still no substitute for sending snail mail.

For example, while an evite to a party or event might be convenient, it wouldn’t be the same to request someone's presence at a wedding through an electronic message.

Same goes for a thank-you note or sympathy card .

So, even though it may seem old-school, knowing how to address an envelope properly is a skill everyone should have, especially if you’re sending a formal invitation or professional letter.

Even if you’re addressing an envelope to family member, friend or neighbor, getting it right matters.

“Addressing an envelope takes some thought to do it properly,” Diane Gottsman , a national etiquette expert at the Protocol School of Texas, tells TODAY.com.

“I always use the name of the person, including an honorific when appropriate,” Gottsman says. “Do not abbreviate the city and state for a formal envelope and make sure and include a return address.”

And if you’re sending out formal invitations, holiday or Christmas cards , Gottsman says to avoid using labels.

Want more pointers? Keep scrolling for a helpful guide on proper mailing etiquette.

How to address an envelope

Write the return address in the top left corner.
Write the recipient's address slightly centered on the bottom half of the envelope.
Place the stamp in the top right corner.

There are two addresses that are typically seen on the envelope, but only one is technically required: the recipient's. The sender's address isn't necessary, but it is recommended. If there are any mistakes that prevent the delivery of the letter, the lack of a return address means the post office will be unable to send it back in order to fix any problems.

How to write the sender's (return) address

Start with your full name.
Write your street address on the next line. Use two lines, if needed.
Follow that line with the city, state and ZIP code of your address.

How to write the recipient's address

For informal letters, follow the same format as the sender's address.
If sending a letter to someone at a specific business, the first line should be the company's name.
In the next line, follow "ATTN:" or "c/o" with the individual's name. If the letter is not to someone at a specific business, the first line should simply be their name.
The next lines two should be the street address, city, state and ZIP code.

How to format military addresses (APO, FPO, DPO)

Even though they follow the same format as regular addresses, military addresses don't use the city and state names that many are used to.

The city name will be either APO (Air/Army Post Office), FPO (Fleet Post Office) or DPO (Diplomatic Post Office).
For the state, AA (Armed Forces America), AE (Armed Forces Europe) and AP (Armed Forces Pacific) are used, depending on the duty station.
The ZIP code is the same, but sometimes the extra four number code is required for delivery.

How to write an international shipping address

If sending a letter to an overseas address that isn't military, the address format typically stays the same — just with the addition of the country name as the last line.

Some countries place the ZIP code in front of the city and country but it varies from country to country, so just check to be sure.

How to find the "ZIP+4" code

If you're unsure of the extra four-number code, USPS has a ZIP code lookup tool on their website .

Choose to look up the ZIP code by address and enter all the required information.
Press "Find" and USPS will give you the ZIP+4 code.

How many stamps should you use

Placing the stamp is easy, but knowing which stamps and how many to use is the hard part.

For a standard 1-ounce letter being shipped anywhere in America, Forever stamps are recommended because you'll always be able to use them regardless of future stamp price changes.

Every ounce over one costs 15 cents, so you'll have to use Additional Ounce stamps for every extra ounce. Two-ounce stamps are also an option.

If you're sending a postcard, don't cheat yourself with the Forever stamps. Postcards have their own stamps that are normally cheaper.

For international addresses, Global Forever stamps are used and just like the Forever stamps, you can use them whenever, regardless of price adjustments.

Irregular-shaped envelopes that may be used for square wedding invitations or graduation announcements require different stamps called non-machinable stamps. Because the square envelope can't fit the machine for automatic processing, the stamp costs a little extra to account for the non-machinable surcharge.

With the appropriate stamp, accurate addresses for both the sender and the recipient, and the right placement of all three on the envelope, your letter is ready to be sent!

Sarah is a lifestyle and entertainment reporter for TODAY who covers holidays, celebrities and everything in between.

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Education and Communications
Addressing Envelopes

How to Write an Address on an Envelope

Last Updated: August 11, 2022 References

This article was co-authored by Tami Claytor . Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification. This article has been viewed 3,946,525 times.

Addressing an envelope correctly helps get your letter to the correct destination on time. Many people don't realize that there's a "right" way to address an envelope; if it arrives at the right place, you did it correctly... right? Unfortunately, this is not the case. If you're writing an address on an envelope to a business contact, it's especially important to write it correctly so that you are professional. This is a skill that you'll likely use time and time again for work, so you'll want to do it correctly.

Sample Envelope Template

Personal Letter (United States)

Step 1 Write the name of the recipient on the first line.

Include any necessary titles. You can probably skip titles for close friends and family members, but you might consider including them for government officials, military personnel, doctors, professors, or elderly people. For instance, if you were addressing a letter to your elderly aunt Polly who was widowed many years ago, you might call her "Mrs. Polly Jones."

Step 2 Place the letter in the care of someone else (optional).

Write "c/o" before the name of the person who does live there, the hotel, the hostel, etc.
For instance, if your aunt Polly is staying with a cousin for a few weeks and you're sending her a letter there, you might write "c/o Henry Roth" below her name.

Step 3 Write the street address or post office box number on the second line.

For example, if your friend lives on 50 Oakland Avenue in apartment #206, write, "50 Oakland Ave, #206."
You can use some abbreviations for the type of street it is, as long as you use them correctly. You can write blvd instead of boulevard, ctr instead of center, ct instead of court, dr instead of drive, ln instead of lane and so on. [1] X Research source
If you're addressing a letter using a PO box, there's no need to include the street address of the post office. Based on the ZIP code, the postal service will know where the PO box is.

Step 4 Write the city, state, and ZIP code on the third line.

You can use a 9-digit ZIP code, though you don't have to. Five digits should be enough.

Step 5 If you're mailing from another country, write "United States" on the address.

Professional Letter (United States)

Write the recipient's position after their name (optional). For instance, if you're writing the director of marketing, you might say "Paul Smith, Director of Marketing" on the first line.
Write "Attn:" followed by the person's name if the person occupies a single desk or office at an address, if you like. For example: "Attn: Shirley Shatten." If you're submitting your work to a journal and do not know who the fiction editor is, write, "Attn: Fiction Editor" to make sure your submission ends up in the right place.

Step 2 Write the name of the organization on the second line.

United Kingdom

Note that in Ireland, the word "county" comes before the name, and is abbreviated "Co." So, for example, if you're sending a letter to County Cork, you'd write "Co. Cork" on the envelope.

Step 6 Write the name of the country (if applicable).

Most of Europe

Include any necessary titles. You can probably skip titles for close friends and family members, but you might consider including them for government officials, military personnel, doctors, professors or elderly people.

Step 2 Write the name of the house on the second line (if applicable).

Other Countries

Step 1 If the country you are looking for isn't listed here, check out an online database of international address formats.

Community Q&A

If mailing across borders, write the name of the country in all caps as the very final line. You could also use the country abbreviation — for instance "UK" instead of "United Kingdom." Thanks Helpful 0 Not Helpful 2
Use the extended version of the postal code to speed the delivery of domestic mail. In the US, this is a 4-digit extension (ex. 12345-9789). Thanks Helpful 0 Not Helpful 0
Write the recipient's grade and full name (including middle initial or middle name) on the first line.
On the second line, write the CPS number, unit number or ship name.
On the third line, military addresses use an APO (Army Post Office) or FPO (Fleet Post Office), then a regional designation such as EYE (Europe, the Middle East, Africa and parts of Canada), AP (the Pacific) or AA (the Americas and parts of Canada) followed by the postal code.

Avoid placing tape over postage stamps. Postal processing equipment can't read the ultra-violet ink on a covered stamp and will return your mail. Thanks Helpful 14 Not Helpful 4

↑ https://www.usps.com/send/addressing-tips.htm
↑ https://www.usps.com/send/official-abbreviations.htm
↑ https://www.usps.com/send/international-addressing-tips.htm
↑ http://www.bitboost.com/ref/international-address-formats.html this database
How to Standardize a Manuscript in US or British Spelling
How to Write Letters to Soldiers

About This Article

If you’re sending a letter in the United States, the recipient’s address goes on the front of the envelope. Position the address approximately in the center of the envelope, near the bottom. Start by writing the recipient’s first and last name on the first line. If it’s a professional letter, you may want to include a formal title before their name, such as Mr., Ms., or Dr. In some cases, you may need to add some additional information below the recipient’s name and above the street address. For example, if you’re writing to somebody who doesn’t normally live at the address, you can put the letter in the care of the main resident. To do this, write something like “c/o John Smith” on the second line. Or, if you’re writing a professional letter, you might use the second line to write the recipient’s job title, such as “Director of Marketing.” If the address is an institution or a business rather than a home, write the name of the organization below the recipient’s name and title. On the next line, enter the street address. This usually includes the street number and the name of the street. If the address is located in an apartment building or an office building, you can also include the apartment, suite, or office number on this line. For instance, write something like, “57 Pinewood Ave., Apartment 3B.” If the address is a post office box rather than a physical street address, write the post office box number on this line instead. For example, “P.O. Box 1377.” Under the street address, write the city, state, and zip code. In an address, the name of the state is usually abbreviated to two letters. If you’re not sure of the right postal abbreviation for the state, you can always look it up online. For example, if you’re sending the letter to a Chicago address, this line would look something like “Chicago, IL 60637.” If you’re mailing the letter from another country, write “United States of America” or “USA” on the bottom line, below the city, state, and zip code. If you want to learn how to address a letter in different countries, keep reading the article! Did this summary help you? Yes No

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How to Send a Letter or Postcard: Domestic

Sending mail with USPS is easy! Our video will help you with most letters, cards, and postcards you send domestically (inside the U.S.), including U.S. territories and military bases in the U.S. and abroad.

For how to ship a package, see How to Send a Package: Domestic .

Send Mail: Step-by-Step Instructions

Step 1: Choose Envelope or Postcard

Envelopes are for sending flat, flexible things, like letters, cards, checks, forms, and other paper goods. For just 1 $0.68 First-Class Mail ® Forever ® stamp , you can send 1 oz (about 4 sheets of regular, 8-1/2" x 11" paper in a rectangular envelope) to anywhere in the U.S.!

No. 10 envelope compared to the minimum and maximum envelope sizes

Envelopes must be rectangular and made of paper to qualify for letter prices. Your envelope can be a maximum of 11-1/2" long x 6-1/8" high. (A standard No. 10 envelope is 9-1/2" long x 4-1/8" high.) You can fold what you put in your envelope, but it needs to stay flat—no more than 1/4" thick.

If you want to send letter-sized papers without folding them, you can use a large envelope (called a "flat"); the postage for flats starts at $1.39 . If your large envelope is nonrectangular, rigid (can't bend), or lumpy (not uniformly thick), you'll have to pay the package price.

TIP: If your envelope can't fit through USPS mail processing machines, or is rigid, lumpy or has clasps, string, or buttons, it's "nonmachinable" and you'll have to pay $0.44 more to send it. ( See additional postage in Step 3 .) You'll also have to pay more if your envelopes are square or vertical (taller than they are wide).

Postcards are for short messages that you don't need to put in an envelope. Save money using a $0.53 postcard stamp to send a standard-sized postcard anywhere in the U.S. Standard postcards are usually made of paper, are between 5" to 6" long and 3-1/2" to 4-1/4" high, and are between 0.007" and 0.016" thick.

Envelope and postcard with return address written in the top left corner and delivery address in the bottom center.

Step 2: Address Your Mail

Envelopes: Write your address (the "return" or "sender" address) in the top left corner. Write the delivery address (the "recipient" address) in the bottom center.

Postcards: Postcards come in different formats, so write the delivery address in the space it gives you (on the same side you write your message and put the stamp).

Print your return address and the delivery address clearly, in the correct spots, to make sure your mail is delivered on time.

Address Format Tips

Use a pen or permanent marker.
Do not use commas or periods.
Include the ZIP+4 ® Code whenever possible.

Write Sender Address

Write your address (the "return address") in the top-left corner. Include the following on separate lines:

Your full name or company name
Apartment or suite number
Full street address
City, State, and ZIP+4 Code

Write Delivery Address

Write the delivery address (the "recipient" address) in the bottom center of the envelope. Include the following on separate lines:

Recipient's full name or company name

If the apartment or suite number cannot fit on the delivery address line above the city, state, and ZIP+4 Code, place it on a separate line immediately above the delivery address line.

Write the sender's address in the top-left corner. Include the following on separate lines:

Full street address and apartment or suite number, if applicable

Special U.S. Addresses

Puerto rico.

Some Puerto Rico addresses include an urbanization or community code for a specific area or development. Addresses with an urbanization code, abbreviated URB, should be written on 4 lines:

MS MARIA SUAREZ URB LAS GLADIOLAS 150 CALLE A SAN JUAN PR 00926-3232

More Puerto Rico Address Examples

U.S. Virgin Islands

Virgin Islands addresses have the same format as standard addresses. The right abbreviation for this territory is "VI," not "US VI" or "USA VI":

MS JOAN SMITH RR 1 BOX 6601 KINGSHILL VI 00850-9802

Military and Diplomatic Mail (APO/FPO/DPO)

Mail to military and diplomatic addresses is treated differently:

Do not include the city or country name when you send something to an APO/FDO/DPO address in another country. This keeps your mail out of foreign mail networks.
Do include unit and box numbers if they're assigned:

SEAMAN JOSEPH SMITH UNIT 100100 BOX 4120 FPO AP 96691

More Details on Military Addresses

When you're done addressing your envelope, put what you're sending inside the envelope, then close and seal it (using the envelope's glue or tape).

Envelope and postcard, each with a stamp in the upper right corner

Step 3: Calculate Postage (& Add Insurance or Extra Services)

A First-Class Mail ® Forever stamp costs $0.68 and goes in the upper right corner of the envelope. (You can also use any combination of stamps that adds up to $0.68.)

If your letter is heavier or bigger, or if you want to add insurance or extra services like Certified Mail ® service, you'll pay more.

A standard postcard stamp costs $0.53 . (Large or square postcards will cost more.) Put the postcard stamp in the space provided near the delivery address.

Postage for letters mostly depends on weight and size/shape. You can weigh your letter with a kitchen scale, postal scale , at a self-service kiosk, or at the Post Office ™ counter.

TIP: As a rule of thumb, you can send 1 oz (4 sheets of printer paper and a business-sized envelope) for 1 First-Class Mail ® Forever ® stamp (currently $0.68).

The postage for a large envelope (or flat) starts at $1.39 for 1 oz.

Where Can I Buy Postage?

The Postal Store ® Shop online for all stamps and add-on postage for oversized or heavier envelopes.
Post Office Locations Buy stamps at Post Office locations , self-service kiosks , or at Approved Postal Providers ® such as grocery and drug stores.

TIP: If you're sending larger envelopes (flats) using Priority Mail ® or Priority Mail Express ® service, you can use Click-N-Ship ® service to pay for and print your own postage online.

Additional Postage

If your envelope weighs over 1 oz, you can buy additional postage in the amount you need:

Each additional 1 oz is $0.24, for letters up to 3.5 oz and large envelopes up to 13 oz.
Nonmachinable items, including envelopes that are lumpy or rigid, or have clasps, string, or buttons will cost $0.44 more to send. You'll also have to pay more if your envelopes are square or vertical (taller than they are wide).
You can also buy 1¢, 2¢, 3¢, 4¢, 5¢, and 10¢ stamps at The Postal Store .

TIP: Put the stamp on last; that way, if you make a mistake at any other point, you won't waste a stamp.

Calculate a Price

Add-On Services

If you want insurance, proof of delivery, signature services, or other optional services, you'll have to pay extra.

Our Insurance & Extra Services page has more details; some of the more common add-on services for letters include:

Certified Mail ® : Get proof that you mailed your item and that the recipient signed for it.
Registered Mail ® : USPS's most secure mail service–mail is processed manually, handled separately and securely, and signed for along every step of its journey. The recipient must sign for the mail to confirm delivery (or attempted delivery).
Return Receipt: You'll get a printed or emailed delivery record showing the recipient's signature. You can combine Return Receipt with other services, including Certified Mail, Registered Mail, Priority Mail Express ® service, and more.
Adult Signature Required: Only an adult (age 21+) can sign for the mail after showing a valid government ID .

Postage Options

There are several ways to get postage for your envelope.

The Postal Store ® --> ® and Priority Mail Express ® envelopes.
Post Office ™ Locations --> ® such as grocery and drug stores.

Send your letter or postcard from your mailbox, a blue collection box, or Post Office.

Step 4: Send Your Mail

Once your envelope or postcard has the correct addresses and postage, you can send it several ways, including putting it in your mailbox or dropping it in a blue collection box or at a Post Office ™ location.

Put your letter inside your mailbox and raise the flag (if you have one).
If you have a cluster mailbox, drop it in the outgoing mail slot.
Drop it off in a blue collection box.
Take it to a Post Office lobby drop.

Important Note: If your envelope has postage stamps and weighs more than 10 oz or is thicker than 1/2", you can't put it in a collection box; you have to give it to an employee at a Post Office location. See more details on What Can and Cannot be Deposited in a Collection Box?

Bonus: Sending Mail Pro Tips

The Postal Service uses high-speed sorting machines to help process and deliver 425.3 million mail pieces each day. Here are some extra tips to improve your mail sending experience:

Stay flexible : Don't send rigid (hard) objects in paper envelopes.
Sending embellished invitations (for weddings, graduations, etc.)? Get them hand-canceled or put them inside another envelope.
Need tracking? Learn about your options.

Flexible and flat items only (like paper or photos, less than 1/4 inch thick). Rigid or lumpy Items (like keys or flash drives) can tear your envelope.

Stay Flexible

Postcards, letter envelopes, and large envelopes (flats) all need to bend to fit through USPS ® high-speed sorting machines.

OK: Flexible, flat things like stickers, photos, trading cards, etc. should be okay—as long as your envelope stays flat, not lumpy, and less than 1/4" thick.
Not OK: Don't put rigid objects (like flash drives, coins, keys, hard plastic card cases, etc.) loose in unpadded paper envelopes: They could get torn out of the envelope, jam the sorting machines, cause a delay, or even get lost.

Instead, for rigid and odd-shaped objects (or things you don't want to get bent), we recommend using a padded envelope or small box and sending it as a package .

Sending Embellished Invitations (for Weddings, Graduations, etc.)

If you want to send a specially decorated envelope (like some wedding invitations):

You can pay the extra fee for nonmachinable First-Class Mail ® items, bring your mail to the Post Office™ counter, and ask the retail associate to hand-cancel your embellished invitations.
For externally decorated invitations: If you use wax seals, strings, ribbons, etc. on your envelopes, don't try to send them exposed. Instead, to make sure your envelopes arrive looking the way your designer intended, put them inside another envelope .

Need Tracking?

Tracking is not available for First-Class Mail items. If you'd like to get tracking information for your letter:

You can pay extra to send your letter using Priority Mail Express ® or Priority Mail ® service.
You can get delivery confirmation by adding Certified Mail ® or Registered Mail ® service. (You can even combine it with Return Receipt if you want the recipient's signature.)

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The Postal Store® ships all in-stock orders with USPS Tracking® service. Please allow 3-5 business days for in-stock items to be shipped with Standard Shipping, or 1-2 business days for in-stock orders to be shipped with Priority Mail Express® service.

Pre- or Back-Ordered Items If your order contains pre- or back-ordered items, those items will ship separately when all pre- or back-ordered items are available.

To view your order status and tracking information, sign in to your USPS.com® account, go to "Activity History", and select your order number.

The Postal Store® cannot accept orders for shipment outside the United States, but we do ship to APO/FPO/DPO addresses and U.S. territories.

Stamp & Philatelic Orders All stamp and philatelic orders are charged a $1.70 handling fee on domestic orders up to $50.00, and $2.35 if the order is greater than $50.00. These fixed handling fees apply to only the portion of the order total that includes stamp and/or philatelic items.

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how to address a cover letter envelope

IMAGES

VIDEO

COMMENTS

How to Address a Cover Letter in 2024 (with Examples)

How to Address a Cover Letter Example

1. How to Address a Cover Letter Without a Name

How to Address Cover Letters Without a Name—Examples

2. How to Find Out Who to Address a Cover Letter To

Who Do I Address My Cover Letter To?

3. Duck These Blunders in Addressing a Cover Letter

4. Cover Letter Address Format

How to Address an Email Cover Letter

Key Points:

About ResumeLab’s Editorial Process

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How to Address a Cover Letter in 2024: Complete Guide

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How to Address a Cover Letter: Tips + Examples for Every Type

What is a cover letter and why is it important?

Who do you address a cover letter to?

Addressing a cover letter with a name

What about "Mrs."?

Addressing a cover letter to a recipient with a professional title

Addressing a cover letter without a named recipient

Addressing a speculative cover letter

Addressing a cover letter sent by email

How to find the right recipient

1. Research websites

2. Call the company

3. Check LinkedIn

Formatting your cover letter

Address and date

Cover letter template

Get started

Keep reading

How to Address a Cover Letter When Applying for a Job

Who should you address a cover letter to?

Methods for finding the hiring manager’s name

Check the application materials

Look at the company website

Call the business

How to address a cover letter

1. First, verify your information

2. Second, choose a salutation

3. Third, use a consistent format

4. Lastly, proofread

Template for how to address a cover letter

Examples of how to address a cover letter

Tips for addressing a cover letter

Choose Your Test