How to open and close your cover letter
On a cover letter, formality is rarely a bad thing.
Write your cover letter opening and closing with these tips.
In a tight job market flooded with resumes and cover letters, it’s a given that your documents and messages need to be error-free. So how else can you distinguish your communications? Appropriate openings and closings that convey professionalism and polish.
Use our tips below on how to start your cover letter with a proper greeting and sign off with a polished signature. And if you need additional writing tips, join Monster today, so the experts at Monster's Resume Writing Service can help you impress employers with a high-impact resume and cover letter.
Cover letter openings
Write a formal greeting, such as Dear Ms. Alvis or Dear Mr. Yang. If you're unsure of the person’s gender and can’t find out, write the full name, as in Dear Chu Li or Dear Chris Beltran.
While it is increasingly common to see greetings without the "Dear" in business, it is less formal. When applying for a job, sometimes you want to start off formally, even though you may take a less formal tone in subsequent written exchanges.
If you’re unfamiliar with someone’s name, be sure you don’t confuse the first name with the family name, which can easily happen in today’s global business environment, depending in part on the languages you know. For example, the CEO of Lenovo is Yang Yuanqing. His surname is Yang and his first name is Yuanqing (in Mandarin, the family name is written first), so if you are addressing him, you would write Dear Mr. Yang and not Dear Mr. Yuanqing.
A final comment on people’s names: be sure to spell them correctly. That is one typo no recipient will miss.
What if you cannot track down a contact name for your cover email? Use a generic salutation, such as Dear Hiring Manager, Dear Recruiting Manager or Dear Human Resources Professional. (Avoid To Whom It May Concern; it is antiquated.) Another option is to write Greetings, which is somewhat informal but polite. You could also dispense with the opening greeting altogether and start with your first sentence, although some recipients might find that approach to be abrupt.
In all openings, be sure to capitalize the first letter of every noun and follow your greeting with punctuation. Use either a colon (Dear Mr. Yang:) or a comma (Dear Recruiting Manager,).
Cover letter closings
End your message with a formal closing, such as Sincerely, Regards or Best regards. If your closing contains more than one word, capitalize only the first word, as in Best regards or Sincerely yours. And be sure to put a comma after your closing. A common error in business communications is the omission of that comma.
Your full name goes on the next line. No need for the extra space that used to go on letters for the signature. Write your telephone number and email address on separate lines after your name. Although this contact information is on your resume (and your email address is on your email), including it with your cover message makes life easier for the recipient.
This post is by Helen Cunningham and Brenda Greene, authors of The Business Style Handbook, An A-to-Z Guide for Effective Writing on the Job
Cover Letter Salutation Examples
Get Formatting and Punctuation Tips
What is a cover letter salutation? A salutation is the greeting you include at the beginning of a cover letter written to apply for a job. In your salutation, you will set the tone for your letter, which should be professional and appropriate. Avoid casual salutations (“Hey There” or “Hi” or “Hello”) in your job search correspondence.
How to Write a Cover Letter Salutation
When you're writing a cover letter or sending an email message to apply for a job, it's important to include an appropriate salutation at the beginning of the cover letter or message.
Standard business correspondence formatting requires that, after providing your own contact information and the date of your letter, you then write down your contact person’s name, the company’s name, and the company’s address.
The formal salutation / greeting comes next: “Dear [Contact Person’s name].” If you have a contact person for your letter, be sure to include their personal title and name in the salutation (i.e. "Dear Mr. Franklin"). If you are unsure of the reader's gender, simply state their full name and avoid the personal title (i.e. "Dear Jamie Smith"). Leave one blank line after the salutation.
You should always make every effort to find a contact name to use in your letter. It leaves a good impression on the hiring manager if you have taken the time to use their name, especially if you needed to work a little to find it.
If this information was not provided in the job announcement and you cannot find it on the company’s web site, then it is a good idea to call the company, ask to be forwarded to their Human Resources department (if they have one), explain that you will be applying for a job there, and ask for the name of their hiring manager.
When you can't find a contact person or if you are unsure of who will be reading your cover letter, you can use a generic salutation (i.e. “Dear Hiring Manager”).
When You Have a Contact Person
The following is a list of letter salutation examples that are appropriate for cover letters and other employment-related correspondence when you have the name of a contact.
Dear Mr. Jones
Dear Ms. Brown
Dear Riley Doe
Dear Dr. Haven
Dear Professor Lawrence
Follow the salutation with a colon or comma, and then start the first paragraph of your letter on the following line. For example:
Dear Mr. Smith:
First paragraph of letter.
When You Don't Have a Contact Person
Many companies don't list a contact person when they post jobs, because they have a team of hiring staff who sort through cover letters and resumes before passing them to the hiring manager for the appropriate department.
They prefer to leave the hiring manager anonymous until he or she contacts you for an interview.
An organization may also not want to disclose who the hiring manger is to avoid emails and phone calls from applicants, particularly if they anticipate receiving a large number of applications from potential job candidates. So, don't worry if you can't find someone to address your letter to. It will be forwarded to the correct department and recipient.
If you don't have a contact person at the company, either leave off the salutation from your cover letter and start with the first paragraph of your letter or, better yet, use a general salutation. When using a general salutation, capitalize the nouns.
Examples of General Salutations
Follow the salutation with a colon or comma before beginning your first paragraph on the following line. For example:
Dear XYZ Enterprises Recruiter,
First paragraph of letter.