- “Dear Sir or Madam” is used in emails or cover letters when the sender does not know the recipient’s name or gender, often in formal or professional communications.
- “Dear Sir or Madam” is often seen as outdated or impersonal because it lacks a personal touch and excludes individuals who do not identify with a gender binary.
- An engaging, relevant greeting is crucial in professional settings as it sets a positive tone, establishes rapport, and creates a memorable first impression that can influence future interactions.
- Simple research, such as checking LinkedIn or a company website, can help you find a recipient’s name and identify the appropriate contact for your message.
- Alternatives to “Dear Sir or Madam” include “Dear Hiring Manager,” “Dear [First Name Last Name],” and “Dear [Company] Recruiter” in cover letters and “Hello, [First Name Last Name]” and “Greetings” in emails.
How do you know when to start a letter with “Dear Sir or Madam” or something else? In nearly every case, the best way to address a letter or email is to use the recipient’s name, but when you don’t know their name, it’s best to err on the side of formality. “Dear Sir or Madam” is one way to do that, but today, it’s no longer the best way.
Here, we’ll taking a look at “Dear Sir or Madam” alternatives, how to find letter recipients’ names, and the best way to avoid being inadvertently offensive or cold in professional communications.
Table of contents
Why people use “Dear Sir or Madam”
Is it still OK to say “Dear Sir or Madam”?
“Dear Sir or Madam” alternatives
“Dear Sir or Madam” letter templates
Set the right tone with the perfect greeting
Why people use “Dear Sir or Madam”
People often use “Dear Sir or Madam” in emails and other professional communications when they don’t know the message’s recipient personally. It’s concise and professional, and including multiple greetings avoids inadvertently addressing the recipient incorrectly.
“Dear Sir or Madam” can be traced to the rise of letter writing in the 15th and 16th centuries. Over time, it also became the preferred way to address hiring managers. However, many see “Dear Sir or Madam” as outdated today. Some view it as overly stiff and formal, while others feel it excludes those who identify outside the gender binary. “Dear Sir or Madam” is not the only formal greeting that has become dated over time. Others include “To whom it may concern” and “Salutations.”
Is it still OK to say “Dear Sir or Madam”?
The short answer is yes, but only rarely—though not everyone agrees.
There are two main reasons why:
- In today’s technologically connected world, finding a message recipient’s name is easier than ever.
- “Dear Sir or Madam” doesn’t acknowledge individuals who identify as nonbinary, so it may be seen as offensive.
If you want to write a better cover letter to a prospective employer or an outstanding business letter to a potential client, you want to stand out. You also want to show that you’ve done your research. Knowing someone’s name and what they do is an effective way to communicate this.
If you use “Dear Sir or Madam” instead of the recipient’s name, it can appear as if you didn’t bother to find their name. This can hurt you in a job search or almost any other purpose. It can also come across as impersonal and overly formal. As a general rule, it’s best to avoid gendered language in professional communications because it can promote stereotypes and fails to acknowledge the wide spectrum of gender identity.
How to find the recipient’s name
Hiring managers and anyone to whom you write a letter or email appreciate being addressed directly. This is why the most professional, personable option is to find the recipient’s name and use it in your message.
Finding people’s names isn’t always easy, especially if you’re applying to job postings on websites like LinkedIn and Indeed. When the hiring manager’s name isn’t included in a job listing, there are a few ways you can search for the correct name:
- Find the company on LinkedIn. Using the “people” tab on its page, find the individual who is most likely to be the one you want to reach.
- Search the company’s website to find the hiring manager you need to reach.
- Call the company and ask who you should address your cover letter to.
If the company has a human resources department, you may contact it and ask for the hiring manager’s name. You can also cross-reference information from LinkedIn or the company website with a platform like Glassdoor, but be aware that the information there could be outdated.
How to choose the right professional greeting
Maintain a professional tone throughout your job search. However, what constitutes a professional tone can vary from industry to industry and even company to company. The appropriate formality level for an email or letter also depends on the nature of your communication. For example, job applications and client inquiries are generally more formal than networking emails.
Here are a few examples of formal, semi-formal, and informal greetings that are not “Dear Sir or Madam”:
- Dear [First Name Last Name]
- Hello, [First Name Last Name]
- Dear Hiring Manager
- Hi, [First Name]
The greeting you choose may set the tone for all your following interactions, so be sure to choose one that starts the relationship in a positive way.
After the first email or letter, scaling down the formality level may be appropriate. This is highly dependent on factors like the industry, the company culture, and even the recipient’s personality. Follow their lead regarding tone in communications with them.
Common mistakes to avoid in professional greetings
As mentioned earlier, personalization is one of the most important parts of professional communication. A generic, impersonal greeting can reflect negatively on you.
Beyond generic greetings, outdated terms and gender assumptions can reflect negatively on you as well. Avoid greetings like “Dear Mr./Mrs.” and “Dear Gentlemen” in business communications, as these might not accurately describe the recipient. Greetings like these can also be read as overly formal.
Another mistake to avoid is incorrect capitalization. In a professional business greeting, capitalize each word, like so:
- Dear [First Name Last Name]
- Dear Hiring Manager
- Dear Business Owner
Although it’s often not done these days, you’d do well to follow every greeting with a comma. This puts it into the vocative case, which means it’s addressing the recipient directly.
“Dear Sir or Madam” vs. “To whom it may concern”
If, after diligent searching online and off, you cannot find your intended recipient’s name or role, we still do not recommend using “Dear Sir or Madam.” While “To whom it may concern” avoids potentially gendered language, it’s generally considered to be more impersonal and thus less appropriate for most business communication.
“To whom it may concern” implies that the following information can go to any relevant party within the organization rather than one specific individual. When you’re applying for a job, this is not the correct message—your application needs to reach a specific hiring manager.
Use “To whom it may concern” when your message genuinely can go to any relevant party, such as a support request or general feedback.
“Dear Sir or Madam” alternatives
Because you should invest some time trying to find out exactly whom you are writing to, the best alternatives to Dear Sir or Madam include:
1 “Dear [First Name Last Name]”
If you can find the recipient’s full name, addressing them as such is always the best option.
2 “Dear Hiring Manager”
During a job search, “Dear Hiring Manager” is acceptable when you cannot find the name of the person who will receive your application.
3 “Dear Hiring Team”
Similar to “Dear Hiring Manager,” “Dear Hiring Team” may be appropriate when you’re speaking with multiple decision-makers.
4 “Dear Recruiter”
“Dear Recruiter” is a straightforward, professional way to address a recruiter when you don’t know their name.
5 Dear [Title or Position]
If you don’t know the recipient’s name but know their title or position, you can address them as such. The previous example is a version of this.
6 “Hello [Department Name] Team”
This type of greeting works for communications sent to whole teams, such as feedback or general requests.
7 “Hello [Company Name]”
Greeting an entire company may be appropriate for sales pitches and invitations.
8 “Greetings”
Simple greetings are ideal for less formal communications, such as promotional offers and networking emails.
9 “Good Morning/Afternoon”
Similar to “greetings,” “good morning/afternoon” is an effective way to start semi-formal and informal emails to large groups and individuals you don’t know personally.
10 “To whom it may concern” (when appropriate)
“To whom it may concern” is generally only appropriate when your message is intended to reach any relevant member of a team rather than directed toward one individual. Treat it as a last resort, as greetings like “Hello” and “Good Afternoon” are nearly always better choices.
Best “Dear Sir or Madam” alternatives for cover letters
Of the options listed above, the best options for cover letters are the personalized ones. When you absolutely cannot find the recipient’s name, address them by their title or position. A few good alternatives include:
- Dear Team
- Dear Department Hiring Manager
- Dear [Job Title]
For a large corporation, greetings like “Dear Team” and “Department Hiring Manager” are best because of their specificity. For a smaller company where there might not be distinct teams or multiple hiring managers, something like “Dear [Job Title]” may be the better choice.
Best “Dear Sir or Madam” alternatives for emails
Emails are usually less formal than cover letters and job applications. This means you have a bit more room to personalize greetings in emails.
Just as with cover letters, using your recipient’s name is always the best choice. Depending on the formality level needed, you may opt for their first and last name, just their first name, an honorific such as “Ms.” or “Mr.” followed by their last name, or their title and last name. You may also opt for something like “Good Afternoon, [Name].”
As with all other professional communication, the appropriate formality level for an email depends on the recipient’s position, industry, company culture, and your existing relationship with them.
“Dear Sir or Madam” letter templates
Letter sample with “Dear Sir or Madam” used correctly
If you must use “Dear Sir or Madam” or a variant of it, this salutation is traditionally paired with “Yours Faithfully” in the signature. Here’s a quick example of a “Dear Sir or Madam” email:
Dear Sir or Madam,
I am interested in purchasing the property located at 12345 Main Street. I noticed it is currently for sale and would like to learn more about it. Please respond at your earliest convenience.
Yours Faithfully,
[Your signature]
[Your first name and last name, your title or designation]
Letter sample with “Dear Sir or Madam” alternative
Choosing the right greeting sets a positive tone for the rest of your message and can increase the likelihood of achieving your intended outcome. Take a look at this example that swaps in a “Dear Sir or Madam” alternative:
Dear Listing Agent,
I am interested in purchasing the property located at 12345 Main Street. I noticed it is currently for sale and would like to learn more about it. Please respond at your earliest convenience.
Best,
[Your signature]
[Your first name and last name, your title or designation]
Set the right tone with the perfect greeting
While “Dear Sir or Madam” has its uses today, there’s almost always a better alternative. When you’re choosing the right greeting for a letter or email, focus on what you hope to achieve through the message.
If you’re applying for a job, it’s important to personalize the letter as much as possible, opting for the recipient’s title when you cannot find their name. If you’re sending it to a wider audience, good alternatives include addressing the whole company or department.
In all communication, tone matters. If you’re not sure of the right tone for your letter, Grammarly can make helpful suggestions to say it in the best way possible.
“Dear Sir or Madam” FAQs
Is “Dear Sir or Madam” still appropriate in a cover letter or email?
Generally, “Dear Sir or Madam” is considered outdated. Whenever possible, use a specific name or team greeting in business communication.
What’s the best greeting for an unknown recipient?
If you cannot find your recipient’s name, be as specific as you can. Appropriate greetings in this vein include “To the [Department Name],” “Dear [Company] Hiring Manager,” and “Dear [Recipient’s Job Title].”
How formal should email greetings be?
Generally, it’s best to err on the side of formality in your first communication with a recruiter or company. Beyond this, consider factors like the reason for your communication, the company’s industry, and the company’s internal culture when deciding how formal to be in communications.
Formal greetings include:
- Dear [Firstname Lastname]
- Dear [Job title]
- Dear Sir or Madam
Informal greetings include:
- Hello, [Firstname Lastname]
- Hi, [Company] Team
- Good Afternoon
What are common mistakes to avoid in greetings?
Avoid greetings that can be seen as outdated, such as “To whom it may concern,” and those that make gender assumptions, like “Dear Gentlemen.”
What are some “Dear Sir or Madam” alternatives?
- Dear [Job Title]
- Dear Hiring Manager
- Dear [Firstname Lastname]
- Dear [Company] Recruiter
