Why You Shouldn't Use "Dear Sir or Madam" (And What to Use Instead)

“Dear Sir or Madam” used to be a common greeting in business letters – it was polite, formal, and safely neutral.

But in 2025? It sounds stuffy and suspiciously like spam.

So if you’re wondering whether it’s still okay to use “Dear Sir or Madam” in your cover letter or job application email, the short answer is: you can—but you really shouldn’t. Here’s why.

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What’s wrong with using “Dear Sir or Madam” in 2025?

While hiring managers are unlikely to reject your application simply because you use “Dear Sir or Madam” to start your cover letter, there are several reasons why you should choose a different salutation.

1. It’s generic

One of the most common mistakes job seekers make is to send out the same generic application to numerous companies, believing that sending out more applications increases their chances of landing an interview.

While this is true to an extent, what’s more important is the quality of your resume and cover letter. Hiring teams want to see effort. They want to feel like you’re actually interested in their company, not just any company.

To get the attention of the hiring manager, you should always address your cover letter to the hiring manager by name (if possible).

Starting off with a generic greeting like “Dear Sir or Madam” is a missed opportunity to show hiring managers that you’ve done your research on the company.

2. It’s outdated

Do you ever encounter the phrases “Dear Sir” or “Dear Madam” in your day-to-day life, except for in written form? Probably not, and that’s because nobody speaks like this anymore.

Letter writing etiquette changes over time, as do the standards for business correspondence.

While “Dear Sir or Madam” or “To Whom It May Concern” used to be the recommended way to address a letter or email when you didn’t know the name or gender of the recipient, it’s considered overly formal today.

3. It’s not inclusive

Not everyone appreciates being greeted with gendered terms. For example, if a company’s hiring manager is non-binary, they likely wouldn’t want to be addressed as either “sir” or “madam.”

Using a more inclusive, modern greeting is a better strategy. It shows that you’re thoughtful and attuned to the evolving professional landscape.

4. It looks like spam

If you check your spam folder, you’ll notice that many generic sales emails contain the greeting “Dear Sir or Madam.”

Spam filters are designed to spot emails that contain certain words and phrases that frequently appear in unsolicited bulk emails, and “Dear Sir or Madam” is one of them.

Choose a different salutation to prevent your email cover letter from being sent to the hiring manager’s spam folder.

“Dear Sir or Madam” alternatives

The best way to address someone in a cover letter or business email is by their full name, or by their title followed by their last name.

However, if you’re unable to find the name of the hiring manager, here are some modern, professional alternatives that are far more effective than “Dear Sir or Madam.”

For a cover letter

Use one of the following salutations to start your cover letter:

• Dear Hiring Manager
• Dear Recruitment Manager
• Dear Human Resources Director
• Dear [Department] Manager (e.g., “Dear Marketing Manager”)
• Dear [Job Title] (e.g., “Dear Software Engineer Hiring Lead”)

This is what a greeting on a cover letter should look like:

For an email

Here are a few good alternatives to using “Dear Sir or Madam” when you send a business email or if you email your resume and don’t know who to address:

• Dear [Department Name] (e.g., “Dear Communications Team”)
  Dear [Team Name] (e.g., “Dear Product Design Team”)
  Dear [Title or Position] (e.g., “Dear Creative Director”)

Here’s an example of how to correctly address an email:

Gender-neutral alternatives

If the person you’re writing to has shared a non-gendered title, use it. The most common one is:

• Mx. (pronounced “Mix”)

But you might also come across these:

• Mx.
• Ind.
• Mre.
• Msr.
• M.
• Div.
• Misc.
• Pr.
• Nb.

If you still aren’t sure which title to use, just stick with the addressee’s full name, like this:

• Dear Jesse Jenkins,

“Dear Sir or Madam” FAQs

More questions? Check out our answers to these commonly-asked questions about addressing a cover letter:

How can you start a letter without “dear”?

If “Dear” feels too formal or outdated for your audience, there are still plenty of professional ways to start a letter. Here are some acceptable alternatives:

• Hello [Name],
• Hi [Team Name],
• Greetings,
• Good morning [Department],

Just keep in mind: while “Hi” or “Hello” is perfectly fine in most emails, especially in tech or startup environments, formal cover letters should still use “Dear” (unless you know the company has a casual culture).

How do you use “Dear Sir/Madam” correctly?

If you still want to use “Dear Sir or Madam” (though we recommend alternatives), make sure you format it professionally:

• Capitalize both “Sir” and “Madam”
• Use a comma at the end of your greeting
• Leave a space between your greeting and first paragraph

Here’s what it should look like:

Can you start a cover letter with “To Whom It May Concern”?

Technically, yes – but we don’t recommend it. “To Whom It May Concern” is just as outdated as “Dear Sir or Madam,” and most readers will find it too formal and impersonal.

If you truly can’t find a name or role to address, opt for something more targeted like:

• Dear Hiring Manager
• Dear [Department] Team
• Dear [Job Title] Hiring Committee

These salutations still sound professional while showing that you’ve made an effort to tailor your message.