How to Address a Cover Letter to Human Resources
It may seem like a simple enough matter, but addressing your cover letter to a specific individual can keep both the letter and your resume from ending up in the office recycling bin. Addressing an actual person is more likely to get your resume the attention it deserves, whereas a one-size-fits-all mentality will probably get you nowhere. If you don't know which department has the vacant position, start by applying to the company's human resources department.
Name of Interviewer
Address your cover letter to the human resources manager or another HR professional in the department. You may be able to get this information by visiting the company's website. You can also contact the company directly and request the name of the human resources person conducting the interviews for that particular position. Even if you are called back later for an interview with another department manager, interviewing first with the company's HR recruiter can get you in the door. Many companies count on their HR professionals to make hiring recommendations.
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The salutation follows the employer contact information in the cover letter header. Skip three lines between the company's contact information and the salutation. Include the name and title of the person to whom you are addressing the letter. Follow with "Human Resources Department" in the next line and then the company's full address. In the salutation, use "Dear" followed by the appropriate title and the person's last name. Avoid assuming a person's gender. If you are uncertain about the addressee's gender, use both the first and last name after the word "Dear" and omit the title. A cover letter is a form of business letter; therefore, use a colon after the salutation. Check to see that you have spelled the person's name correctly.
General Salutation
Sending a personalized cover letter is more likely to get the HR manager's attention. However, if a company doesn't list a contact person in the job posting and you are unable to get the name of the person hiring for that job, use a general salutation and address the cover letter "Dear Hiring Manager" or "Dear Employer." You may want to include the word "for" and then identify the position for which you are applying. Another option when you don't have a name is to exclude the salutation and start your cover letter with the first paragraph, although this may convey a lack of initiative. Making the effort to get the name of a contact person shows that you are motivated and resourceful.
Following the Salutation
Once you get past the salutation to writing the cover letter, briefly summarize your work experience and career accomplishments. Because HR recruiters generally read a cover letter in less than one minute, you can use bulleted points to make your letter easier to read. Otherwise, limit the body of the letter to three or four paragraphs. The content of the letter should provide two or three examples of your professional accomplishments that pertain to the position, listing your most notable achievements first. Tailor any information you provide to match the needs of the company to which you are applying. Use the job posting as a guide.
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Amber Keefer has more than 25 years of experience working in the fields of human services and health care administration. Writing professionally since 1997, she has written articles covering business and finance, health, fitness, parenting and senior living issues for both print and online publications. Keefer holds a B.A. from Bloomsburg University of Pennsylvania and an M.B.A. in health care management from Baker College.