• Career Advice

How to Write a Cover Letter to Multiple Recipients?

How to Write a Cover Letter to Multiple Recipients

You can mail your cover letter and resume to multiple managers at an organization if you are not aware of the concerned person’s name. This trick helps your resume reach the right person. You should mention the names of all the recipients if you have been able to find information regarding their names and designations so that everyone knows who has got the copy of your letter.

The general format of this cover letter is the same as the regular one written for one recipient, except for the names of multiple recipients. Don’t forget to mention the position you’re applying for, where you heard about it, and why you think you are eligible for it.

How to identify the key players?

If the job advertisement doesn’t specify the names of the hiring managers, you can use multiple resources to identify the recipients’ names. For instance, you can call the organization to ask for the names of hiring managers. If you still don’t get the names, check professional networking sites like LinkedIn and look for hiring resources in the respective company. You may also get this information from the company’s official website. If you know someone who works there, he can also provide you with the required information.

How to include additional recipients?

Do you know how to cc multiple recipients in a letter ? We will explain how.

You need to give your signature at the end of the letter. Providing two spaces beneath your signature, write “cc:” and mention the names and designations of other letter recipients. For instance, type “cc: Mr. Adams, Human Resources Assistant Manager.” Use a separate line for each additional recipient.

The right way to mail your letter

You might have multiple recipients of the letter but make sure to send a copy of your letter to each recipient. Get an envelope for each recipient and put your resume and cover letter in it. Before placing the letter in the envelope, checkmark the recipient’s name you’re sending it. Do this for the recipients in the “cc” list.

Address a cover letter by email

In this digital world , most cover letters and resumes are shared by email, as it’s the fastest and most convenient method for all. Hiring managers receive many letters each day. Your responsibility is to make it easy for them to scan your mail. You can make the process easy by adding a relevant and clear subject line and your signature and contact details.

Can you address a cover letter to multiple recipients ? Of course, you can. CC other recipients at the end of the letter, mentioning their names and designations. Please write their email addresses in the “CC” tab of your email to copy the email to them.

Skip writing “To whom it may concern” in cover letters. It has become old school now. People usually mention this when they don’t get enough information from the hiring managers. However, it’s always better to write one or two names of the hiring managers. It will demonstrate your interest in the company because you will be looking for the names of hiring managers and other company details. If you don’t get information about the hiring managers, you can write “Dear Hiring Managers” to address the recipients.

How to write the subject line in the email?

Leaving the subject line blank is not a very good idea. There is a high probability of getting your email deleted because when a hiring manager receives an email without a subject line, they don’t bother to open it. And sometimes, such emails go directly to spam boxes. So, you better mention a clear subject line to convey your intentions of writing to them.

While writing the subject line, don’t forget to mention the job title you are applying for. Hiring managers look for multiple resources for different departments. So, writing the job title will make it easy for them to scan your email for the position you’re interested in.

The Salutation should be personalized

Personalization is the key. Even if you send a letter to several people in the organization, only address your letter to a single person. This person might be the most senior in the human resource department. The recipient’s address section includes the person’s name, designation, organization, and address. Address this person in salutation. You can mention the manager’s full name if you don’t know the gender. For example, write “Dear Terry Johns” rather than “Dear Miss Terry.” If there’s a hiring committee responsible for hiring resources in a company, you should write “Dear Hiring Committee.” You may also use this salutation if you don’t know who the recipients are.

The correct format of the cover letter email

Type a colon or comma after writing your selected salutation. Give a space afterward, and then start writing the letter’s first paragraph. Follow these steps to format your cover letter in an email correctly:

  • Write Salutation with a comma/colon: Dear Hiring Manager:
  • With a space, write the first paragraph of the letter.
  • Body of your cover letter.

The body of your cover letter covers all the essential details you want to share with the employer. Mention the position you’re applying for and justify how you are the most suitable candidate to be called for an interview. That’s where you will sell your skills and experience as the right candidate. Check the job requirements properly and put relevant experiences and skills you have that match the ones they are searching for.

Before sending an email cover letter, check if the company has any specific instructions to follow on how to submit your resume and cover letter. Following their instructions is crucial. You must make sure that your cover letter is well-written, covering all the essential and required details.

  •     Conclusion

To conclude your email cover letter, mention that you have attached your resume as per the requirement. Thank the employer in anticipation and give details so that they can reach out if you get selected for an interview call.

  •     Signature

Your signature should include your full name, contact number, permanent home address, email address, and URL to your LinkedIn profile. This will make it easy for the hiring managers to reach out to you.

Accuracy Check is a must

Proofreading your cover letter is a must. Check that the information you have shared is accurate. Double-check the names and designations of the recipients. It is imperative to add the correct address and recipient details so that your letter reaches the right individuals. Before finalizing your letter, make sure the following information is correctly spelled and accurate:

  • Job Position you’re applying for.
  • Recipient’s names and designations
  • Company name
  • Recipient addresses

Examples of letters addressed to multiple people

Here are some examples of formatting your cover letters. We have shared some accurate headers and salutations for addressing multiple recipients.

Here is an example of a cover letter to multiple recipients at the same company address. It’s an official letter with three addresses :

Mrs. Jenny Harrison, Mr. Jonas Ramsey, Ms. Leena Larson

Department of Cyber Crime

Stanford Cyber Crime International

5678 Q Chester Rd, Suite 200

Miami, SL 33388

Dear Mrs. Jenny Harrison, Mr. Jonas Ramsey, and Ms. Leena Larson:

Here is an example of a cover letter to multiple recipients at different addresses:

Dr. Stark Abraham

CC: Dr. Marry Richard, Dr. Mads Jones

Department of Cardiology

Bloomfield General Hospital

6789 Medical Officer, Suite 34

Albany, NY 89989

Dear Dr. Stark Abraham:

CC: Dr. Marry Richard, Dr. Mads Jones:

Here is an example of a cover letter to a large group of people at the same company address:

Members of the Admissions Board

Admissions Department

New York University

7890 Learning Street, Suite 342

Dear Members of the Admissions Board:

Things To Check Before Sending the Letter

  • Review sample of cover letter: Writing cover letters from scratch is not an easy task. Review existing cover letters to make your life easier and not forget any formatting guidelines.
  • Personalize your cover letter: You better personalize it every time you need to send a cover letter. Because every job has different requirements, even if the job titles are similar, personalizing your cover letter for each position will let you customize your skills and experience according to the job requirements.
  • Check for any spelling mistakes: Before sending the cover letter, check if you have correctly written the hiring manager’s name and designation. Making a spelling mistake in a cover letter can cost you a job interview.
  • Proofread your letter twice: While sending an email for a job position you want, it is essential to be sure that your email and attached documents are well-written. If possible, take help from a friend in proofreading your email/letter for any grammatical mistakes or typos.

cover letter with two recipients

Written by Simon W

Related articles.

How to Write a Cover Letter to Multiple Recipients?

Top Resume Trends to Watch Out for in 2023

How to Write a Cover Letter to Multiple Recipients?

Resume Writing for Career Changers: Tips and Strategies

How to Write a Cover Letter to Multiple Recipients?

How To Create Resume For Sales Executive

Innova Resume | Modern Resume Templates

  • Resume Templates
  • How It Works
  • Resume Tips

No products in the cart.

cover letter with two recipients

Cover letter

Addressing a cover letter to multiple recipients.

In an increasingly collaborative world, it’s not uncommon to find yourself needing to address a cover letter to more than one individual. Whether it’s a team of hiring managers, multiple partners at a firm, or different department heads, ensuring your salutation respects all recipients is crucial. Let’s dive into the intricacies and best practices of addressing multiple individuals in your cover letter.

Understanding the Importance of Proper Addressing

Creating a first impression.

The manner in which you address your cover letter gives the first impression about your attention to detail, cultural fit, and professionalism. It’s not merely about getting names right; it’s about showcasing your respect for each recipient and the role they play.

Demonstrating Your Research

When you’re able to correctly and respectfully address each individual, it indicates that you’ve done your homework. This can differentiate you from other candidates who might not take the same care.

Reflecting Organizational Hierarchies

Being aware of the company hierarchy can be crucial. The order in which you address recipients might be taken as an indication of your understanding of the company’s structure and priorities.

Tips for Addressing Multiple Recipients

Ordering names correctly.

  • By Seniority: If you’re addressing a CEO and a department manager, it’s appropriate to list the CEO first. This acknowledges the hierarchy and shows you recognize its importance.
  • By Relevance to Position: If you’re unsure about seniority, consider who is most relevant to the position you’re applying for. If it’s a technical role and you’re addressing both the CTO and HR Manager, the CTO might be listed first.

Using Neutral Salutations

If you find that listing individual names becomes too cumbersome or you’re unsure about the order, neutral salutations can be a lifesaver. Phrases like “To the Hiring Committee,” “Dear Selection Panel,” or “To the Recruitment Team” can be broad yet respectful.

Being Gender-Sensitive

Avoid making assumptions about gender, especially if you’re relying on names you’re unfamiliar with. If you can’t ascertain gender from your research, it’s best to default to full names or neutral titles, such as “Dear Taylor Green” instead of “Mr./Ms. Green.”

Additional Points to Consider

Avoiding repetition in the body.

While you might address multiple recipients in the salutation, ensure that the body of your letter doesn’t become repetitive. Tailor your content so it’s relevant to all without feeling like you’re repeating points for each recipient’s benefit.

Using Titles and Credentials

If one of your recipients has a specific title like “Dr.” or a significant credential, it’s important to use it. This is especially relevant in academic or highly specialized fields.

Considering Cultural Norms

Some cultures have specific norms when it comes to addressing individuals. If you’re applying for a role in a company based in another country or one with a different primary culture than yours, doing a bit of research on naming conventions can prove invaluable.

Avoiding Common Pitfalls

Not making assumptions.

It’s easy to make assumptions based on common names or roles within an organization. However, these assumptions can lead to addressing errors. For instance, just because you know a few Jordans who are male doesn’t mean every Jordan is.

Cross-checking with Multiple Sources

If you’ve found the names of your recipients from a particular source, cross-reference them with another to ensure accuracy. Company websites, LinkedIn profiles, or even recent press releases can provide clarity.

Staying Updated with Organizational Changes

Organizations are dynamic. Leadership changes, role transitions, and department shifts happen regularly. Just because someone was the Marketing Director last year doesn’t mean they still hold that position. Regularly updating your information can prevent potentially embarrassing oversights.

Reaching Out for Clarification

If you’re truly uncertain about how to address your cover letter, there’s no harm in reaching out to the organization’s HR department for guidance. Not only does this show initiative, but it also demonstrates your commitment to getting things right.

Formatting and Presentation

Consistency in naming.

If you’ve chosen to use first names and surnames for one recipient, ensure you maintain this format for all. Mixing “Mr. Smith” and “John” in the same letter can appear inconsistent.

Using Clear Separation

When addressing multiple individuals, it’s essential to ensure clarity in separation. Using semicolons or listing names on separate lines can help avoid confusion.

Final Thoughts

In the end, the goal is clear communication, demonstrating respect, and ensuring the recipients feel valued. While some might argue that content should take precedence over addressing, remember: the manner in which you initiate your communication can set the tone for how the rest of your message is received.

Moreover, as with all aspects of the job application process, the devil is in the details. This attention to detail will reflect positively on you as a candidate, showcasing your diligence, respect, and eagerness to communicate effectively.

For those committed to ensuring every aspect of their application process shines, it’s not just the cover letter salutation that matters. The resume is equally, if not more, crucial. For those keen on making an impactful impression, don’t hesitate to check out our premium resume templates .

Username or email address  *

Password  *

Remember me Log in

Lost your password?

Email address  *

A password will be sent to your email address.

Your personal data will be used to support your experience throughout this website, to manage access to your account, and for other purposes described in our privacy policy .

How to Address a Cover Letter to Multiple Recipients

Addressing a cover letter to multiple recipients can seem like a daunting task, yet it’s a common scenario in today’s diverse and team-oriented work environments. Whether you’re applying to a small business or a large corporation, knowing how to navigate this aspect of your cover letter is crucial. It not only demonstrates your attention to detail but also your respect for corporate hierarchy and communication protocols. In this guide, we will delve into:

  • The nuances of identifying and addressing multiple recipients in a cover letter, ensuring your application is professional and personalized.
  • The significance of tailoring your greeting to fit the context of your application, whether you’re addressing a team, department heads, or a hiring committee.
  • Strategies for researching recipient names and titles to make your cover letter stand out, emphasizing the importance of direct and accurate addressing.
  • 1 How to Address a Cover Letter to Multiple Recipients Step by Step
  • 2 Identifying Your Recipients
  • 3 Best Practices for Addressing Cover Letters to Multiple Recipients

How to Address a Cover Letter to Multiple Recipients Step by Step

Addressing a cover letter to multiple recipients is a critical step in ensuring your job application is taken seriously. It shows respect and professionalism towards the company’s internal structure and the individuals reviewing your application. Here’s a detailed, step-by-step approach to guide you through this process:

  • Begin with thorough research to identify the names and titles of the recipients. Utilize the company’s website, LinkedIn, or even a phone call to the company’s reception to gather accurate information.
  • Understanding the hierarchy and roles within the company can help you determine the appropriate recipients for your cover letter.
  • If you know the names of all recipients, address them individually in the salutation, using “Mr.,” “Ms.,” “Dr.,” etc., followed by their last names. For example, “Dear Mr. Smith, Ms. Johnson, and Dr. Adams,”.
  • In cases where individual names are not available, opt for a generic yet respectful greeting, such as “Dear Hiring Team” or “Dear [Company Name] Team”.
  • Your opening paragraph should briefly acknowledge the multiple recipients without dwelling on it. For example, “I am writing to express my interest in [Position Name], and I am pleased to address my application to the team responsible for this role”.
  • In the body of your cover letter, maintain a tone and content that speaks to all recipients. Focus on your skills, experiences, and how you can contribute to the company, ensuring the information is relevant to all parties involved.
  • End your cover letter with a professional sign-off, such as “Sincerely” or “Best regards,” followed by your name. This maintains the formal tone of your letter and shows respect to all recipients.

By following these steps, you can effectively address a cover letter to multiple recipients, ensuring your application is professional and considerate. This approach not only demonstrates your ability to communicate effectively in a professional setting but also increases the likelihood of your cover letter making a positive impression on each recipient.

Identifying Your Recipients

Identifying the recipients of your cover letter is a critical first step in personalizing your job application. Start by researching the company to find out who is responsible for hiring. Utilize LinkedIn, the company’s official website, or even call the company directly to inquire. Aim to get the names and titles of key individuals involved in the hiring process, such as the HR manager, department head, or team lead. Accurate identification ensures your cover letter is directed to the right people, increasing its effectiveness and demonstrating your attention to detail and commitment to personal engagement.

Best Practices for Addressing Cover Letters to Multiple Recipients

When addressing cover letters to multiple recipients, adhering to best practices is essential for making a positive impression and ensuring your application is received well. Here are some guidelines to follow:

  • Conduct Thorough Research : Before drafting your cover letter, invest time in researching the company to identify the appropriate recipients. Utilize resources like the company’s website, LinkedIn, or professional networks to gather accurate names and titles.
  • Use Professional Salutations : If you have the names of the recipients, address them directly using professional titles such as “Mr.,” “Ms.,” or “Dr.,” followed by their last names. In cases where names are unknown, opt for a general but respectful greeting like “Dear Hiring Team” or “Dear [Company Name] Team”.
  • Prioritize Clarity and Conciseness : Ensure your cover letter is clear and to the point. While addressing multiple recipients, maintain a professional tone and focus on how your skills and experiences align with the role and company values.
  • Personalize Your Introduction : Acknowledge the multiple recipients in your opening paragraph to personalize your letter. A brief mention of addressing the relevant team or individuals demonstrates your awareness and respect for the company’s structure.
  • Maintain a Universal Appeal : Craft the body of your cover letter in a way that is relevant and engaging to all recipients. Highlight your qualifications and achievements without focusing too narrowly on one area that might only appeal to part of your audience.
  • Be Mindful of Formatting : When listing multiple names in the salutation, separate them with commas or semicolons, and consider the visual layout for clarity.
  • Close Professionally : Conclude your cover letter with a respectful sign-off, such as “Sincerely” or “Best Regards,” followed by your name, maintaining the formal and respectful tone throughout.

Following these best practices ensures that your cover letter addresses multiple recipients effectively, demonstrating your professionalism and attention to detail. This approach not only respects the recipients’ time and positions but also showcases your ability to communicate effectively in a professional setting, thereby enhancing your candidacy.

Recent Posts

  • How to Add Internship Experience to Your Resume
  • Why Adding Fake Experience to Your Resume Is Risky & Better Alternatives
  • How to Add a Coursera Certificate to Your Resume: A Step-by-Step Guide
  • How to Add AWS Certification to Your Resume
  • How to Add Academic Projects to Your Resume: A Step-by-Step Guide

create cv

  • February 2024
  • January 2024
  • December 2023
  • Cover Letter

How to Address Cover Letters With Multiple Names

  • ')" data-event="social share" data-info="Pinterest" aria-label="Share on Pinterest">
  • ')" data-event="social share" data-info="Reddit" aria-label="Share on Reddit">
  • ')" data-event="social share" data-info="Flipboard" aria-label="Share on Flipboard">

How to Write Interview Acknowledgement Letters

How to word thank you cards to employees at christmas, how do companies use cover letters to screen applicants.

  • How to Give Your Job References
  • Good Salutations for Cover Letters

You can send your resume to several people at a company if you don't know the name of the interviewer. This increases the possibility of your resume reaching the right person. Your cover letter should contain the names of all the recipients, if you can find this information, so that each person knows to whom you have sent a copy. Except for the multiple names, the general format of this letter is the same as for regular cover letters addressed to one person. Tell the recipients the position for which you're applying, where you learned of it and why you believe you qualify.

Identifying Key Players

You can use several resources to discover the name of the people responsible for the hiring process if the job ad does not include that specific information. For instance, you could call the company to ask for the name of the interviewer. If you don't get a name, visit a professional networking website and search for human resources personnel at the company or look for this information on the company's website. A current employee can also provide this information if you know someone who works there.

Personalizing the Salutation

Address the letter to one person only, even if you are sending letters to multiple people in the company. This should be the person most responsible for hiring. The recipient's address block includes this person's name, title, company name and company address. Address the person in your salutation. You could type the person's full name if you are not sure of gender. For instance, type "Dear Terry Smith" instead of "Dear Mr. Smith." If the company entrusts hiring decisions to a committee, use a salutation such as "Dear Selection Committee" instead. You can also use this when you don't know to whom to send the letter.

Including Additional Names

Conclude the body of your letter with your signature. Two spaces beneath your name, type "cc:" and follow with the names and titles of the other recipients of your letter. For example, write "cc: Ms. Williams, Human Resources Generalist." Place each additional name on a separate line.

Mailing Your Letter

Your letter might contain multiple names but send a copy to each person named. Address an envelope to each recipient and enclose a copy of your cover letter and your resume. Before you place each letter in an envelope, place a small check mark in front of the name of the person to whom you are sending it. Do this for the names on the "cc" list only.

Emailing the Recipients

You can also submit your cover letter and resume by email, which is faster and more convenient. Follow the same format as the paper copy and address the letter to the person responsible for hiring in the opening salutation. Place a "cc:" at the end of the letter with the names of the other parties. Also place their email addresses in the "cc" line of your email to copy the message to them.

  • Purdue University: To Whom Do I Address My Letter?
  • St. John's College: Cover Letter Information and Template
  • George Mason University: Writing Business Letters
  • MIT : Letters: End Notations
  • Purdue University: Writing the Basic Business Letter

Tina Amo has been writing business-related content since 2006. Her articles appear on various well-known websites. Amo holds a Bachelor of Science in business administration with a concentration in information systems.

Related Articles

How to address a blind cover letter on a website, how to address someone when seeking employment in a letter, should your cover letter be addressed to a particular person, how do you send a carbon copy letter, how to address an envelope to a prospective employer, how to address a cover letter to human resources, what if i don't know whom to send a cover letter to, how to do a resume cover letter that isn't addressed to a person, how to start a cover letter, most popular.

  • 1 How to Address a Blind Cover Letter on a Website
  • 2 How to Address Someone When Seeking Employment in a Letter
  • 3 Should Your Cover Letter Be Addressed to a Particular Person?
  • 4 How Do You Send a Carbon Copy Letter?
  • Get the Job
  • Resumes and CVs
  • Applications
  • Cover Letters
  • Professional References

Professional Licenses and Exams

  • Get a Promotion
  • Negotiation
  • Professional Ethics
  • Professionalism
  • Dealing with Coworkers
  • Dealing with Bosses

Communication Skills

Managing the office, disabilities, harassment and discrimination, unemployment.

  • Career Paths
  • Compare Careers
  • Switching Careers
  • Training and Certifications
  • Start a Company
  • Internships and Apprenticeships
  • Entry Level Jobs
  • College Degrees

Growth Trends for Related Jobs

How to write a cover letter to multiple people.

careertrend article image

Cover letters reflect not only your writing skills, but provide business owners or others with a potential method of determining how effective your work will be in an organization. Whether you use a cover letter for a job application as part of an introduction or for some other reason, you should determine if you should send the cover letter to more than one person. If so, then you need to take special care when writing and sending each letter.

Format all of your headings in the cover letter correctly. Include your address, the date and the name and address of the contact person before you begin to write to the individual.

Make two or three copies of the document on your computer. In each document, type the name of a new individual that you wish to receive the copy of your cover letter, resume or other document. When applying for a job, it is important to know the name of the specific person or people who will review your application. Do not hesitate to call the main number for a company and ask for the correct spelling of the manager, owner or individual in human resources.

Conduct research in regards to the company, not only to have a grasp of their mission, services and customer base, but also to see the background of the company and its employees. Look through an organization’s website in order to find out more about the people who will receive your letter.

Write the body of your cover letter in three or four paragraphs; cover letters usually do not exceed one page. Conclude the cover letter with a closing like Sincerely, Best Regards or a similar phrase.

Type CC at the bottom of the cover letter. If the letter is to John Doe, then you would include a statement like CC : Jane Doe at the bottom of the page. On the next cover letter, you would write to Jane Doe and CC : John Doe. This helps those who receive a copy of your cover letter to know who else it was sent within the same company.

Always proofread your cover letter and make sure that the spelling of the person’s name and that of the company are correct.

  • Avoid using BCC or blind cover copy. This means that you send a message to a person without other recipients knowing, which limits the ability of company employees to discuss your application.

Related Articles

How to include two addresses on a cover letter →.

careertrend related article image

How to Write a Formal Report →

careertrend related article image

How to Write a Business Letter →

careertrend related article image

How to Write a Performance Evaluation in Third Person →

careertrend related article image

How to Format Multiple Job Titles in Your Signature →

careertrend related article image

How to Word a Plaque for Appreciation →

careertrend related article image

  • Microsoft Office: Cover Letter Templates
  • Always proofread your cover letter and make sure that the spelling of the person’s name and that of the company are correct.

Andrea Helaine has a Bachelor of Philosophy in theology and is currently finishing her thesis course for a Master of Fine Arts in creative writing. Helaine has been writing professionally for over 10 years and has been published in several anthologies and is currently breaking into the screenwriting market.

Tom Werner/DigitalVision/GettyImages

  • Job Descriptions
  • Law Enforcement Job Descriptions
  • Administrative Job Descriptions
  • Healthcare Job Descriptions
  • Sales Job Descriptions
  • Fashion Job Descriptions
  • Education Job Descriptions
  • Salary Insights
  • Journalism Salaries
  • Healthcare Salaries
  • Military Salaries
  • Engineering Salaries
  • Teaching Salaries
  • Accessibility
  • Privacy Notice
  • Cookie Notice
  • Copyright Policy
  • Contact Us
  • Find a Job
  • Manage Preferences
  • California Notice of Collection
  • Terms of Use

404 Not found

  • Frequently Asked

How To Address Multiple People in an Email

Avatar photo

Table of Contents

Across multiple sectors, letter writing is still common in professional settings. In the course of regular business, you might find that you need to write a formal letter to several recipients. Learning the correct way to create a letter addressing multiple people is imperative to developing a professional reputation. Read on to learn how to format a business letter to multiple people. We will provide step-by-step instructions, as well as helpful tips and samples on which you can model your professional correspondence.

Addressing Multiple People in an E-mail 

When addressing one, two, or three people, include each person’s name in the salutation, for example:

  • Dear, Bob, Kira, and James.
  • Good afternoon Tyler and Jess

Why Would You Need to Address a Letter to More Than One Recipient? 

If you use letters as a critical form of professional communication, you need to understand how to address such a letter to multiple recipients. When you address a letter to several people, you can relate identical information to all of them at once. Here are some reasons that professionals across many disciplines and sectors would need to address a letter to more than one recipient:

  • Official correspondence between departments
  • Communication to clients and partners
  • Providing clients and customers with information on company changes
  • Drafting offer letters
  • Writing a letter of intent
  • Making on official requesting for funding
  • Providing notice of recognition
  • Formally thanking a group
  • Distributing memos to the office
  • Providing final notice on a contract
  • Issuing policy change Announcements

Graphic illustrating "how to address multiple people in an email or letter".

Addressing a Letter to Several Recipients 

Here are some helpful guidelines for addressing a letter to several people:

1. Choose a header format

When you begin to format your formal letter header, you should first determine if you need to issue the letter to several addresses or just one. If all of the letter’s recipients work for the same organization, your header only needs to include the organization’s address once. However, when addressing a letter to multiple recipients from multiple organizations, you must specify each organization’s address in the header. Let’s go through the different header formats for numerous recipients:

One address: For multiple individuals within a single organization, you should list each recipient’s name on its own. Below the listed names, append the organization’s address.

More than one address: For multiple individuals at different organizations, you might want to consider sending each recipient an individual copy of the letter with only their name and organization address in the head. In this circumstance, we also recommend that you provide a complete list of recipients in a “cc:” section. This addition will inform the reader of everyone who received the same letter.

Addressing large groups: If you find there are too many people to reasonably send each an individual copy of the letter – for example, a committee – you may choose to address a letter to the entire group.

The address header should appear on the letter’s top left corner. Moreover, you should confirm that each recipient has the correct designation and job title. Finally, be sure to place a comma between each recipient’s name.

Related:  Here are some additional tips on better formatting headings.

2. Writing an appropriate salutation

Once you have confirmed that your header is appropriately formatted, you should draft an appropriate salutation. You need to be aware of your readers’ proper job titles and designations or job titles. These titles should always match the titles in your header. We recommend that you open your salutation with “Dear….” A formal greeting should end with a colon rather than a comma.

If you are addressing one person or a group, it is okay simply to include their name and their title or the group’s name. When saluting multiple people from a single organization, we suggest listing each recipient’s full name and job title and separating each with a comma. However, if your letter’s recipients come from different organizations, you need to include that information. To do so, you can append the organization in parentheses. Alternatively, you can have a “cc:” list in your salutation to provide the complete list of recipients and addresses.

Related: Read more about choosing the proper salutation and what it is.

3. Double check accuracy

The accuracy of your address information is paramount. If there are errors, you risk addressing people inappropriately or not reaching them at all. Before you finalize your professional letter, you need to double-check each of the items below. The information must be accurate and the spelling correct:

  • Each Recipient’s Job title
  • Every Recipient’s Personal Designation
  • The Organization Name or Names
  • Each Organization Address
  • The Department receiving the letter

Example of Multiple-Recipient Letters

Here are some examples of properly constructed headers and salutations for multiple recipients.

Header and Salutation Example #1

This is how you would format a header and salutation when addressing your letter to multiple people within the same organization:

Mr. Vince Kenton, Ms. Yelena Lemrov, Mrs. Anna Rogers

Department of Labor and Industry

Pennsylvania State Capitol

1700 Labor and Industry Blvd

Harrisburg, PA 17120

Dear Mr. Vince Kenton, Ms. Yelena Lemrov, and Mrs. Anna Rogers:

Header and Salutation Example #2

This is how you would format a header and salutation when you are addressing your letter to multiple individuals at different addresses:

Dr. William Wade

CC: Dr. Cathy Hendricks, Dr. Doug Portnoy

Cedars Sinai Medical Center

8700 Beverly Blvd

Los Angeles, CA 90048

Dear Dr. William Wade:

CC: Dr. Cathy Hendricks, Dr. Doug Portnoy:

Header and Salutation Example #3

This is how you would format a header and salutation when you are addressing your letter to a large group at a single address:

Members of Board

Board of Trustees

Wittenberg University

200 W Ward St

Springfield, OH 45504

Dear Members of the Board:

Additional Considerations

Below are additional tips that will help you craft a well-structured, professional letter to several recipients:

Be appropriately formal

You should always consider the appropriate level of formality of your professional correspondence. It isn’t necessary to be highly formal when you address colleagues with whom you have a pre-existing relationship. Conversely, when corresponding with new acquaintances, professional supervisors, or institutional partners, you should always keep your verbiage formal and respectful.

Greet each recipient individually

If you are addressing a large group in your professional letter’s header, you might want to greet each member individually in the salutation. Of course, this option is only realistic when the group comprises eight members or fewer. Providing an individual salutation for each recipient can indicate personal attention within a large group. It might encourage the reader to feel more fully engaged with your correspondence.

Ensure your envelope and header match

The format of your envelope’s mailing label should always match the header on your letter. Look at the two address blocks side by side before sealing the correspondence to be sure they are identical.

Business invitations

When addressing multiple recipients in a custom invitation for occasions such as corporate events, official gatherings, or team celebrations , ensure that your digital correspondence reflects the same level of formality and precision as a traditional letter. Leveraging templates or digital tools, such as an invitation maker, can help you ensure that your communication is professional, personalized for the recipient, and aligned with the branding of your organization or event.

cover letter with two recipients

  • Business Communication

Writing Your Year-End Performance Review

cover letter with two recipients

When Should You Spell Out Numbers?

another way to say sorry caption over a graphic of a tennis ball with a facial expression of remorse

Another Way To Say “Sorry” In An Email

Featured image for "Is it to "bare children" or to "bear children?" Which is right?

To “Bare Children” or to “Bear Children?” – Which is Right?

cover letter with two recipients

“Vs” Versus “Vs.” Versus “V.”

cover letter with two recipients

What Does “Even A Broken Clock Is Right Twice A Day” Mean?

  • PRO Courses Guides New Tech Help Pro Expert Videos About wikiHow Pro Upgrade Sign In
  • EDIT Edit this Article
  • EXPLORE Tech Help Pro About Us Random Article Quizzes Request a New Article Community Dashboard This Or That Game Popular Categories Arts and Entertainment Artwork Books Movies Computers and Electronics Computers Phone Skills Technology Hacks Health Men's Health Mental Health Women's Health Relationships Dating Love Relationship Issues Hobbies and Crafts Crafts Drawing Games Education & Communication Communication Skills Personal Development Studying Personal Care and Style Fashion Hair Care Personal Hygiene Youth Personal Care School Stuff Dating All Categories Arts and Entertainment Finance and Business Home and Garden Relationship Quizzes Cars & Other Vehicles Food and Entertaining Personal Care and Style Sports and Fitness Computers and Electronics Health Pets and Animals Travel Education & Communication Hobbies and Crafts Philosophy and Religion Work World Family Life Holidays and Traditions Relationships Youth
  • Browse Articles
  • Learn Something New
  • Quizzes Hot
  • This Or That Game New
  • Train Your Brain
  • Explore More
  • Support wikiHow
  • About wikiHow
  • Log in / Sign up
  • Education and Communications
  • Laying Out a Letter

How to Address a Letter to Multiple Recipients

Last Updated: December 18, 2023 Fact Checked

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. There are 8 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 661,588 times.

There are many situations where you may find yourself writing a letter to multiple recipients. You may be sending a Christmas letter or wedding invitation to a large family. You may be sending a cover letter for a job where there are multiple hiring managers. Whatever the case, you have a variety of options when it comes to addressing a letter to multiple recipients.

Addressing A Professional Letter

Step 1 Write a header.

  • In the top right corner of the letter, you should write the recipient' names first. Write the names using formal titles if necessary (e.g., Dr. Nora Woods), and separate the names by a comma (e.g., Dr. Nora Woods, Dr. Mark Brook).
  • Then, write the name of the company on the next line (i.e., Penbrook Medical Associates), and on the next line write the company's address. On the last line write the city, the state abbreviation, and the zip code.

Step 2 Address all names, if possible.

  • A carbon copy is usually marked by the words "cc" or "copies to", usually followed by a colon.
  • Multiple recipients are listed using their full names and alphabetically. For example, "cc: Dr. Mark Brook, Dr. Nora Woods." If the recipients are from a different business, it's important to include that business's name in parentheses after the names. For example, "cc: Dr. Mark Brooks (Penbrook Medical Associates), Dr. Nora Woods (Shepherd Medical Hospital).
  • Keep in mind, the term "carbon copy" means there will be copies of the letter circulating. You should make sure, if you're using a carbon copy, all parties listed receive their own copy of the letter. You should not use a carbon copy if you're only sending the letter to one person.

cover letter with two recipients

When addressing a letter to multiple recipients, be sure to clearly indicate who is receiving a copy by using 'cc' for carbon copy. List each recipient on a separate line in the header with their name, title, and address. This allows all parties to readily see who else is included.

Step 4 Use an informal word only in certain cases.

Addressing A Personal Letter

Step 1 Consider formality.

  • Whose name comes first is somewhat subjective, but some etiquette rules claim if someone has a high ranking title, like doctor, their name should come first. For example, if you're writing to a husband and wife, and the wife has a PhD, you would write, "Dear Dr. Jacobs and Mr. Jacobs." You could also write, "Dear Dr. and Mr. Jacobs."
  • If no one has a formal title beyond "Mr." or "Mrs.", you can simply write "Dear Mr. and Mrs. Jacobs" or "Dear Mr. Jacobs and Mrs. Jacobs." This really depends mostly on your preference. You can also try something like, "Dear Oliver and Marie Jacobs." You can also switch up the order of the names. Formal rules of etiquette usually place the man's name first, but this is a largely outdated practice and some people may even take offense.
  • If a couple has different last names, make sure you acknowledge this in your salutation. For example, "Dear Mr. Jacobs and Ms. Elliot" or "Dear Mr. Oliver Jacobs and Ms. Marie Elliot."
  • If this is an informal letter, keep things simple. You can just write "Dear Marie and Oliver" or "Dear Oliver and Marie."

Step 3 Address a family as one unit, if appropriate.

  • You can also try including a couple of names, but not all the names. If you know a couple with a lot of kids, for example, you can try something like, "Dear Katie, James, and family."
  • For smaller families, including the names of everyone can be a nice touch. If it's not too cumbersome, try to include everyone's name. For example, "Dear Katie, James, Harper, and Brayden."

Step 4 Use an informal word as a last resort.

  • Keep in mind it's always best to get a name. You should only use this approach as a last resort if you're unable to find a specific name.

Addressing the Envelope

Step 1 Address a business letter.

  • For example, you could write something like "Mr. Oliver Jacobs and Mrs. Marie Jacobs" as the recipient's name. If you're limited on space, you can try something like, "Mr. and Mrs. Jacobs."
  • Make sure you get titles correct. For example, if Oliver Jacobs has his PhD, write something like "Dr. Oliver Jacobs and Mrs. Marie Jacobs." Or "Dr. and Mrs. Jacobs."
  • For more informal letters, do not worry as much about titles. If you are writing to close relatives or friends, "Mr." and "Mrs." are no required. Simply write something like, "Oliver and Marie Jacobs" or "Marie and Oliver Jacobs."

Step 3 Try referring to a family as a unit.

  • When sending in submissions to a literary magazine, the magazine's website should provide information on how to address your envelope.

Avoiding Pitfalls

Step 1 Stay away from referring to a married couple by the man's name.

  • If you cannot find any information on hiring managers, use a specific word to address your cover letter. For example, "Dear Hiring Managers" would work, or something like, "Dear Hiring Staff of the Hilton Hotel."

Step 3 Make sure you get titles correct.

Community Q&A

Community Answer

  • Email etiquette follows similar rules. You can use the same rules as formal letter writing to address a job application or other formal email. Thanks Helpful 0 Not Helpful 0
  • If the letter is a thank you note or another personal note, consider sending each person a separate letter. Thanks Helpful 0 Not Helpful 0

cover letter with two recipients

You Might Also Like

Address a Letter to an Embassy

  • ↑ https://nmu.edu/writingcenter/parts-business-letter
  • ↑ https://writing.wisc.edu/handbook/assignments/businessletter/
  • ↑ https://writingcenter.unc.edu/tips-and-tools/effective-e-mail-communication/
  • ↑ https://edu.gcfglobal.org/en/business-communication/how-to-write-a-formal-business-letter/1/
  • ↑ https://www.boston.com/news/jobs/2014/12/11/how-do-you-address-a-letter-to-dr-and-mr-or-mrs/
  • ↑ https://www.grammarly.com/blog/how-to-write-a-letter/
  • ↑ https://www.indeed.com/career-advice/career-development/how-to-address-letter-to-multiple-people
  • ↑ https://www.freecodecamp.org/news/to-whom-it-may-concern-alternatives-how-to-address-a-letter-when-you-dont-know-who-will-read-it/

About This Article

Tami Claytor

To address a professional letter to multiple recipients, start with a salutation beginning with “Dear” followed by their full names. For example, write “Dear Dr. Nora Woods and Dr. Mark Brooks,” and end with a colon instead of a comma. If you’re addressing an entire office or company, you can use a less formal salutation such as “Dear Colleagues” or “Dear Associates.” Keep in mind, however, that such salutations are normally used for very large groups, or informal letters like mass e-mails. For more advice, including how to address multiple recipients in a personal letter, keep reading. Did this summary help you? Yes No

  • Send fan mail to authors

Reader Success Stories

John

May 24, 2017

Did this article help you?

cover letter with two recipients

Featured Articles

How to Comfort Someone Physically

Trending Articles

Everything You Need to Know to Rock the Corporate Goth Aesthetic

Watch Articles

Cook Fresh Cauliflower

  • Terms of Use
  • Privacy Policy
  • Do Not Sell or Share My Info
  • Not Selling Info

wikiHow Tech Help Pro:

Level up your tech skills and stay ahead of the curve

  • Search Search Please fill out this field.
  • Career Planning
  • Finding a Job
  • Cover Letters

How to Include Your Contact Information in a Cover Letter

cover letter with two recipients

Contact Information Elements in a Cover Letter

How to format contact information in a cover letter, save the contact information in templates, review cover letter examples.

A good cover letter does more than introduce yourself to the hiring manager and show that you can follow directions. It’s a sales pitch, one that highlights your most important skills and qualifications and helps you stand out from the competition.

However, even the best-written and most persuasive cover letter is useless if you make one mistake: Fail to feature your contact information in the right place, and you’ll lose the reader’s attention before you get a chance to impress them further.

You should add key identifying details about yourself whether you're preparing a written or an email cover letter.

In the case of a written letter, you should also include information about the recipient.

Your information (for both written and email letters) should indicate:

  • Name:  Add your full name.
  • Street address:  State the address where you currently live.
  • Location:  Also include your city, state, and zip code.
  • Phone number:  Mention the number where you can most easily be reached.
  • Email address:  This is only needed for written cover letters. For email cover letters, the email itself serves as a record of your email address. Be sure to include a professional handle for your email contact information, preferably a variant of your name or initials.
  • Preferred method of contact:  Indicate the quickest way to contact you from the available options you provide—be it a mobile phone number or email contact information.

Your recipient's information (only included in written cover letters) should include:

  • Name:  This should be the full name of the recipient, if you have it. If needed, check the company website or LinkedIn to find out the hiring manager's name. If you cannot determine the contact's name, use the name of the department in the contact information. For example, "Dear Hiring Manager."
  • Title:  Add the job title of the recipient—for example, "Sales Manager."
  • Company:  State the recipient's company name.
  • Address:  Include the address of the recipient's company.
  • Location:  Add the city, state, and zip code of the recipient's company.

Including the name of the hiring manager in a written cover letter can help it reach them more quickly, particularly if their company is overwhelmed with mail.

Where you put the information depends on whether you're preparing a written or an email cover letter. But the general order of the information is the same in either case.

Put Contact Information at the Top of Written Cover Letters

If you are writing a cover letter to print and mail, or scan and upload to a  job board , add information on how the prospective employer can contact you at the top of the letter.

Follow standard business-letter format. List your contact information first—at the top left of the document. Use single spacing and a consistent font, and format it as a block of text. Include your name, street address, city, state and zip code, phone number, and email address on single-spaced separate lines.

Add a space, and then add the letter date, the recipient’s name, title, company, address, and city, state, and zip code on single-spaced separate lines.

Here’s a sample format of contact information for an applicant and the company addressed.

Contact Information in a Hard Copy Letter

Your Name Your Address Your City, State, and Zip Code Your Phone Number Your Email Address

Name of Recipient Title of Recipient Company Address City, State, and Zip Code

Insert Contact Information at the Bottom of an Email Cover Letter

The standard business style for email communications is different because the size of the device where the recipient is viewing the letter may not allow for a quick visual scan of the full text the way a piece of paper does. Instead of listing your contact information at the top, include it in your signature. Do not include the employer's contact information.

Your  signature  can also omit your street address and location if you prefer. But you should provide your name and phone number. You can also include relevant links to your social profiles, such as your business website or LinkedIn profile. These can help to establish you as an authority in your field and indicate your stature in your profession.

Here's a sample template for contact information in an email:

Contact Information in an Email Signature

Your Name Your Phone Number Your website address (portfolio or LinkedIn profile URL)

A small graphic like a business logo is acceptable in your signature but avoid large images that distract from the text. Keep graphics simple and professional.

Put Your Preferred Method of Contact in the Body of the Cover Letter

Since you'll be including more than one method of contact at the top or bottom of the letter, it's important to indicate your preferred contact method in the main text of the letter. This makes it easier for the recipient to reach you at a source that you will check. For this reason, your preferred method of contact should be the one you check the most often.

If you're sending a written cover letter and check email frequently by day, you might write, “You can reach me during business hours at the email address above” at the end of the letter before the signature. In an email message, end with this sentence: "I look forward to hearing from you. Please feel free to contact me on my mobile phone number in the signature below." This way, the recipient will have no doubt about where to reach you.

It’s best to use the same basic format above every time you share your identifying information in a letter or an email. If you prefer to send email cover letters, save each template in a file, and copy and paste it into cover letters as needed. If your contact info changes, you'll only need to update it in one place.

Using a consistent contact information template will ensure that you avoid mistakes that can lead to communication lapses and boost the odds of hearing back on that dream job.

Review cover letter examples for many different occupations and get templates you can use to write your own letters.

Key Takeaways

  • Regardless of whether you send a cover letter by post or by email, it’s essential to feature your contact information in a prominent spot.
  • In written letters, follow business-letter format and place your contact information at the top of the page, followed by the date and contact details of the recipient.
  • In email messages, include your contact information, including your phone number and email address, in your email signature.
  • Using templates can help you ensure that your contact details are included in every cover letter you send to prospective employers.
  • AI Content Shield
  • AI KW Research
  • AI Assistant
  • SEO Optimizer
  • AI KW Clustering
  • Customer reviews
  • The NLO Revolution
  • Press Center
  • Help Center
  • Content Resources
  • Facebook Group

A Guide to Writing A Formal Letter to Multiple Recipients

Table of Contents

If you’re in a situation where you need to write a formal letter to multiple recipients , the first thing you should do is plan. The letter will be crafted smoothly and professionally if you follow the tips shared in this article.

When Do You Address a Letter to Multiple Recipients?

You need to understand what circumstances require that you send a letter to multiple recipients. Usually, a letter is to several persons when it involves the following:

  • Sending business letters to prospective customers and vendors alike.
  • Addressing individuals within your workplace.
  • Appealing for funding from partners or prospective investors.
  • Making significant changes to your business.
  • Making legal changes as it concerns clients and investors.
  • Communicating a piece of information with your employees.
  • Updating your clients and customers on new development.

Format for Writing a Formal Letter to Multiple Recipients

When writing to multiple recipients, you will want to choose the best format popular with the group.

For most groups, an email format works well. For others, a typed note is more appropriate. It is up to to to understand your audience and pick a suitable form.

The format below will guide you when writing a formal letter to multiple recipients.

Write your address or use company letterhead. The date should come after the sender’s address. The recipient address should follow. If your letter addresses two recipients, you can type both addresses side by side or one on the other.

However, typing all the addresses might give your letter an unappealing look when you have three or more recipients. It is best to omit the addresses in this case.

Avoid using multiple subjects within a letter. If you need to address your letter to multiple recipients, the letter is to accomplish a particular goal.

The content of your letter should cover only what has is on the subject. By sticking with the subject, you will avoid letting your message gets drowned by too many topics. 

3. Salutation/Greeting

  • When addressing less than five individuals, a perfect greeting is “Dear,” followed by their titles and names and ending with a colon. For example, Dear Ms. Grace, Mr. Kelvin, and Dr. Joshua:
  • If your letter is directed to a team in the workplace, you may use a generalized salutation. For example, Dear Administrative Department , Dear Publicity Unit .
  • When addressing a large group of people, the salutation should be general. For example, when you need to send a memo to your clients or customers or address your colleagues at work. An ideal salute is Greetings, Dear Colleagues, Dear Friends .
  • Use general terms : If you are addressing your letter to a group, you will need to use words that addresses a group. Do not write as if writing to an individual.
  • Stick to simple sentences : Since you’re addressing different people, you want everyone to understand your message clearly. An easy way to achieve this is to stick to using simple sentences and avoid complicated vocabulary.
  • Consider accuracy : You do not want to mislead your audience. You will need to check your facts and ensure you deliver accurate information to your audience.
  • Formality : Be formal and professional in your tone. You’re addressing several people, be courteous but do not use slang or any language that may are inappropriate.

5. Complementary Close

As with other formal letters , the appropriate complementary close to use is “Yours faithfully” or “Yours sincerely” followed by your name and designation.

A letter to multiple recipients becomes necessary when you need to send the same message to several people. Writing such letters can be challenging—especially if you’re unsure where to start. This article will guide you through the entire process.

A Guide to Writing A Formal Letter to Multiple Recipients

Pam is an expert grammarian with years of experience teaching English, writing and ESL Grammar courses at the university level. She is enamored with all things language and fascinated with how we use words to shape our world.

Explore All Formal Letter Articles

Writing a formal letter for leave application.

Looking to write a formal letter for leave application? That’s not surprising. What is a Leave Application? Allowing for a…

  • Formal Letter

When to Use a Formal Warning Letter

Are you wondering when to write a formal warning letter? What is a Formal Warning Letter? A warning letter is…

Writing a Subject Line in Formal Letters

Writing a subject in a formal letter is not as complex as you imagined. What is the Subject Line in…

Writing a Cover Letter for a Report

Are you looking to write a cover letter for formal report? You’re in luck — this article explores the detail.…

A Guide to Salutation of a Formal Letter

Salutation of a formal letter can exist in various forms. What Is a Salutation? A salutation is the greeting used…

Learn to Cite Formal Letter Enclosure

For people who send business letters on a regular basis, knowing how to cite a formal letter enclosure is essential.…

How to Address a Letter to Multiple Recipients

by Jayne Thompson

Published on 22 Jan 2019

Addressing a business letter to one person is relatively simple. You write the person's name and address using the U.S. Post Office format, and follow up with "Dear Mr./Mrs./Ms." When you need to address multiple recipients in the same business letter, things get more complicated. Depending on the recipients' location, you'll either address each recipient individually or you'll use the "carbon copy" notation – "cc" – at the bottom of the letter.

Multiple People, Same Address

When addressing multiple recipients in the same organization, there is no need to repeat the address multiple times. Simply write the name and title of each recipient followed by the single company address. It should look something like this:

Ms. Mary Harris, CEO Mr. Robert Martinez, Director of Facilities Dr. Philippa Bennett-Price, Finance Director Acme Limited 123 Acme Street Lexington, KY 40505

Your salutation should then list the names in the same order as the address, followed by a colon (":"), for example "Dear Ms. Harris, Mr. Martinez and Dr. Bennett-Price:" Writing "Dear Mary, Robert and Philippa:" is perfectly fine if you are on first-name terms. It is courteous to send a separate letter and envelope to each person, so print and sign an original copy for each recipient.

Multiple People, Different Address

When the same letter is to go to multiple recipients at different locations, each person receives an individually-addressed letter. Indicate that you have sent the letter to other people by putting "cc:" at the bottom of the letter beneath the signature line, followed by the names of the other recipients in alphabetical order. "CC" stands for carbon copy, referencing the carbon paper that was used to make additional copies of documents before the invention of the photocopier – today, we use the phrase "courtesy copy." Be sure to revise the "cc:" line in each letter so that each recipient knows who all the other recipients are. Include their addresses if this will be helpful to your recipient.

When There Are Many Addressees

When you have many recipients such as members of a committee, it may be more appropriate to prepare a single letter addressed to the group, and place a distribution block at the end of the letter. It is acceptable to greet larger groups as a body of people, for example, "Dear Investor Relations" or "Dear Members of the Board." If the letter is being distributed internally within your own organization, it's fine to use the informal greeting "Dear all."

A Word of Caution

While there is a certain etiquette for addressing letters to multiple recipients, there are no hard-and-fast rules. Your company may have its own style which may or may not follow the traditional standards. Consistency gives a good impression of your brand, so do check that all your employees are following the same style in every business communication.

20 Examples Of How To Address a Cover Letter to an Unknown Recipient

Introduction.

Imagine sending out dozens of job applications, only to realize that you've been addressing your cover letters incorrectly. As it turns out, addressing a cover letter to an unknown recipient can be a tricky task. In this comprehensive guide, we'll provide strategies for finding the right name, using job titles as an alternative, formatting the letter, avoiding common mistakes, leveraging professional networking, and understanding the importance of personalization. By following our advice, you can increase your chances of landing that job interview and making a great first impression.

Finding the Right Name

Before you give up on finding the recipient's name, consider these research strategies:

Check the job post for a specific name. Sometimes, the name of the hiring manager or contact person is listed in the job posting. Read the post carefully to see if a name is mentioned.

Search the company website for a company directory or listing of key personnel. Many organizations have a "Meet Our Team" or "About Us" section that introduces their staff members. Look for someone with a relevant title, such as "Hiring Manager" or "Human Resources Director."

Call the company directly and ask for the appropriate contact person. If you're unable to find the name online, consider calling the company and asking for the name of the person responsible for hiring for the position you're applying for. This approach can be particularly effective for smaller organizations.

Utilize professional networking platforms like LinkedIn to find the recipient. LinkedIn is a powerful tool for job seekers. Try searching for employees at the company with relevant titles, then check their profiles for clues about their role in the hiring process. You can learn more about how to find the name of the hiring manager using LinkedIn in this helpful article.

Personalize your cover letter. Addressing your cover letter to a specific individual shows that you've done your homework and are genuinely interested in the position. This extra effort can make a big difference in how your application is perceived by the recipient.

Using a Job Title

If you're unable to find the recipient's name, consider using a job title or department head as an alternative:

Address the letter to the job title of the reader. For example, you might write "Dear Hiring Manager" or "Dear Human Resources Director." This approach is more specific and professional than using a generic greeting like "To Whom It May Concern."

Consider addressing the letter to the head of the department where you're applying to work. If you know the department your job falls under, try addressing your cover letter to the department head, such as "Dear Marketing Director" or "Dear IT Manager."

Explain why using a job title or department head can still demonstrate professionalism and personalization. Although it's not as ideal as using a specific name, addressing your letter to a relevant job title shows that you've put some thought into your application and have a clear understanding of the company's structure.

Provide examples of different job titles to use as salutations. You can find a list of different job titles to use as salutations in this resource.

Discuss the potential impact of using job titles on the success of the job application. While using a job title may not guarantee success, it can increase your chances of making a favorable impression. A personalized salutation indicates that you're genuinely interested in the position and have taken the time to research the company.

Formatting the Letter

When addressing a cover letter to an unknown recipient, follow these formatting tips:

Always use "Dear" to start the address. This is a professional and respectful way to begin a cover letter.

Use a gender-neutral title (such as Ms.) if the recipient's gender is unknown. If you're unsure of the recipient's gender, it's better to use a neutral title like "Ms." rather than making assumptions.

For non-gender-specific names, use the recipient's full name. If you can't determine the recipient's gender based on their name, address the letter using their full name, such as "Dear Taylor Smith."

Maintain a professional tone even when the name is unknown. Even if you don't know the recipient's name, it's crucial to keep your language and tone professional throughout your cover letter.

Provide examples of well-formatted cover letter salutations.

While it's always best to try and find the name of the hiring manager or recruiter, there may be times when you just can't find that information. Don't let it deter you. Below are 20 examples of how you can address your cover letter when the recipient is unknown:

1. Dear Hiring Manager, 2. To the Recruitment Team, 3. Dear Human Resources Team, 4. Attention Hiring Committee, 5. Dear [Job Title] Hiring Team, 6. To the [Company Name] Team, 7. Dear [Company Name] Recruiter, 8. To Whom It May Concern, 9. Dear Hiring Authority, 10. Attention [Company Name] Hiring Professionals, 11. Dear Talent Acquisition Team, 12. Hello [Company Name] Selection Panel, 13. Dear Recruitment Advisor, 14. To the [Industry] Professionals at [Company Name], 15. Attention [Company Name] Talent Scouts, 16. Dear Hiring Advocate, 17. To the Selection Committee for [Job Title], 18. Dear [Company Name] Staffing Team, 19. Attention [Job Title] Recruitment Panel, 20. Dear [Company Name] Hiring Panel,

Remember, the goal is to be as respectful and professional as possible in your salutation. Even if you don't know the recipient's name, demonstrating courtesy in your greeting will set a positive tone for the rest of your cover letter.

Also, avoid overly casual greetings like 'Hello' or 'Hi there,' which might seem unprofessional, and stay clear of outdated phrases such as 'Dear Sir or Madam.' Instead, opt for more modern, inclusive alternatives. Be sure to follow your greeting with a comma or a colon, then leave a space before starting the body of your letter.

Avoiding Common Mistakes

When addressing a cover letter to an unknown recipient, it's essential to avoid these common mistakes:

Using generic greetings like "To Whom It May Concern." This phrase is outdated and impersonal, and using it can make your application seem generic and unprofessional. Instead, try to find a specific name or use a job title, as discussed in previous sections.

Using incorrect titles or making assumptions about the recipient's gender. Making assumptions about someone's gender or using an inappropriate title can potentially offend the recipient and hurt your chances of landing an interview. Stick to gender-neutral titles or use the recipient's full name when in doubt.

Addressing the letter to the wrong department or job title. Be sure to double-check that you're addressing your letter to the appropriate person or department. Sending your application to the wrong person can result in your application being overlooked or discarded.

Failing to proofread the cover letter for errors, even in the salutation. Typos and other errors can make a poor impression on the recipient. Be sure to proofread your entire cover letter, including the salutation, before submitting it.

Provide examples of mistakes that could hurt the applicant's chances of landing an interview. Some examples of common errors include misspelling the recipient's name, using an informal greeting (such as "Hey"), or addressing the letter to an unrelated department (e.g., "Dear Accounting Manager" when applying for a marketing position).

Utilizing Professional Networking

Leveraging your professional network can be an effective way to find the name of the recipient for your cover letter:

Use platforms like LinkedIn to research the company and its employees. As mentioned earlier, LinkedIn is a valuable resource for job seekers. You can use the platform to find employees with relevant titles, learn more about the company culture, and even discover mutual connections who might be able to provide an introduction or additional information.

Connect with current employees or alumni of the company. Networking with people who work at the company or have worked there in the past can give you valuable insights into the hiring process and help you identify the appropriate contact person for your cover letter.

Search for the appropriate contact person within your professional network. Use your connections to find people who work at the company you're applying to, and ask if they know who the hiring manager for your desired position is.

Networking can help job seekers get noticed by potential employers. Building relationships with people at the company can increase your chances of getting noticed and potentially even lead to a referral. Learn more about how networking can help job seekers get noticed by potential employers in this article.

Offer examples of successful job seekers who found the recipient's name through networking. For instance, this cover letter that landed a job seeker a role at LinkedIn is a great example of how personalizing your cover letter and leveraging your network can help you stand out.

Importance of Personalization

Personalizing your cover letter can make a significant difference in the success of your job application:

Discuss the impact of personalization on the reader's impression of the applicant. A personalized cover letter demonstrates that you've done your research and are genuinely interested in the position, which can make a positive impression on the recipient.

Provide statistics on the success rate of personalized cover letters compared to generic ones. According to resume statistics , candidates with typos in their cover letters or resumes are 58% more likely to be dismissed, while those who do not include specific employment dates are 27% more likely to be dismissed.

Offer expert opinions on the importance of addressing cover letters to specific individuals. Many career experts agree that addressing cover letters to specific individuals can increase your chances of landing an interview.

Explain how personalization demonstrates research skills and genuine interest in the company. Taking the time to research the recipient and tailor your cover letter to the specific position and company shows that you're not only a thorough and detail-oriented candidate, but also genuinely interested in the opportunity.

Share anecdotes of successful job seekers who personalized their cover letters and landed interviews. For example, one job seeker found the recipient's name through LinkedIn and personalized his cover letter , which helped him land an interview and ultimately secure the position.

Conclusion and Final Thoughts

In summary, addressing a cover letter to an unknown recipient can be challenging, but by following our tips and strategies, you can make a strong impression on potential employers. Remember to:

  • Research the recipient's name or use a relevant job title.
  • Personalize your cover letter to demonstrate genuine interest in the position.
  • Maintain a professional tone and formatting throughout your cover letter.
  • Avoid common mistakes that can hurt your chances of landing an interview.
  • Leverage your professional network to find the appropriate contact person.

By applying these tips to your job search, you'll increase your chances of success and make a lasting impression on potential employers. Good luck with your job applications!

How Our Paper Writing Service Is Used

We stand for academic honesty and obey all institutional laws. Therefore EssayService strongly advises its clients to use the provided work as a study aid, as a source of ideas and information, or for citations. Work provided by us is NOT supposed to be submitted OR forwarded as a final work. It is meant to be used for research purposes, drafts, or as extra study materials.

cover letter with two recipients

PenMyPaper: a student-friendly essay writing website

We, at PenMyPaper, are resolute in delivering you professional assistance to write any kind of academic work. Be it marketing, business, or healthcare sector, we can prepare every kind of draft efficiently, meeting all the points of the question brief. Also, we believe in 'research before drafting'. Any work without ample research and evidence will be a flawed one and thus we aim to make your drafts flawless with exclusive data and statistics. With us, you can simply relax while we do the hard work for you.

What Can You Help Me With?

No matter what assignment you need to get done, let it be math or English language, our essay writing service covers them all. Assignments take time, patience, and thorough in-depth knowledge. Are you worried you don't have everything it takes? Our writers will help with any kind of subject after receiving the requirements. One of the tasks we can take care of is research papers. They can take days if not weeks to complete. If you don't have the time for endless reading then contact our essay writing help online service. With EssayService stress-free academic success is a hand away. Another assignment we can take care of is a case study. Acing it requires good analytical skills. You'll need to hand pick specific information which in most cases isn't easy to find. Why waste your energy on this when they're so many exciting activities out there? Our writing help can also do your critical thinking essays. They aren't the easiest task to complete, but they're the perfect occasion to show your deep understanding of the subject through a lens of critical analysis. Hire our writer services to ace your review. Are you struggling with understanding your professors' directions when it comes to homework assignments? Hire professional writers with years of experience to earn a better grade and impress your parents. Send us the instructions, and your deadline, and you're good to go.

IMAGES

  1. Cover Letter Examples For Job Within Current Company

    cover letter with two recipients

  2. Business Letter To Multiple Recipients Example

    cover letter with two recipients

  3. How Do You Address A Letter To Multiple Recipients

    cover letter with two recipients

  4. Sample Business Letter To Two Recipients

    cover letter with two recipients

  5. Letter To Multiple Recipients

    cover letter with two recipients

  6. Business Letter To Multiple Recipients

    cover letter with two recipients

COMMENTS

  1. Cover letter with two recipients

    Alphabetically? In order or seniority? By number of letters? Really, this is very opinion based as there is no way that is more or less acceptable. Besides, I don't honestly think the recipients really care whose name appears first :) - Jane S Jun 24, 2015 at 4:03 2

  2. How to Write a Cover Letter to Multiple Recipients?

    Can you address a cover letter to multiple recipients? Of course, you can. CC other recipients at the end of the letter, mentioning their names and designations. Please write their email addresses in the "CC" tab of your email to copy the email to them. Skip writing "To whom it may concern" in cover letters.

  3. How To Write a Letter to Multiple People (With Examples)

    1. Decide on formatting The first step in addressing a letter to multiple people is determining whether you need to send your letter to multiple addresses and how to format your header. For example, if you're writing to multiple people within the same organization, you'll only need to list the address once at the bottom of your header.

  4. Addressing a Cover Letter to Multiple Recipients

    Ordering Names Correctly By Seniority: If you're addressing a CEO and a department manager, it's appropriate to list the CEO first. This acknowledges the hierarchy and shows you recognize its importance. By Relevance to Position: If you're unsure about seniority, consider who is most relevant to the position you're applying for.

  5. How to Address a Cover Letter With Examples

    Dear Sir/Madam (27%) To Whom It May Concern (17%) Dear Human Resources Director (6%) Leave it blank (8%) Do keep in mind that terms like "To Whom It May Concern" may seem dated, so the best options may be either to use "Dear Hiring Manager" or not to include a greeting at all. Simply start with the first paragraph of your letter.

  6. How to Address a Cover Letter to Multiple Recipients

    Addressing a cover letter to multiple recipients can seem like a daunting task, yet it's a common scenario in today's diverse and team-oriented work environments. Whether you're applying to a small business or a large corporation, knowing how to navigate this aspect of your cover letter is crucial. It not only demonstrates your attention ...

  7. How to Address Cover Letters With Multiple Names

    Two spaces beneath your name, type "cc:" and follow with the names and titles of the other recipients of your letter. For example, write "cc: Ms. Williams, Human Resources Generalist." Place...

  8. How To Write a Cover Letter (With Examples and Tips)

    Middle paragraph (s) Closing paragraph. Letter ending and signature. Your cover letter should be one page long and use a simple, professional font, such as Arial or Helvetica, 10 to 12 points in size. Your letter should be left-aligned with single spacing and one-inch margins. Show Transcript.

  9. How to Address a Cover Letter (+ Who to Address) in 2024

    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.

  10. How to Write a Cover Letter Guide + Examples

    Why cover letters matter. Research shows 83% of recruiters say cover letters are important to the hiring process! That means you must have a well-written cover letter if you're serious about a job. If writing a cover letter from scratch seems like a hassle, try our Cover Letter Builder.You'll get a completely personalized letter that makes you sound like a pro and showcases your best ...

  11. How to Write a Cover Letter to Multiple People

    Format all of your headings in the cover letter correctly. Include your address, the date and the name and address of the contact person before you begin to write to the individual. Make two or three copies of the document on your computer. In each document, type the name of a new individual that you wish to receive the copy of your cover ...

  12. Cover letter with two recipients

    My cover letter is two intended recipients. How do I handle putting two names in the address and salutation? EDIT: Format is importance - I'd still expect of address to look like to: Name Ti...

  13. How To Address Multiple People in an Email

    Addressing a Letter to Several Recipients 1. Choose a header format 2. Writing an appropriate salutation 3. Double check accuracy Example of Multiple-Recipient Letters Header and Salutation Example #1 Header and Salutation Example #2 Header and Salutation Example #3 Additional Considerations Be appropriately formal Greet each recipient individually

  14. How To Address A Cover Letter (With Examples)

    In the body. The first line of your email should address the recipient, which differs slightly from paper cover letters. In cover letters, you usually add a header that includes your name and contact information, the date, and the recipient's name and contact information. After addressing the recipient, you can add your full cover letter in the ...

  15. Cover Letter Example

    Note Not sure what to do? Ask for advice: Reach out to a mentor, a trusted colleague, or other career connections for help thinking through the best option. Some people recommend applying to one job at a time and, if you don't hear back and some time has passed, applying for another position later.

  16. How to Address a Letter to Multiple Recipients: 15 Steps

    [1] In the top right corner of the letter, you should write the recipient' names first. Write the names using formal titles if necessary (e.g., Dr. Nora Woods), and separate the names by a comma (e.g., Dr. Nora Woods, Dr. Mark Brook).

  17. How to Include Your Contact Information in a Cover Letter

    List your contact information first—at the top left of the document. Use single spacing and a consistent font, and format it as a block of text. Include your name, street address, city, state and zip code, phone number, and email address on single-spaced separate lines. Add a space, and then add the letter date, the recipient's name, title ...

  18. A Guide to Writing A Formal Letter to Multiple Recipients

    1. Address 2. Subject 3. Salutation/Greeting 4. Body 5. Complementary Close To Wrap Up If you're in a situation where you need to write a formal letter to multiple recipients, the first thing you should do is plan. The letter will be crafted smoothly and professionally if you follow the tips shared in this article.

  19. How to Address a Letter to Multiple Recipients

    Simply write the name and title of each recipient followed by the single company address. It should look something like this: Ms. Mary Harris, CEO Mr. Robert Martinez, Director of Facilities Dr. Philippa Bennett-Price, Finance Director Acme Limited 123 Acme Street Lexington, KY 40505

  20. Can a Cover Letter Be Two Pages? An Overview

    A two-page cover letter is a communication that introduces your qualifications for a position in two sheets and supports additional documents in a job application, such as the resume. Essentially, this communication should inspire the hiring manager to read your supporting documents. While a one-page letter is the norm in most industries, there ...

  21. 20 Examples Of How To Address a Cover Letter to an Unknown Recipient

    Even if you don't know the recipient's name, it's crucial to keep your language and tone professional throughout your cover letter. Provide examples of well-formatted cover letter salutations. Example 1: "Dear Hiring Manager," Example 2: "Dear IT Director," Example 3: "Dear Ms. Taylor Smith,"

  22. Cover letter with two recipients

    My cover schriftzug has couple intended recipients. How do I handle putting two names in and address and salutation? EDIT: Format is important - I'd still expect that address to look like this: Name Ti...

  23. How to write a gas engineer cover letter (with example)

    The information you gain from these sources can help you to better tailor your cover letter when you write it. 2. Address the recipient by name ... Another good way of tailoring a cover letter is to address it to the recipient by name. If their name isn't on the job advertisement, you can check the organisation's website to see if they mention ...

  24. Cover Letter 2 Recipients

    To pay for the essay writing, you can either use your debit or credit cards to pay via PayPal or use your wallet balance from our website. All we would need is your card details and your email-id. This is our responsibility that your information will be kept all safe. This is what makes our service the best essay writing service to write with.

  25. CavendishUniversityZambia on Instagram: "EARN A SCHOLARSHIP TO STUDY AT

    24 likes, 0 comments - cavendishuniversityzambia on November 1, 2023: "EARN A SCHOLARSHIP TO STUDY AT CAVENDISH UNIVERSITY! Are you a top Zambian prospective student ...