Dear Sir or Madam Alternatives for Professional Correspondence

The Legacy of Dear Sir or Madam

Although using “Dear Sir or Madam” has mostly gone out of style, there is a lot of historical significance behind it. The history of it being a professional and courteous greeting is why some will still wonder if it’s right to use it.

A Glimpse into History

The use of salutations can be traced back to ancient times. People have used variations of words like sir or madam for centuries to greet each other politely when not knowing someone’s name. For example, before addressing someone as sir or madam became popular, those in medieval England would say “Hail!” or “Hail, fellow!” while greeting someone they didn’t know.

Eventually, England and other royal colonies transitioned into using more gender-specific greetings. That caused salutations like sir and madam to gain popularity in the 19th and 20th centuries. You’d often hear people use “Greetings, sir” or “Greetings, ma’am” while addressing someone they didn’t know.

However, formal writing posed a different challenge when you didn’t know the name or gender of the person you were addressing. That’s why “Dear Sir or Madam” became a polite way of starting a formal letter, covering both genders during that time.

Relevance in the Digital Age

Today, we still write formal letters. You’ll most commonly see this type of writing in the hiring process or other work-related communication. Creating a cover letter, resignation letter, and job acceptance letter are all examples of this. However, the way we address people in those letters has evolved. So, is Dear Sir or Madam still appropriate?

In most cases, starting a formal application with Dear Sir or Madam won’t work well. The biggest reason is that hiring managers and employers expect communication to feel personalized.

When you use Dear Sir or Madam, it feels like you don’t know anything about the company or who you’re writing to. That’s why we always recommend addressing a specific person directly in our resume templates. The biggest thing that’ll stand out when hiring managers receive tens or hundreds of applications for a job opening is showing you did your research and connected with what the company is all about.

The form of communication is also important to consider. Nowadays, email plays a bigger part in most hiring processes. By nature, email is less formal, so using Dear Sir or Madam in emails would be out of place. Instead, using something like “Hi/Hello [hiring manager’s name]” is more appropriate and is what almost all cover letter and resume examples recommend.

Gender-neutral greetings have also dominated. For instance, some people prefer using the pronouns they/them, so using sir/madam may feel off-putting for those who no longer identify with the terms. In any case, instead of using Dear Sir or Madam in cover letters and emails, other alternatives usually will be a better fit for today’s professional communication requirements.

Implementing Alternatives in Various Contexts

To guide you on which alternatives to use, let’s examine the most common contexts where you’d want to use a modern variation of Dear Sir or Madam.

Cover Letters and Formal Emails

One of the most common reasons you’ll be writing formal letters is for cover letters during the job application process. Typically, cover letters are more formal, so you’ll want to consider that when choosing your salutation. While “Dear Sir or Madam” cover letter greetings are outdated and won’t work the best, it just takes a few minor adjustments to adapt them to modern standards.

Starting a cover letter with “Dear” is usually recommended to give it a formal feel. You could also use a greeting like “Hello” if you want an alternative to dear that still sounds professional.

Most hiring managers will appreciate it when you address them by name in the cover letter. It gives the letter a personal feel and shows you took the time to learn about the company and position. You can usually find the name of a contact person on the company’s website, in the job description, or by reviewing their social media accounts, such as LinkedIn.

That said, some companies have more information available than others. When you can’t find the name of a contact person, using “Dear [name of company] hiring team” or a variation of that is still a good option.

You’ll likely want to take a similar approach when writing formal emails. It’s usually best to address the recipient by name whenever possible. However, since emails are a bit less formal, it can work well to use alternatives to dear. Using hi or hello is usually a safe, professional option when beginning an email.

Choosing the Right Salutation

The recipient’s job title, the information you have, and how well you know them can also impact the salutation you use.

For example, while addressing someone higher up in the company, like the CEO or a member of the board of directors, you may want to begin with a more formal approach. Something like “Dear Mr./Ms. [last name]” or “Dear [first_name last_name]” could work well in this case. These are both options that show respect and professionalism.

You may also run into instances where you need to write a formal email to someone but don’t have much information about the recipient. If you don’t have someone’s name, you could start with “Dear [department name]” or “Dear [job title].” This will ensure your message gets to the right place in the company while maintaining formality.

In rare cases, “To whom it may concern” is another option. However, this is also outdated, like Dear Sir or Madam. It’s only recommended to use it if you have very little information about the recipient, such as when you don’t even know their department or job title within the company.

Lastly, your relationship with the recipient can affect your salutation. For instance, if you’ve been working with a client for a while, you may be able to take on a more casual approach to your communication, such as addressing them by their first name or using greetings like “hey.” Something like “Hey John” or “Hey Team” would work well in this case.

Common Mistakes

Before sending professional correspondence, it’s essential to proofread and ensure you avoid common mistakes that many run into. Here’s a brief overview of what to watch out for.

Avoiding Pitfalls

Some of the most common mistakes in professional correspondence are:

• Grammatical errors: Misspelled words or misuse of punctuation will detract from the professionalism of your message. It’s one of the primary things that causes job applications to get passed over.
• Repeating your resume: You may have used a resume checker and templates to ensure it’s top-notch, so repeating that already great information can seem like a good idea. However, it’ll make your cover letter less impactful. Instead, try to fill in any missing gaps and connect with the company rather than repeating everything.
• Copying stock letters word for word: Stock cover letters or other templates can be used as tools to guide you, but they shouldn’t be submitted verbatim. Instead, you should personalize them to fit your needs and recipient. For example, a Dear Sir or Madam letter sample might use outdated language that won’t resonate in today’s job market.
• Complicated jargon: While you may be an expert in your field, consider not every reader will know as much as you do. For example, someone applying to be a DevOps manager could be sending a cover letter to a hiring manager who doesn’t know all the intricacies of SDLC and agile tooling. So, try to find ways to simplify for any reader.
• Poor subject lines: Most people get tens or even hundreds of emails daily, meaning some can get overlooked if your subject line is too vague or gives the wrong impression. Aim for something that’s brief but tells all the information needed. For example, when sending a letter of interest, a good subject line could be “Referred by Kim Johnson – Informational Interview Request.”