How to open and close your cover letter
On a cover letter, formality is rarely a bad thing.
Write your cover letter opening and closing with these tips.
In a tight job market flooded with resumes and cover letters, it’s a given that your documents and messages need to be error-free. So how else can you distinguish your communications? Appropriate openings and closings that convey professionalism and polish.
Use our tips below on how to start your cover letter with a proper greeting and sign off with a polished signature. And if you need additional writing tips, join Monster today, so the experts at Monster's Resume Writing Service can help you impress employers with a high-impact resume and cover letter.
Cover letter openings
Write a formal greeting, such as Dear Ms. Alvis or Dear Mr. Yang. If you're unsure of the person’s gender and can’t find out, write the full name, as in Dear Chu Li or Dear Chris Beltran.
While it is increasingly common to see greetings without the "Dear" in business, it is less formal. When applying for a job, sometimes you want to start off formally, even though you may take a less formal tone in subsequent written exchanges.
If you’re unfamiliar with someone’s name, be sure you don’t confuse the first name with the family name, which can easily happen in today’s global business environment, depending in part on the languages you know. For example, the CEO of Lenovo is Yang Yuanqing. His surname is Yang and his first name is Yuanqing (in Mandarin, the family name is written first), so if you are addressing him, you would write Dear Mr. Yang and not Dear Mr. Yuanqing.
A final comment on people’s names: be sure to spell them correctly. That is one typo no recipient will miss.
What if you cannot track down a contact name for your cover email? Use a generic salutation, such as Dear Hiring Manager, Dear Recruiting Manager or Dear Human Resources Professional. (Avoid To Whom It May Concern; it is antiquated.) Another option is to write Greetings, which is somewhat informal but polite. You could also dispense with the opening greeting altogether and start with your first sentence, although some recipients might find that approach to be abrupt.
In all openings, be sure to capitalize the first letter of every noun and follow your greeting with punctuation. Use either a colon (Dear Mr. Yang:) or a comma (Dear Recruiting Manager,).
Cover letter closings
End your message with a formal closing, such as Sincerely, Regards or Best regards. If your closing contains more than one word, capitalize only the first word, as in Best regards or Sincerely yours. And be sure to put a comma after your closing. A common error in business communications is the omission of that comma.
Your full name goes on the next line. No need for the extra space that used to go on letters for the signature. Write your telephone number and email address on separate lines after your name. Although this contact information is on your resume (and your email address is on your email), including it with your cover message makes life easier for the recipient.
This post is by Helen Cunningham and Brenda Greene, authors of The Business Style Handbook, An A-to-Z Guide for Effective Writing on the Job
Now that you’ve written your resume in English, and you’ve found a job advertisement, here are a few tips on how to write a respectable cover letter. I consider these tips to be the ‘good manners’ you’d want to extend to your potential new company.
When we’re editing cover letters at English Trackers, I’ve come to realise that many people don’t know how to start or finish a letter in English.
Compared to some of the flowery endings you find in other languages, English is incredibly simple and the salutation and sign off should be learned in pairs.
Let me explain.
The Salutation – How to start a cover letter
There are three possible choices:
You know the person’s name – then use it:
You don’t know the person’s name – but have been told to write to the HR department:
You don’t know the person’s name and don’t want to offend either gender:
NOTE: Do not use ‘To Whom It May Concern’
This should only be used on letters of reference, certificates etc. These kinds of documents are submitted over and over again, and are therefore addressed to many different people – whomever it mayconcern.
The Sign Off – How to end a cover letter
There are only two choices: Yours sincerely or Yours faithfully
Here’s a very simple way of remembering whether you end with Yours sincerely or Yours faithfully.
“You can never have more than one ‘S’ in a salutation and signoff.”
Therefore – Dear Sir & Yours sincerely – should never appear together.
If you know the person’s name, you ALWAYS sign off with Yours sincerely. For every other salutation, you sign off Yours faithfully.
- Dear Mr Parker – Yours sincerely
- Dear Ms Little – Yours sincerely
- Dear Sir – Yours faithfully
- Dear Madam – Yours faithfully
- Dear HR Manager – Yours faithfully
I said it was simple! If you want more info on coping with letter etiquette, download the English Trackers Email Etiquette Tips – we’ve covered just about every eventuality in there.
Setting the tone
Tone is not an easy thing to master in another language. You need to write in such a way that you don’t presume anything – that the person will call you for an interview, that the company will hire you etc. – but you do want to show you’re a good fit for the position.
Endings are very hard – as hard and important as the beginning of a cover letter, and they merit a fair amount of time. You want to end on a positive note that points to the future – the possibility of an interview, the submission of further information.
In the edited version below, these two points are merged together into one fluid and positive last sentence.
I thank you for taking the time to consider my application, and would welcome the opportunity to discuss my qualifications with you in more detail.
In the following unedited example, the first sentence is not too bad in terms of tone, but the second sentence is basically an order; there is not even a please or a thank you!
In case this application together with my attached CV has paid your attention I will be happy to elaborate on the value I can bring xxx company.
As I am permanently employed it is very important that you treat this application with full discretion and confidentiality.
Below, is a polite, edited version of those two sentences:
Should you wish, I would be very happy to discuss the contents of this letter and the enclosed CV in person. I would also request that in light of my on-going permanent employment this application be treated with full discretion and confidentiality.
And don’t forget, when you’ve finished writing – edit, edit, edit.
Re-read it and then if possible, leave it for a night. Come back to it fresh and go through it again. Ask someone else to read it – preferably a native English speaker – and only when you are sure it’s error free and ready to represent you politely – then push SEND!
Good luck with your job applications.
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