Your first line is the first thing they read.
Get it right, and you look professional.
Get it wrong, and the letter may go straight to the trash.
This guide shows you:
The correct business letter format
What to write when you don’t know the name
How to address a cover letter for a job application
Which titles to use (Dr., Ms., Mr., Mx.)
The Short Answer (Because You Came for This)
Don’t know the name?
Use: Dear Hiring Manager:
Writing to a company? Use: Dear [Department] Team:
Avoid: “To Whom It May Concern” and “Dear Sir.”
Below, you’ll see why, plus ready-to-copy examples for every situation.
The Business Letter Format at a Glance
A standard business letter in block format looks like this:
1. Your name and address
2. The date
3. Recipient’s name, title, company, and address
4. Salutation
5. Body
6. Closing
7. Your signature
Everything is left-aligned.
Clean. Simple. Professional.
How to Write the Recipient’s Address
Example:
Ms. Angela Brooks
Hiring Manager
Northstar Financial Group
200 Park Avenue, Suite 1500
New York, NY 10166
Order matters:
Name → Title → Company → Street → City, State ZIP
Use the full name when you have it.
Use the department or title when you don’t.
What to Write When You Don’t Know the Name
This is where most people get stuck.
First, try to find the name.
Check:
The company website (the “Team” or “About” page)
LinkedIn
The job posting
A quick phone call to the company
Still no name? Use one of these:
Dear Hiring Manager:
Dear Recruitment Team:
Dear [Department] Team:
Dear Customer Service Manager:
Avoid:
❌ “To Whom It May Concern” (sounds outdated and impersonal)
❌ “Dear Sir” (excludes half the world)
Mr., Ms., Mrs., Mx.: Which One Do You Use?
The safe rule:
Use “Ms.” for women unless you know otherwise.
Use “Mr.” for men.
Use “Mx.” if the person uses it.
Not sure about the person’s gender?
Skip the title. Use the full name:
Dear Alex Johnson:
It’s modern, polite, and safe.
Sending something official, like taxes, a legal notice, or immigration? There are extra rules →
How to Address Doctors, Professors, and Other Titles
Medical doctor or PhD:
Dr. Maria Lopez
Salutation: Dear Dr. Lopez:
Professor:
Professor David Kim
Salutation: Dear Professor Kim:
Attorney:
Sarah Reed, Esq.
Salutation: Dear Ms. Reed:
Military:
Colonel James Carter
Salutation: Dear Colonel Carter:
Pro tip: Never use two titles for the same thing, such as “Dr. John Smith, MD.”
How to Address a Cover Letter
A cover letter is a business letter with a goal: get the interview.
Your address block looks like this:
Jordan Taylor
123 Maple Street
Austin, TX 78701
jordan.taylor@email.com
(555) 123-4567
Date: October 20, 2026
Recipient:
Mr. Daniel Rivera
Director of Talent Acquisition
BrightPath Technologies
900 Congress Avenue
Austin, TX 78701
Salutation:
Dear Mr. Rivera:
Colon or Comma After the Salutation?
Formal business letter: use a colon.
Dear Ms. Brooks:
Friendly or informal letter: use a comma.
Dear Angela,
For a job application, the colon is the safest choice.
Add a Subject Line or Attention Line
A subject line helps the reader see what the letter is about.
Example:
Subject: Application for Marketing Manager Position (Job ID 4821)
An attention line helps route mail to the right person:
Attn: Human Resources Department
Both are common in professional correspondence.
Closings That Work
Formal:
Sincerely,
Respectfully,
Best regards,
Avoid:
❌ Cheers
❌ Thanks!!!
❌ Yours truly (unless you really mean it)
Then add your typed name and signature.
Sending Business Mail: Quick Tips for Small Businesses
Sending invoices, contracts, or client letters?
Use window envelopes for a clean look
Print return addresses professionally
Use tracking for important documents
Consider certified mail for contracts, notices, and payment disputes
Professional mail builds trust with clients.
Common Business Letter Mistakes
1. Misspelling the recipient’s name
2. Using the wrong title
3. Writing “Dear Sir/Madam” in 2026
4. Forgetting the date
5. Sending a letter without a clear purpose
6. Skipping a proofread
Quick FAQ
How do I address a letter to a company, not a person?
Use the company name and a department.
Dear Customer Service Team:
Is “Dear Hiring Manager” okay?
Yes. It’s the most common choice when you can’t find a name.
Should I put “Attn:” on the envelope?
Yes, if you want the letter to reach a specific person or department.
Your Letter Looks Professional. But Can You Prove They Received It?
Think about it:
A contract. A payment dispute. A job offer response. A notice to a landlord.
If the other side says “I never got that,” what do you show?
Most people have nothing.
And that’s a problem that takes one extra step to avoid.
👉 HOW DO I PROVE THEY GOT MY LETTER? →
Includes the exact step-by-step process.
Need to double-check the envelope basics? See the envelope examples.
