More and more employers refuse to read job seekers’ resumes without a cover letter. The fact is that HR managers want to deal with motivated candidates. The presence of a cover letter is a kind of confirmation that the applicant for the vacancy is serious about his employment, and it is really important for him to impress and to stand out from other competitors.

As you know, a cover letter should contain:

  • greeting,
  • the main part,
  • farewell.

But how to apply in an email to a recruiter or someone else whose name you do not know? We will talk about this in our article, but first, let’s figure out  the advantages of a cover letter and how to write it correctly.

How to Write a Perfect Cover Letter?

So, let’s decide what exactly should be there.

  • The first is the self-presentation of the candidate, his story about himself and his experience
  • The second – the reasons why the company should pay attention to it. How can it be useful to the company? This must be written in the cover letter, otherwise, it will be just an autobiography of personal achievements, multiplied by two. 
  • Third, why a candidate should work for a particular company. This is an important point since such information facilitates the recruitment process and gives the applicant an understanding of how it can be implemented within the company.

Usually, the cover letter has a strict structure and contains:

  • Greetings (“Dear [title]”, “[Name], good afternoon,” “Dear [name]”).

The greeting should be either personalized or addressed to the specialists of a particular department if the name of the recipient is not known. 

  • The main part.

2.1. Tell what position you are applying for if you send your resume to your employer by email. 

2.2. Explain what attracted you: an interesting product, new features or complex tasks.

2.3. Smoothly move from motivation to experience and a list of projects that are not described in the resume, but are useful for this vacancy.

  • Farewell (“Best regards”, “Regards”) and duplicate contact details.

It is important to remember that all points, except 2.3, are accumulated cliches created by successful candidates for many years of practice. The cover letters of this format are half the success. Forbes gives a lot of brilliant professional tips on writing a cover letter.

5 Reasons Why a Cover Letter Is Very Important

  1. It serves as additional information.

Often there are so many candidates that the information from the resume is forgotten within a minute after reading it. A cover letter is the very piece of information that can, like a bright marker, highlight a candidate among the rest.

  1. It helps to screen out those who are not suitable.

Sometimes selected candidates correspond to skills positions, but do not fit soft skills at all. This, may be noticeable at the first interview/internship, but why do we waste valuable time? A cover letter is a litmus test of unsuitable EQ candidates.

  1. It helps to hire those who are not suitable at first glance.

It happens the other way around – the candidate does not quite match the skills in CV, but according to the emotional motivation letter, it becomes immediately clear that he is exactly who the company needs.

  1. It shows creativity.

It is interesting and concise to write about yourself – it is more difficult than it seems. The candidate who spent his time and tried to do it creatively deserves the attention of an HR manager.

  1. It proves that the candidate really wants to work in the company.

Job seekers often send a standard resume to many companies and wait for a response. This is often noticeable because they do not always indicate the correct position declared in the vacancy. A cover letter is a clear sign that the candidate has consciously chosen the company.

Hello HR Manager: Useful Phrases to Address the Recruiter in Email

Of course, an ideal appeal to the addressee is an appeal by name. You will probably have information about the name of the recruiter or manager who posted this vacancy by sending him a resume. Therefore, the beginning should look like this: “Good afternoon, James!” Or “Hello, Mr. Brooks!”

  • Mr. LastName – appeal to a man;
  • Mrs. LastName – appeal to a married woman;
  • Ms. LastName – appeal to a woman regardless of her marital status.

But if you don’t know the manager’s name, it is quite normal to contact him for his position; for example: “Dear hr-manager/recruiter of the company “… .” Also, emails that start with the simple “Hello!” are read easily and without resentment, with no specific calls to anyone at all. Dear Mr. / Mrs. / Ms. LastName – if you know the person you are writing to;

  • Dear Sir or Madam – if you don’t know at all who will read your email;
  • Dear Sir / Madam – if you do not know the name of the person you are writing to.

But if you use your search skills and spend a little time most probably you can find out the name of the person to whom you will contact. Here is a short helpful guide:

  1. Visit the company website. Very often, in the section about employees, you can find the recruiter you are looking for and contact him by name in your email.
  2. In the “Contact Us” section, the contact of the HR manager is often indicated, and it is quite possible that it looks like [email protected]
  3. You can also find the company on social networks, for example, on Linkedin it is easy to find company employees with all their names and contacts.
  4. Or you can trite call the company and find out the name of the HR manager by phone.

You can find many more interesting tips in this article.


So, it’s okay if you use just polite treatment, without a name, in the case when it is not indicated in the vacancy. It is recommended to avoid verbal constructions of an informal style. Just remember your appeal to the addressee should be polite.

To get a helpful template, view website with a useful cover letter template builder. Create a great cover letter to get your dream job! Good luck!