Who should I address a job email to? (with expert advice & examples)

When sending a job email, first impressions count — and that starts with how you address it. A greeting might seem like a small detail, but it quietly sets the tone for everything that follows.

Should you say Dear Hiring Manager, Hi Team, or find a name on LinkedIn before you hit send?

To settle the debate, we sat down with Christine McKelvie, Founding Talent Lead at Fyxer, who has reviewed thousands of job applications. She shared how much greetings really matter, what to avoid, and how authenticity can make all the difference.

Why Your Greeting Sets the Tone

Christine explains that addressing your email correctly isn’t about rigid formality — it’s about showing intentionality and awareness.

“This is a people thing you’re doing,” she says. “You're not talking to a bot or a company, you’re trying to get in touch with a person. People often forget that you can just be human.”

That first line sets the tone for everything that follows. Personalized greetings can increase response rates and create a more positive impression on hiring teams. On the other hand, the wrong greeting can impact your chance of success.

When You Know Who to Email

When you know the hiring manager’s name from a job listing, it’s best to email that person directly, showing attention to detail and initiative.

If a job listing includes the hiring manager’s name, use it confidently. Christine’s advice is simple:

If the job description says who the hiring manager is, email that person. At Fyxer, we share who our hiring managers are — so candidates can cold outreach, or send it to me or my team.

First names are generally fine to use unless the company culture is clearly formal. You can gauge this by checking the company’s website or social media for their tone — as Christine says, “you can probably read someone’s website and just see what the vibe is.”

For startups and companies that clearly show informal or casual tone on their website or LinkedIn pages, starting with the following works:

• Hi [First Name],
• Hey [First name],

However, in corporate industries or formal settings (such as law) you might choose to go with a more classic:

• Dear [Name]

In terms of using first or last names, use your common sense and judgement of the company. If it’s a formal or corporate environment, go with Dear Ms. Anton or Dear Mr. Patel. But if it’s a startup or a modern business where everyone’s on a first-name basis, Hi Sarah is better. You can usually tell from the website or their communication style which one fits.

When you have someone's name, make sure you spell it correctly. If their name is long or challenging to write, double and triple check the spelling before you hit send. As Forbes explains, "This small and unarguably simple mistake speaks volumes of your other capabilities. So, double check your work and address the person correctly."

How to Find the Right Person’s Name

Finding a real name takes effort — but it’s often worth it. Christine recommends combining research and initiative:

• Search the job posting and company website.
• Use LinkedIn to find “Talent,” “HR,” or “Recruitment” contacts.
• Search the job title on LinkedIn, to see if the hiring manager has promoted it personally.
• If still unsure, call the company or send a quick message via LinkedIn asking who to address your email to.

Putting effort into finding the name makes a difference. But how long should you spend on it?

Christine advises not to spend excessive time digging for the exact person to email - a few hours will suffice. Instead, if you can’t quickly identify the right contact, it’s better to send a polite inquiry to a few potential contacts as a fallback. This approach balances effort and effectiveness, avoiding hours of searching while still making a thoughtful outreach.

When You Don’t Know the Name, or Can't Find It

Sometimes, you simply can’t find a specific name. In those cases, Christine recommends taking a practical, proactive approach:

With all the tools out there now, it's likely you will find at least someone to contact. But if you’re not sure, just say: ‘Hi there, I’m applying for this job — I don’t know if you’re the right person, but your details came up when I was researching.’ Frame it that way if you’re unsure. You can send this email to two or three people to improve your hit rate, as they're more likely to forward your email on to the right person.

Christine advises avoiding old-fashioned greetings like “To Whom It May Concern.”

In my view, “To Whom It May Concern” feels corporate, cold, and outdated. You’re writing to people, not a system. Even Dear Hiring Manager or Hi Team is miles better — it shows you’ve thought about who might be reading it.

Without a name, there are a few options you can use instead.

Here are the common professional alternatives to “To Whom It May Concern”:

• Dear Hiring Manager,
• Dear Recruitment Team,
• Dear [Department Name] Team,

If you're applying to a startup or a company that shows a more informal tone online, Christine suggests using more fun and engaging email openers to stand out.

You can throw a joke, pun, or quirky element in there to be human and casual. It’s about being approachable and standing out without being too over-the-top. Some fun openers I’ve seen are things like:

• "Hi next employer"
• "Hi future colleagues"
• "Hey there, stranger"

A really nice one I saw recently from a recruiter to a prospective candidate was, 'It’s a beautiful day to be [candidate’s name].' It’s personal, fun, and memorable. Personally, I like receiving more fun, quirky emails from candidates that show personality.

When to Keep It General (and When Not To)

If a listing includes an inbox like hr@company.com or team@brand.co.uk, Christine says there’s no need to overthink it:

Most of the time, those generic emails will go to a joint inbox. There’s no need to identify a single person because it’s being reviewed by a team anyway.

In those cases, Dear Hiring Team or Hi Talent Team works perfectly well. But she adds that tone matters more than wording:

You can say ‘Hi Team’ — that’s fine. Even ‘Hey’ is okay if it fits the company vibe. Startups especially are filled with quirky people, so you don’t always have to sound overly formal.

The key thing to remember is to be intentional.

“You need to be intentional,” Christine says. “Dear Sir/Madam feels corporate; To Whom It May Concern feels too generic. Just be human. Throw in a pun or a line that makes you stand out.”

Be Confident — But Not Presumptuous

Confidence is good. Presumption is not. Christine shared an example of what not to do:

“Someone once emailed me saying, ‘Dear Sir, you may not be the right person, so please forward this to whoever is.’ And I thought, I’ll be doing no such thing. I don’t know you, and I don’t owe you.”

She laughs, but the point stands: politeness is non-negotiable.

“There’s a level of cordialness I expect — polite and respectful. You don’t get to go to the front of the line if you’re going to assume things.”

When in doubt, keep your tone warm, courteous, and humble.

The Role of AI in Writing Job Emails

AI writing tools can help refine grammar or structure — but using them blindly can strip away your personality.

Christine believes the future of communication is a balance between efficiency and authenticity:

People get too caught up trying to sound smart or professional. We’re not looking for that — we’re looking for genuine.

AI tools can help you review tone and grammar, but they shouldn’t replace your voice. Christine’s warning is clear:

“If you put into ChatGPT, ‘Write me a an email,’ I guarantee I’ve seen that same version 10 or 20 times. It all sounds the same — formal, overpolished, and slightly soulless.”

Instead, she suggests using AI tools that learn your tone of voice — tools like Fyxer, which adapts to your personal writing style.

Use AI to tidy your email, not to write it for you without knowing your tone. The best emails sound human, warm, and curious. It’s obvious when someone uses ChatGPT, or AI that doesn’t understand their tone.

Common Mistakes to Avoid

One of the biggest mistakes you can make assuming about someone's gender.

Christine strongly advises against guessing someone’s gender or job title based on their name.

If you’re not sure, don’t assume. I’ve had people write Dear Mr. McKelvie before — and it immediately puts me off. It tells me they haven’t taken the time to check.

She also pointed out that this kind of mistake can undermine an otherwise good first impression:

Even if the rest of the email is great, that first line can undo it. It’s so avoidable — just check their LinkedIn or the company site. If you still can’t tell, use their full name instead.

Her general rules for mistakes to avoid are:

• Guessing someone’s gender or title incorrectly.
• Using outdated phrases (Dear Sir/Madam, To Whom It May Concern).
• Copy-pasting generic AI text.
• Writing presumptive requests (“Please forward this to the right person”).
• Sounding overly stiff or robotic.

She also linked this advice to diversity and inclusion, noting that avoiding assumptions is not just about correctness — it’s about respect:

We talk so much about inclusion, and this is part of it. Making the effort not to assume who someone is shows respect.

Conclusion: Be Polite, Personal, and Professional

The person reading your email is, above all, a person.

Addressing them with thoughtfulness and warmth shows that you’re not just applying — you’re communicating.

Christine sums it up perfectly:

“Startups are filled with quirky people. Be polite, be confident, but don’t take yourself too seriously. We remember the ones who sound human.”

Frequently Asked Questions (FAQ)

1. Who should I address a job email to?

If possible, address it to the hiring manager or recruiter listed in the job description. If no name is available, use Dear Hiring Manager or Dear Recruitment Team.

2. Is “To Whom It May Concern” acceptable?

Not anymore. It’s considered outdated and overly formal. Modern hiring teams prefer specific or conversational greetings.

3. Can I use “Hi” or “Hey”?

Yes — if the company culture is informal (like startups or creative agencies). For corporate roles, Dear is still safest.

4. Should I email multiple people?

Yes, if you’re unsure who the right contact is. Just be transparent: mention that you’re reaching out to confirm the right person.

5. Can AI help me write a job email?

Yes, but use it wisely. Let AI check tone and grammar, but don't use AI that doesn't know your voice. Studies show candidates using light AI editing get higher response rates than those using full automation. Opt for tools like Fyxer, which adapts to your personal writing style to send more authentic emails.

If you're interested in careers at Fyxer, check the jobs page for the latest roles.