Covering letter questions

loonywitch

If you know the contact person's name then you should always use it and sign it 'yours sincerely', if you don't then I was taught (in RSA word processing) course you should always use 'Dear Sir or Madam' and use 'yours faithfully' for signing. I have typed many letters for my employers and have always used this.

We were also taught that in a covering letter, you should state what position you are applying for, where you saw the position advertised and do a mini personal statement highlighting why you'd think you'd be suitable for this particular post because your CV personal statement is generic.

Wyndham

Ring the company and ask reception for the name of the recruitment manager. That shows initiative, and using their actual name will be well received.

KiKi

Whilst I accept that it's formal etiquette and protocol, IMO, I would not use 'Dear Sirs'.

I personally think it's become more personable and acceptable practice to say "Dear Sir or Madam" so that's what I'd use.

Don't mention salary at all.

KiKi

SueC_2

Given that they haven't provided details of the recruiting person, so long as the content of the letter is articulate, well presented, germaine, grammatically correct and spelt correctly I shouldn't imagine they'll get too hung up on how you've addressed it. Unless you go for something completely inappropriate that is.

agrinnall

Thank you for the useful replies. The good thing is that To Whom it May Concern has been ruled out, and mentioning money is a no-no. The bad news is that there's a divergence of opinion on Dear Sir or Madam and Dear Sirs. I think in the end SueC's comment is probably the best summary, unless of course anyone thinks that one or other of those salutations might be considered 'completely inappropriate'.

anamenottaken

loonywitch wrote: »

If you know the contact person's name then you should always use it and sign it 'yours sincerely', if you don't then I was taught (in RSA word processing) course you should always use 'Dear Sir or Madam' and use 'yours faithfully' for signing. I have typed many letters for my employers and have always used this.

We were also taught that in a covering letter, you should state what position you are applying for, where you saw the position advertised and do a mini personal statement highlighting why you'd think you'd be suitable for this particular post because your CV personal statement is generic.

There were at least two things not quite right in what your word processing tutor taught.

(1) The complimentary close begins with an uppercase letter - eg 'Yours faithfully' or even 'Sincerely yours' (but I'm not recommending the latter).

(2) If the CV has a "personal statement" then it should be customised to the position being applied for.

I generally agree with those who suggest trying to establish the name of the person who will deal with the applications. However the recruitment process may involve a long chain in long listing and short listing even before interviewing and the all-embracing "Dear Sirs" is correct if no name or job title is given (HR isn't a job title but a departmental name). "HR" was mentioned in the OP. If it had been "HR Recruitment Manager" then "Dear Sir or Madam" would be the correct form if you can't establish that everyone with that title in the organisation is of one gender.

DVardysShadow

agrinnall wrote: »

Thank you for the useful replies. The good thing is that To Whom it May Concern has been ruled out, and mentioning money is a no-no. The bad news is that there's a divergence of opinion on Dear Sir or Madam and Dear Sirs. I think in the end SueC's comment is probably the best summary, unless of course anyone thinks that one or other of those salutations might be considered 'completely inappropriate'.

For me, the issue with 'Dear Sir or Madam' is the same as with 'To Whom it May Concern' - both are too tentative to my mind. Both leave the reader with a question - 'Am I Sir or am I Madam?' or 'Am I one of those whom this concerns?', whereas Dear Sirs just gets it done with.

anamenottaken wrote: »

I generally agree with those who suggest trying to establish the name of the person who will deal with the applications. However the recruitment process may involve a long chain in long listing and short listing even before interviewing and the all-embracing "Dear Sirs" is correct if no name or job title is given (HR isn't a job title but a departmental name). "HR" was mentioned in the OP. If it had been "HR Recruitment Manager" then "Dear Sir or Madam" would be the correct form if you can't establish that everyone with that title in the organisation is of one gender.

If it was just HR Recruitment Manager, you still have the option of addressing to Acme Corporation - FAO HR Recruitment Manager' and then using 'Dear Sirs'. Personally, I would take this option to avoid 'Dear Sir or Madam'

anamenottaken wrote: »

There were at least two things not quite right in what your word processing tutor taught.

.....

(2) If the CV has a "personal statement" then it should be customised to the position being applied for.

A lot of the teaching of letter writing was oriented to working in a typing pool, which is an institution which largely disappeared 25 years ago with the introduction of word processing. Customisation of CVs only became realistic with the introduction of word processing.

Similarly, I suspect that the pervasive preference for 'Dear Sir or Madam' arises from typing pools typing up letters to individuals when, if the gender is not clear, the 'Dear Sirs' option is not available.

anamenottaken

DVardysShadow wrote: »

If it was just HR Recruitment Manager, you still have the option of addressing to Acme Corporation - FAO HR Recruitment Manager' and then using 'Dear Sirs'. Personally, I would take this option to avoid 'Dear Sir or Madam'

Depends on the wording of the advertisement - if it says apply to the HR Recruitment Manager then that is to the person, not the company.

A lot of the teaching of letter writing was oriented to working in a typing pool, which is an institution which largely disappeared 25 years ago with the introduction of word processing. Customisation of CVs only became realistic with the introduction of word processing.

My point was to customise the CV, not just the covering letter (which I think you would agree with) and the poster mentioned they were taught in a word processing class that the CV would have a generic personal statement. Typing pools weren't normally used to type application letters and CVs.

Similarly, I suspect that the pervasive preference for 'Dear Sir or Madam' arises from typing pools typing up letters to individuals when, if the gender is not clear, the 'Dear Sirs' option is not available.

...........................

SueC_2

DVardysShadow wrote: »

'Am I Sir or am I Madam?'

I'd like to think most people would know the answer to that one...?! :rotfl:

DVardysShadow

SueC wrote: »

I'd like to think most people would know the answer to that one...?! :rotfl:

I'm definitely 'Sir', I am not sure if I am 'Sir or Madam'. And I think I would be more likely to answer to 'oi you' than to 'Sir or Madam'