In the top right corner of the letter, you should write the recipient’ names first. Write the names using formal titles if necessary (e. g. , Dr. Nora Woods), and separate the names by a comma (e. g. , Dr. Nora Woods, Dr. Mark Brook). Then, write the name of the company on the next line (i. e. , Penbrook Medical Associates), and on the next line write the company’s address. On the last line write the city, the state abbreviation, and the zip code.
A carbon copy is usually marked by the words “cc” or “copies to”, usually followed by a colon. Multiple recipients are listed using their full names and alphabetically. For example, “cc: Dr. Mark Brook, Dr. Nora Woods. " If the recipients are from a different business, it’s important to include that business’s name in parentheses after the names. For example, “cc: Dr. Mark Brooks (Penbrook Medical Associates), Dr. Nora Woods (Shepherd Medical Hospital). Keep in mind, the term “carbon copy” means there will be copies of the letter circulating. You should make sure, if you’re using a carbon copy, all parties listed receive their own copy of the letter. You should not use a carbon copy if you’re only sending the letter to one person.
Whose name comes first is somewhat subjective, but some etiquette rules claim if someone has a high ranking title, like doctor, their name should come first. For example, if you’re writing to a husband and wife, and the wife has a PhD, you would write, “Dear Dr. Jacobs and Mr. Jacobs. " You could also write, “Dear Dr. and Mr. Jacobs. " If no one has a formal title beyond “Mr. " or “Mrs. “, you can simply write “Dear Mr. and Mrs. Jacobs” or “Dear Mr. Jacobs and Mrs. Jacobs. " This really depends mostly on your preference. You can also try something like, “Dear Oliver and Marie Jacobs. " You can also switch up the order of the names. Formal rules of etiquette usually place the man’s name first, but this is a largely outdated practice and some people may even take offense. If a couple has different last names, make sure you acknowledge this in your salutation. For example, “Dear Mr. Jacobs and Ms. Elliot” or “Dear Mr. Oliver Jacobs and Ms. Marie Elliot. " If this is an informal letter, keep things simple. You can just write “Dear Marie and Oliver” or “Dear Oliver and Marie. "
You can also try including a couple of names, but not all the names. If you know a couple with a lot of kids, for example, you can try something like, “Dear Katie, James, and family. " For smaller families, including the names of everyone can be a nice touch. If it’s not too cumbersome, try to include everyone’s name. For example, “Dear Katie, James, Harper, and Brayden. "
Keep in mind it’s always best to get a name. You should only use this approach as a last resort if you’re unable to find a specific name.
For example, you could write something like “Mr. Oliver Jacobs and Mrs. Marie Jacobs” as the recipient’s name. If you’re limited on space, you can try something like, “Mr. and Mrs. Jacobs. " Make sure you get titles correct. For example, if Oliver Jacobs has his PhD, write something like “Dr. Oliver Jacobs and Mrs. Marie Jacobs. " Or “Dr. and Mrs. Jacobs. " For more informal letters, do not worry as much about titles. If you are writing to close relatives or friends, “Mr. " and “Mrs. " are no required. Simply write something like, “Oliver and Marie Jacobs” or “Marie and Oliver Jacobs. "
When sending in submissions to a literary magazine, the magazine’s website should provide information on how to address your envelope.
If you cannot find any information on hiring managers, use a specific word to address your cover letter. For example, “Dear Hiring Managers” would work, or something like, “Dear Hiring Staff of the Hilton Hotel. "
