Be Careful When Copying & Pasting Your Cover Letter

I can’t tell you how many times I have received cover letters and resumes that were addressed to a different person than me.

Job seekers can have a lot going on. They use cover letter templates. They forget to change recipients’ names and addresses from one use of their template to the next. I’m not kidding. I’ve seen it on every search I’ve ever done. Even for C-level jobs. 

I can’t think of a single time that I then interviewed the sender. Rather, I just wondered:

1. If their resume and cover letter were meant for me?

2. If their resume and cover letter were meant for the addressee and never found their way to that person?

Please, double check your cover letter’s addressee and address you before you hit send!

If your cover letter and resume aren’t headed to the right person, then it’s unlikely you will get an interview.

Want to learn about another cover letter problem? Check out a doozy that has a 75% failure rate here.

I write executive resumes and LinkedIn profiles. Save time. Get hired. Email me at for more information.

Image Credit: Fotolia/alphaspirit
Updated June 2017

© 2013 – 2017, Donna Svei. All rights reserved.


Comments 14

  1. Now there’s a coincidence. Just last week I sent a cover letter, and it took me AGES to find the guy’s name, searching various online documents until I found it in the company accounts. Just hope I got the right name.

  2. On LinkedIn when you apply for a job it automatically populates your cover letter with the last cover letter you sent out. I thought it was a good idea at first because I could use some of the same wording from my last cover letter. But….I forgot to change a name and I did not catch it until a few days later. I was horrified! The worst part was I really was interested in the job! Painful! Now every time it auto populates I cringe!

  3. Of all the potential mistakes one could make on the cover letter, this one is THE cardinal sin. I mean, spelling or grammatical errors are bad enough.

  4. It’s the “template mentality” — there’s no one size fits all solution to cover letters, that’s why they’re included with the resume. Cover letters should be tailored to the specific post, company, and the person who’s going to hire you. You should be answering what the person has questions about, and how you’ve met challenges etc. Sometimes, it’s the cover letter that makes a difference when it comes to hiring decisions.

  5. The couple of templates I have saved for cover letters I put
    Dear (your name here)

    Then when I read through before sending, it becomes obvious if I haven’t filled this in.

  6. Hi Tricia,

    What are your suggestions for those of us sending coverletters to an unknown reviewer in HR. Is “To Whom it May Concern, Dear Sirs, Dear Sir or Madam, etc” acceptable?



  7. Hi John,

    I like “Dear Sir or Madam” or “Dear Recruiter.”

    If there’s a search committee, then “Dear Search Committee.”

    “To Whom it May Concern” is a little too anonymous.

    Hope this is helpful,


  8. Hi Donna,
    I’ve addressed the cover letter and been interviewed by someone completely different. I apply to same place a year later and their HR changes. I believe that sometimes when there is no number to call and to inquire on the HR name one should use a general name ( Dear Talent Team) but some have many people in HR too. It’s a team and it really depends on situation. The trick is being noticed and being called for the interview and than shining above all the rest. It’s hard I know one day I’ll get hired!

    Hi Lydalyn,

    All good info. Unfortunately, I often get letters addressed to a specific person at an entirely different company! Thank you for helping me clarify

    Kind regards,


  9. I always try not to make this mistake. Even forwarding any Email I always update the name and cross check before sending. Due to this reason I have never make this mistake. Sometimes I catch the mistake while cross checking…

    Good advice. Thank you Vivek.

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