Salutation and closing of a cover letter: examples

Which salutation do you use?

Choose the salutation based on the name in the vacancy. If a name is given, use it. If not, look for it on the company website or on LinkedIn. If you cannot find it, choose a general salutation.

• “Geachte mevrouw Peters,” (Dear Ms Peters) or “Geachte heer Jansen,” (Dear Mr Jansen) when you know the name.
• “Geachte Sam Visser,” when you know the first and last name but not the title. Use this when you are not sure of the gender.
• “Geachte heer/mevrouw,” (Dear Sir or Madam) when no name is given.
• “Geachte selectiecommissie,” (Dear selection committee) when the vacancy names a committee or a team.
• “Beste Sam,” (Dear Sam) fits only when the vacancy speaks to you informally and the tone is informal.

Comma, capital letters and form

After the salutation, write a comma. Do not use a colon or an exclamation mark. The first sentence starts with a capital letter. The words “mevrouw” and “heer” take a small letter when they come before a name.

If you choose the formal “Geachte”, use “u” throughout the letter. If you choose “Beste”, “je” suits the tone. Keep one form from the salutation to the sign-off.

• Correct: “Geachte mevrouw Peters,”
• Incorrect: “Geachte Mevrouw Peters,” with a capital M in “mevrouw”.
• Incorrect: “Beste heer Jansen,” to a recipient you do not know. “Beste” suits someone you know.

Opening lines: the first sentence

The opening line is the first sentence after the salutation. It names the role and gives one reason to apply. A reader skips an opening line that could fit any letter.

• “Met veel interesse reageer ik op uw vacature voor projectmedewerker bij [naam organisatie].” (I am very interested in your vacancy for project coordinator at [company name].)
• “Uw vacature vraagt om iemand die offertes zelfstandig opstelt. Dat doe ik sinds [aantal] jaar.” (Your vacancy asks for someone who writes quotes independently. I have done that for [number] years.)
• “Uw nieuwe vestiging in [plaats] zoekt een servicemonteur. Ik ken het type installaties dat u gebruikt.” (Your new branch in [place] is looking for a service engineer. I know the type of installations you use.)
• “Hoe houdt een team de planning vast als er iemand uitvalt? Dat heb ik de afgelopen jaren vaak zelf gedaan.” (How does a team keep to its plan when someone is absent? I have often done that myself in recent years.)
• Weak: “Ik ben een gedreven en enthousiaste kandidaat.” (I am a driven and enthusiastic candidate.) That says nothing about you.
• Weak: “Ik zou graag bij jullie komen werken.” (I would like to work with you.) Give the reason why this organisation in particular.

Closing lines: the end of the letter

The closing consists of one or two sentences. You refer to your CV, invite the reader to a conversation or show when you are available. Choose a closing that suits the tone of the letter.

• “Mijn CV vindt u in de bijlage. Ik hoor graag wanneer we kennis kunnen maken.” (My CV is attached. I would like to hear when we can meet.)
• “Ik licht mijn ervaring graag toe in een gesprek.” (I am happy to explain my experience in an interview.)
• “Ik zie uw reactie graag tegemoet.” (I look forward to your reply.)
• “Ik ben vanaf [datum] beschikbaar en hoor graag van u.” (I am available from [date] and look forward to hearing from you.)
• Avoid “In afwachting van uw reactie verblijf ik”. It sounds old-fashioned and adds nothing.

The sign-off: which one do you choose?

“Met vriendelijke groet” is the standard and suits almost every letter. It roughly means “with kind regards”. “Hoogachtend” is more formal and is mostly used in official letters. Use it only when the letter is that formal. “Met hartelijke groet” means “with warm regards” and suits an informal letter to someone you know.

• “Met vriendelijke groet,” for most letters.
• “Hoogachtend,” for a formal letter, for example to a government body.
• “Met hartelijke groet,” for an informal letter to someone you know.
• Under the sign-off, write your first and last name. Sign by hand only on a printed letter.

Example: from salutation to sign-off

Below are the salutation, the opening line, the closing and the sign-off of one letter, in Dutch. The middle section is left out, because it depends on your own experience. Fill in the text between brackets.

See the CV example for a receptionist

Common mistakes in the salutation and closing

Most mistakes are small. A recruiter still notices them, because the letter is read quickly and details are checked.

• A wrong name or spelling for the contact person. Check the name in the vacancy and on the website.
• No salutation: the letter starts straight away with the text.
• A salutation that does not suit the tone, such as “Beste” in a formal letter to someone you do not know.
• A sign-off that does not suit the salutation, such as “Hoogachtend” under “Beste Sam”.
• No full name under the sign-off. Add your first and last name.
• An exclamation mark in the closing. A cover letter is businesslike, even when you are enthusiastic.

Frequently asked questions