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Should You Use “To Whom It May Concern” In Your Cover Letter

Recruiter-backed alternatives to 'To Whom It May Concern'. Learn how to personalize your cover letter with tailored greetings, and get tips on researching the hiring manager's name to make a strong, professional first impression.

5 months ago   •   6 min read

One of the hardest parts of writing a cover letter is getting the greeting right. After all, it’s a letter, so you have to address it to someone...

But who do you address it to? You may have heard that it’s not a good idea to use “to whom it may concern” in your cover letter. But if you can’t use that phrase, what should you use instead?

One easy answer is “Dear hiring manager.” It’s to-the-point and respectful without being as impersonal.

However, if you can find the person’s name, that’s even better— and these days, with all the information available on company websites and LinkedIn, people may expect that if you care about getting this job, you’ll do enough research to learn their name.

In this article, we’ll discuss when you might be able to get away with using “to whom it may concern,” why it’s usually a bad idea, alternatives to this phrase, and how to become an expert researcher to find the name of the person who will be hiring you.

Let’s get started!

When it’s ok to use a generic greeting like “to whom it may concern”

Although "To whom it may concern" is seen as as outdated or impersonal in modern job markets, there are specific situations where you may still want to use it:

Formal or traditional industries

In academia, where traditions are respected, using "To Whom It May Concern" demonstrates an understanding of and respect for established protocols.

Research the culture of the industry or organization. If their communication typically uses a formal tone, you’re good to go.

Large organizations with unknown recipients

When you’re applying to a multinational corporation where you’re not exactly sure who will be reviewing your letter, and the company's communication style is generic. In this case, you can also use “Dear Hiring Manager” or one of the other alternatives we suggest later in this article.

With large organizations, you can use “To Whom It May Concern” or “Dear Hiring Manager” as a safe option when the company structure is complex and you can’t identify a specific person. However, try to at least send your greeting to the department (e.g., "To Whom It May Concern in the Marketing Department").

When personalization is not possible

If the job listing provides no specific contact information and your research yields no results.

It's better to use a generic yet respectful greeting than to guess incorrectly. However, if you can find any information at all, drop the generic greeting like a hot potato.

In cultures where it’s the norm

In certain cultures or regions, formal greetings are still the norm, especially in conservative sectors.

Understand the larger cultural context of the company. In some global markets, "To Whom It May Concern" is still standard practice.

When not to use a generic greeting

Even though there are a few cases where you can get away with it, the majority of the time using "To Whom It May Concern" is not your best option. Here are some situations where you should avoid it at all costs:

In modern, informal industries

In tech startups or creative fields like advertising or design, where more casual and innovative cultures thrive.

Many modern industries value personality and creativity. Using a generic and formal tone in your cover letter can suggest a lack of effort or research in understanding the company's culture.

When information is available

If the job listing includes the name of the hiring manager or if you've found the hiring manager through research.

In these cases, not using the hiring manager’s name can come across as lazy or imply that you don’t pay attention to details.

Small to mid-sized companies

Smaller organizations where teams are closely-knit and the hiring process is personal.

Using a generic salutation in more personal settings can imply a lack of genuine interest in the company and its people— not a great look.

Companies that emphasize personal connection

Organizations that value individuality and personal connection, which is often highlighted in their job postings or company culture pages.

A generic greeting may raise red flags with these companies, who often look for candidates who live out their values of personalization and individuality.

To sum up: if you’re not 100% sure that you can use “To Whom It May Concern,” don’t use it.

The best alternatives for “to whom it may concern”

Even if you need to use a generic phrase, there are way better options for the beginning of your cover letter than “to whom it may concern” in most cases.

Your choice depends on the information you have about the job posting and how comfortable you are with using informal/personal language. Here are some alternatives worth considering:

“Dear Hiring Manager”

This is one of the best ways to address the reader of a cover letter when you don’t know the recipient’s name. It’s professional, maintains respect for their role, respects their privacy, and is widely accepted.

“Dear [Job Title]”

If you're applying for a specific role but don't have a name, addressing the cover letter to the job title (or the job title’s supervisor) can work.

While "Dear Hiring Manager" is a more widely accepted way to start, "Dear [Job Title]" is specific and directly addresses the role you’re applying for.

You can use this alternative when you're aware of the job title for which you're applying and the company’s org chart. For instance, "Dear Marketing Manager" when applying for a marketing position.

“Hello [Department Name]”

This one is a good choice when you know the department you're applying to but not the individual. It demonstrates that you've done some research to identify the relevant department.

Use this when you know the specific department you’re applying to but don’t know the name of the hiring manager. For example, "Hello Marketing Department" when applying for a marketing role.

“Dear [Company Name] [Department Name] Team”

When you want to address a group of people, such as the entire HR team or a department, this option works well. It shows that you recognize the collaborative nature of the workplace and hiring process.

Choose this when you believe your cover letter may be reviewed by a team or multiple individuals within the organization. For example, "Dear ABC Company HR Team."

“Greetings”

This is a versatile and friendly alternative that maintains a polite tone (while avoiding assumptions).

Use "Greetings" when you have very limited information about the hiring manager or when you want to maintain a neutral and respectful tone.

“Hello Hiring Team”

If the company you’re applying for has a very casual company culture, and you know that a team will be reviewing applications, you can acknowledge their collective effort with this casual and friendly greeting.

Make sure that the company truly supports a casual approach. In some industries (like finance or law) or more formal companies, this is too informal and may be seen as disrespectful.

Strategies for finding the hiring manager's name

For many cover letters, your best bet is to find the name of the person who will actually be reviewing your application. You can often find the hiring manager’s name by following these steps:

Start with the job posting

Review the job posting or advertisement carefully. Sometimes, the name or contact information of the hiring manager is provided. Look for any details that indicate who you should address your application to.

Check the company website

Visit the company's official website and navigate to the "About Us" or "Contact Us" section. Look for executive profiles, department heads, or a directory that may list the hiring manager's name.

Social media

Check the company's social media profiles, especially LinkedIn and Twitter, for any mentions or posts by the hiring manager. They may share updates or insights that can help you identify them. On LinkedIn, search for the company's page and explore employee profiles to identify the hiring manager or relevant department head. Sometimes, LinkedIn profiles include details about their roles.

(Pro tip: before you reach out on LinkedIn, make sure you run your profile through LinkedIn Review so you’re ready to impress your potential future boss!)

Company directory

Some organizations maintain an online company directory with contact information for employees. Search for this directory on the company's website and see if you can find the hiring manager's name and title.

Contact the HR department

If all else fails, you can call or email the company's HR department and politely inquire about the name of the hiring manager or the appropriate contact person for the job application.

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To Whom It May Concern Letters

50 to whom it may concern letter & email templates.

We have used this phrase as the usual greeting in our letter when addressing the person who would receive our letter. As it connotes, the “to whom it may concern” letter will refer to anyone who will read the document. Some people see this as outdated and in a way, a lazy way to approach correspondence. But is this always the case? Let’s find out.

Table of Contents

• 1 To Whom It May Concern Letters
• 2 How do you write “to whom it may concern” example?
• 3 To Whom It May Concern Letter Samples
• 4 How do you address a general letter?
• 5 How do you write a letter beginning with “To Whom It May Concern”?
• 6 To Whom It May Concern Emails
• 7 Is it correct to write “to whom it may concern”?

How do you write “to whom it may concern” example?

You should think about what greeting to use when writing persons who aren’t acquainted with you yet should, especially if they occupy important positions. HR managers or prospective employers typically receive a lot of “to whom it may concern” letter samples. Here’s a guide on how to start such letters or emails using this generic greeting:

• “To Whom This May Concern” If you notice in this salutation, we are using “this” in place of “it.’’ But which one is the proper word? Both words are pronouns, however, “this” is more definite and refers to something that was already talked about in conversation. On the other hand, “it” refers to something mentioned for the first time. Using a “To Whom It May Concern” letter, therefore, is more appropriate because you’re introducing something for the first time.
• “To Whomever It May Concern” Even the expert linguistic at times will feel baffled with the problem on which word to use: whoever, whom, who or whomever. In this case, “Whom” is the right choice because it’s a preposition or an object of a verb whereas “whomever” is an object pronoun.
• “To Who It Concerns” Grammatically, “who” here is a subject whereas “whom” is an object of a preposition or verb. Since this greeting’s subject is “it,” then “Whom” is the appropriate choice.
• “To Those Who Are Concerned” When you write a letter, it’s usually directed to just one person instead of a group. Using this salutation is a bit confusing as the letter might end up in the hands of several people, not the person for which the letter is for. No one can take responsibility for the purpose of the letter because there’s no single or specific person addressed in it. However, if you direct your letter to a single person, there’s a better chance that it will fall in the hands of the right person. Even the HR department could have a hard time locating your resume if you used this particular salutation.
• Colon versus Comma Which is the correct punctuation to use after the greeting “To Whom It May Concern?” If you’re writing a “to whom it may concern” letter format for business purposes, it’s recommended to use a colon instead of the comma. This is because it’s considered more formal. On the other hand, using a comma for a personal “to whom it may concern” email would work better.

Of course, using the name of a real person who is in the position to address your concern will always be a better option. This will ensure that your letter will end up in the right hands. You can always use the internet to find the correct spelling, job positions , and email addresses of these persons. Remember that even small mistakes in your letter could cost you an interview.

To Whom It May Concern Letter Samples

How do you address a general letter?

You will often have to write a general letter, and as such, you will use a general address. A “To Whom It May Concern” letter is very common, and it carries a tone of formality. Here are a few pointers on how to use it correctly:

• Capitalize the first letter of each word.
• Use “Whom” instead of “Who” or “Whomever”
• Use a colon instead of a comma at the end of the phrase when writing a business letter.
• Double space before beginning the body of the letter.

As mentioned earlier, a “To Whom It May Concern” letter format carries a tone of a formal business conversation , especially if you follow these pointers. The general salutation is the first line of the letter which can build a good first impression so don’t mess it up with unwarranted mistakes.

How do you write a letter beginning with “To Whom It May Concern”?

Any type of correspondence is always directed to a specific person. But if you’re not yet acquainted with the person, the safest option is to write a “To Whom It May Concern” letter. If the recipient has a specific title or role in the organization , you can always go online and search for the person’s name.

Remember that using the name of the person is still the best option as against using this general phrase. At times, however, it’s difficult to determine when using the phrase becomes appropriate. Here are some scenarios where it’s usually okay:

• Recommendations or Reference Checks If you’re writing a recommendation or a reference for a former employee or colleague, your request may go through a system that’s automated which won’t provide specific information. The company won’t really care if you perform research about them. All they want are your thoughts about the person they will hire. This, therefore, is an appropriate time to use a “To Whom It May Concern” letter sample.
• Company Complaints When lodging a complaint against a company for unsatisfactory products or services , it won’t matter to whom you address the letter to, whether it be a customer service associate, an administrator or even a CEO. What matters most is that they will read and address the complaint.
• Introductions A “To Whom It May Concern” letter is okay to use when you introduce yourself to a person you have not yet met. For instance, if you receive a letter requesting a quotation or some information about your business from a company, then you can address your reply with using this. But remember to request their name when you respond.
• Prospecting Although using the greeting is acceptable when prospecting, it’s not ideal. As a salesperson who conducts ways to expand your business, it’s recommended that you do some research to find out exactly who you’re contacting. The best option is to build a relationship with them first via social media or reach out through a mutual acquaintance. If you cannot have this connection where you can find personal information, then you can use a “To Whom It May Concern” letter. But if you use this, don’t expect an immediate response.

To Whom It May Concern Emails

Is it correct to write “to whom it may concern”?

When writing a “To Whom It May Concern” email to a prospective employer, make sure to make a good first impression otherwise, your letter will end up in a trash can. The first line that the recipient will read is the salutation, so you need to make it outstanding, especially in form.

Anything less would make the letter so commonplace or worse, informal and it might not pass company standards. If you aren’t comfortable with using a general phrase, here are some alternatives:

• Get personal A little effort can go a long way. Instead of the generic greeting, do some research to find out the full name of the hiring manager. Addressing the person by name will indicate that you did your homework. It will show politeness, diligence, and initiative. Do some professional networking until you identify a person associated with the company who can furnish you the right name and contact information.
• Incorporate the entire organization Another alternative, if you cannot retrieve the hiring manager’s name is to make use of the company’s name in the opening salutation.
• Appeal to the department heads If you still have no luck in getting the contact details of the hiring manager, another option is to address your letter to the head of the department you’re targeting for employment .
• Use the greeting “Dear Sir/Madam” This is another popular salutation in cases where you’re not yet acquainted with the person you wish to communicate with. It is more prim, proper, and formal. It does have a respectful tone for the reader and can also attract attention.
• Try to use a hook Writing passionate first sentence is one good way to capture the attention of the reader. It may even demonstrate your eagerness for the position you are applying for.
• Reference your referral Always refer or mention in your letter the person who recommended you for the job you’re applying for. Include this in the opener.
• Time of day If you’re coursing your letter through email , make sure to customize your greeting corresponding what time of day you sent it.
• Only use the person’s first name if appropriate If you’re well acquainted with the letter’s recipient, it’s acceptable to address him/her in the opening with their first name.
• Address the entire group There are cases where you have to address the entire hiring group or committee. If so, you can use a phrase in your opening that will refer to the whole group. This option shows courtesy as it becomes inclusive to everyone involved in the process of making decisions.
• Play it safe If the manager’s name is one of those which can be for males or females, then play it safe and neutral by using the full name.

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To Whom it May Concern? How to Address and End a Cover Letter

We’ve put together a few tips to help you personalize your cover letter, whether you know the hiring manager’s name or not.

Customers Interviewed by:

In our modern age of personalization, To Whom It May Concern is both an antiquated and detached way to address a cover letter . It may also imply that you haven’t researched the company or that you assume the letter can be read by anyone. Below, we’ve put together a few tips to help you personalize your cover letter , whether you know the hiring manager’s name or not.

When it comes to addressing a cover letter, advice columns frequently spotlight these two pitfalls:

• Mistake 1 : Failing to address your cover letter to a specific person
• Mistake 2 : Addressing a cover letter to the wrong person

Most job postings don’t specify who will be reading your cover letter. This puts job seekers in a tricky situation. Fixing the first mistake could cause you to make the second. So what’s the best way to replace “To Whom It May Concern” on your cover letter?

Get instant feedback on your cover letter with Jobscan’s cover letter optimization tool. See it in action .

3 Key Tips for Addressing Your Cover Letter

1) don’t address your cover letter to the recruiter.

For many job openings, the first person you need to impress is a corporate recruiter. That doesn’t mean you should address your cover letter to them.

“Recruiters do not read cover letters,” a long-time healthcare recruiter told Jobscan . “Bottom line.”

That might be an overstatement — most don’t, some do — but many recruiters would admit that they aren’t the intended audience of a cover letter. “It’s mostly for the hiring manager,” said a recruiter in the non-profit industry. “For us [recruiters], it’s just an extra step in an already elongated process.”

The healthcare recruiter agreed: “If you’re sending it straight to a hiring manager who’s looking at a much lower number of applicants, they might actually read that.”

2) Search for the Hiring Manager’s Name

The best way to personalize your cover letter is to address the hiring manager by name. However, it can be difficult to identify the hiring manager, and your educated guess could cause you to address your cover letter to the wrong person. Here are some tips for finding the hiring manager.

Search the Company Website

Few job postings list the hiring manager by name but many will tell you the position to which you’d be reporting.

With this information, a little detective work can reveal the name of the hiring manager.

Start off by browsing the company’s website. Look for an about page, company directory, or contact page. These pages are frequently linked at the very bottom of the website. Companies that feature employees on their about page make it much easier to figure out who will be reading your cover letter.

You can also try searching the website. If the website doesn’t have a built-in search bar, use this syntax in Google:

“[position you’ll be reporting to]” site:company website

This will reveal hard-to-find about pages or other mentions of the position in the company’s blog posts, press releases, and other pages.

Search LinkedIn

If a company doesn’t list the hiring manager on their website, LinkedIn is your next best resource.

Start off by searching for the company page on LinkedIn. Once you’re on the company’s LinkedIn page, click “See all X employees on LinkedIn” near the top.

Depending on the company size, you can either browse all positions or narrow your results by adding search terms to the search bar (e.g. “Marketing Manager”) and utilizing the “Current companies” filters on the right side of the screen.

Search for the “reports to” position from the job listing. If it wasn’t provided in the listing, search for keywords related to your prospective department (e.g. “marketing”). If the company uses an intuitive corporate hierarchy  you should be able to determine who will be reading the cover letter.

Contact the Company Directly

There is nothing wrong with calling or emailing the company to ask for the name of the hiring manager. Be polite and honest with the administrative assistant or customer service representative. Explain that you’re about to apply for a job and you’d like to know who you should address in your cover letter.

If they aren’t able to provide an answer or transfer you to someone who knows, let it go. The last thing you need is word getting back to the hiring manager that you were pushy with one of their colleagues.

3) Use a More Personalized “To Whom it May Concern” Alternative

You can still personalize your cover letter, even when you don’t know the identity of the hiring manager. Instead of “To Whom It May Concern,” which casts a wide net and is specific to no one, try addressing your cover letter to one specific person.

The most generic version of this is:

Dear Hiring Manager,

But job seekers can often be more specific. Take a look at these examples:

Dear Customer Experience Manager, 

Dear Customer Experience Hiring Team Manager, 

Some other alternatives include addressing your cover letter to an entire department:

• Dear Engineering Department,

Dear Engineering Team, 

OR addressing the entire team:

Hi Jobscan Team,

Dear Jobscan Team,

As with many aspects of the job application process, demonstrating that you put in some extra effort can make a difference. Doing some research before addressing a cover letter contributes to a positive first impression.

8 cover letter salutation examples

Here are eight standard cover letter openings you can choose from. Select the one that best suits the energy of the company you’re applying to and use either a specific name or department depending on the information you have available.

• Hi Mr. Smith,
• Hello Jobscan Team,
• Dear Ms. Whittaker and Team,
• Good morning, Mr. Kennedy
• Good afternoon, Louise, 
• To the Jobscan hiring manager, 

How to end a cover letter

Just as important as beginning your cover letter is ensuring you end it on a strong note. Your cover letter ending should not be underestimated in its ability to help you move forward in the hiring process. After making your case in the previous paragraphs, you need to end your cover letter with a strong call to action to entice the recruiter to invite you for a job interview.

Madeline Mann , an HR leader in the technology industry and creator of Self Made Millennial , says that while no conclusion will save a bad cover letter, it can distinguish you from another good candidate.

It’s all about enthusiasm, according to Madeline. “Companies want people who want them,” she says. If you can draw to the company’s values and show how interested in working with them you are, that’s a substantial advantage. You want to create a lasting impression by incorporating that enthusiasm in your cover letter ending.

“Companies want people who want them” – Madeline mann

A good conclusion, in fact, should reflect the rest of your cover letter.

Set up the end of your cover letter with a strategic middle section

If you want your cover letter ending to be effective, you first need to build momentum. Most recruiters and career coaches agree that by the time you get to the end of your cover letter, it needs to possess the following three elements:

• It tells a story about yourself
• It shows your value concretely
• It calls the recruiter to action

Julia Reiter, a career coach based in Toronto, suggests that you lead up to your cover letter ending by showing that you understand the company’s current challenges and are equipped to solve them. This will make your cover letter call to action all the more effective.

Although the job description will give you information about what the company is looking to accomplish, it will not help you distinguish yourself from other applicants. Show the company you are willing to go the extra mile by researching the key industry challenges and the particular issues they might be facing (beyond the obvious ones).

For example, you can read articles from industry-related publications and get acquainted with the numbers and statistics about the particular business areas your company is engaged in. By being aware of the particular issues they are facing, you can more easily make your skillset and experiences relevant.

When you talk about your past experiences and accomplishments , make sure you mention the problems the company is facing. For example, if you are applying for a customer success manager position at a Software-as-a-Service company, a relevant issue might be high churn rates.

Instead of writing something like “my experience in customer success makes me confident I will be a great addition to your team,” write something like “When I worked at XYZ company, I was able to reduce the churn rate by 30%. With this experience and my deep knowledge of B2B consumer psychology, I am prepared to ensure we have one of the lowest churn rates in XYZ industry.”

End your letter with a call to action

You may be tempted to write that “I’m looking forward to hearing from you” for your cover letter ending. That isn’t a call to action. For Madeline, the end of a cover letter serves to give one last push and show interest and enthusiasm in a way that stands out.

Likewise, Julia says, “now that the company knows you are aware of their current challenges and are equipped to solve those challenges for them, don’t leave them hanging. Tell them how they can make your skills and experiences a reality on their team. What number can they reach you at for an interview?”

How do you conclude a cover letter? Here are 3 examples

• “I’m excited to have the opportunity to talk about how I could join your team in its quest for XYZ value. I’m particularly thrilled about XYZ project and would love to know how I can contribute to it.
• “I am keen on meeting with you to see what I can contribute to XYZ company as it moves on in its journey to XYZ goal. I am available at your convenience for a phone call or in-person meeting.”
• “I would love to get your thoughts on what I mentioned. I am happy to hop on a phone call at your earliest convenience to discuss how I can help XYZ company with XYZ issue.”

Read more : Check out our cover letter examples page, which covers a wide range of jobs, industries, and situations.

Mistakes to avoid when ending a cover letter

The mistakes people make when they end their cover letter are often the same ones they made earlier in the piece. However, they can be particularly detrimental to your chances of landing an interview if they constitute the final impression a recruiter has of you.

When ending a cover letter, avoid:

Making it about yourself instead of the company: use sentence constructions that make the recruiter see how the company is going to benefit from hiring you. For example, try to use “you” or “we” instead of “I.”

Sounding generic or robotic: we’ve all seen these cover letters that end with the same plain paragraph. If you write one of those, the last impression you’re giving is not different from those given by all other applicants.

Selling yourself short: the conclusion is your last chance to show off the value you can bring to the company. Emphasize it and use it as a segue into your call to action.

How to end a cover letter with the appropriate salutations

Always remember that recruiters review hundreds of applications for each position. When you are competing with that many candidates, the slightest mistake will disqualify you immediately Although you may not think too much of the salutations, they can hurt your chance of landing an interview.

Make sure your salutations are formal and polite. You should be respectful not only by indicating your appreciation of the recruiter’s time but also by being concise. Do not overdo your salutations and do not employ informal greetings. “Sincerely,” “Thank you for your consideration,” “kind regards,” are all safe options.

When ending your cover letter, you want to balance confidence, respect, and appreciation.

17 cover letter ending examples

Depending on the energy of the business you are applying to, and your own personality, select one of the following 17 cover letter closing options.

• Best wishes,
• Sincere thanks,
• Many thanks,
• Thanks in advance,
• Thank you for your consideration,
• Thank you for your time,
• Respectfully, 
• Sincerely, 
• Sincerely yours, 
• Yours truly, 
• Kind regards,
• With best regards,
• Looking forward to speaking with you, 
• With gratitude,

One Final Important note: Cover letters aren’t what they say they are

Cover letters don’t introduce your resume, they supplement it.

In order to get your cover letter into the hands of a hiring manager who cares, your  resume has to get past the recruiter and, in many cases, the applicant tracking system they’re using.

Try analyzing your resume below to receive instant optimization tips and recruiter insights from Jobscan so that the time you spend crafting your cover letter isn’t a waste.

The keyword analysis also shows exactly what to focus on in your cover letter.

Jobscan Premium (one month free)  even has a cover letter scan feature.

Editor’s Note: A section of this article was originally written in a separate blog post by Léandre Larouche on June 9, 2020. It has been updated and combined with this article as of June 10, 2021.

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To Whom It May Concern: When And How To Use

What do you do if you need to write an email but don’t know the name of the recipient?

In this case, you may turn to the once-popular “ To Whom It May Concern ”.

Today, we are looking into how and when to use this phrase and even provide a sample cover letter starting with “To Whom It May Concern”.

Plus, we will give you several alternative greetings if you find “To Whom It May Concern” old-fashioned.

Table of Contents

How to write a To Whom It May Concern cover letter – example

An email starting with “To Whom It May Concern” is not particularly different from any other email you write.

The one small difference to note may be a difference in tone — an email that starts with “To Whom It May Concern” will typically be more formal than an email starting with “Hi”.

Moreover, when you start your email with “To Whom It May Concern”, you admit that you don’t know the person you are addressing.

This means that your email will probably include more general information and no personal references.

Here’s a quick example of how to use “To Whom It May Concern” in an email.

A cover letter using “To Whom It May Concern” as a greeting:

To Whom It May Concern: My name is John and I am writing in response to a job listing for Senior Sales Manager posted on your company’s website. As a professional sales manager with over five years of experience and a solid portfolio of big contracts and resultative marketing campaigns, I believe that I could be a suitable candidate for this position. Your job listing mentions that you are looking for someone with experience in IT sales and marketing — and this is the area I specialize in exclusively. Over the past three years, I’ve headed several big digital marketing campaigns for my current employer that have resulted in the rise of online engagement among our clients by over 50%. I have also raised the conversion rate for our promotional listings by 20% over the past six months. I believe that my proven track record of successful marketing projects, professional commitment and work ethic make me a candidate worth considering. I am sure that I can become a valuable asset in your current marketing initiatives and would love to contribute to your company’s success. I am looking forward to your feedback on my application for the Senior Marketing Manager position. Please let me know if you have any further questions or would like to see my marketing portfolio. Please find my resume attached to this email. Thank you for your time and for considering my application, Sincerely, Mark Rivers

Here’s how to write a cover letter .

When to use “To Whom It May Concern”

“To Whom It May Concern” may sound a bit outdated and the phrase is used much less often now than before.

However, according to a 2020 survey of over 1,000 hiring managers , 83% of them say that addressing a cover letter with “To Whom It May Concern” will have no impact on their hiring decision.

Here are some typical instances for when you might want to turn to “To Whom It May Concern”:

Cover letter

A cover letter is typically read by a number of people: from HR managers to heads of departments and even the company director.

As you may not be able to “predict” who will be reading your email, you may want to start your email with “To Whom It May Concern”.

To Whom It May Concern: I know that one of Company X’s current goals is to create a centralized hub for all things medical-related online. So this is an incredible opportunity to build a one-of-a-kind online database for patients and healthcare providers. And it’s an excellent fit for my professional and personal interests. To make an impact, I’d like to apply everything I’ve learned about internet growth marketing and search engine optimization to this effort.

Check out our post on What is the purpose of a cover letter ?

Reaching out to a new client

If you send an email to a new client you may want to start it with “To Whom It May Concern”.

However, make sure to use this opportunity to find out the client’s name for future correspondence.

To Whom It May Concern My name is Martha Stuart, and I’m a sales representative at MailDuck, a company that makes it simple to mail customized postcards from a mobile device. Since you recently showed an interest in finding out more about MailDuck, we thought we’d provide you with further details about what we do and why we’re the best service. Please find attached our products and competitive prices. If you sign up before the end of the month, you can save 40% on your first purchase! I hope to get a response from you soon!

Project or company feedback

If the purpose of your email is to get feedback that might be read by multiple people or departments it makes sense to use a generic phrase like “To Whom It May Concern” to start your email .

To Whom It May Concern Thank you for staying over the weekend to assist customers with the billing issue we faced. Our engineers are working around the clock to make sure it doesn’t happen again. Thank you for standing with us in these times of trouble. Your commitment is duly noted. Company X will never forget your contribution to its growth, and we’ll surely compensate you accordingly.

Filing a complaint

If you are writing an email to complain about a product, service or somebody’s work you may want to use “To Whom It May Concern” to avoid pinpointing a specific person.

To Whom It May Concern This letter is to inform you that on November 5, 2018, I purchased spoiled goods. I was assured that the ordered items would arrive in good condition at the time of my purchase. Unfortunately, they arrived spoiled instead. Please find the attached photo and the confirmation of delivery. Do investigate this and either issue a refund or resend the product. I appreciate your time and consideration on this matter. Sincerely, Matha Stuart

Letter of introduction

If you’re writing a letter of introduction to someone you don’t yet know you may use to address your email.

Once again, make sure to ask for the person’s name so that you can address them by the proper name and your next email.

To Whom It May Concern I’m writing to introduce you to Matha Stuart, who I’ve worked with at Company X. As you may already know, I serve as the organization’s Managing Director and collaborated with Matha on many projects. She has more than ten years of experience in the industry and is a fantastic manager. Matha hopes to relocate to Los Angeles. And she would be grateful for any advice you could give her regarding how to look for a job, as well as any assistance you could offer. Please find her resume attached here, and feel free to reach out to her at [email protected] or (555) 231-6587 with any questions. I appreciate your help in advance. Sincerely, John Brady

Prospecting emails

A lot of businesses send out prospects and emails and letters to get in touch with new clients.

As you don’t know the name of the person you are right into, it’s acceptable to use “To Whom It May Concern” in this case.

However, if it is at all possible, do your best to find out the name of the person who will be reading your email.

This will make a much better impression and increase your chances of landing a contract with this client.

To Whom It May Concern I can see from your website that you’re trying to get more traffic to your website. Without knowing the specifics of your business strategy, I am confident our SEO strategy can be integral to your success. I have been following your company for a while now. But you might not be familiar with Company X. Our services focus on three primary objectives: Benefit 1 Benefit 2 Benefit 3 When would you be available for a quick conversation to discuss the future of MailDuck and how we might help? Best, Signature

Related: How to Write a Professional Email

How to avoid using “To Whom It May Concern”

It’s best to only use the generic “To Whom It May Concern” if you can’t find the name of the person you are writing to.

The best possible way to address the email is by using the name of the person you are writing to.

For instance, if you are sending a job application, do your best to learn the name of the hiring manager. Here are just a few ideas on how to do that:

1. Look through the job listing

Quite often, you will be able to find the name of the hiring manager or employer in the job description or job listing itself.

2. Check the website

If you can’t find the name of the contact in the job description, check the company website.

Often, companies will have a page dedicated to their team where you will easily find the name of the hiring manager.

3. Ask your employer

If you still haven’t found the name of the person you should be addressing, consider calling the company and checking with the reception.

You can try to explain your situation and say you are looking for the name of the hiring manager.

If you’ve tried all of this and you still don’t know who you should be addressing, you may have to turn to “To Whom It May Concern” or a similar generic greeting.

How to use “To Whom It May Concern?”

You can use the phrase “To Whom It May Concern” at the beginning of a letter or email – or other forms of correspondence — when you are not sure about the name of the person you should be addressing.

This might happen at many points in your job search.

• For example, you might be sending a cover letter, letter of recommendation, or other job search materials to someone whose name you do not know.
• Note that when you address a letter or email with “To Whom It May Concern”, the phrase should be capitalized and followed by a colon.
• As we’ve mentioned above, “To Whom It May Concern” is a rather outdated expression.

While you can still use it, there are also more modern alternatives that you may want to consider.

Please find some options below.

To Whom It May Concern Alternatives

Here are just a few ideas of greeting that you can use instead of “To Whom It May Concern”:

Here are some options:

• Dear Hiring Committee
• Dear Hiring Team
• Dear HR manager
• Dear HR representative
• Dear Human Resources Team
• Dear Recruiting Manager
• Dear Recruiting Team
• Dear (name of department) Manager
• Dear (name of department) Team

You can also use a general greeting that is meant for a group of people.

For instance, if you are reaching out to someone in your network for help with the job search, you can start your letter or email with “Dear Friends and Former Colleagues” or “Dear Friends and Family” and so on.

Summing things up

So, here are a few key take-aways about using “To Whom It May Concern” in emails:

• You can address an email with “To Whom It May Concern” when you don’t know the name of the person you are writing to: for instance when applying for a job.
• In most cases, you should do your best to find out the name of the person who will be reading your email. This will let you avoid the more generic and outdated “To Whom It May Concern”. Try checking the website of the company you are emailing, their social media pages or even consider calling the reception.
• There are alternatives to using “To Whom It May Concern”. Start your email with a simple “Hello” or a more specific “Dear Hiring Manager” — and so on.
• You may also want to start an email with “To Whom It May Concern” when you don’t want to address a specific person — for instance, when filing a formal complaint.
• Use “To Whom It May Concern” when writing an email to a group of people instead of a specific individual — for instance, when giving feedback.

2 To Whom It May Concern Letter Samples

A to-whom-it-may-concern letter is written in several situations including recommending a student or an ex-employee for a job or an educational course.

These letters are titled like this because they are intended for anyone for whom it has importance and is not written for anyone specifically.

While there are no set rules and regulations that govern this type of letter, there are some considerations as far as the format is concerned.

Refer below for a standard sample & format:

To Whom It May Concern Letter Sample 1

January 25, 2023

To Whom It May Concern

I am writing to recommend Anna Smith for the position of Editor at your organization. Anna has worked as a dedicated Editor at ABC Company for 2 years.

She was responsible for our monthly company magazine and had to make sure not only that it came out on time but that the content was relevant to the business we were in. Additionally, she was a supervisor of three Assistant Editors.

Anna has done excellent work during her tenure. She managed to get the flailing magazine up and running, and as a result, its quality improved drastically. Likewise, she has excellent verbal and written communication skills, an active management style, and is extremely organized.

She was always willing to help and had an excellent working relationship with the magazine’s writers, which can often be a difficult task because creativity is involved.

Without any doubt, Anna would be an asset to any organization as she has been to ours. I genuinely recommend her and wish her all the best in any endeavor she chooses to pursue.

If you have any concerns regarding her eligibility, please do not hesitate to contact me at (000) 000-9999.

(Sign Here)

Natasha Bester Communications Manager WWF – USA (000) 000-9999 [email protected]

To Whom It May Concern Letter Sample 2

To whom it may concern.

I am writing this letter in support of Mr. Dylan Tanner, who has worked in the capacity of [Position Title] at [Company Name] for the last six years. Mr. Tanner has worked directly under me for this period, and I have found him to be extremely hardworking and diligent.

Dylan has an inherent ability to make and strategize plans, as well as the capacity to implement them properly. Perhaps his most apparent success is the way in which he increased the company’s customer base by 20% within six months.

In addition, Mr. Tanner has proven himself to be a great leader and team player. Also, he has been a source of encouragement to many people on his team.

Over the years of his employment with us, he managed to make himself invaluable. His sudden decision to move to Brooklyn, NY was quite a shock for all of us here. However, we wish him all the best in all his future endeavors. Our team will miss Mr. Tanner’s wisdom and passion.

I wholeheartedly recommend Mr. Tanner for any capacity in which he may want to work. If you need any additional information regarding his suitability, please feel free to contact me at (000) 999-0000.

Gregory Pace Marketing Director [Company Name] 673 Topeka Road Benton, AR 18470

Final Thought

When you don’t know who is the receiver of a letter, then you head it as to whom it may concern.

Mostly, these letters are written for reference and visa purposes.

It is important to remember that to whom it may concern letters must be precise and to the point in a positive tone.

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15 “To Whom It May Concern” Letters With Examples

Years back, “To Whom It May Concern” was the traditional opening greeting in professional letters and other forms of business communication. Nowadays, you rarely see any begin with it.

The methods of communication we use today are more pointed than ever and relatively less formal. Modern communications are more conversational.

For example, if you want to send someone an email , you get their specific email address, and no one else will receive it apart from them.

With the internet, it’ll take little effort to find the recipient’s name so you can address them appropriately. “Dear John,” or “Dear Mary,” for instance.

In this post, let me share some of the best “To Whom It May Concern” sample template examples of how to use them correctly in your email or letter.

I will also discuss situations when to use them and when not to.

Also Read : Best Recommendation Letter Examples For Students

“To Whom It May Concern” Sample Letter Template Examples

1. scholarship letter of recommendation.

This letter example accurately portrays the use of the “To Whom It May Concern” salutation.

It’s a formal letter of recommendation and highlights the subject in bold capital letters. Meanwhile, the salutation comes after in sentence case and a regular typeface.

From the first sentence, the letter introduces the person it’s recommending in bold letters.

The use of bold letters aims to capture the recipient’s attention. They could easily skip the opening and start reading the body from the onset.

Most importantly, the letter maintains formality and only talks about the person it’s recommending.

Also Read : Polite Follow-up Email Examples

2. Letter Of Support

If, as a company or individual, you want to express support for some other company or individual, it wouldn’t be wrong to use a “To Whom It May Concern” letter.

As this example indicates, it’s most suitable when writing on behalf of a company or group.

First, it shows anonymity without portraying any individual as the sender.

Secondly, it shows that the support offer is the responsibility of every group member, with pronouns like “We” and “Our.”

Finally, the formatting is remarkable: it first introduces the intention and unambiguously outlines the support terms.

Check Out : Best Business Introduction Email Examples & Tips

3. Letter Of Confirmation

A letter of confirmation is not very different from a letter of recommendation, which makes a “To Whom It May Concern” letter suitable.

This sample is a letter confirming that a student was a member of a particular program for a specific duration.

The “To Whom It May Concern” salutation is appropriate because anyone can receive the letter.

The student who the letter is recommending may not need the letter immediately but subsequently. It’s a type of certificate that they can keep forever and present on demand.

4. Letter Of Investigation

This investigation letter follows a formal complaint and broadcast letter style. It’s not an employee making a complaint but a superior – a Captain in the Sheriff’s Department – requesting a company department to complete forms for a fraud check.

Such a delicate situation requires 100% formality, and it doesn’t get more formal than a “To Whom It May Concern” letter.

It expresses a lack of bias. Hence, no recipient will feel like they are a principal suspect in the fraud accusation. However, typical of broadcast letters, what’s most important is the content of the letter and not the salutation.

Explore : Simple Resignation Email Examples

5. Letter Of Invitation

Just like making a formal complaint, you can also make a statement, confirming or taking responsibility for something.

This sample letter of invitation is a model example. It’s a “To Whom It May Concern” letter addressed to an embassy, confirming the responsibility of a family member who intends to visit.

When writing such a letter of invitation to an embassy, it’s not entirely wrong to open with “To Whom It May Concern” since you don’t know the recipient.

If you do, it’s still not wrong because even if the embassy approves or rejects your invitation, the letter will remain in the records.

6. Letter Of Authorization

Here’s another sample letter template addressed to a government agency.

The letter authorizes an agent to undertake business matters with the U.S. Customs and Border Protection.

It opens with the letter title before the salutation. However, the subject draws the most attention.

The letter is brief, and, most importantly, it highlights the name and position of the person authorizing the agent.

Such a letter is valid for more than two years, which means the agent can use it multiple times. As a result, it’s suitable to not address the letter to a single person or office in particular.

Also Read : Best Counter Offer Letter Examples

7. Letter Of Notice

This letter of notice serves as a recommendation letter and formal complaint.

It doesn’t recommend a person or group but recommends actions employers can take to foster relationships with their employees.

It can also work as a broadcast “To Whom It May Concern” letter. You can use this sample if you’re writing a notice letter to a company where you’re not an employee.

Since you don’t work for the company, the recipient won’t expect you to address them directly. Hence, it’s safe to open with “To Whom It May Concern.”

8. Letter Of Complaint

This letter of complaint is from a customer to a company they patronize. However, it can also work if you’re an employee wanting to make an internal complaint.

Notably, it’s a pointed letter. Although there’s no bolded or capitalized subject, the first paragraph clearly states who the complainer is and the complaint.

The subsequent paragraphs explain the background behind the complaint.

No matter the complaint, it’s ideal not to sound overly dismissive. Hence, the closing paragraph expresses a sense of understanding and hope that the superior will handle the matter accordingly.

Also Read : What To Include In A Cover Letter For A Job ?

9. Broadcast Letter Sample

You can use this sample when informing a group rather than an individual. The letter addresses an association of teachers to notify them of a large donation to support a joint project.

Although the name and contact details of the association are available, the “To Whom It May Concern” salutation is still appropriate, as anyone can read it.

For instance, the association may send copies of the letter to its different members. Alternatively, one member can read it to the hearing of everyone in a meeting.

Whichever method, the letter doesn’t address anyone in particular but the group as a whole.

10. Guardianship Letter

A guardianship letter recommends prospective guardians who will look over a child or ward should anything happen to their current guardians.

As a result, the recommended guardian won’t use the letter immediately but sometime in the future.

Such a letter is also usually sent to a courthouse or a different legal body that handles guardian-related matters. With all of these, you can open with “To Whom It May Concern,” just like in this sample.

When it’s time to effect the letter, anybody in the office could read it. Hence, you don’t need a direct salutation.

Also Read : Best Memo Examples

11. Prospect Letter

As mentioned earlier, writing prospect letters is one of the few instances when you can use the “To Whom It May Concern” format.

In this sample, a company is reaching out to other companies and requesting their support in a project.

The project details are of uttermost importance, and the sample letter explains every detail extensively.

From the onset, the aim of the letter is apparent. In addition, it doesn’t fail to state how the companies that decide to support will benefit.

Furthermore, the letter outlines specifically ideal amounts that the companies can donate. It has all the features of a converting “To Whom It May Concern” prospect letter.

12. Expectation Letter

When sending out expectation letters to multiple participants, you can use a “To Whom It May Concern” letter. It’s a form of broadcasting.

The sample letter outlines the expectations of employers, students, and schools who elect to be part of a training program.

The letter opens with a “To Whom It May Concern” salutation and immediately thanks and congratulates the participants. As a result, recipients can still feel special as it shows the sender values them.

The first paragraph further explains the purpose and overall goal of the project for each participant.

Also Read : Best Resignation Email Subject Line Examples

13. Self-recommendation Letter Format

Here’s a sample to use if you’re writing a self-recommendation letter.

The letter is short and brief, featuring only three main paragraphs after the “To Whom It May Concern” salutation.

The “To Whom It May Concern” salutation shows that the sender didn’t have any particular company in mind.

Instead, they can submit copies of the letter to different companies. The takeaway from this sample letter is the details.

It highlights the primary strengths of the person it’s recommending. It also highlights what they can contribute should the company hire them.

14. “To Whom It May Concern” Letter For Employee

If you’re an employer and your employee requests a job verification letter, you can issue a “To Whom It May Concern” business letter. It could be inconvenient to ask them who the letter is for or why they need it.

Employees usually request job verification letters when they want to leave a company. However, they may not want to tell you who their new employer is.

With this business letter, it doesn’t matter who the letter is for or why they need it; they could submit it to anyone.

This sample is ideal for such job verification letters. It’s perfect if the employee holds multiple positions in the company.

Also Read : LinkedIn Recommendation Examples

15. Shipment Confirmation Letter

This sample is a shipment confirmation letter confirming the contents of a particular shipment. Such letters aim to verify the authenticity of a specific person, product, service, or other. It’s similar to the previous job verification letter.

The letter could work as an official document since it’s in the form of an invoice. As a result, it’ll be wrong to address it to a particular person, using “Dear Madam/Sir” or similar.

When To Use “To Whom It May Concern”

Now that we have seen some great examples of “To Whom It May Concern” letters, we’ll be itching to use them. However, in the first place, it’s important to know when to use “To Whom It May Concern” and when not.

Here are a few instances when using “To Whom It May Concern” may be appropriate:

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Recommendation Letter

If your friend, colleague, or other acquaintance is applying for a new job or trying to get into college, they may ask you to write a recommendation on their behalf.

You don’t know who will receive and read the email or the letter. It could be the HR manager, the deputy, a CEO, or other department superiors if it’s a job.

For college, it could be the department chair, a head professor, or any member of the graduate admissions committee.

Likewise, whoever reads the email or the letter will be less concerned about how you open or your salutation. The recipient isn’t interested in you but the person you’re recommending.

As a result, it won’t be unfitting to begin your letter with “To Whom It May Concern.”

Introductory Letters

In business, you get to introduce yourself often. Most times, it’s to people you’ve never met.

For example, an anonymous individual or company may contact you for a quote or any other profitable business prospect.

If you’re an interest-driven marketer or company, you wouldn’t want to overlook any opportunity to increase your clientele.

Hence, when you receive such anonymous prospects, you should reply, even if you don’t know much about who’s contacting you.

In such a situation, it’s safe to take a general approach like opening your email or letter with “To Whom It May Concern.”

In your letter, you can request to know more about the individual or company so you can address them appropriately next time.

Prospecting Letters

Previously, you received an introductory letter from an anonymous individual or company. The situation is not very different if you were the one sending out a prospecting letter.

However, opening with “To Whom It May Concern” in email or prospect letters is only ideal when you don’t have specific recipients in mind.

Often, with automated marketing campaigns, you may send out prospect emails or letters to many random prospective clients.

Most recipients won’t mind that you open your email or your letter with “To Whom It May Concern” because you’re also anonymous to them.

If the content of your letter is encouraging, they’ll most likely respond.

However, if you can find out more about your prospective clients, it’s better to address them appropriately when sending prospects.

Formal Complaints

As an employee, you can come across different situations in your workplace that you find inconvenient.

The best thing to do is to make a formal complaint. Any superior in your company can read your complaint letter.

It could be the head of your department, customer service, some administrator, or even the CEO. It depends on the issues you’re addressing in your letter.

The most important thing for anyone that reads your letter is your complaints. Some readers may skip the opening entirely and go straight to the body of the letter.

Perhaps you’re the head of a department, and you want to make a complaint to your subordinates about something you don’t like. You can issue a general complaint letter and open it with “To Whom It May Concern.”

Broadcast Letters

A broadcast letter is always the go-to when contacting a large and complex audience.

Usually, these letters aim to inform the audience of something they may or may not find interesting. In other words, your recipient may take action or not.

As a result, broadcast letters typically contain in-depth information.

For example, you may be informing companies that you are open for employment or your clients that a product is no longer available.

Like the other instances previously mentioned, the details matter the most in your broadcast letter. How you open would be less notable.

When Not To Use “To Whom It May Concern”

There are instances when you should never use a “To Whom It May Concern”. These include:

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Cover Letters

When applying for a job, your cover letter could decide your chances. You don’t want to open your cover letter with “To Whom It May Concern.”

Using such a salutation could suggest that you’re nonchalant. Showing interest in the company is necessary when seeking a job.

Hence, you should endeavor to find out who receives your cover letter and address it correctly.

If you’re sending your cover letter via email – which is most likely – you can get a hint of who reads the letter from the email address.

Generally, opening with “Dear” is the industry standard. “Dear Sir/Madam,” is ok.

However, if you know who receives and reads your cover letter, you can open with formal greeting like “Dear Hiring Manager” or “Dear Recruiting Manager.”

Inquiry Letters

You write an inquiry letter to learn or get information about something.

For example, you may write to a company to inquire how much a service costs or to a customer to collect their delivery details.

In both instances, your opening needs to be specific because you don’t want the recipient to ignore your letter.

The recipients need to know that they alone can provide the answers to your inquiry. Opening with “To Whom It May Concern” shows that the letter could be for anyone and not them in particular.

Usually, people send inquiry letters to recipients they’re not acquainted with or are contacting for the first time.

Nevertheless, if you want a response, you should open with something better like a simple “Sir/Madam.”

Follow-up Letters

It’s ok to send your recommendation letter, introductory letter, prospect letter, or formal complaint with “To Whom It May Concern.”

However, if you get a reply and you’re to send a follow-up letter, you should drop the “To Whom It May Concern.”

You most likely included your name and contact details in your first letter. With this information, your recipient should address you adequately in their reply letter.

You can then use the specific person information and address them accordingly in return in your follow-up letter.

Even if they do not, sending a follow-up with a “To Whom It May Concern” greeting is unwelcoming. It could suggest to the recipient that you don’t want to communicate.

Report Letters

As an employee, you may need to send reports to your superiors from time to time.

It’s not only unprofessional to address your superiors using “To Whom It May Concern,” but it’s also disrespectful.

Reports in letter form are usually requested. Therefore, it shouldn’t take much effort to find out who receives the letter and address them accordingly.

When you address the recipient correctly, it indicates to them that you carefully prepared your report. It’ll be easier for them to trust what you’re reporting.

You could be sending out report letters to multiple recipients. You can use a general “Dear Sir/Madam” salutation in such a situation.

Also, you can be creative. For example, if your recipients are the board of directors, you can open with a greeting like “Dear Members Of The Board.”

Self-recommendation Letters

Usually, someone writes a recommendation letter on behalf of another person. However, there are instances when you could write a self-recommendation letter.

If you’re in school, you could write a self-recommendation letter recommending yourself for a scholarship.

In a business setting, you could self-recommend yourself for a new position in your current company. Another typical instance is recommending yourself for transfer to a new branch.

In this kind of business correspondence, the recipient of the letter could forgive someone writing on your behalf if they open with “To Whom It May Concern.” However, for a self-recommendation letter, it’s unsuitable.

Opening with “To Whom It May Concern,” when self-recommending for a new job position could appear like a demand.

You should address the recipient or group of recipients by their title and name, respectively.

“To Whom It May Concern” Alternative Greetings Here are a few alternatives that you may use in place of “To Whom It May Concern” in your email or letter: Dear Hiring Manager Dear Recruiter Greetings Dear Recruiting Department Dear [Name of department you’re interested in] Dear [Name of the title or role of the person you’re pursuing] Dear Customer Service Manager Dear Customer Service Department Dear Human Resources Department Hello Dear Search Committee Dear [Name] Hi Friend Season’s Greetings Hello There [Name] Good Morning Good Day Dear Personnel manager Dear Customer Service Associate Dear Administrative assistant

Bottom Line

If you must open a letter with “To Whom It May Concern”, make sure the first letter of each word is capitalized, and the phrase is followed by a colon. Also make sure that it’s in the right setting and that the letter is well written.

You can follow the tips in this post to ensure you’re doing it right. Ultimately, you can model the outlined letter template examples.

Tom loves to write on technology, e-commerce & internet marketing. I started my first e-commerce company in college, designing and selling t-shirts for my campus bar crawl using print-on-demand. Having successfully established multiple 6 & 7-figure e-commerce businesses (in women’s fashion and hiking gear), I think I can share a tip or 2 to help you succeed.

To Whom it May Concern: Meaning, Best Practices & Email Templates

Email etiquette is the set of rules and guidelines that help people communicate effectively through email. Knowing how to write a proper email can make a big difference in both personal and professional settings.

Email etiquette is the art of sending and receiving emails in a way that respects both the sender and the receiver. One common phrase that often pops up in formal emails is "To Whom It May Concern."

"To Whom It May Concern" is a formal salutation used in letters and emails to address an unknown or general audience in a respectful manner .

This article will dive into what this phrase means, when to use it, when to avoid it, as well as provide 10 phrases you can use instead of "To Whom It May Concern."

"To Whom It May Concern" Meaning

"To Whom It May Concern" is a formal way to address someone when you don't know their name or title. It's like saying, "Hey, if this message is relevant to you, please read it." This phrase is often used in job applications, complaint letters, or any situation where you're reaching out to someone whose identity you don't know .

However, it's worth noting that this phrase is very formal. It's like wearing a suit and tie to a meeting. You wouldn't wear a suit and tie to a casual get-together, right? So, think about the setting before using this phrase .

When to Send "To Whom It May Concern"

Knowing when to use "To Whom It May Concern" is crucial for setting the tone of your communication. Use it in the wrong context, and you risk appearing overly formal or out of touch; use it appropriately, and you convey respect and professionalism.

It's like choosing the right outfit for an occasion—pick the wrong one and you might stand out for all the wrong reasons. Understanding the right situations for this phrase helps you navigate various social and professional settings more effectively.

Job Applications

When you're applying for a job and you don't know the name of the hiring manager, "To Whom It May Concern" can be a safe bet. It shows that you're being formal and respectful.

Remember, if you can find out the name of the person you're writing to, that's always better.

If you're looking for a formal way to reach out while applying for a job, "To Whom It May Concern" is fine to use . Although, you can also use "Dear Hiring Manager," to start your email/letter.

Formal Complaints

If you're writing a complaint letter to a company and you don't know who will be reading it, "To Whom It May Concern" is appropriate. It ensures that your letter will be read by the person responsible for handling such matters, without making it seem like you didn't do your homework.

Using "To Whom It May Concern" illustrates the seriousness of your issue and demonstrates that you are issuing a complaint in a professional manner.

When to NOT Send "To Whom It May Concern"

Understanding when not to use "To Whom It May Concern" is equally important as knowing when to use it. Using this formal phrase when a more personal or specific salutation is expected can make you seem disconnected or lazy, as if you couldn't be bothered to find out the recipient's name or role.

In some cases, it could even give the impression that you're sending a generic message to multiple people, which might reduce the impact of your communication.

Being aware of when to avoid this phrase can help you build better relationships through your emails and letters. Here are a few situations you shouldn't use "To Whom It May Concern" in:

When You Know The Name

The most obvious time to not use "To Whom It May Concern" is when you already know the name of the person you're writing to. If you know the name of the person you're writing to, use it.

Addressing someone by their name is more personal and shows that you've taken the time to know who you're talking to.

Using someone's name in an email or letter can help you personalize your message and show that you took the time to prepare a genuine message.

Casual Settings

In a casual or informal setting, using "To Whom It May Concern" can come off as too stiff or formal. In this case, it makes more sense to use an alternative to "To Whom It May Concern" .

Imagine getting an email from a friend that starts with this "To Whom It May Concern." It would feel weird, right?

If you're in a more casual scenario, use a less formal greeting, like "Hi" or "Hello." Doing this will help set the tone for your conversation and avoid starting off awkwardly.

"To Whom" vs "Whomever"

"To Whom It May Concern" is the correct phrase, not "To Whomever It May Concern."

According to Langeek , 'whomever' cannot be used as an interrogative pronoun , which means that saying "To Whomever It May Concern" it grammatically incorrect.

"Whom" is the right word to use here because it's the object of the preposition "to." "Whomever" might sound more formal or fancy, but it's not correct in this context. Stick with "whom" to be grammatically accurate.

10 "To Whom It May Concern" Alternatives & Synonyms

Using alternatives and synonyms to "To Whom It May Concern" can make your communication more targeted and relatable. Different phrases set different tones, allowing you to better match the expectations and norms of the person or group you're addressing.

For example, using "Dear Hiring Manager" in a job application can show that you're focused on the recruitment process, while "Attention Customer Service" is direct and specific for complaints or queries.

These alternatives not only make your message more engaging but also show that you understand the context in which you're communicating, which can go a long way in making a positive impression.

Here are 10 alternatives to "To Whom It May Concern"

1. Dear [Job Title]

2. Dear Sir/Madam

3. Attention [Job Title/Company]

4. Dear [Department Name] Team

5. Dear [Company Name] Representative

6. To the [Job Title]

7. Dear [Team/Division]

8. To the Concerned Party

9. Dear [Role or Position]

10. To All It May Concern

"To Whom It May Concern" Capitalization

When using "To Whom It May Concern," every word should be capitalized. This is because it's a formal salutation , and in English, the first letter of each word in formal titles or salutations is capitalized.

Also, don't forget to follow it with a comma . Like this: "To Whom It May Concern,"

Want to see an example? Check out the universal "To Whom It May Concern" letter/email format below.

"To Whom It May Concern" Letter Format

When using this phrase, it should be placed at the top of the letter, aligned to the left. Follow it with a comma, then start your letter on the next line.

Here's a universal template for letters/emails:

10 Scenarios When You Should Say "To Whom It May Concern" (Email/Letter Templates)

In different scenarios, the phrase "To Whom It May Concern" serves various purposes. Whether you're applying for a job, making a formal complaint, or sending an inquiry, this phrase acts as a universal greeting when you're unsure who the recipient is.

It's a one-size-fits-all approach to addressing someone formally, but the context in which you use it can vary widely. Below are some templates for different situations, each with an explanation of why a formal greeting is important in that specific case.

Copy templates to use them anywhere:

Job Application

A formal greeting in a job application shows that you respect the formalities of the hiring process and are serious about the position.

Formal Complaint

Using a formal greeting in a complaint letter lends weight to your concerns and shows that you expect them to be taken seriously.

Reference Letter

A formal tone is crucial in a reference letter as it reflects not just on you, but also on the person you are recommending.

Specific Inquiry

Being formal in an inquiry letter shows that you respect the time and expertise of the person who will be providing the information.

Resignation Letter

A formal greeting in a resignation letter maintains professionalism, even as you're exiting a role or organization.

Scholarship Application

Formality in a scholarship application can demonstrate that you take the opportunity seriously and respect the institution offering it.

Business Proposal

A formal greeting sets a professional tone, which is essential when discussing potential business ventures or collaborations.

Legal Matters

In legal matters, formality is not just recommended but often required, making a formal greeting like this one appropriate.

Using a formal greeting when giving feedback shows that you have thoughtfully considered your comments and are not just ranting.

General Inquiry

A formal greeting in a general inquiry indicates that you respect the recipient's time and are seeking a thoughtful response.

How to Automate Common Phrases In Emails

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Wrapping Up

Knowing when and how to use "To Whom It May Concern" can make your emails more effective. Remember, it's a formal phrase, so use it in the right settings. Also, if you know the name of the person you're writing to, it's better to use that. Happy emailing!

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How to Change Your Email Signature In Outlook in 2024

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WTO / Letters and Emails / How To Use “To Whom It May Concern” in Letters (Examples)

How To Use “To Whom It May Concern” in Letters (Examples)

“To Whom It May Concern” is a conventional formal generic salutation used in letters or correspondence where the name and title of the addressee or recipient are unknown.

It is acceptable in formal or professional correspondence. “To Whom” and “Concern” refer to whoever the recipient is; “It” refers to the correspondence; and “May” implies the probability that any party may receive it. 

It is a known traditional salutation , although it is slowly becoming obsolete. It allows you to write a letter that can be received and accepted by different recipients. Such a generic salutation allows you to write letters that have reusability, such as recommendation letters.

The five words are capitalized when included in any correspondence. This type of letter is used when you don’t know the name or appropriate title to refer to the recipient. With this salutation, you can avoid misspelling their name or mislabeling their gender.

However, despite the flexibility of a To Whom It May Concern letter, you should always aim to determine the name and appropriate title to use when addressing your recipients. Use this salutation in a letter only when it’s necessary. This article will show you when to use it and how to write it in a letter.

When to Use “To Whom It May Concern” Salutation

It is acceptable to use this type of letter in business letters, recommendation letters, and other situations where it is hard to determine the name and title of the recipient.

Below are common scenarios when you can utilize this type of salutation: 

If you are unable to find the hiring manager’s name

If you cannot find the hiring manager’s name despite extensive research, you can use a generic salutation. This is common with job application cover letters. Also, if you are not sure who will review your letter, you can use this type of letter. 

If the hiring managers are a group of people 

When sending your job application to a group of people, such as a recruiting committee or panel, you can use the letter. This is applicable since you cannot name all the group members in the salutation. Therefore, assigning a generic salutation ensures the letter does not appear to be addressed to a single person.  

In recommendation/reference letters for someone else

Such greetings are suitable for recommendation or reference letters for a former employee, student, or tenant. This is because, in most cases, you will not be certain of the recipient of the letter. 

To lodge a formal complaint

Occasionally, it can be challenging to determine who is responsible for what in an organization or company. This can be problematic, especially when you have to file a formal complaint. Therefore, in such cases, you can use this salutation. This prevents a situation where you address the letter to the wrong contact person. This allows you to write a letter that can be forwarded directly to the person responsible for the complaint.

In a letter of introduction

When introducing yourself or someone else to another person or a group of people whom you do not know, you can use a generic salutation. For example, once you receive a quote and want to respond, you can use a generic salutation. 

In a prospecting letter

Generic salutations can be used in prospecting letters when contacting potential clients. In such situations, the name of your prospect, the decision maker, and their position are often unknown. Thus, using this type of letter allows for seamless correspondence where there is no misunderstanding as to who should receive the letter.  

Company feedback or suggestions 

Feedback and suggestions are normally beneficial if they get to the right person. When sending your feedback or suggestions, you may not know who is responsible for the matter you are addressing. So, a generic salutation is a good way to ensure you reach the relevant department.

When Not to Make Use of “To Whom It May Concern”

A “To Whom It May Concern” greeting is not always appropriate. The following are situations when you should avoid using it:

When writing a cover letter

A cover letter for a job application is meant to distinguish you from other candidates by exhibiting professionalism and a genuine interest in the position. Using a generic salutation is not a good way of doing this. So, even if you do not know the name of the hiring manager, you should not use a generic greeting. 

Personal letters

If you are writing a personal letter to someone, it is best to address them by name, especially if you have an established relationship with them. Using “to whom it may concern” can make the letter seem impersonal and distant.

Free Templates

What is the Appropriate Way to Write “To Whom It May Concern”?

The salutation should be formatted in a specific way. The first letter of each word of the salutation should be capitalized. This is because this phrase is used as a substitute for the recipient’s name, which, if written, would have every first letter capitalized as it is a proper noun.

Always use “whom” and not “who” or “whoever.” This is because “whom” in this case is a preposition or object of a verb, thus the need to use it in that manner. 

The salutation should also be followed by a colon (:). You should then add a double space before typing the rest of the letter. However, if you are following a particular style guide, be sure to check the specific rules and follow them. Some guides require you to use a comma rather than a colon. 

Pros and Cons

The following are the advantages and disadvantages of using “To Whom It May Concern”:

Some advantages of this generic greeting are the following:

• The letter allows you to send the same one to multiple recipients without changing the greeting. 
• It eliminates the risk of misspelling a name, using the wrong gender title, or sending the letter to the wrong person. 
• A generic salutation saves you time from researching the names of your recipients. 

The following are some disadvantages of using a generic greeting in a letter:

• Most people will find a generic greeting impolite and rude in business correspondence since, these days, most contact information is easily accessible on company websites. This has made the salutation gradually obsolete. 
• Recipients’ information can often be obtained through a simple phone call. So, using a To Whom It May Concern greeting may indicate a lack of interest. 

To Whom It May Concern Alternatives 

There are alternatives to To Whom It May Concern that can be used similarly. These alternatives are viable in different situations, depending on who you are writing to. Examples of such alternatives include the following:

• Dear Hiring Manager
• Dear Recruiting Department
• Dear Recruiter
• Dear Recruiting Manager
• Dear Customer Service Manager
• Dear [Team or Department]
• Dear HR manager
• Dear Sir/Madam
• Dear Hiring Committee
• Dear [Department] Manager
• Dear Talent Acquisition Team
• Dear Human Resources Team
• Dear Personnel Manager
• Dear [job title you are applying for] Manager/Committee/hiring Team 

Frequently Asked Questions

To correctly write the salutation, capitalize on the first letter of each word. Then, insert a colon after the salutation and two spaces before beginning the letter’s introduction.  

Using this format is not rude. It is a formally acceptable way of addressing recipients with whom you are not familiar. 

Using “To whom it may concern” in an email can come across as impersonal and may not be the best option. In an email, it is better to address the recipient by their name or use a more specific greeting. If you are unsure about who the recipient is, you can try to do some research to find their name or use a more general greeting such as “Dear Hiring Manager” or “Dear [company name] team.”

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Drop “To Whom It May Concern” for These Cover Letter Alternatives

Use This Default Greeting

Keep your introduction personal, frequently asked questions: “to whom it may concern” on a cover letter.

The weakest way to start your cover letter is with “To Whom It May Concern.” This vague, antiquated phrase causes a hiring manager to ask, “Does this really concern me?” – at which point your letter will pale compared to all the more urgent matters on their desk.

Fortunately, it’s easy to avoid “To Whom It May Concern” as your salutation. See how to address your recipient more clearly and confidently.

First, replace “To Whom It May Concern” with the more straightforward “Dear Hiring Manager.” Consider this phrase your new default for those rare cases where you don’t know anything about your addressee or the hiring organization. But also view it as a foundation on which it’s important to put other details revealed by the job posting.

Here are the five most common types of information you can find in a job posting, along with tips for adding them to “Dear Hiring Manager.”

1. Company name

Most job postings specify the hiring company. In these cases, simply place it before “Hiring Manager.”

Dear [Company] Hiring Manager:

Dear SZN Inc. Hiring Manager:

2. Division or department name

If the job posting doesn’t name the company, it may still mention the division or department you’d be working for. Take the same approach.

Dear [Department] Hiring Manager:

Dear Sales Department Hiring Manager:

3. Addressee’s job title

Some job postings give the title of the person you’re sending your application to or would report to in the role. Replace “Hiring Manager” with their given title.

Dear [Job Title]:

Dear Recruiting Manager:

Dear Internship Coordinator:

You can combine these first three variables to the extent you know them, such as with:

Dear [Company] [Job Title]:

Dear TAO Services Accounting Manager:

But depending on the job details, that can make an awkward “noun pileup” such as:

Dear PricewaterhouseCoopers Sales & Marketing Department Recruitment Officer:

In these cases, keep the job title but move the other details above your greeting, as in:

PricewaterhouseCoopers Sales & Marketing Department 300 Madison Ave New York, NY 10017

Dear Recruitment Officer:

Or, if you’re sending your cover letter as an email message, you can move details up to the subject line instead:

[Subject] Job inquiry – PricewaterhouseCoopers Sales & Marketing

4. Work culture

If you know or can tell a hiring company’s work culture is on the casual side, you can trade out “Dear” for the less formal “Hello,” “Greetings,” or even “Good morning.” You can also make the text slightly less formal by trading the colon at the end of the line for a comma.

Greetings SOE Services,

5. Addressee’s name

As the best option, trade out “Hiring Manager” for the addressee’s name if it appears on the job posting.

Dear [Mr./Ms./Mx.] [Last Name]:

Dear Mr. Bergsen:

Use “Ms.” for female recipient names unless the job posting suggests they’re to be addressed as “Mrs.” or “Miss.”

If the recipient’s name is non-gender specific, use their full name (or just their first name for a company with a more casual work culture).

Dear Alex Thompson:

Apart from “Dear Hiring Manager” and its many variations, you can also avoid “To Whom It May Concern” by referring to the job opening at hand, as in:

Re: [Job Title] Opening

Re: Sales Manager Job Opening

This option is specific and concise enough. But we don’t recommend it because it’s not very personable. When possible, address your recipient directly – your cover letter is, after all, a letter. By keeping that human touch, you’ll help hiring managers envision you as someone they can call and have in for an interview.

Is it professional to say, “To Whom It May Concern”? -

Technically, yes. “To Whom It May Concern” is a formal phrase long used for certain business communications. But it’s a poor choice for a cover letter and may even be seen as unprofessional by recipients whose names you know or can easily find.

Why is “To Whom It May Concern” a bad cover letter greeting? -

Because it comes off as vague and passive. Two main goals of any cover letter are to engage with a specific employer or job opening and to strike a confident tone. You can serve these goals better by addressing your recipient directly or using “Dear Hiring Manager” if no details about them are available.

Can I omit my cover letter greeting altogether? -

Yes, but we discourage it. When your letter cuts straight to the first sentence, it can make hiring managers doubt you’re addressing them specifically. It can also make them unsure if they’ve even received your full message.

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To Whom It May Concern: How To Use It With Examples

• Best Business Salutations
• Letter of Introduction
• Close a Business Letter
• Job Application Letter
• Business Letter Layout
• To Whom It May Concern
• Letter Of Interest
• Letter Envelope
• Experience Letter
• How To Write A Letter

To Whom It May Concern has become a controversial phrase. Some people think it’s lazy to use this greeting since the recipient’s name is usually somewhere on the internet, while others say that you can’t always know who the recipient will be, so “To Whom It May Concern” is the best choice.

In this article, we’ll cover when and how to use “To Whom It May Concern,” as well as alternatives and examples to help you pull all our tips together.

Key Takeaways:

“To Whom It May Concern” is appropriate to use:

When lodging a formal complaint

A letter of recommendation

A letter of introduction

You should not use this phrase when writing a cover letter or a letter on your own behalf.

To find the recipient’s name you should check the job listing, check the company’s website, and use networking websites before using the phrase.

When to use “to whom it may concern”

Example use of the phrase, when not to use “to whom it may concern”, how to find the recipient’s name, alternative ways to say “to whom it may concern”, example of alternatives ways to say “to whom it may concern”, what does “to whom it may concern” mean, to whom it may concern faq, final thoughts.

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Here are some examples of when it is appropriate to use “To Whom It May Concern:”

To lodge a formal complaint. When you aren’t satisfied with a situation, voicing a concern in a formal letter is an excellent way for you to do it. However, you might not know who you will need to address.

A letter of recommendation. Sometimes, a friend or coworker might need to list someone who knows them well as a reference , but they might be unsure who you will need to write the letter to.

A letter of introduction . In times where you need to introduce yourself or another individual to a large group via email, “To Whom It May Concern” can be an option to address a general audience.

A letter of interest . When you’re trying to find out about potential job positions that aren’t publically listed, you can send a letter of interest to sell yourself. However, you may not have a specific recipient in mind. Using “To Whom It May Concern” can be useful in these situations, but we still recommend using one of its alternatives instead.

A prospecting letter. People who work in sales and business development need to reach out to potential clients. Some companies are wary about giving away too many personal details to an outside salesperson.

In those cases, using a generic salutation like “To Whom It May Concern” may be appropriate — but it’s not exactly the most appealing first line of a sales pitch.

When using “To Whom It May Concern,” capitalize every word in the phrase. Then, follow it with a colon and double-space before you begin typing the body of your text.

To Whom It May Concern: I am writing this letter to bring to your attention how unsatisfied I am with your company’s customer service. On the morning of October 1, 2020, I made a call to your company’s customer service line and was treated rather rudely. It is appalling to me that a company with your standing would allow such unprofessionalism to take place. I have been a faithful client of your store, and feel completely devastated by this behavior. I expect your full cooperation and hope this issue can be resolved. Sincerely, Jane Smith

The phrase “To Whom It May Concern” sounds impersonal, and you never want your letter to sound too impersonal, even if it is formal. If possible, avoid using this phrase at all costs.

“To Whom It May Concern” is considered to be dated and too generic. Hiring managers want to make sure that the person they are bringing in is driven and will stop at nothing to get the job done.

In short, here are the times when not to use “To Whom It May Concern:”

You’re writing a cover letter . The point of a cover letter is to set yourself apart from the competition. When you begin your letter with an archaic phrase like “To Whom It May Concern,” you do stand out — just for all the wrong reasons.

You’re writing any letter on your own behalf. When you’re writing a recommendation letter for a friend or a letter of introduction for someone else, it’s fine to use “To Whom It May Concern.” That’s because you don’t know how the letter will be used or who it will be sent to; those decisions are up to whoever you gave the letter to.

You have literally any information about the recipient. Using “To Whom It May Concern” is basically admitting that you have no idea who this letter will concern — and that’s concerning for the recipient. If you’re sending a letter to an unknown entity in some department, for example, at least label it to “Dear [Department Name].”

Remember that rather than writing, “To Whom It May Concern,” including the recipient’s name in your letter or email shows that you are willing to put in the leg work and get the job done.

Read the job listing carefully . Go back to the original job posting and see if there is more information about the person you need to contact. Typically, companies and career websites will include the contact information at the bottom of the page .

Check the company’s website. Another way to verify a company’s personnel is to go directly to the source. Go to their official website and look through the “About Us” page– chances are you will find what you are looking for.

Use networking websites. You can also use a professional networking website such as LinkedIn. These pages are filled with business professionals. Search for the company’s profile. Usually, you will be able to find the appropriate person with a bit of research.

Call the company. As a last resort, reach out to the company’s main line or customer service number and ask for the hiring manager’s name.

If you are still unable to find the name of your prospective employer after taking all of these steps, you may then use the phrase “To Whom It May Concern” or one of the much more appealing alternatives below.

The good news is you are not stuck using this expression. When you are trying to greet someone, there are countless alternatives that can be used instead of saying, “To Whom It May Concern.” The great thing about the English language is that it allows us different ways to say the same something.

Here is a list of alternatives you can use in place of “To Whom It May Concern:”

Dear [Name of Potential Boss] – use a full name or a Mr./Ms./Dr. [Last Name]

Dear Recruiting Team

Dear [Job Title You’re Applying For] Hiring Team/Committee/Manager

Dear Hiring Manager

Dear Recruiter

Dear Recruiting Manager

Dear Recruiting Department

Dear Human Resources Manager

Dear [Name of the Department You’re Applying To]

Dear Personnel Manager

Try to avoid using the phrase “ Dear Sir or Madam ,” just like “To Whom It May Concern.” This, too, is considered to be an outdated way of addressing a recipient.

If you cannot find the recipient’s name and do not want to risk sounding too generic, you can always call them by their official titles, such as a hiring manager, a recruiter , or a human resources manager .

Dear Product Department, I hope this finds you well. I am writing to find out more about your company and if you have any openings. I saw your booth at the job fair last week, and from what I have learned, it could be a great place to work. Thank you again for your time, and I look forward to hearing from you soon. Sincerely, Joe Smith

Dear Hiring Manager, My name is Jane Smith, and I recently applied for the Project Manager opening at your company. I wanted to take this time to formally introduce myself to you and your staff. And I am excited about this opportunity. I am sure that my background and skills will make me an ideal candidate for this position and your company. Would it be possible for us to set up an appointment to meet this week? I would love to get to know you and discuss what I plan to bring to your organization. If you have any questions, please feel free to contact me at any time. Thank you for your time, and I look forward to speaking with you. Best Regards, Jane Smith

“To Whom It May Concern” is typically used as a salutation at the beginning of a letter or email. It is generally used to speak to someone whose name you do not know but would like to address in the message.

“To Whom It May Concern” is now considered outdated. Back in the day, when a company posted a job, all you had access to was the company’s name and a brief description of the position you were applying to at the company.

It was highly uncommon for companies to list the hiring manager’s name. There was no easy way for you to gain access to this information — therefore, people would address the letters to whomever the message concerned, hence the phrase.

Now, however, having information about any company is as simple as clicking a button. Most businesses or corporations have an entire section dedicated to their staff. Here you will be able to find the names you need.

Though using the phrase may be considered standard practice, some hiring managers might view it as laziness on behalf of the applicant. However, there are certain instances where it is considered entirely appropriate to use this phrase.

What is the correct way to write “To Whom It May Concern?”

The correct way to write “To Whom It May Concern” is to capitalize the first letter of each word. Be sure to always use “whom” instead of “who” or “whomever.”

It’s also more appropriate to follow the phrase with a colon rather than a comma and add two spaces before beginning your message. Using this phrase suggests a formal letter and should only be used when you’re sending something to an unknown recipient.

Is “To Whom It May Concern” rude?

No, “To Whom It May Concern” is not rude. It is the proper address to use when you’re uncertain who it is you’re addressing.

However, if you know the person you are addressing, using the phrase to whom it may concern is inappropriate and may be considered rude.

Should I use “To Whom It May Concern”?

Yes, if you don’t know the name of the individual you are addressing, you should use “To Whom It May Concern.” However, before choosing to use this phrase, you should consider looking for a point of contact to receive your cover letter and resume .

You can do this in any number of ways, including checking the job posting, using the company website, asking another contact, or contacting customer service or human resources .

Do you write “To Whom It May Concern” in capital letters?

Yes, you should write “To Whom It May Concern” in capital letters. Although this may seem out of the norm, you would want to capitalize the name of the person you are addressing.

Since to whom it may concern is used in place of a person’s name, you should capitalize the entire phrase in place of the individual’s name.

How do you address a letter to an unknown person?

If the letter is formal, you should address a letter to an unknown person with the phrase “To Whom It May Concern.” Typically, this phrase is used in business correspondences when the other party is unknown.

Most commonly, this can be used when submitting a job application or cover letter when the job posting is unclear on who will review your application.

It might take you some time, but if you set your mind to it and put a little effort, chances are you will find the names you are looking for. However, it is essential to know that you really cannot go wrong with any of these alternatives.

Keep in mind that this isn’t about adding more pressure to your pursuit of finding a job. It’s about opening your eyes and showing you that every little detail is essential and speaks volumes to any future employer about the person they will be hiring.

Readers Digest – To Whom It May Concern: What it Means and How to Use it

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Melissa is an exceptionally hard-working, creative individual, with great organizational and time management skills. She has been writing and researching professionally for over seven years. She graduated with a BA in English from the University of Puerto Rico-Mayaguez.

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To whom it may concern Template: Tips and Examples

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Discover the key to crafting impactful ‘To Whom It May Concern’ letters with our comprehensive guide. Packed with expert tips and practical examples, this resource is your go-to for creating professional and effective communications. Whether you’re addressing a cover letter, a recommendation, or a general inquiry, our guide ensures your message stands out. Get insights on structure, tone, and customization to make your ‘To Whom It May Concern’ letters more engaging and appropriate for any professional scenario. Perfect for anyone looking to refine their formal writing skills.

A “To whom it may concern” template is a general form letter that can be used to contact any individual or organization. It can be used to request information, make a complaint, or express gratitude. The main purpose of the letter is to express the writer’s thoughts or feelings in a concise and direct manner.

The importance of “To whom it may concern” letter?

A “To whom it may concern” letter is a form of communication used when the sender does not know the recipient, or when the recipient is not specified. This type of letter is often used for job inquiries and other professional communications.

The letter provides a way for the sender to introduce themselves and to state the purpose of their inquiry. This type of letter can be helpful in a variety of situations, such as when seeking employment or trying to establish business connections.

“To whom it may concern” letters can be addressed to a specific person, if the sender knows the name of the recipient. If the recipient’s name is unknown, the letter can be addressed to “To whom it may concern.”

When writing a “To whom it may concern” letter, it is important to be clear and concise. The letter should state the purpose of the inquiry and provide any relevant information that would be helpful to the recipient.

How To Write A “To whom it may concern” letter?

The To whom it may concern letter is a formal letter of introduction. It is a letter that is addressed to an unknown recipient. This type of letter is usually sent to an organization or company to make them aware of the sender and their qualifications.

When writing a To whom it may concern letter, it is important to keep the following points in mind:

• The letter should be addressed to the organization or company, not to a specific person.
• The letter should be formal in tone.
• The sender’s qualifications should be briefly mentioned.
• The letter should be concise and to the point.

To whom it may concern Letter Format:

• Sender’s Address: The sender’s address should be included at the top of the letter.
• Date: The date should be included below the sender’s address.
• Recipient’s Address: The recipient’s address should be included below the date. If the recipient’s name is unknown, you can use the title “To whom it may concern.”
• Salutation: The salutation should be formal, such as “Dear Sir or Madam.”
• Body: The body of the letter should be brief and to the point. It should include a description of the sender’s qualifications.
• Closing: The closing should be formal, such as “Sincerely.”
• Signature: The sender’s signature should be included below the closing.

To whom it may concern Letter Sample:

Your Address Date Recipient’s Address Dear Sir or Madam, I am writing to introduce myself and to let you know of my qualifications. I am a qualified XYZ with experience in ABC. I am interested in applying for the XYZ position that you have advertised. I would appreciate if you could contact me to discuss further. Thank you for your time and consideration. Sincerely, Your name

Frequently Asked Questions:

1. how do i address a letter that is “to whom it may concern”.

There is no one definitive way to address a letter that is “To whom it may concern.” Some possible options include “Dear Sir or Madam,” “To whom it may concern,” or “Dear Hiring Manager.”

2. How do I use a “To whom it may concern” letter template?

A “To whom it may concern” letter template can be used for a variety of purposes, such as applying for a job, requesting information, or making a complaint. To use a template, simply fill in the relevant information in the template and then print or email it as needed.

3. What should I include in a “To whom it may concern” letter?

When writing a “To whom it may concern” letter, be sure to include the reason for writing, as well as all relevant contact information. Additionally, be sure to proofread the letter before sending it to avoid any errors.

4. Are there any other tips for writing a “To whom it may concern” letter?

When writing a “To whom it may concern” letter, be sure to keep it professional and courteous. Additionally, if you are unsure of who the letter should be addressed to, it is often best to err on the side of formal.

5. What if I still have questions about “To whom it may concern” letters?

If you have any remaining questions about “To whom it may concern” letters, please consult with a professional or refer to a style guide for further guidance.

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Updated on: January 4, 2024

“To Whom It May Concern Letters”: A Simple Guide With Examples

The letter salutation, ‘To whom it may concern,” is a generic, somewhat outdated greeting with a rep for being a tad bit standoffish. But it’s still a relevant option in business correspondence nonetheless — especially when the name or identity of the recipient is unknown. 

While it’s important to personalize or address the recipient of your business letters or emails by name, things happen, so that might not be possible all the time. 

In this article, we shall discuss in detail ten appropriate occasions to use this salutation and when not to use it. 

Let’s dive in!

10 “To whom it may concern” Letter Types with Examples

Many career experts have issues with whom it may concern letter salutation. Because of its bad reputation in many industries, you might think that using it in your correspondence would get you the side eye. 

Yes and No. 

According to this survey by Resume Companion , 83 percent of hiring managers are indifferent to using “to whom it may concern” salutations on cover letters. 

However, following the same survey, this striking figure differs by age and a few other statistics; Gen Zs (18-24) and Boomers (55-64) don’t take well to such greetings. 

Not sure when to use “to whom it may concern”? Here are the types of letters you can use it in:

1.  Scholarship/Academic Reference Letter 

You can use a to whom it may concern letter if you’re a college professor or an employer recommending your student or employee for a scholarship. This is appropriate because you might not know whom you’re addressing. 

Ideally, in a scholarship recommendation letter, the subject of the letter comes before the salutation and, afterward, the person you recommend in bold letters. This should capture the recipient’s attention, as they will likely scan through the letter rather than read it. 

See a sample scholarship recommendation letter below.

As you can see, the above letter follows best practices. It’s scannable with its use of bold font in the essential bits. This helps ensure the message gets across while maintaining formality. 

Another instance where you can use this greeting is for academic reference. 

2.  Employer Reference Letters

Suppose you’re an employer or a supervisor writing a recommendation for an employee. In that case, you might not find any information about the hiring manager, especially if the recommendation request was sent through an automated system.

Besides, these companies would rather have your thoughts about the candidate they’re about to hire than fuss over whether you know the hiring contact’s name or not. That’s why it’s acceptable to use the “To whom it may concern” letter. 

With this type of letter, the recommended can redistribute copies without doing a significant overhaul. After all, the letter is a general recommendation that is not addressed to a specific individual or entity but to anyone in an organization. 

Here’s an example of this below. 

Like the example we shared, your recommendation letters should generally include the person’s strengths with situational examples of what they can contribute to a company if they’re hired.

3.  Sending Out Invitation

When you think of invitation letters, your first thought is a party or an event. But a letter of invitation, in this case, can be used to invite your friend or family to visit if you’re abroad. 

For example, if you live, study, or work abroad and your loved one needs a visa to visit you, you can send a letter of invitation to the person. They can then show this letter when submitting their visa application to the embassy to increase their chances of visa approval. 

Here’s a sample letter below.

You can write a to whom it may concern letter confirming your responsibility for the family member who wants to visit. The generic salutation is suitable for formal invitations because you might not know the exact contact person but still want to sound respectful.

4.  Authorization Letter

Authorization letters allow you to delegate or grant authority to someone to perform a task on your behalf. Your authorization letter should state your name and position of authority, like a guardian or employer, while specifying the details of what you’re granting. 

The letter has many uses. You can use it to authorize someone to collect documents on your behalf or to grant a trusted person access to your bank account. 

The letter below authorizes an agent to do business with a U.S. government agency.  

The letter opens with a title before the to whom it may concern greeting. It also features the name and position of the person authorizing the agent. 

Bottom line, if you don’t know the person in charge who can grant the request in the letter, it’s okay not to include a specific salutation. The important thing is that the letter grants someone the authority to do business on your behalf.

5.  Introduction Letter

It’s okay to use a to whom it may concern letter when introducing yourself to someone you’ve never interacted with.

Here’s a scenario where you can use the to whom it may concern salutation.

If you’ve hired a SaaS consultant to improve your company’s performance, and they suggested you partner with another company for a marketing campaign, you’d have to craft a proposal to be sent to that company.

Looking for names of people you should send the proposal to might be time-consuming. Plus, you’d be prone to mistakes because the person you include in your letter might no longer be working in that company. Since you don’t want to miss the opportunity to boost sales , it’s best to settle for the to whom it may concern salutation.

Another scenario in this salutation applies when you want to buy an eCommerce business but aren’t sure who exactly runs things. You can also use this salutation when replying to a business inquiry from a generic company inbox or a quote request. 

Here’s a sample letter from a company addressing an unknown potential client:

However, to cover all grounds, ask for the recipient’s name in the body of the letter, as they might be your contact moving forward.

6.  Formal Complaints

Anyone could lodge a formal complaint. 

As an employee, you may find yourself in uncomfortable situations. Similarly, as a client, you can use a to whom it may concern letter to lodge formal complaints with a company:

It’s better to use the to whom it may concern salutation in these letters since you don’t know who exactly will read them. 

Besides, in a way, the “who” is not so relevant here. What’s important is that you get your complaint across and that someone – whoever that is — does something about your complaint.

7. Guardianship Letter

A guardianship letter recommends people who will care for a child if anything happens to their current guardians. As a guardian, you can use this letter to appoint someone you trust to take care of the children if circumstances don’t allow you.  

Because you can send this kind of letter to a courthouse or any legal body that handles guardian-related matters,  you can open with “to whom it may concern.” Anybody in the office could also read it when it’s time to execute the instructions in the letter.

8. Prospecting

You can use a to whom it may concern letter when prospecting for potential customers. Using this greeting in your letters is logical if you’re contacting them for the first time and don’t know their names. 

In the letter sample, a salesperson used the greeting when reaching out to a company that needs paper. It also highlights the benefits the potential client will get if they become a customer.

While prospecting letters is one of the few instances you can use this salutation, do not use it often. As a matter of fact, it’s expected that you do some research on your potential clients before reaching out to them to increase your chances of your letters getting read. 

Plus, you can use tools like Hunter to get more details on your prospects.

9.  Job Verification Letter

 A job verification letter is a confirmation by an employer stating that a person previously or currently works for the company. 

As an employer, you can use the to whom it may concern letter if the person asking for the letter doesn’t know the name of the recipient. Looking for the recipient’s name is unnecessary and time-consuming. 

Here’s what’s important: that the letter confirms (or doesn’t) that a person was or is indeed affiliated with your company. 

10.  Shipment Confirmation Letter

You can use a to whom it may concern salutation to verify the authenticity of a person, product, or service. 

For example, if you have an eCommerce or logistics business, and there’s a backlog of orders you need to distribute, you can use this salutation instead of names to be efficient, thereby solving common logistical issues and ensuring a streamlined distribution process.

The letter below confirms the contents of a shipment.

The shipment confirmation letter is also in the form of an invoice, so it works as an official document. It’s fine to use “To whom it may concern” since anybody in the concerned agency can receive your letter.

When To Avoid Using “To Whom It May Concern” Letters (Examples Included)

The thing is, you can’t use “To whom it may concern” in every letter you write because you don’t want to appear stoic and impersonal. Some formal letters need a touch of personality. 

Here are some types of letters in which you should avoid using this generic salutation;

Cover Letters: 

Cover letters are designed to set you apart from your competitors. The old-fashioned phrase “To Whom It May Concern” makes you stand out – except for all the wrong reasons. It’s stuffy and generally shows a lack of effort on your end.

Although you may not be able to find the hiring manager’s name all the time, there are better alternative greetings you can use — more on this below.

Plus, your cover letter may not get a warm reception if your hiring manager is a Boomer or a Gen Z. So, research the main hiring contact before applying for the job. 

Check the email address you’re sending the cover letter to, a name could be there. You can go to your prospective employer’s “About us” or “Our team” pages to find the professional bio of the head of the department you want to get into. You can also contact the company to find the recruiter’s name or position.  

Follow-up letters: 

When following up on a reply, it isn’t advisable to write a to whom it may concern letter. The reason is simple — you should have the contact’s name by then. Going for the generic “to whom it may concern” just shows you didn’t do your due diligence. 

Address your recipient with their proper name or title in your follow-up letters or opt for alternatives like the ones listed below. 

Alternatives to “To Whom It May Concern” Letters 

Specificity beats generic anytime, any day. In fact, many people would rather accept a salutation with the name of their current position than an impersonal greeting. 

That said, here are some alternative salutations to “To whom it may concern”:

• Greetings, [Person’s Name]
• Hello, [Recipient’s Name]
• Dear [Name]

You may also use alternatives like “Season’s Greetings” to add work-appropriate holiday cheer to your emails to subscribers , companies, and others. Salutations that are actual greetings, such as “Good morning [Name], or “Good day [Name], can also serve in emails if you know the recipients will read them right away. 

Key Takeaways

Whether you’re looking for a scholarship, new customers, or are in a workplace, a “To whom it may concern” salutation is handy if you don’t know whom you’re addressing. It’s useful in different situations and a reliable option for showing respect. 

However, only use the to whom it may concern letters in necessary circumstances. The best thing is to always do your research to find the name of your letter recipient before sending formal correspondence. Once you figure out the recipient’s name, you can use alternative greetings like Dear, Hello, and Greetings. 

Follow this simple guide to get started on writing your letters. Good luck!

About the author

Nicholas Prins

I'm the founder of Launch Space. We work with global companies helping them scale lead generation through SEO and content marketing. Head over to the homepage to find out more.

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11 FREE To Whom It May Concern Letter Samples & Templates

Navigate the nuances of formal communication with ease using our To Whom It May Concern letter template. This comprehensive guide is your go-to resource for drafting impactful and professional letters for a variety of purposes, ranging from employment verification to personal recommendations. Meticulously designed to maintain the balance between formality and personal touch, it serves as a reliable foundation for conveying your message with clarity and precision. Ideal for both business and personal use, this template simplifies the process of creating well-structured, authoritative letters that leave a lasting impression. Embrace the art of effective communication with this essential tool, ensuring your letters stand out in any professional setting.

To Whom It May Concern Letter

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2. Verification To Whom It May Concern Letter Template

3. To Whom It May Concern Letter Template

Understanding “To Whom It May Concern”

To Whom It May Concern is a timeless and formal salutation used in various types of professional correspondence. This guide will delve into when and how to use this phrase effectively, ensuring your communications are appropriately addressed.

The Correct Usage of This Salutation

Primarily, “To Whom It May Concern” is employed in scenarios where the recipient’s name is unknown. It’s a universally accepted phrase suitable for several contexts, including job applications, recommendation letters , formal complaints, and general inquiries.

Writing the Salutation “To Whom It May Concern”

Formatting rules.

When using “To Whom It May Concern,” it’s crucial to follow standard formatting rules. The entire phrase should be capitalized and followed by a colon. For example: “To Whom It May Concern:”

Placement in Correspondence

This salutation is positioned at the top of the letter , just below the sender’s contact information and the date. It precedes the body of the letter and is aligned to the left margin.

Contextual Application

Use To Whom It May Concern only when you cannot identify the recipient’s name through research. In today’s digital age, a little research often yields the necessary contact information, making this phrase more of a last resort.

Alternatives to “To Whom It May Concern”

Job title-based salutations.

If the recipient’s job title is known, addressing them by their role is a more personalized approach. For example, “Dear Hiring Manager,” or “Dear Customer Service Manager,” can be effective.

Other Formal Alternatives

In situations where personalization is not feasible, alternatives like “Dear Sir/Madam,” or “Dear [Department Name] Team,” can be used. These provide a touch of specificity while maintaining a formal tone.

Crafting a Letter with “To Whom It May Concern”

Structure of the letter.

Start with a concise introduction stating the letter’s purpose. The main body should contain the letter’s primary message or request, and the conclusion should summarize the key points with a polite closing remark.

Tips for Effective Communication

Ensure the letter maintains a professional tone throughout. Be clear and concise in your wording, and always proofread the letter for errors before sending.

To Whom It May Concern remains a useful tool in formal communication, particularly when the recipient’s identity is unknown. However, in an era where information is readily available, taking the extra step to personalize your correspondence can make a significant difference in how your message is received. When in doubt, this salutation serves as a respectful and professional way to address your letter.

4. Sample To Whom It May Concern Cover Letter

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5. Sample Residence To Whom It May Concern Letter

Size: 72 KB

6. Sample To Whom It May Concern Recommendation Letter

Size: 27 KB

Evaluating the Correctness of “To Whom It May Concern”

The phrase “To Whom It May Concern” has long been a staple in formal correspondence, especially in situations where the identity of the recipient is unknown. This discussion explores the correctness and relevance of this phrase in modern professional communication.

Historical and Contemporary Use

Originating in a time when business communications were more formal and less personalized, “To Whom It May Concern” served as a one-size-fits-all salutation. However, in today’s fast-paced, information-rich world, the use of this phrase can sometimes be perceived as outdated or impersonal. It often indicates either a lack of effort to identify the recipient or a very broad target audience for the message.

Appropriate Contexts for Usage

• General Inquiries: When sending a letter to an organization without a specific point of contact, “To Whom It May Concern” is appropriate.
• Formal Complaints: In instances where a complaint is addressed to an organization rather than an individual.
• Recommendation Letters: When a letter of recommendation is intended to be used for multiple applications or opportunities.
• Legal and Official Documents: Where specific recipient details are not known.

Modern Communication Trends

The digital age has transformed how we approach professional communication. With the abundance of resources available online, finding the name of the intended recipient is often possible through a simple search. Consequently, personalized salutations are increasingly favored as they demonstrate attentiveness and professionalism.

Pros and Cons of Using This Salutation

• Universality: It is widely recognized and understood in formal contexts.
• Suitability for Broad Audiences: Ideal when the letter is intended for multiple potential readers.
• Impersonal: Can convey a lack of effort to personalize the correspondence.
• Outdated: May seem archaic in the context of modern, tailored communication strategies. Alternatives to “To Whom It May Concern”
• Using Job Titles: Addressing the letter to a specific job title (e.g., Dear Hiring Manager) can be more direct while still being formal.
• Generic but Personalized Salutations: Phrases like Dear Sir or Madam or Dear [Company/Department Name] Team are alternatives that can feel more current and personal.

While To Whom It May Concern remains a grammatically and formally correct salutation, its appropriateness largely depends on the context and nature of the correspondence. In today’s professional world, where personalization is often key to effective communication, considering alternatives or making an effort to find out the recipient’s name can be more impactful. However, in situations where such personalization is not feasible, To Whom It May Concern serves as a reliable and professional option. The key is to weigh the nature of your message and the relationship with the recipient to decide the most suitable approach.

7. College To Whom It May Concern Letter Template

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8. Employee To Whom It May Concern Letter Template

Size: 32 KB

Exploring the Meaning of “To Whom It May Concern”

The phrase “To Whom It May Concern” is a time-honored salutation used in formal letters and correspondence. Understanding its meaning, usage, and the contexts in which it is appropriate is essential for effective communication in various professional settings.

The Essence of the Phrase

To Whom It May Concern is a formal, impersonal way of addressing correspondence to an unknown party. It essentially means that the message is intended for the person (or persons) whose role or position makes them the appropriate recipient of the communication.

Historical Context and Usage

This phrase has its roots in traditional business etiquette, where formalities were strictly adhered to, and personalization was less emphasized. Historically, it served as a catch-all salutation for various types of formal letters, especially in cases where the sender did not know who would be reading the letter.

Contemporary Relevance

In the modern world, the phrase is used less frequently due to the ease of obtaining contact information through digital means. However, it retains its relevance in certain situations:

• Unknown Recipients: When writing to a large organization or department where the specific recipient is not known.
• Formal Documents: In legal, official, or formal documents where a specific addressee is not applicable.
• Letters of Recommendation: For documents that may be presented to various potential readers, such as general letters of recommendation.
• Public Notices or Announcements: In communications intended for a broad audience where individual addressing is not possible.

The Implications of Using the Phrase

While “To Whom It May Concern” is grammatically correct and widely recognized, it carries certain implications:

• Impersonality: It can imply a lack of effort to identify the specific recipient, which might not be well-received in contexts where personalization is possible and expected.
• Formality: The phrase is inherently formal and should be used in contexts that require a high degree of professionalism.
• Versatility: It is suitable for various types of formal correspondence, making it a versatile tool in a professional toolkit.

Modern Alternatives and Best Practices

Given the emphasis on personalized communication in today’s professional world, here are some alternatives:

• Direct Addressing: Whenever possible, address the recipient by name or title.
• General but Personal Salutations: Phrases like Dear Hiring Manager, Dear Sir or Madam, or Dear [Department] Team can offer a balance between formality and personalization.

To Whom It May Concern remains a valuable phrase in the lexicon of formal communication, particularly suited to situations where the recipient is unknown or the message is intended for a broad audience. However, its use should be balanced with the contemporary preference for personalized communication, ensuring that correspondence is as effective and professionally appropriate as possible.

9. Sample To Whom It May Concern Application Letter

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10. Sample To Whom It May Concern Invitation Letter

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11. To Whom It May Concern Authorization Letter Template

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What is a “To Whom It May Concern” letter?

A “To Whom It May Concern” letter is a formal type of correspondence used when the sender does not know the name of the recipient. It’s a traditional way to address letters in business , legal, and other formal settings.

When should I use “To Whom It May Concern”?

You should use “To Whom It May Concern” when you are writing a formal letter and do not know the specific name of the recipient. This is common in situations like job applications, recommendation letters, and formal inquiries.

Is “To Whom It May Concern” still appropriate to use?

Yes, “To Whom It May Concern” is still appropriate in formal contexts where the recipient’s name is unknown. However, it’s advisable to try and find out the specific name for a more personalized approach.

How do I format a “To Whom It May Concern” letter?

The phrase “To Whom It May Concern” should be capitalized and followed by a colon. It should be placed at the top of your letter, aligned to the left, and followed by the body of your letter.

Can I use “To Whom It May Concern” for an email?

Yes, you can use this salutation for formal emails when the recipient’s name is unknown. However, emails often allow for a bit more flexibility, so consider if a less formal alternative might be more suitable.

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24 To Whom It May Concern Letters

Many experts call it old-fashioned, out of touch, cold, stuffy, and many other negatives. Yet, despite the bad public opinion towards this type of letter, it still has its place. Even with the worldwide connectivity, there is a spot where it is needed.

Because of that, you need to learn how and when to write a good To Whom It May Concern Letter. The way to do that is by continuing to read this article. It provides you with the information you need to know.

What is “To Whom It May Concern”?

“To Whom It May Concern” is a salutation that is used when you do not know who you are to address your formal letter. If you do not know the name of the person that handles the particular issue you are writing about, you use this salutation.

It is also used after you have made every effort possible to find the name of the correct person who you should be addressing your content towards. Contrary to some experts’ opinions, businesses are not trying to be more natural or conversational. A professional business always writes formal letters in business formats.

When they do not know the name of the person they are to address, this is still the accepted and polite salutation to use.

To Whom it May Concern Letters & Emails

When to Use “To Whom It May Concern”

You use this greeting when you do not know the name of the person responsible for your particular concern. It is used at the beginning of the letter, an e-mail, or other forms of correspondence.

Primarily, you will find this greeting on letters of recommendation, job search inquiries, cover letters, or when you do not know the name of the person you need to contact to address a complaint or question.

It is never used when you know the name of the person you need to contact.

How to write a “to whom it may concern” letter?

This style of the letter is written in the formal business format, and make sure you do not indent any of the paragraphs of the body of the letter. Here are the style tips you should follow:

• No heading – you do not need to put any additional information at the top of the letter except maybe the date.
• Use Re:- you can use this after the date to either replace the To Whom It May Concern salutation or to let the reader know what your letter is about.
• To Whom It May Concern- notice all the words in the greeting are capitalized as that is the correct format. It is your salutation and opening.
• The body of the letter- this is where you can go into details of why you are writing. Identify the purpose of your writing your letter in the first line.
• Closing- use the word ‘Sincerely’ as this is a formal letter, then sign your name above your printed name.

Each letter may be slightly different in style and it depends on the purpose of the letter and which organization you are sending it to.

Options for Starting a Formal Letter

Many people do not like the To Whom It May Concern, so you can use different alternatives and make the same point:

• Use proper titles- you can say, Dear Sir, Ma’am, Miss, Mrs or Ms. & Dr., with no last name following.
• Use generic titles- you can say, Dear manager, recruiting team, supervisor, president, general manager, or whichever generic title fits your content.
• Use department labels- in this situation, you can write Dear recruiting department, human resources department, hiring team, promotion department, sales department, etc.
• Say hello- then leave it at that, or you can use a synonym for hello also.
• Use Re:- this works well as it states the purpose of your writing the letter.
• Leave it blank- just open with the date and begin writing your concern.

How to Avoid “To Whom It May Concern”

The best way to avoid using this salutation is to spend a few minutes searching for the name of the person you should address your letter to. This can be done by calling the company or organization and asking the secretary who answers the phone.

Or you can go to the company’s website and look at the web page with the administration lists or the contact page for specific names. The ‘About Us’ page or the ‘Staff’ link should give you plenty of leads to follow up.

Some people may suggest using a social media outlet like LinkedIn but there are many companies with people who have the same name and it is possible to get the wrong one. Or the page was not updated and the person has left the company.

Options for What to Use Instead

If you do not like doing a cold opening using RE: or just the first paragraph, the best way to be taken seriously and show respect is to open with Dear and then give one or several titles.

Some women like the title Miss while others prefer Ms. and vice versa. But if you want a good response and be taken seriously, be respectful and polite. Or you can say Dear {the name of the person in charge of recruiting}, etc.

That should get your letter in front of the right person who can address your concerns.

Final Thoughts

Using To Whom It May Concern is not an outdated concept. It is the right business and formal greeting to use when you are not sure who you should be talking to. You do not want to be insulting to the reader of the letter, and it is sometimes best to go the ‘old-fashioned’ route than any new modern option. There is nothing wrong with using that greeting except when you know the person’s name, or you use it in subsequent letters after being told the person’s name.

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5 Great Alternatives To Using To Whom It May Concern For Business

It may be tempting to use "To Whom It May Concern" for every letter but here are some great ... [+] alternatives.

Business correspondence requires a certain level of formality and the salutation sets the tone for the entire letter. In general, “ To Whom It May Concern ” is the most commonly used phrase when the name of the recipient is unknown. However, this generic greeting might be considered impersonal to some. To appear more professional and to establish a connection, finding an alternative salutation is advised. Here are 5 great alternatives to using “To Whom It May Concern” for business letters.

5 Alternatives For “To Whom It May Concern”

1. dear [name].

If you address the recipient by name, it shows you have gone the extra mile to identify the right person to address your letter to. Whether obtained through a company directory, previous communication, or research, using the recipients name is always preferable. Using the recipients name is particularly effective for sales pitches and job applications. There are several ways you can find a recipient’s name including:

Company Website: Some companies include the names of their most significant employees on their website. If it is a small company, they typically include all the names of the employees.

LinkedIn: This social media platform is an excellent research tool for finding the names of company employees.

Direct Inquiry: If all else fails, call the company directly and ask. The worst the person on the other end of the phone can do is deny your request.

Depending on the type of correspondence, addressing someone by name can increase the likelihood of a positive response.

2. Dear [Department]

If you have tried all the above suggestions and can’t find the recipients name, use the relevant department. It maintains professionalism while narrowing down the focus of your communication. Whether the letter is sent by post or email, once it arrives, it will be forwarded to the person who manages such issues. Addressing the department is useful for applications, feedback, inquiries, or complaints.

3. Dear [Role/Title]

When you don’t know the person’s name, refer to them according to their title. For example, “Dear Human Resources Manager,” or “Dear Accounts Manager,” will ensure that the letter gets into the hands of the person responsible for that role. There are several instances where you can use this salutation such as applying for a job or when addressing a specific customer service issue. It maintains professional clarity and a formal tone while making your requests known in the letter.

4. Dear [Company/Team Name]

When reaching out with a specific request/question, or you need more information about their policies, products or services, address the company or a team within it. This salutation strikes a balance between formality and a collegial tone, it also allows you to direct your inquiry to the right team without coming across as impersonal.

5. Greetings

While the word “greetings” appears to be more of a relaxed form of communication, it does not sacrifice professionalism. It can be a neutral and friendly way to start the conversation without appearing too stiff. You can use it when contacting a company or an individual for the first time and you don’t know the recipients’ specific details. This salutation is suitable for a variety of business contexts including internal communications, follow-ups, and initial contact. By using “greetings” you create an open and welcoming atmosphere for how the recipient responds to your message.

Finally, it is helpful to mention that choosing the right salutation depends on the context of the letter and your relationship with the recipient. Whether you address the recipient by name, title, department, or a simple greeting, these alternatives to using “to whom it may concern” show professionalism and respect. These seemingly minor changes can make a significant difference in how your message is received.