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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.

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Although "To whom it may concern" is seen as as outdated or impersonal in modern job markets, there are specific situations where you may still want to use it: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

Hannah Yang

Whenever you write a professional letter or email, it’s important to start with the right salutation.

One common professional greeting is the phrase “To Whom It May Concern.” So what exactly does this phrase mean, and when is it appropriate to use it?

This article explains the meaning of “To Whom It May Concern,” offers some alternatives to consider, and gives you examples of this phrase in action.

To Whom It May Concern Definition

To whom it may concern meaning, how to format “to whom it may concern”, is it who, whom, or whomever it may concern, to whom it may concern alternatives, when to write “to whom it may concern”, to whom it may concern examples, conclusion on to whom it may concern.

“To Whom It May Concern” is a greeting used at the beginning of a letter or email when the identity of the reader is unknown. It functions as a generic salutation that can be addressed to anybody reading the letter.

You can use “To Whom It May Concern” whenever you’re writing a letter and you don’t know who the recipient will be.

For example, you might use this greeting when you’re writing a cover letter for a job application and you don’t know the name of the person who will be reviewing your letter. It’s safer to write “To Whom It May Concern” than to address your letter to the wrong person.

Before the advent of the digital age, “To Whom It May Concern” was a common greeting in professional correspondence. It was a lot harder to look up the names of specific people at companies and organizations without access to the internet.

These days, however, it’s a lot easier to look up the name of the person you’re writing to, whether it’s a hiring manager, a prospective client, or the head of a department or committee. As a result, “To Whom It May Concern” has started to feel like a stuffy and old-fashioned phrase.

As a good rule of thumb, you should avoid writing “To Whom It May Concern” whenever you can use a more modern alternative.

It’s standard practice to capitalize the first letter of each word in the phrase “To Whom It May Concern.”

You should follow the phrase with a colon, rather than a comma.

The salutation of a letter should always have an entire line to itself. Then skip the next line and start the first paragraph of your letter on the line after that.

The correct phrase should always be “To Whom It May Concern,” not “To Who It May Concern” or “To Whomever It May Concern,” which are both grammatically incorrect.

To Who It May Concern

Who and whom are both pronouns, but they’re used in different ways. Who refers to the subject of a sentence, while whom refers to the object of a sentence.

In this case, consider the question: “ Whom might this letter concern?” The subject of this question is the letter, while the object of this sentence is the person the letter concerns.

Because “To Whom It May Concern” refers to the object of the sentence (the reader), not the subject of the sentence (the letter), it is grammatically incorrect to use who instead of whom .

To Whomever It May Concern

Whomever and whom are both object pronouns, so they could both be acceptable in the sentence “ Whom might this letter concern?”

However, “To Whom It May Concern” is a standard phrase that people are used to seeing, so using a new variation will look strange and unprofessional. As a result, it’s considered incorrect to use “To Whomever It May Concern.”

If you don’t like the idea of using “To Whom It May Concern” at the beginning of your letters, you’re not alone. In many contexts, this phrase can feel overly formal or even outdated, so it’s becoming increasingly common to use synonyms instead.

Here are four common alternatives you can use instead.

1. “Dear/Hello/Hi [Name of Person You’re Addressing]”

It’s always better to address a letter to a specific person than to leave the greeting generic. Avoid the mistake of using “To Whom It May Concern” when you should already know whom your letter will concern.

Personalizing your letter for a single contact person proves you did your research and looked up who you’re writing to. It also shows that you respect the recipient of your letter enough to acknowledge them.

If you’re writing a cover letter, for example, you can comb through the job description to see who the role reports to. Many job descriptions include the name of either the hiring manager or the person who will be your future boss.

You can also check the company’s website to find the right name to use. Professional networking websites like LinkedIn can also provide you with the right name.

When all else fails, you can contact one of the company’s customer service representatives to ask if they’ll disclose the name of the hiring manager. Going the extra mile to personalize your letter will help you make a positive first impression right off the bat.

2. “Dear/Hello/Hi [Mr./Mrs./Ms./Dr./Professor] [Last Name]”

If you’re writing informally, it might be fine to address someone simply by their first name. If it’s a more formal letter, however, it might be safer to use that person’s title, followed by their last name.

However, this option can be risky. It’s important to be careful not to use the wrong title for the person you’re writing to.

You want to avoid calling someone “Mr.” or “Mrs.” if they prefer to go by “Dr.” You should also be careful to avoid misgendering the person you’re addressing, so try to avoid using gendered language without double-checking their preferences.

3. “Dear/Hello/Hi [Role of Person You’re Addressing]”

If you can’t find a name to address your letter to, you can use a job title or role instead.

For example, many job applicants start their cover letters with the phrase “Dear Recruiter,” “Dear Search Committee,“ “Dear Recruiting Department,“ “Dear Recruiting Manager,“ “Dear Hiring Manager,” or “Dear Hiring Team.”

If you’re writing to a customer service team, you can use “Dear Customer Service Manager“ or another equivalent.

If you’re writing to a team or a large group of people, you can use a simple “Hi team,” “Dear [name of the team],” “Hi all,” or “Hi everyone.”

If you’re writing to your network of contacts, you can even use “Dear Friends” or “Dear Friends and Family.“

4. “Hello/Hi There/Greetings”

In the twenty-first century, it’s becoming increasingly common to go with a simple salutation like “Hello,” “Hi there,” or “Greetings.” These are all friendlier, more casual ways to begin a letter or email.

This informal greeting will make your letter feel more personalized and modern than using “To Whom It May Concern.”

Here are four common situations where it’s appropriate to use “To Whom It May Concern.”

1. Cover Letter

Many job applications require you to write a cover letter explaining why you’re a good fit for the role.

Often, there are many people who read a cover letter: a recruiter, a hiring manager, the person the role reports to, and more. If you don’t know who exactly will be reviewing your cover letter, it’s standard to open your letter with “To Whom It May Concern” as a greeting to all potential readers.

As we mentioned earlier, you should always try to research the name of the person who will be reading your cover letter and address them by name if possible. “To Whom It May Concern” should be your last resort.

2. Recommendation Letter and 3. Referral Letter

If you work in an academic environment, a student might ask you to write them a recommendation letter for a job or school application.

In corporate settings, a colleague might ask you for a recommendation or referral to a different job opportunity.

Both of these situations might require you to address a letter to someone you don’t know, and it’s often hard to find the name or title of the person who will be reading your letter. In this scenario, it’s perfectly acceptable to use “To Whom It May Concern” instead of a more personal greeting.

4. Letter to a Prospective Client

If you’re in a client-facing role, you might have to contact potential clients to see if they are interested in your products or services.

When you’re reaching someone who makes decisions for an entire company, team, or organization, you might not know the name of the individual in charge until after they reply to your letter.

It’s reasonable to use “To Whom It May Concern” when writing to prospective clients whose names you don’t know. However, you should also consider using a more modern greeting, such as a simple “Hello.”

Let’s look at some examples of how to use “To Whom It May Concern” in action.

Example 1: Cover Letter

To Whom It May Concern:

I am writing to express my interest in the summer internship program at [Company Name].

I learned about your company through the student career center at my school and through speaking to other students who have interned with your company. I am passionate about the work you do, and I believe that I could be a great fit for your team.

Example 2: Academic Recommendation Letter

It is with much enthusiasm that I recommend [Student’s Name] for admission at your institution.

I have been [Student’s Name]’s English instructor for the past two years. She has been a wonderful participant in my classes, and she has demonstrated exceptional writing skills.

Example 3: Job Referral Letter

I am writing to recommend [Colleague’s Name] to your company. I have worked with him for the past seven years at [Current Company], where I was his manager. He is a dependable and hardworking colleague who would be an asset to any team.

Example 4: Prospecting Letter

I’m a big fan of your organization’s work, and I was wondering if you might be in the need of [Professional Services]. I’m a freelance [Job Title], and I’m writing to introduce myself and to tell you about the services my company offers. I would love the opportunity to work with you.

A letter or email is often your first impression. Make the right impression by running your emails through a grammar checker like ProWritingAid .

Be confident about grammar

Check every email, essay, or story for grammar mistakes. Fix them before you press send.

Hannah Yang is a speculative fiction writer who writes about all things strange and surreal. Her work has appeared in Analog Science Fiction, Apex Magazine, The Dark, and elsewhere, and two of her stories have been finalists for the Locus Award. Her favorite hobbies include watercolor painting, playing guitar, and rock climbing. You can follow her work on hannahyang.com, or subscribe to her newsletter for publication updates.

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Free Printable ‘To Whom It May Concern’ Cover Letter Template [PDF & Word]

Writing a ‘ To Whom it May Concern ‘ letter can be a daunting task, as it is often used as a last resort when other forms of communication have failed. However, when written correctly, it can be a powerful tool for getting your message across to the right person. In this article, we will discuss the proper format and language to use when writing a ‘ To Whom it May Concern ‘ letter , as well as some tips and examples to help you write a letter that gets results.

Table of Contents

What is “To Whom It May Concern”?

To Whom It May Concern ” is a formal salutation that is used when the recipient of a letter or email is not known. It is a commonly used phrase in business letters, cover letters, and other formal correspondence when the writer does not have a specific person to address. This phrase is used as an opening line in a letter, or as a way to address an email or other electronic message. The purpose of using this phrase is to indicate that the letter is intended for a wide audience or for a specific group of people, rather than just one individual.

To Whom It May Concern Templates

Save time and maintain professionalism in your correspondence with our comprehensive collection of “To Whom It May Concern” Templates . “ To Whom It May Concern ” is a commonly used salutation in formal letters or documents when the specific recipient’s name or title is unknown or irrelevant. Our customizable and printable templates provide a structured framework for crafting professional letters, references, or requests that require a generic salutation. Whether you’re writing a recommendation letter, a business inquiry, or a formal complaint , our templates offer various formats and layouts to suit your needs.

By utilizing our “ To Whom It May Concern ” Templates, you can convey a professional tone, maintain proper etiquette, and ensure your message is received with the appropriate level of formality . With visually appealing designs and user-friendly layouts, our templates help you save time and effort in your written communications. Simplify your correspondence, enhance professionalism , and make a strong impression with our user-friendly “ To Whom It May Concern ” Templates. Download now and streamline your letter writing process.

When to Use “To Whom It May Concern”

“ To Whom It May Concern ” is used when the writer does not know the name or specific title of the person who will be reading the letter or email. It is often used when sending a letter to a company or organization, rather than an individual. This phrase can be used when writing a letter of complaint, inquiry, or request for information , as well as in cover letters and other job application materials.

It is also used in situations where the writer is unsure of the correct way to address the recipient, such as when sending a letter to an unknown department within a company or organization.

It’s worth noting that “To Whom It May Concern” should be used in formal, business-related correspondence, and it is not suitable for informal or personal communication. When possible, it is best to address the letter to a specific person, using their name and title, as it shows that you have done your research and are making a personal effort to reach the right person.

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

Writing a “To Whom it May Concern” letter can be a daunting task, as it is often used as a last resort when other forms of communication have failed. However, when written correctly, it can be a powerful tool for getting your message across to the right person. In this article, we will discuss the proper format and language to use when writing a “To Whom it May Concern” letter, as well as some tips and examples to help you write a letter that gets results.

First and foremost, it’s important to understand the purpose of your letter. Are you making a complaint, asking for information, or requesting something specific? Knowing the purpose of your letter will help you to structure it in a way that is clear and concise.

When it comes to format, a “ To Whom it May Concern ” letter should be structured like a traditional business letter . This means that it should have a clear and professional layout, including the date, your contact information, and the recipient’s contact information.

The letter should start with a clear and concise opening sentence. The purpose of this sentence is to grab the reader’s attention and let them know what the letter is about. For example, “I am writing to inquire about the status of my job application” or “I am writing to express my dissatisfaction with the service I received at your store.”

The body of the letter should be well-organized and easy to read. Use paragraphs to separate different points or ideas. Make sure to use proper grammar and spelling. Additionally, you should use a polite and professional tone throughout the letter.

When it comes to closing the letter, thank the recipient for their time and consideration and include your contact information. You may also want to include any relevant documents or attachments, such as receipts or proof of purchase.

How To Use “To Whom It May Concern”

“To Whom It May Concern” is used when the writer does not know the name or specific title of the person who will be reading the letter or email. To use “To Whom It May Concern” in a letter or email, it should be placed at the top of the page, followed by a colon or a comma.

Here is an example of how to use “To Whom it May Concern” in a letter:

To Whom it May Concern:

I am writing to inquire about the status of my job application. I submitted my application for the [Position] role on [Date] and have yet to hear back from your company. I am very interested in this opportunity and would like to know if there is any further information I can provide to help with the application process.

[Your Name]

When using “To Whom It May Concern” in an email, it can be used as the subject line or as the opening line of the email message.

Here is an example of how to use “To Whom it May Concern” in an email:

Subject: To Whom it May Concern

To Whom it May Concern,

I am writing to inquire about the status of my job application . I submitted my application for the [Position] role on [Date] and have yet to hear back from your company. I am very interested in this opportunity and would like to know if there is any further information I can provide to help with the application process.

It’s worth noting that “To Whom It May Concern” should only be used in formal, business-related correspondence, and it is not suitable for informal or personal communication. When possible, it is best to address the letter or email to a specific person, using their name and title, as it shows that you have done your research and are making a personal effort to reach the right person.

Alternative Greetings To Use

Here are a few alternative greetings that can be used in a letter or email when the recipient’s name or specific title is not known:

“Dear Sir or Madam” – This is a traditional and formal greeting that can be used in business letters and formal correspondence.

“Dear Hiring Manager” – This is a common greeting used in cover letters and job applications when the name of the hiring manager is not known.

“Dear [Department] Team” – This is a greeting that can be used when writing to a specific department within a company or organization, such as “Dear Customer Service Team.”

“Dear [Company Name] Employee” – This is a greeting that can be used when writing to a company or organization as a whole, rather than a specific person or department.

“Greetings” – This is a more informal greeting that can be used in less formal correspondence, such as an email.

“Attention: [Department/Position]” – This greeting can be used when you want to direct your letter or email to a specific department or position within a company or organization. For example, “Attention: Human Resources Department” or “Attention: Marketing Manager.”

“Open letter to the [Company Name]” – This can be used when you are writing a letter to a company or organization as a whole, and you want to make it clear that the letter is intended for a wide audience.

“Dear [Company Name], ” – This greeting can be used when you are writing to a specific company or organization and you want to address it as a whole.

“Hello [Company Name]” – This is a more casual and friendly greeting that can be used in less formal correspondence, such as an email or a letter to a company you have a relationship with.

“Respected [Department/Position]” – This greeting is used when you want to address a specific department or position within a company or organization in a polite and respectful manner.

Is “To Whom it May Concern” only used in formal letters?

Yes, “To Whom it May Concern” is typically used in formal, business-related correspondence. It is not suitable for informal or personal communication.

Can I use “To Whom it May Concern” in an email?

Yes, “To Whom it May Concern” can be used as the subject line or as the opening line of an email message.

Is it necessary to include my contact information when using “To Whom it May Concern”?

Yes, it is important to include your contact information in a “To Whom it May Concern” letter so that the recipient can contact you with any questions or to provide additional information.

Should I include any attachments or documents with a “To Whom it May Concern” letter?

If there is any relevant information or documentation that will help the recipient understand your request or complaint, you should include it with your letter. Examples include receipts, proof of purchase, or previous correspondence.

Can I use “To Whom it May Concern” in a cover letter?

Yes, “To Whom it May Concern” can be used in a cover letter when you are applying to a job and the hiring manager’s name is not specified. However, it is always better if you try to find the name of the hiring manager, as it shows that you have done your research and you are making a personal effort to reach the right person.

How can I find out the name of the person I am addressing in my letter?

You can try searching for the company’s website, and look for the contact page or the “About Us” page, which might list the names and titles of the company’s employees. You can also try calling the company and asking for the name of the person in charge of the department or position you are interested in.

Is it okay to use “To Whom It May Concern” on a CV?

No, It is not recommended to use “To Whom It May Concern” on a CV as it is considered too formal and impersonal. Instead, you can use “Dear Hiring Manager” or simply “Dear [Company Name]” if you are sending it directly to the company.

Can “To Whom it May Concern” be used when addressing a government agency or official?

Yes, “To Whom it May Concern” can be used when addressing a government agency or official, but it’s always better to try to find the name of the person or department you need to contact. You can find this information on the agency’s website, or by calling and asking for the appropriate contact.

Should I use “To Whom it May Concern” on a letter to a school or university?

“To Whom it May Concern” can be used when addressing a school or university, but it’s always better if you try to find the name of the person or department you need to contact. You can find this information on the school or university’s website, or by calling and asking for the appropriate contact.

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• To Whom It May Concern
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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”

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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 Letter

Embarking on the task of writing a “To Whom It May Concern” letter can often seem daunting. To ease this process, we present a thorough exploration, enriched with a variety of letter examples . These examples are designed to guide you through crafting effective, formal correspondence for both professional and personal contexts. Our detailed approach teaches you to convey your message with clarity and respect, ensuring it resonates with any recipient, regardless of the specific situation or requirement.

What is To Whom it May Concern Letter? A “To Whom It May Concern” letter is a formal way of writing to someone when you don’t know their name or specific job title. It’s like saying “Dear Sir or Madam” and is used for various reasons, such as asking for information, applying for a job when you’re not sure who the hiring manager is, or writing a recommendation for someone. This phrase is a bit old-fashioned and very formal, so it’s a good idea to try and find out a specific person’s name to address your letter to if you can. But if you really can’t find a name, using “To Whom It May Concern” is still an acceptable way to start your letter.

To Whom it May Concern Letter Format

Your Name Your Address City, State, Zip Code Email Address Phone Number Date   To Whom It May Concern,

Introduction

Start with a brief introduction explaining the purpose of your letter. Be clear and concise about what you are writing for, whether it’s a job application, a request for information, or any other formal inquiry.

Body Paragraphs:

First Paragraph: Provide detailed information about why you’re writing the letter. If it’s a job application, mention the position you’re applying for and where you found the listing. Second Paragraph (and any additional paragraphs): Go into more detail about your qualifications, experience, or the specific information you are requesting or providing. Use this section to elaborate on why you or the subject of your letter is a good fit for the position, company, or situation you’re writing about. Conclusion: Summarize the main points of your letter and suggest any next steps or actions you hope the reader will take. Express your appreciation for their time and consideration.

Your Signature (if sending a hard copy) Your Typed Name

Example of To Whom it May Concern Letter

Alex Martin 1234 Pine Street Hometown, CA 90123 [email protected] (555) 123-4567 February 26, 2024   To Whom It May Concern,   I am writing to express my interest in the Software Developer position advertised on your company website. With a Bachelor’s degree in Computer Science from Hometown University and over three years of professional experience developing software in a variety of industries, I am confident in my ability to contribute effectively to your team.   In my previous role at Tech Innovations Inc., I successfully led a team to develop a customer relationship management (CRM) software that resulted in a 25% increase in customer satisfaction within the first six months of implementation. My strong technical skills in Java, Python, and SQL, combined with my ability to work collaboratively in a team, make me a well-suited candidate for this position.   I am particularly drawn to this opportunity at your company because of your commitment to fostering innovation and excellence in software development. I am enthusiastic about the prospect of bringing my unique talents to your esteemed team and contributing to your company’s success.   Thank you for considering my application. I look forward to the opportunity to discuss how my skills and experiences align with the needs of your team. I am available at your convenience for an interview and can be reached at (555) 123-4567 or via email at [email protected] .   Yours sincerely,   Alex Martin

Download To Whom it May Concern Letter Bundle

When sending a letter, it is important to write down the name of the intended recipient to help ensure that the correct person reads the contents of the letter. If the sender or writer of the letter or email does not know the recipient’s name and title, then it is important to know how to create the to whom it may concern letter.

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How to Write a To Whom It May Concern Letter

The to whom it may concern letter is one of the best ways to create an email or letter to someone you do not know while keeping a professional tone and theme . One can also use this salutation format for emails. Aside from the modified salutation, this letter or email will have the same elements and characteristics that define the letter or email outline or outline format .

Step 1: Select the Topic or Purpose of the Letter

Begin by selecting the topic, purpose, or subject of the letter. This part of the letter will provide you with the necessary information and context on the style you will write the letter in.

Step 2: Address the Letter With the Modified Salutations

You must then address the letter with the modified salutation associated with this specific letter format . Note, if you are writing a letter, do not forget to properly indicate the letter address and the return address on the letter envelope.

Step 3: Write the Letter’s Body

The body of the letter will act as the main message and will convey the thoughts and information the sender wants to provide to the receiver of the letter. Be sure to use formal language and tone when the letter’s whole purpose is for business.

Step 4: Sign Off and Send the Letter

The final part of the letter should have the person’s signature and name to ensure that the letter is taken seriously. This should include the person’s full name and a signature on the top of the person’s name. The signature isn’t a necessary element of an email.

Types of To Whom it May Concern Letter

1. recommendation letters.

Used when providing a reference for an individual’s skills, character, and accomplishments, typically for job applications, academic admissions, or other opportunities. The sender may not know who will read the letter, making a general address appropriate.

2. Cover Letters

When applying for jobs and the applicant does not know the name of the hiring manager, “To Whom It May Concern” can be used as a salutation in a cover letter, although it’s recommended to try to find a specific name if possible.

3. Letters of Introduction

These letters introduce one party to another and are often used in business contexts when establishing new relationships or contacts. They might be addressed generally if the sender is unsure who the letter will specifically reach.

4. Inquiry Letters

Used for asking information from businesses or organizations, especially when it is not clear who is in charge of handling the specific inquiries. These can relate to product inquiries, service questions, or informational requests.

5. Complaint Letters

When addressing a complaint to a company or organization without knowing the specific person responsible for customer service or complaints, a “To Whom It May Concern” letter can be used to ensure the message reaches the appropriate department.

6. Resignation Letters

In rare cases, if an employee does not know who their resignation letter should be addressed to, they might use “To Whom It May Concern,” although it’s more respectful and professional to address it to a direct supervisor or HR manager if possible.

7. Authorization Letters

These letters grant another person the authority to act on your behalf in certain situations and are addressed generally if the specific recipient at the organization or entity is unknown.

When to Avoid Using To Whom it May Concern in Letter

Using “To Whom It May Concern” as a salutation in a letter should be avoided whenever possible, mainly because it can come across as impersonal and outdated. Here are specific situations when you should avoid using it:

1. When You Can Find a Specific Name

With resources like company websites, LinkedIn, or even a phone call to the company, it’s often possible to find the name of the person you need to address. Using a specific name shows initiative and personalizes your letter, making it more likely to be well-received.

2. Job Applications

Most hiring managers prefer letters that are personalized. Addressing a cover letter or job application with “To Whom It May Concern” might give the impression that you haven’t made an effort to research the company. It’s better to use “Dear Hiring Manager” if you can’t find a specific name.

3. When You Know the Department

If you know the department you’re addressing but not the name, it’s more personal to write “Dear [Department Name] Team,” such as “Dear Customer Service Team.” This shows that you’ve at least tailored the letter to the specific department.

4. Networking or Inquiry Letters

When reaching out for networking purposes or sending an inquiry to a company, using a generic salutation can make your letter seem less engaging. It’s beneficial to find a specific contact or use a more targeted greeting.

5. Feedback or Complaint Letters

If you’re providing feedback or lodging a complaint, it helps to address your letter to the head of the department relevant to your issue. This can make your letter more direct and likely to be acted upon.

6. Thank-You Letters

After an interview or a significant professional favor, a thank-you letter should always be personalized. Addressing it to a specific person adds a touch of gratitude and professionalism.

Alternatives to To Whom it May Concern

When writing a letter and unsure of the recipient’s name, using “To Whom It May Concern” is traditionally acceptable but often considered impersonal and outdated. Here are more modern and specific alternatives that can help make your letter feel more tailored and engaging:

• Dear Hiring Manager,
• Dear [Department Name] Team, (e.g., Dear Customer Service Team,)
• Dear [Job Title], (e.g., Dear Marketing Director,)
• Dear Recruiter,
• Dear Sir or Madam,
• Attention: [Specific Role or Reason for Writing], (e.g., Attention: Claims Department,)
• Hello [Company Name] Team, (e.g., Hello Acme Corp Team,)
• To the [Specific Role] Department, (e.g., To the Human Resources Department,)
• Dear [Company Name] Representative, (e.g., Dear XYZ Corporation Representative,)
• Dear Committee, (useful for addressing a group of people, like in grant or proposal submissions)
• To Whom It May Interest, (a slight variation that sounds a bit more engaging)
• Dear Prospective Employer, (specific to job applications)
• Dear Customer Service Manager, (when you are sure of the department but not the individual)

When to Use “To Whom It May Concern” in Letter

To Whom It May Concern is a salutation used in formal letters when you do not know the name of the recipient. Despite being considered somewhat outdated, there are specific circumstances where its use is still appropriate:

• Lack of Specific Recipient Information: When it is impossible to find out the name of the person you are addressing, especially in large organizations where specific contact details are not publicly available.
• General Inquiries: For letters sent to a company or organization where the letter could be relevant to multiple departments or roles.
• Recommendation or Reference Letters: When the letter is intended to be used for various applications, and the recipient might change each time.
• Complaints or Feedback: When sending a letter to a business or service provider, and you’re unsure who is responsible for handling such communications.
• Legal or Formal Documents: In situations requiring formal documentation that may be reviewed by multiple parties, such as legal notices or policy statements.

Using “To Whom It May Concern” in these scenarios ensures that the letter is appropriately addressed without making assumptions about the recipient’s identity.

How to Use “To Whom It May Concern” Letter

Using “To Whom It May Concern” correctly involves more than just the salutation. Here’s how to use it effectively:

• Formal Tone: The letter should maintain a formal tone throughout. Since “To Whom It May Concern” is a formal salutation, the body of the letter should match this level of formality.
• Clear Purpose: State the purpose of your letter clearly and early. Given the generic salutation, it’s important to quickly orient the reader to the subject of your letter.
• Detailed Content: Provide all necessary details that any recipient should know to understand and act on your letter. This includes relevant dates, specific requests, or detailed feedback.
• Concise Language: Despite the need for detail, keep your language concise and to the point. Avoid overly complex sentences or jargon that might confuse the reader.
• Professional Closing: End with a formal closing, such as “Yours faithfully,” followed by your full name and signature.

Why do we use the to whom it may concern letter?

One will use this specific letter format or type to ensure that one’s business letter will fall into the right person without sounding disrespectful. This is the main reason why people will use this type of letter format.

Is it professional to say to whom it may concern?

Yes, it is professional to use this specific type of salutation. It is more unprofessional to wrongly name or address the wrong person in one’s business letter.

When is it appropriate to use the to whom it may concern salutation?

The best time one can use the to whom it may concern salutation is when the person does not have any knowledge of the person who will read or receive the letter. If the sender does know the person they will address in the letter, then they should not use this type of salutation.

The to whom it may concern letter is a specific type of letter format that utilizes a specifically modified salutation in the first part of the letter. One should know how to write this type of letter, as there are situations where the sender does not know who they will address on the letter.

While “To Whom It May Concern” is a broadly applicable and professional salutation, it’s important to consider alternatives that might be more specific and engaging, especially in scenarios where a more personalized approach is possible. For more on this, Michigan State University offers insights into alternative ways to address cover letters ( MSU Career Network ). Additionally, Purdue University provides tips for college letters of recommendation, which can also apply to “To Whom It May Concern” letters ( Purdue University News ).

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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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With Text Blaze, you can automate repetitive typing, create templates for common emails, and save time by reducing the time you take responding to and writing emails.

The best part? Text Blaze is free forever ! You can use Text Blaze to quickly insert common email phrases (such as "To Whom It May Concern") and save time! Check out the video below to learn more!

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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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.

Cover Letters 101: Should You Address Your Letter ‘To Whom It May Concern’?

W hen applying for jobs, the way you start your cover letter sets the tone for a good first impression. Many applicants wonder if they should stick with the old “To Whom It May Concern.” This phrase has been around for ages, but times have changed, and so have the expectations in the job market. Here’s why “To Whom It May Concern” might not be the best idea anymore and offers some smart alternatives to help your application catch an employer’s eye.

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Key Takeaways

• “To Whom It May Concern” might be considered outdated and overly impersonal in today’s job market.
• Personalizing your cover letter by addressing it to a specific person shows initiative and attention to detail.
• There are several strategies to find the appropriate contact person if the job listing doesn’t provide a name.
• Alternatives to “To Whom It May Concern” can help make a positive impression on your potential employer.
• Tailoring your approach can enhance your career prospects and contribute to long-term wealth by increasing your chances of securing well-suited positions.

How To Make a Good Impression Beyond ‘To Whom It May Concern’

The job application process is your opportunity to demonstrate your professionalism, attention to detail and communication skills. Starting off on the right foot can have a positive impact on your career trajectory and, by extension, your long-term financial success. Here are some tips and alternatives to “To Whom It May Concern” that can help you make a lasting impression:

1. Do Your Homework

Before addressing your cover letter, take the time to research the company and find out who the hiring manager or the head of the department is. LinkedIn and the company’s website are excellent resources for this. Addressing the letter directly to this person shows that you’ve made an effort to understand the company and its team.

2. Use a Specific Job Title

If you cannot find a specific name, addressing the letter to a job title or department can still personalize your approach. For example, “Dear Hiring Manager” or “Dear Human Resources Department” are preferable to the impersonal “To Whom It May Concern.”

3. Opt for a Warm Greeting

In cases where a direct name or title isn’t available, consider starting with a warm, yet professional greeting. “Dear Team at [Company Name]” can convey both respect and a personal touch.

4. When in Doubt, Ask

If the job listing provides a contact number or email for queries, don’t hesitate to reach out and ask for the name of the hiring manager. This not only provides you with the correct name but also demonstrates your proactive nature.

Alternatives to ‘To Whom It May Concern’

If “To Whom It May Concern” isn’t cutting it, try these more personal options. They show you’re paying attention and you care:

• “Dear Hiring Manager,”
• “Dear [Department] Team,”
• “Dear [Company Name] Team,”
• “Greetings,”

Adding a personal touch right from the start can make your cover letter shine. After you’ve picked your opening, don’t forget to personalize the rest of your letter too.

When ‘To Whom It May Concern’ Is the Right Choice

There are few situations in job applications where “To Whom It May Concern” might still fit. This can happen when you’re applying to a large organization where the hiring team is not specified and you’ve exhausted all resources trying to find a certain contact.

It can also be relevant when submitting general inquiries to a company’s career department without applying for a specific role. In these cases, “To Whom It May Concern” can act as a formal and respectful way to address your cover letter, showing that you’ve made an effort to be professional in the absence of those details.

Make Small Changes To See Big Results

Taking the time to personalize your cover letter is more than a mere formality; it’s an investment in your career. By showing that you care about the details and are genuinely interested in the position, you’re more likely to capture the attention of potential employers. This not only increases your chances of landing an interview but also positions you as a strong candidate in a competitive job market.

Choosing a different opening for your cover letter is a simple change that can have big rewards. It can help you stand out and show you’re serious about the job. This can lead to interviews and, eventually, job offers. Landing a job that matches your skills and goals can really boost your happiness at work and your financial security. Choosing to skip “To Whom It May Concern” could be a small step toward a bigger, better career .

Editor's note: This article was produced via automated technology and then fine-tuned and verified for accuracy by a member of GOBankingRates' editorial team.

This article originally appeared on GOBankingRates.com : Cover Letters 101: Should You Address Your Letter ‘To Whom It May Concern’?

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