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To Whom It May Concern: How (Not) to Use It in Your Cover Letter

When writing a cover letter or business email, you might be tempted to use the generic "To Whom It May Concern" salutation. However, this outdated greeting can make your message seem impersonal in today's professional world.

While "To Whom It May Concern" is still acceptable in some situations, it often implies you didn't take the time to find the right contact person or are sending a mass email rather than a tailored message.

This article will explain when it's appropriate to use "To Whom It May Concern", provide alternatives for your cover letter or email greeting, and share tips on finding the right person to address to make a stronger first impression.

When Is It Appropriate to Use "To Whom It May Concern"?

There are still some scenarios where using this generic salutation is appropriate when writing business correspondence. One instance is when you are sending a letter of recommendation or reference and you don't know the recipient's name or title. In this case, using "To Whom It May Concern" as the greeting can be used, as the recommendation letter may be passed on to various people

Another situation where "To Whom It May Concern" is acceptable is when you are writing to a company or department and don't have a specific contact person or point of contact. If you are unable to find the name of the person you are addressing, this generic greeting that can be used.

In general, formal documents that you intend to send to an institution or company can start with this greeting if they are not meant to introduce yourself. For example, filling a complaint, a job verification letter, or the recommendation letter mentioned above. If you do not know the recipient, as long as you keep it formal , the greeting is not a huge deal in these types of messages.

However, applying for a job is a much more personal matter, and avoiding being generic can make you stand out. It is not totally wrong to start a cover letter for a job with “To whom it may concern”  if no name is provided in the job posting and you can't find one after carefully reviewing the job posting, but it is certainly not the best move. 

How to Format "To Whom It May Concern" Correctly

Here's how to format "To Whom It May Concern" correctly in your letter or email:

• Capitalize the first letter of each word in the phrase "To Whom It May Concern". While this may not be grammatically necessary since it's not a proper noun or title, it's considered standard practice and helps maintain a formal tone.
• Use a colon, not a comma, after the phrase "To Whom It May Concern". The colon signifies that the salutation is complete and the body of your letter or email is about to begin.
• Double space before beginning the body of your letter, email, or cover letter. This helps visually separate the salutation from the main content and improves readability. In some cases, such as when the body of your letter is very short, it's acceptable to single space for cosmetic reasons.

Why You Should Avoid "To Whom It May Concern" in Your Cover Letter

When applying for a job, your cover letter is often the first impression you make on hiring managers and recruiters. As mentioned before, using a generic greeting like "To Whom It May Concern" may come across as lazy and impersonal, suggesting that you didn't take the time to find the right person to address.

Today, with internet access and professional networking sites like LinkedIn, it's usually possible to find a specific person to address by name in email or letter. Taking a few extra minutes to research the company and find the hiring manager or recruiter responsible for the position can make a significant difference in how your application is perceived.

If you can't find and don't know the name of the person you should address, consider using alternatives like "Dear Hiring Manager" or "Dear [Department] Team". These greetings are more engaging and targeted than "To Whom It May Concern" while still maintaining a professional tone suitable for business correspondence.

What to Write Instead of "To Whom It May Concern" in a Cover Letter

Let’s expand on some possible alternatives to replace “To Whom It May Concern”, so that you have an arsenal of less formal options for when you are writing your next cover letter.

• Dear [Hiring Manager's Name]: Take the time to look up the name of the recruiter or hiring manager online. Check the job listing, company website, or LinkedIn to find the right person to address your cover letter to. Using their name shows that you've done your research and are genuinely interested in the position.
• Dear [Department] Team: If you can't find the hiring manager's name, you can address your cover letter generally to the most relevant team, such as "Dear Marketing Team" or "Dear Human Resources Team." This approach still demonstrates that you've tailored your application to the specific department you'd be working with.
• Dear [Job Title] Hiring Manager: Another option is to reference the position you're applying for in your salutation. For example, "Dear Marketing Coordinator Hiring Manager" or "Dear Social Media Intern Hiring Manager." By using the job title or department, you show that you've carefully considered how your skills align with the role

Other Cover Letter Salutation:  FAQs

There are many different ways in which you can start a cover letter, and so, there are many different questions that can arise. Here are some of them.

How do I find the hiring manager's name and email?

To find the hiring manager's name, start by carefully reviewing the job posting for any mention of the person you should address your application to. If no name is provided, search the company website or LinkedIn for the relevant department head or recruiter. You can also try contacting the company, either calling or sending an email, and asking for the name of the person handling the position you're applying for. 

Is it acceptable to use "Dear Sir or Madam" in a cover letter?

While "Dear Sir or Madam" is a traditional generic greeting, it's best to avoid using it in modern business correspondence. This salutation, just like “To Whom It May Concern”, may come across as outdated and impersonal, and it also assumes the recipient's gender. Instead, opt for a more inclusive and targeted greeting like "Dear Hiring Manager" or "Dear [Department] Team".

What's the best generic greeting to use if I don't have a name?

If you can't find the hiring manager's name or email, the best generic greeting to use in your cover letter is "Dear Hiring Manager." This salutation is professional, concise, and targeted to the person responsible for reviewing your application. Other acceptable options, as discussed above,  include  "Dear [Department] Team" or "Dear [Job Title] Hiring Manager".

To Whom It May Concern: Conclusion

To sum up, while "To Whom It May Concern" has been a standard salutation for business correspondence when you don't know the recipient's name, it's important to understand when it's appropriate to use and when it's better to opt for an alternative.

When it comes to your cover letter, it's crucial to make every effort to find the full name of the specific person you want to address. Tailoring your salutation to the hiring manager, recruiter, or relevant department head shows that you've taken the time to research the company and are genuinely interested in the position. If you can't find a name, opt for a more targeted greeting like "Dear Hiring Manager" rather than the generic "To Whom It May Concern."

Remember, your cover letter is your chance to make a strong first impression and demonstrate your fit for the role. By avoiding generic salutations and instead tailoring each cover letter to the specific job and company, you'll set yourself apart from other applicants and increase your chances of having a successful process. So, even if you don't have a name, take the extra step to personalize your greeting and show your enthusiasm for the opportunity.

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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.

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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.

4 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

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

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

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

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

Let’s dive in!

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

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

Yes and No. 

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

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

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

1.  Scholarship/Academic Reference Letter 

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

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

See a sample scholarship recommendation letter below.

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

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

2.  Employer Reference Letters

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

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

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

Here’s an example of this below. 

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

3.  Sending Out Invitation

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

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

Here’s a sample letter below.

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

4.  Authorization Letter

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

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

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

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

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

5.  Introduction Letter

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

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

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

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

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

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

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

6.  Formal Complaints

Anyone could lodge a formal complaint. 

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

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

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

7. Guardianship Letter

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

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

8. Prospecting

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

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

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

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

9.  Job Verification Letter

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

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

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

10.  Shipment Confirmation Letter

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

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

The letter below confirms the contents of a shipment.

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

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

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

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

Cover Letters: 

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

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

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

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

Follow-up letters: 

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

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

Alternatives to “To Whom It May Concern” Letters 

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

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

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

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

Key Takeaways

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

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

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

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How to Use To Whom It May Concern (Alternatives Included)

Mike Simpson 0 Comments

By Mike Simpson

Every letter needs a solid salutation. Why? Because it helps the reader figure out who you’re talking to. But what if you don’t know the name of the person you’re addressing? That’s where “to whom it may concern” comes in.

“To whom it may concern” is a generic salutation that can apply to nearly anyone, making it the default approach if you don’t have a contact’s name. But is it a good idea to use “to whom it may concern” in a cover letter ? Well, that depends.

If you’re curious about using “to whom it may concern” in a letter, here’s what you need to know.

Starting a Letter

Before we dig into the nitty-gritty of using “to whom it may concern,” let’s pause for a quick second and talk about starting a letter in general. As a job seeker, there’s at least one kind of letter you’re going to be writing regularly: the cover letter.

Do you actually need a cover letter? Yes, yes, you do. While most hiring managers assert that customizing your resume is the most important thing you can do, nearly half also want to see a cover letter. That’s a big percentage.

Plus, 83 percent of recruiters say that a great cover letter can land you an interview even if your resume isn’t a spot-on match. Holy cow, right? That alone should put cover letters on your must-do list.

Whenever you write any kind of letter, you want to start strong. After all, you need to convince the reader to actually finish the entire thing. If you don’t capture their attention quickly, that may not happen.

In most cases – after you fill in some contact information at the top – the first thing you need in your letter is a salutation. Why? Because it’s polite and directly acknowledges the reader.

Without a greeting, you’re letter just hops into whatever you want to talk about. If you’re writing a cover letter, that means you’d diving into a one-sided discussion about yourself.

The salutation recognizes that there is a person there “listening” to what you’re sharing. It’s a light form of appreciation. Yes, it’s a small gesture, but it’s an important one.

To Whom It May Concern

Alright, let’s take a second to talk about the use of “to whom it may concern” as a letter opening through time. While its exact origin isn’t entirely clear, the phrase does have a long history.

One of the most noteworthy examples is from a document written by President Abraham Lincoln. In a July 18, 1864 letter , he began with “to whom it may concern.” So, the phrase is at least that old.

Generally, the salutation serves as a generic opener when you either aren’t speaking to a particular individual (as a person might do with an open letter to the public) or when you don’t know who the reader is. It’s a polite and incredibly formal way to address an unknown individual. “Dear whoever” just doesn’t have the same ring, does it?

Now, if good old Abe Lincoln used it, does that mean you should too? Well, in most cases, no, you shouldn’t. Really, it should be treated as a greeting of last resort, especially for cover letters. If you have any other reasonable alternative that feels even the slightest bit more personal, that’s probably the better choice.

Plus, it feels really old-school. It doesn’t seem like it fits in modern society. The same goes for “Dear sir or madam,” which equal parts generic and out of place.

Now, does that mean you can’t ever use “to whom it may concern” in your cover letter? No, it doesn’t. Instead, it should simply be the last option you explore after everything else falls through.

So, what should you use instead? Well, we’ll get to that in a minute.

It is important to note that there may be a few exceptions. If you’re writing a letter of recommendation that may be used in more than one way – such as for a job search and for college admissions – then “to whom it may concern” might be a better bet. That keeps the reader audience broad, allowing the letter to serve more than one purpose.

But cover letters only have a single reason for existing. As a result, it’s best to get more specific with your greeting.

Proper Usage of To Whom It May Concern

Alright, let’s say that, for whatever reason, “to whom it may concern” is all you’ve got. If that’s the case, then you need to make sure you use it the proper way.

There’s a pretty good chance that one question has been dancing through your mind: Do you capitalize to whom it may concern?

In most cases, when you’re starting a cover letter, you do want to capitalize the greeting. So, that would mean that the to whom it may concern capitalization should look like this:

Additionally, you’ll usually follow it with a colon instead of a comma. It’s the formal approach, which is the perfect choice in these circumstances. So, that gives you:

To Whom It May Concern:

Just remember that you should only use this approach to opening a cover letter if you really can’t figure out anything better. But if you’re really stuck with it, you now know how to use it right.

What about “to whom this may concern?” How do you use that? Typically, you don’t. “To whom this may concern” isn’t the traditionally accepted approach. If you use that, the hiring manager might just assume that you have no idea how to start a cover letter, and that’s no good.

Alternatives to To Whom It May Concern

Okay, we’ve said it a few times now, and it bears repeating once more; don’t use to whom it may concern in your cover letter unless that’s all you have available. But what should you use instead? Glad you asked.

First, you’re always better off using the hiring manager’s name if you can find it. This makes your cover letter feel more personal. So, whenever possible, go with “Dear [Mr./Mrs./Ms./Dr.] [First Name] [Last Name].” It really is the best choice.

What about “Mx. [First Name] [Last Name]?” Is that okay to use?

“Mx.” is a gender-neutral way of addressing a person, and it’s increasingly popular with people who consider themselves nonbinary. However, it’s best to only use this if you are 100 percent sure it’s the hiring manager’s preferred title.

Why? Because “Mx.” is still a bit rare in the business world. People who aren’t familiar with it may think that it’s a typo, and that won’t reflect well on you. Plus, there’s also a bit of controversy surrounding its use and, if the hiring manager has strong feelings about it, that could hurt your chances of getting the job.

So, unless you know that the hiring manager prefers “Mx.” it is better to go with something else. If the contact has a gender-neutral name and you can’t find out anything else about them, skip the title and use “Dear [First Name] [Last Name]” instead.

But what if you don’t have the name of a contact? Then, it’s time for a different approach.

You can try “Dear [Job Title/Role]” as an alternative. For example, “Dear Hiring Manager” or “Dear IT Department Manager” could work. It’s at least a bit more personal, as it’s clearly speaking to a particular individual.

Next, you could go with “Dear [Department].” Again, this is a bit less ideal, as it’s opening it up to a group instead of a specific person. Still, “Dear Marketing Department” is still better than “to whom it may concern” for a letter salutation.

If the workplace is more casual, you may even be swing “Greetings” as the entire salutation. It’s less formal and a bit warmer. However, it might not sit well with every hiring manager, so you may only want to use this one if you know the company is pretty darn relaxed.

Tips for Finding a Contact Person

By now, you know that using the contact’s name is the absolute best approach when you’re writing a cover letter. If you want to find it, start by reviewing the job ad.

In some cases, the contact person’s information is right there in black and white. In others, you may be able to figure it out based on other contact details. For example, if you’re told to send your resume to an email address, and that email is clearly based on a person’s name, you may have all you need to know. A lot of companies use employee first and last names to create their email addresses, so this may be all you need.

Other companies use certain details from a person’s name, like first initials and full last names, or partial first and last names. At times, this enough information for you to figure the rest out. You can use resources like the company website or LinkedIn to find a match based on what you do know.

But if any clues about the person’s name aren’t in the job ad, how do you find it?

In this case, a great place to begin is the company website. If you can find staff bios or an overview of the company’s organizational structure, you may be able to suss out who is overseeing the role. This is especially true if the job ad includes the job title of who you would be reporting to, as there may be only one employee with that title in a suitable department.

If that doesn’t work, head on over to LinkedIn. You can head to the company’s page to look for a staff list or may be able to figure out who your contact would be by doing a search.

Contacting members of your network may also be a good idea. If you know someone who works at the company today, they may be able to clue you in by providing you the hiring manager’s name.

Finally, you could try to reach out to the company and simply ask them. Let them know that you are preparing to apply for a job and want to know who you need to address your cover letter to. Now, they may decline to give you that information, but it doesn’t hurt to try.

If none of those approaches work, then it’s time to use one of the “to whom it may concern” alternatives we listed above. If you at least know the job title or department, that could be enough. Plus, you can always go with the classic “Dear Hiring Manager,” as that will usually strike the right chord.

Putting It All Together

Ultimately, there is a time and place for “to whom it may concern” in a letter, just not usually in a cover letter. Try all of the alternatives above before you default to a generic greeting. That way, you’re cover letter is more likely to make a great impression, increasing the odds that you’ll get called in for an interview.

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com.

His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others.

Learn more about The Interview Guys on our About Us page .

About The Author

Mike simpson.

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com. His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others. Learn more about The Interview Guys on our About Us page .

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To Whom It May Concern: When And How To Use

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

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

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

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

Table of Contents

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

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

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

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

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

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

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

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

Here’s how to write a cover letter .

When to use “To Whom It May Concern”

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

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

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

Cover letter

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

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

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

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

Reaching out to a new client

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

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

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

Project or company feedback

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

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

Filing a complaint

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

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

Letter of introduction

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

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

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

Prospecting emails

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

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

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

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

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

Related: How to Write a Professional Email

How to avoid using “To Whom It May Concern”

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

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

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

1. Look through the job listing

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

2. Check the website

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

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

3. Ask your employer

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

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

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

How to use “To Whom It May Concern?”

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

This might happen at many points in your job search.

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

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

Please find some options below.

To Whom It May Concern Alternatives

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

Here are some options:

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

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

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

Summing things up

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

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

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

• Best Business Salutations
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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”

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Dear Recruiting Team

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

Dear Hiring Manager

Dear Recruiter

Dear Recruiting Manager

Dear Recruiting Department

Dear Human Resources Manager

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

Dear Personnel Manager

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

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

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

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

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

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

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

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

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

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

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

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

Is “To Whom It May Concern” rude?

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

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

Should I use “To Whom It May Concern”?

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

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

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

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

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

How do you address a letter to an unknown person?

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

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

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

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

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

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

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How to Write a Cover Letter to "To Whom It May Concern"

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Proper Way to Write a Cover Letter

Differences between a full block style business letter & a full block style with open punctuation, how to send a cover letter & cv by e-mail.

• Steps to Writing a Cold Call Letter for Employment
• How to Address Cover Letters With Multiple Names

It's frustrating when you are applying for a job and have to write a cover letter when you have no idea of the addressee's name. Although cover letters follow a fairly standard flow, when you're writing, "To Whom it May Concern," any uncertainty influences the confidence with which you send your letter and resume, explains jobs website, Indeed.com .

At any rate, you can still compose a professional letter that expresses a genuine interest in the job, including a brief statement about why your letter lacks a personal salutation and your concern about responding to a blind ad.

Start With a Professional Heading

At the top of the page, include your full name, city and state (you no longer need to include your full street address), e-mail address and telephone number. Follow your contact information with the date of your letter. Make your name bold face and a larger point size than the rest of the heading. Don't use all caps for your name, which can make it slightly harder to read.

Create an Addressee Block

When you don't have the name of a person for a cover letter, you can address the letter to a department or group. For example, you address the letter to "Human Resources," or "Executive Director Search Committee." The latter is often correct when you're applying to a small nonprofit and the board of directors is making the hire. Consider addressing your letter as "Dear Recruiter," instead of a very impersonal "To Whom it May Concern."

Follow this with the company name and street address. If you don't have that, use the name of the town if you know where the company is located. Look at the company's website to see if you can find an address for your letter, recommends Interview Kickstart.com .

If you have an address but know person as a contact, you can use the words "To Whom it May Concern" justified with the left margin. Beneath that, type the name of the company. If you know the name of the department, include that above the company name. Use the salutation, "Dear Sir or Madam" for your letter, rather than "To Whom it May Concern," for the salutation

Start Your Letter

If you feel the recipient might be offended or think it's odd you didn't use a person's name on your letter, apologize for not being able to send a personally addressed letter and explain that you attempted to obtain a full name. State this briefly, without an accusatory tone.

Once you've given a brief explanation of the way you've address your letter, move immediately to a strong opening sentence for your cover letter qualifications for interest. gives a brief statement about your interest in the job, where you saw it advertised and your qualifications.

For example, start your letter with: "I am very interested in learning more about the retail buyer position that was posted on LinkedIn. After reading the qualifications, I am confident that my skills and work experience are ideally suited for this role. I have 10-plus years of experience as a junior buyer, as well as a B.A. in fashion merchandising from the Fashion Institute of Los Angeles."

Keep Paragraphs Brief

Describe your qualifications and background in short paragraphs of two or three sentences each. Include significant accomplishments, such as measurable cost savings or increased productivity. Whenever possible, include tangible measures instead of words that don't suggest quantitative achievements.

For example, write: "I reduced purchasing costs by 20 percent each year during my five-year career with ABC Retail. I also generated increased revenue in southeastern stores by 12 percent each quarter during 2012." Where possible, use bullet points to help important information stand out.

End With a Recap

Write a final paragraph reiterating your interest in learning more about the job. Indicate that you're interested in a telephone interview and when you're available for a face-to-face interview. Express your appreciation for the reader's time and favorable consideration of your interest and qualifications

• Indeed: When to Use the Phrase "To Whom It May Concern"
• Interview Kickstart: How to Use 'To Whom it May Concern' - A Quick Guide With Examples
• Consider addressing your letter as "Dear Recruiter" instead of a very impersonal "To Whom it May Concern."
• Contain your enthusiasm about replying to a blind ad -- that's why it could be wise to say you're interested in learning more about the position instead of you're sure you want the job that was advertised.
• If you're unsure of the person's name and have been unsuccessful in obtaining the name due to an uncooperative operator or receptionist, be cautious about expressing too much excitement about the company.

Ruth Mayhew has been writing since the mid-1980s, and she has been an HR subject matter expert since 1995. Her work appears in "The Multi-Generational Workforce in the Health Care Industry," and she has been cited in numerous publications, including journals and textbooks that focus on human resources management practices. She holds a Master of Arts in sociology from the University of Missouri-Kansas City. Ruth resides in the nation's capital, Washington, D.C.

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When and How to Use "To Whom It May Concern"

Options for Starting a Letter

When to use “to whom it may concern”, how to use “to whom it may concern”, alternative greetings to use, when to leave off the salutation, frequently asked questions (faqs).

Miguel Co / The Balance

“To Whom It May Concern” is a salutation traditionally used in business letters when the sender doesn’t know the name of the person who will receive the message. Although it’s somewhat old-fashioned, this greeting is still an option when you’re sending cover letters, job inquiries, or other business correspondence. 

That said, you should make every effort to find a contact name to use in your letter. You also have other options. Find out more about alternatives and when it's appropriate to start your letter with this greeting.

Key Takeaways

• Before you use “To Whom It May Concern,” consider alternative letter greetings, such as "Greetings" or "Dear Hiring Manager."
• Do your best to find a contact person; doing so will increase the likelihood that your letter or email will be read and acknowledged. 
• The first letter in each word is capitalized, and the phrase is followed by a colon.

"To Whom It May Concern" is an impersonal and somewhat outdated letter greeting. It is still sometimes used, but nowadays, there are better options for starting a letter. 

One simple approach is to not include any salutation. In that case, simply begin your email or letter with the first paragraph or with “Re: Topic You’re Writing About” in the subject line, followed by the rest of the letter or message in the body.

When other options don't work for your correspondence, it's acceptable to start a letter with "To Whom It May Concern."

If you do choose to use “To Whom It May Concern” when you're applying for jobs, it shouldn't impact your application. A Resume Companion survey reports that 83% of hiring managers said seeing it would have little or no impact on their hiring decisions.

Here is when and how to use “To Whom It May Concern,” as well as examples of alternative salutations to use when writing letters.

Here is when and how to use “To Whom It May Concern,” along with examples of alternative salutations to use when writing letters.

Look for a Contact Person

Ideally, you will try to ascertain the name of the specific person to whom you are writing. For example, if you are writing a cover letter for a job application and do not know the contact person, do your best to find out the name of the employer or hiring manager.

If you’re writing a business letter, it will more likely be read if you address it to a specific person at the company. You’ll also have a person to follow up with if you don’t get a response from your first inquiry. Taking a few minutes to try to locate a contact is worth the time. 

Check the Job Listing

There are several ways to discover the name of the person you are contacting. If you are applying for a job, the name of the employer or hiring manager may be on the job listing. However, that is not always the case.

Many employers don’t list a contact person because they may not want direct inquiries from job seekers.

Check the Company Website

You can look on the company website for the name of the person in the position you are trying to contact. You can often find this in the “About Us,” “Staff,” or “Contact Us” sections. If you cannot find the name on the website, try to find the right person on LinkedIn, or ask a friend or colleague if he or she knows the person’s name.

Ask the Employer

Another option is to call the office and ask the administrative assistant for advice. For example, you might explain you are applying for a job and would like to know the name of the hiring manager.

Be sure to ask the administrative assistant to spell the hiring manager’s name. Then double-check the spelling on the company website or LinkedIn. 

If you take all of these steps and still do not know the name of the person you are contacting, you can use “To Whom It May Concern” or an alternative generic greeting.

When should you use the term? It should be used at the beginning of a letter, email, or other form of communication when you are unsure of who will be reading it.

This might happen at many points in your job search. For example, you might be sending a cover letter, letter of recommendation, or other job search materials to someone whose name you do not know.

It is also appropriate to use “To Whom It May Concern” when you are sending an inquiry (also known as a prospecting letter or letter of interest ) but don’t have the details of a contact person.

Capitalization and Spacing

When addressing a letter with “To Whom It May Concern,” the first letter of each word is typically capitalized, and the phrase is followed by a colon:

To Whom It May Concern:

Skip the next line, and then start the first paragraph of the letter.

“To Whom It May Concern” is considered fairly outdated, especially when writing cover letters for jobs. “Dear Sir or Madam” is another salutation that was commonly used in the past, but it too may also come across as old-fashioned. It’s also non-inclusive.

There are better alternatives you can use for letter salutations when you are writing a letter and don’t have a named person to write to.

Here are some options:

• Dear Hiring Committee
• Dear Hiring Manager
• Dear Hiring Team
• Dear HR Manager
• Dear Human Resources Representative
• Dear Human Resources Team
• Dear [Department] Name
• Dear [Department] Manager
• Dear [Department] Team
• Dear Personnel Manager
• Dear Search Committee
• Dear Recruiter
• Dear Recruiting Manager
• Dear Recruiting Team
• Dear Talent Acquisition Team
• Dear Customer Service Manager
• Re: (Topic of Letter)

You can also write a greeting that is still general but focuses on the group of people you are reaching out to. For example, if you are contacting people in your network for help with your job search , you might use the greeting “Dear Friends and Family.”

Another option for starting your letter is to leave off the salutation entirely. If you decide not to include a greeting, begin with the first paragraph of your letter or email message.

What is the best format for business letters?

Business letters are typically written in block format, meaning that the type is left-justified, with single-spaced text and a double space between paragraphs. Leave a few spaces after the closing to make room for your signature. 

What are the sections of a business letter?

The sections of a business letter are the address of the sender, the date, the address of the recipient, a salutation, the body of the letter, a closing, and a signature. 

Resume Companion. " Is "To Whom It May Concern” Acceptable on a Cover Letter? ."

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’?

Sample Letter Hub

Letter To Whom It May Concern

By Sikandar Ali

May 8, 2024

Are you struggling to address a letter to someone whose name you don’t know? Look no further than the “”Letter To Whom It May Concern.””

This type of letter is used when you need to address a recipient but don’t have their name or contact information. It’s a formal way to begin a letter and is commonly used in business and professional settings.

In this blog article, we will provide you with templates, examples, and samples of “”Letter To Whom It May Concern.””

Our goal is to make it easy for you to write any letter that you need to write. Whether you’re applying for a job, requesting a reference, or seeking information, we’ve got you covered. With our helpful resources, you’ll be able to craft a professional and effective letter in no time.

So, if you’re feeling stuck or unsure about how to address a letter, don’t worry. We’ve got everything you need to get started.

Keep reading to learn more about “”Letter To Whom It May Concern”” and how to use it in your own correspondence.

Dear Sir/Madam,

I trust this letter finds you well. I am writing to inform you about [briefly describe the purpose or subject of the letter].

This communication serves to [provide information, request assistance, etc.], and I am confident that your attention to this matter will be greatly appreciated.

[Additional details or specifics relevant to the letter’s purpose can be included here.]

If you require any further information or clarification, please do not hesitate to contact me at [Your Contact Information].

Your prompt attention to this matter is highly valued. Thank you for your time and consideration.

Sincerely, [Your Full Name]

Business Letter To Whom It May Concern

I am writing to bring to your attention [briefly describe the purpose or subject of the letter]. As we embark on [specific project or initiative], we believe that your involvement and expertise would greatly contribute to its success.

The [project/initiative] is aimed at [describe the goals and objectives], and we are confident that your insights and skills align perfectly with the requirements of this endeavor. Your reputation in the industry precedes you, and we value the potential collaboration with someone of your caliber.

[Additional details or specifics relevant to the business matter can be included here.]

If you are interested or require further information, please do not hesitate to contact us at [Your Contact Information]. Your consideration of this matter is highly appreciated, and we look forward to the possibility of working together.

Thank you for your time and attention.

Recommendation Letter To Whom It May Concern

It is my pleasure to write this letter of recommendation for [Name], whom I have had the privilege of working with for the past [number of years or months].

[Name] has consistently demonstrated exceptional [skills/qualities] during our time together. Their dedication, attention to detail, and ability to [specific achievements or tasks] have set them apart. Moreover, their positive attitude and strong work ethic make them a valuable asset to any team.

One particular instance that stands out is [cite an example of a significant accomplishment or project]. [Name]’s ability to [highlight a specific skill or attribute] was crucial to the success of this initiative.

I am confident that [Name] will excel in any endeavor they choose to pursue. Their passion for [industry or field] and commitment to excellence make them an ideal candidate for [specific opportunity].

If you require any additional information, please feel free to contact me at [Your Contact Information]. I wholeheartedly recommend [Name] and believe they will bring great value to any organization.

Formal Letter To Whom It May Concern

I am writing to bring to your attention [specific matter or issue] that requires careful consideration. It has come to our notice that [briefly describe the situation or problem].

[Provide any relevant details or background information here, supporting the purpose of the letter. Highlight key points that need attention and resolution.]

Furthermore, we kindly request that [specific action or resolution] be taken to address this matter promptly. Your cooperation in this regard is highly appreciated, and we believe that your involvement will contribute significantly to the resolution of [the issue].

If you require any additional information or clarification, please do not hesitate to contact us at [Your Contact Information]. We look forward to a timely and positive response to this matter.

Thank you for your attention and understanding.

To Whom It May Concern Resignation Letter

I am writing to formally submit my resignation from my position at [Company Name]. After careful consideration, I have decided that it is in the best interest of both parties to part ways.

I have thoroughly enjoyed my time working here and appreciate the opportunities for professional and personal development that the company has provided. However, after much reflection, I have decided to explore new challenges and opportunities that align more closely with my long-term career goals.

My last working day at [Company Name] will be [Last Working Day, typically two weeks from the date of the letter]. During this notice period, I am committed to ensuring a smooth transition and will be happy to assist in training a replacement or transferring my responsibilities to a designated colleague.

I would like to express my gratitude to the entire team for the support and camaraderie throughout my tenure. I have learned valuable skills and formed lasting connections that I will carry with me in my future endeavors.

Thank you for the opportunities, and I wish [Company Name] continued success in the future.

How to Write a Letter to Whom It May Concern

Writing a letter to whom it may concern can be a daunting task, especially if you are unsure of the recipient’s identity. However, with the right approach and a few key tips, you can craft a professional and effective letter that will get your message across. In this article, we will guide you through the process of writing a letter to whom it may concern, step by step.

1. Determine the Purpose of Your Letter

Before you begin writing, it is important to determine the purpose of your letter. Are you writing to request information, express a concern, or make a complaint? Knowing the purpose of your letter will help you to structure your message and ensure that you are addressing the appropriate recipient.

2. Research the Recipient

If possible, try to research the recipient of your letter. This will help you to address them by name, which is always more personal and professional than a generic greeting. If you are unable to determine the recipient’s name, you can still use “”To Whom It May Concern”” as a last resort.

3. Use a Professional Tone

When writing a letter to whom it may concern, it is important to use a professional tone. Avoid using slang or informal language, and be sure to proofread your letter for spelling and grammar errors. Remember, your letter is a reflection of you and your organization, so it is important to make a good impression.

4. State Your Purpose Clearly

In the opening paragraph of your letter, state your purpose clearly and concisely. This will help the recipient to understand the reason for your letter and what action, if any, is required on their part. Be sure to provide any necessary background information to support your request or concern.

5. Provide Supporting Evidence

If you are making a complaint or expressing a concern, it is important to provide supporting evidence to back up your claims. This could include copies of relevant documents, photographs, or witness statements. Be sure to clearly label any attachments and refer to them in your letter.

6. Close Your Letter Professionally

In the closing paragraph of your letter, thank the recipient for their time and consideration. Be sure to provide your contact information, including your name, address, and phone number, so that the recipient can follow up with you if necessary. Close your letter with a professional sign-off, such as “”Sincerely”” or “”Best regards.”

FAQs About Letter to Whom It May Concern

1. what is a “”letter to whom it may concern””.

A “”Letter To Whom It May Concern”” is a formal letter that is used when the recipient of the letter is unknown. It is commonly used in situations where the letter is being sent to a company or organization, and the sender does not know the name of the person who will be receiving the letter.

2. When should I use a “”Letter To Whom It May Concern””?

A “”Letter To Whom It May Concern”” should be used when the recipient of the letter is unknown, and the sender does not have any other means of addressing the letter. It is commonly used in situations where the letter is being sent to a company or organization, and the sender does not know the name of the person who will be receiving the letter.

3. How should I address a “”Letter To Whom It May Concern””?

When addressing a “”Letter To Whom It May Concern””, it is important to use a formal tone and to address the letter to the appropriate department or organization. If possible, try to find out the name of the person who will be receiving the letter, and address the letter to them directly.

4. What should I include in a “”Letter To Whom It May Concern””?

A “”Letter To Whom It May Concern”” should include all of the necessary information that the recipient needs to know. This may include the purpose of the letter, any relevant details or information, and any requests or actions that need to be taken.

5. Can a “”Letter To Whom It May Concern”” be used in a job application?

Yes, a “”Letter To Whom It May Concern”” can be used in a job application. However, it is important to note that using a specific name or title in the letter may be more effective in making a good impression on the employer.

6. Is a “”Letter To Whom It May Concern”” considered formal or informal?

A “”Letter To Whom It May Concern”” is considered a formal letter. It is important to use a formal tone and to address the letter to the appropriate department or organization.

7. What are some common mistakes to avoid when writing a “”Letter To Whom It May Concern”””

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