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

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

3 months ago   •   6 min read

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

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

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

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

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

Let’s get started!

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

Although "To whom it may concern" is seen as as outdated or impersonal in modern job markets, there are specific situations where you may still want to use it:

Formal or traditional industries

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

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

Large organizations with unknown recipients

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

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

When personalization is not possible

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

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

In cultures where it’s the norm

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

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

When not to use a generic greeting

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

In modern, informal industries

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

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

When information is available

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

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

Small to mid-sized companies

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

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

Companies that emphasize personal connection

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

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

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

The best alternatives for “to whom it may concern”

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

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

“Dear Hiring Manager”

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

“Dear [Job Title]”

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

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

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

“Hello [Department Name]”

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

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

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

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

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

“Greetings”

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

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

“Hello Hiring Team”

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

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

Strategies for finding the hiring manager's name

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

Start with the job posting

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

Check the company website

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

Social media

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

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

Company directory

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

Contact the HR department

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

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To Whom It May Concern: 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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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.

To whom it may concern Template: Tips and Examples

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

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

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

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

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

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

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

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

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

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

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

To whom it may concern Letter Format:

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

To whom it may concern Letter Sample:

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

Frequently Asked Questions:

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

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

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

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

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

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

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

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

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

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

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Updated on: January 4, 2024

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15 “To Whom It May Concern” Letters With Examples

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

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

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

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

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

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

Also Read : Best Recommendation Letter Examples For Students

“To Whom It May Concern” Sample Letter Template Examples

1. scholarship letter of recommendation.

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

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

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

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

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

Also Read : Polite Follow-up Email Examples

2. Letter Of Support

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

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

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

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

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

Check Out : Best Business Introduction Email Examples & Tips

3. Letter Of Confirmation

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

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

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

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

4. Letter Of Investigation

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

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

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

Explore : Simple Resignation Email Examples

5. Letter Of Invitation

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

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

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

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

6. Letter Of Authorization

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

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

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

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

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

Also Read : Best Counter Offer Letter Examples

7. Letter Of Notice

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

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

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

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

8. Letter Of Complaint

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

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

The subsequent paragraphs explain the background behind the complaint.

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

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

9. Broadcast Letter Sample

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

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

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

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

10. Guardianship Letter

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

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

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

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

Also Read : Best Memo Examples

11. Prospect Letter

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

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

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

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

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

12. Expectation Letter

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

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

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

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

Also Read : Best Resignation Email Subject Line Examples

13. Self-recommendation Letter Format

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

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

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

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

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

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

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

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

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

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

Also Read : LinkedIn Recommendation Examples

15. Shipment Confirmation Letter

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

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

When To Use “To Whom It May Concern”

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

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

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Recommendation Letter

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

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

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

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

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

Introductory Letters

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

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

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

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

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

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

Prospecting Letters

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

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

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

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

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

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

Formal Complaints

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

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

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

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

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

Broadcast Letters

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

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

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

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

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

When Not To Use “To Whom It May Concern”

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

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Cover Letters

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

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

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

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

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

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

Inquiry Letters

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

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

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

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

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

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

Follow-up Letters

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

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

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

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

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

Report Letters

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

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

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

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

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

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

Self-recommendation Letters

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

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

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

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

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

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

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

Bottom Line

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

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

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

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

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

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

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

Let’s dive in!

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

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

Yes and No. 

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

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

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

1.  Scholarship/Academic Reference Letter 

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

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

See a sample scholarship recommendation letter below.

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

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

2.  Employer Reference Letters

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

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

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

Here’s an example of this below. 

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

3.  Sending Out Invitation

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

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

Here’s a sample letter below.

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

4.  Authorization Letter

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

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

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

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

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

5.  Introduction Letter

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

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

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

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

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

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

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

6.  Formal Complaints

Anyone could lodge a formal complaint. 

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

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

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

7. Guardianship Letter

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

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

8. Prospecting

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

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

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

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

9.  Job Verification Letter

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

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

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

10.  Shipment Confirmation Letter

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

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

The letter below confirms the contents of a shipment.

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

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

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

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

Cover Letters: 

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

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

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

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

Follow-up letters: 

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

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

Alternatives to “To Whom It May Concern” Letters 

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

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

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

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

Key Takeaways

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

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

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

About the author

Nicholas Prins

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

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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’?

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

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

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

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

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

"To Whom It May Concern" Meaning

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

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

When to Send "To Whom It May Concern"

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

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

Job Applications

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

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

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

Formal Complaints

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

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

When to NOT Send "To Whom It May Concern"

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

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

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

When You Know The Name

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

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

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

Casual Settings

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

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

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

"To Whom" vs "Whomever"

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

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

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

10 "To Whom It May Concern" Alternatives & Synonyms

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

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

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

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

1. Dear [Job Title]

2. Dear Sir/Madam

3. Attention [Job Title/Company]

4. Dear [Department Name] Team

5. Dear [Company Name] Representative

6. To the [Job Title]

7. Dear [Team/Division]

8. To the Concerned Party

9. Dear [Role or Position]

10. To All It May Concern

"To Whom It May Concern" Capitalization

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

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

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

"To Whom It May Concern" Letter Format

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

Here's a universal template for letters/emails:

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

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

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

Copy templates to use them anywhere:

Job Application

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

Formal Complaint

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

Reference Letter

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

Specific Inquiry

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

Resignation Letter

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

Scholarship Application

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

Business Proposal

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

Legal Matters

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

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

General Inquiry

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

How to Automate Common Phrases In Emails

If you find yourself typing the same things over and over, give Text Blaze a try to automate repetitive typing and boost productivity. Text Blaze helps you create smart text templates that you can insert anywhere you work using keyboard shortcuts. Example: /twimc -> "To Whom It May Concern,"

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

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

Wrapping Up

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

Use Text Blaze to automate repetitive typing, save time, and boost your email productivity today!

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

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

Table of Contents

What is “To Whom It May Concern”?

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

To Whom It May Concern Templates

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

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

When to Use “To Whom It May Concern”

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

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

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

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

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

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

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

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

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

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

How To Use “To Whom It May Concern”

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

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

To Whom it May Concern:

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

[Your Name]

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

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

Subject: To Whom it May Concern

To Whom it May Concern,

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

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

Alternative Greetings To Use

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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11 FREE To Whom It May Concern Letter Samples & Templates

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

To Whom It May Concern Letter

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Understanding “To Whom It May Concern”

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

The Correct Usage of This Salutation

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

Writing the Salutation “To Whom It May Concern”

Formatting rules.

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

Placement in Correspondence

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

Contextual Application

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

Alternatives to “To Whom It May Concern”

Job title-based salutations.

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

Other Formal Alternatives

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

Crafting a Letter with “To Whom It May Concern”

Structure of the letter.

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

Tips for Effective Communication

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

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

4. Sample To Whom It May Concern Cover Letter

Size: 199 KB

5. Sample Residence To Whom It May Concern Letter

Size: 72 KB

6. Sample To Whom It May Concern Recommendation Letter

Size: 27 KB

Evaluating the Correctness of “To Whom It May Concern”

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

Historical and Contemporary Use

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

Appropriate Contexts for Usage

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

Modern Communication Trends

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

Pros and Cons of Using This Salutation

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

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

7. College To Whom It May Concern Letter Template

Size: 30 KB

8. Employee To Whom It May Concern Letter Template

Size: 32 KB

Exploring the Meaning of “To Whom It May Concern”

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

The Essence of the Phrase

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

Historical Context and Usage

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

Contemporary Relevance

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

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

The Implications of Using the Phrase

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

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

Modern Alternatives and Best Practices

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

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

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

9. Sample To Whom It May Concern Application Letter

Size: 41 Kb

10. Sample To Whom It May Concern Invitation Letter

Size: 41 KB

11. To Whom It May Concern Authorization Letter Template

Size: 652 KB

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

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

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

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

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

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

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

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

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

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

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To Whom It May Concern Letter

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Create professional recommendation letters with ease

What is to whom it may concern letter template.

Writing a recommendation letter can be a time-consuming task, especially when you have to start from scratch. That's why we've created this recommendation letter template to help you save time and effort. With this template, you can easily input the recipient's address, date, opening greeting, body paragraphs, closing remark, and sender's information. Whether you're recommending a colleague, employee, or student, this template will ensure that your recommendation letter looks professional and well-structured.

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Who is this To Whom It May Concern Letter Template for?

This recommendation letter template is suitable for anyone who needs to write a recommendation letter, including employers, supervisors, professors, and professionals in various industries. It's especially useful for busy individuals who want to streamline the letter-writing process and ensure that their recommendation letters are comprehensive and impactful.

Why use this To Whom It May Concern Letter Template?

1. Save time. Instead of starting from scratch, you can simply fill in the required information in this template and customize it according to your needs. This will significantly reduce the time and effort required to write a recommendation letter.

2. Professional formatting. This template follows a standard format for recommendation letters, ensuring that your letter looks polished and well-organized. It includes all the necessary sections, such as the recipient's address, date, opening greeting, body paragraphs, closing remark, and sender's information.

3. Customizable content. While the template provides a structure for your recommendation letter, you can still personalize the content to highlight the individual's strengths, achievements, and qualifications. This allows you to create a unique and tailored recommendation letter for each recipient.

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Track and manage your legal cases efficiently, track and manage your project tasks efficiently, account plan, manage your client relationships effectively with a comprehensive account plan, employee task list, manage your team's tasks efficiently and effectively, weekly goals, track and manage your team's weekly goals with ease, daily task employee task list, streamline your daily tasks and improve productivity, deliverables, track and manage your project deliverables with ease, project pipeline, manage your projects efficiently with a clear overview, streamline your order management process with ease, track and evaluate participant performance with ease, manage your request for information (rfi) process with ease, professional development plan, track your professional growth and plan for future skills with ease, competitive analysis, analyze your competition with a comprehensive overview, google sheets calendar temp, manage your personal and professional life with a comprehensive calendar.

24 Hourly Schedule

Organize your day with a 24-hour schedule, create a new database from the time card, track your employees' work hours and tasks efficiently, case management, manage your cases efficiently and effectively, risk benefit analysis, analyze the potential benefits and risks of your business decisions, business case, streamline your business case creation process, manage your projects efficiently with a comprehensive overview, gap analysis, identify and address gaps in your business operations, workforce planning, streamline your workforce planning with a comprehensive overview of your employees, streamline your project management with clear roles and responsibilities, streamline your testing process with a comprehensive test case template.

30 60 90 Day Plan

Streamline your first 90 days in a new role with a clear plan, performance review, streamline your performance review process with a comprehensive template, strategic planning, strategically plan and track your company's goals with ease.

Software Comparison

Compare and choose the best software for your needs, interview notes, streamline your interview process with a comprehensive overview of each candidate, success plan, track your goals and measure your success with ease, risk register, manage and mitigate potential risks with a comprehensive overview, creative brief, streamline your project management with a comprehensive creative brief.

Student Progress Tracker

Track and analyze student progress with ease, construction budget template goog, track your construction budget with ease and accuracy, employee availability, manage your team's availability and shift preferences with ease, sprint backlog, manage your project tasks efficiently with a sprint backlog.

Google Docs Timeline

Track your project's progress with a comprehensive timeline, elevator pitch, craft compelling elevator pitches with ease, strategize your business goals and objectives with ease, event budget, track and manage your event expenses effectively, team charter, streamline your team's mission, roles, and norms with a comprehensive team charter, social media calendar template goog, streamline your social media posts and track engagement metrics.

Travel Itinerary Template Go

Plan your travel itinerary with ease and precision, project deliverables, work breakdown structure, streamline your project management with a detailed work breakdown structure, implementation plan, streamline your project implementation with a clear and concise plan, organize your meetings effectively with a detailed agenda.

Manage your projects, tasks, and deadlines with ease

Expense Report

Track and manage your team's expenses with ease, weekly schedule, organize your week efficiently with a clear schedule, time blocking, organize your day efficiently with time blocking.

Standard Operating Procedure

Streamline your operations with our standard operating procedure template, google docs itinerary, plan your business trips with ease and precision, root cause analysis, analyze, track, and prevent incidents with a comprehensive root cause analysis, performance improvement plan, track and manage employee performance improvement plans, market analysis, analyze your market with precision and ease, 12 week year, plan and track your goals and actions for each week of the year.

Profit And Loss

Track your company's financial performance with ease, action plan, streamline your project management with a comprehensive action plan, cost benefit analysis, analyze the cost and benefits of your projects with ease, products list, manage your product inventory with ease, organize your events, meetings, and activities with ease, cost analysis, analyze and manage your company's expenses effectively, project charter, streamline your project management with a comprehensive project charter, income statement, travel itinerary.

Streamline your project management with a comprehensive workflow

Manage your project risks, assumptions, issues, and dependencies with ease, vendor list, manage your vendors efficiently and effectively, mutual action plan, streamline your business objectives and action plans with mutual action plan templates, daily schedule, organize your daily activities with a clear and concise schedule, track your expenses and savings with ease, go to market strategy, strategize your market entry with comprehensive planning, risk assessment, manage and mitigate risks effectively with a comprehensive overview, raci matrix, workback schedule, streamline your project management with a detailed workback schedule, action items, track and manage your team's action items effectively.

Business Plan Temp

Craft a comprehensive business plan with ease.

Proof Of Concept

Track and manage your innovative projects with ease, free business plan, streamline your business planning process with a comprehensive template, timeline template go, track your project's progress from start to finish, smart goals, track and achieve your goals with precision and clarity, process mapping, streamline your project process with a clear roadmap, gantt chart template goog, manage your project timelines and tasks efficiently, vacation planning, staff roster, manage your team's information and hours with ease.

Sales Tracker

Track your sales, analyze trends, and maximize profits.

Uat Sign Off

Track and manage your user acceptance testing (uat) with ease.

Technical Debt Register

Track, manage, and resolve technical debts efficiently, marketing calendar, plan and track your marketing campaigns with ease, sample rollout plan, streamline your product rollout with a comprehensive plan, photo directory, create a comprehensive photo directory for your organization, process flow chart, visualize and streamline your sales process, investment agreement, track and manage your investment agreements with ease.

College Schedule

Organize your college life with a comprehensive schedule, meeting tracker, track your meetings, attendees, and action items with ease, business travel itinerary, organize your business travel details in one place, plumbers invoice, manage your plumbing services invoices with ease.

Employee Daily Activity Report

Track and manage your team's daily activities efficiently, work breakdown, streamline your project management with a comprehensive work breakdown.

Html Report

Create comprehensive html reports with ease, plan and manage your events with ease, end of day report, track your team's daily progress with ease, cna report sheet, track and manage patient care with ease, rank tracker report, track your keywords and their performance across different search engines.

Classroom Seating Chart Whiteboard

Organize your classroom seating with ease and efficiency, delegation of authority matrix, streamline your task delegation and authority levels with ease, executive project status report, track your projects' progress, budget, risks, and more in one place, decision log, track and manage your team's decisions with ease, simple payment agreement, manage your payment agreements with ease and precision, medical chart, manage your patient's medical records efficiently, level 10 meeting, streamline your team meetings with the level 10 meeting template, capability matrix, track and manage your team's skills and certifications, benchmark analysis, analyze your competitors' strengths, weaknesses, and opportunities, content plan, streamline your content planning and execution with ease, seo competitor analysis, analyze your competitors' seo strategies and improve your own.

Campaign Brief

Streamline your marketing campaigns with a comprehensive brief.

Streamline your deal management process with a comprehensive overview

24 hours schedule, organize your day efficiently with a 24-hour schedule, weekly planner, organize your tasks and deadlines with a weekly planner, software change log, track and manage software changes efficiently, construction gantt chart, track your construction project progress with a gantt chart, termination of contract letter, manage your contract terminations effectively and efficiently, manage your projects, tasks, and deadlines efficiently, daily to do list, organize your day efficiently with a comprehensive to-do list, seo project management, manage your seo tasks efficiently and effectively, project management decision log, track and manage your project decisions with ease, content management, manage your content effectively across different platforms, organize your legal memos with ease.

Marriage Contract

Simplify your marriage contract creation process.

Approval Matrix Whiteboard

Streamline your approval process with the approval matrix whiteboard template, company contact list, organize and manage your company's contacts with ease, data analysis report, analyze and present your data effectively.

Shift Schedule

Manage your team's shifts efficiently and effectively, project roadmap, track your project's progress with a comprehensive roadmap, commission sheet, track and manage your sales team's performance with ease, report requirements, streamline your report creation process with this comprehensive template, weekly report, track your team's weekly progress with ease.

Camp Schedule

Organize your camp activities with ease and precision, policy memo, streamline your policy memo creation and management, leader standard work, streamline your leadership tasks and priorities, employee schedule, streamline your employee scheduling process, it incident report, track, manage, and resolve it incidents effectively.

User Acceptance Testing Checklist

Streamline your user acceptance testing (uat) process with this comprehensive checklist, 5050 partnership agreement, create fair and balanced partnership agreements, contractor invoice, manage your contractor invoices with ease and efficiency, plan of record, track your project tasks, deadlines, and progress with ease, governance plan, streamline your governance plan with a comprehensive overview of tasks, roles, and deadlines, meeting minutes, track your meetings, attendees, agendas, and action items with ease, urgent important matrix, prioritize your tasks effectively with the urgent important matrix template, customer success plan, track and manage your customer success journey, business development plan, strategize your business growth with a comprehensive plan, out of office coverage plan, manage your team's leaves and ensure smooth task delegation with our out of office coverage plan template, staffing matrix, manage your staffing needs efficiently and effectively, college pros and cons list, compare and contrast different colleges with ease.

75 Hard Wellness Challenge

Track your daily wellness activities and progress with ease, social media posting schedule, schedule and manage your social media posts effectively, test report, track and manage your software testing process, scheduling matrix, streamline your tasks and manage your team efficiently, user story mapping, map your user stories, track progress, and manage tasks with ease.

Monthly Planner

Organize your work and personal life with a monthly planner, investigation report, track and manage your investigations with ease, budget report, track your budget, income, expenses, and net profit/loss with ease, change of shift report, streamline your shift changes with a comprehensive report, request form, streamline your request management process with a comprehensive request form, workshop agenda, streamline your workshop planning with a comprehensive agenda.

For Dummies Book

Streamline your book writing process with a structured approach, organizational chart, visualize your company's hierarchy with our organizational chart template, llc annual meeting minutes, streamline your annual meetings with our llc annual meeting minutes template, pto calendar, manage your team's time off with a comprehensive pto calendar, addendum to a contract, track and manage your contract amendments with ease, minutes of meeting mom, streamline your meetings and keep track of decisions with the minutes of meeting (mom) template.

Identify the root cause of problems and devise effective solutions

Profit and loss statement, streamline your standard operating procedures with this comprehensive sop template, website migration project plan, streamline your website migration process with a comprehensive project plan, inventory report, action register, trip report, track your business trips, objectives, expenses, and insights, event brief, kinship diagram whiteboard, visualize and understand your family tree with ease, alignment chart, align your team's goals and strategies with clear execution steps, end of day cash register report, track your daily sales and cash register status with ease.

Communication Matrix Report

Streamline your project communication with a comprehensive matrix, streamline your standard operating procedures with this sop template, meeting agenda, streamline your meetings with a comprehensive agenda.

Organize your tasks efficiently with a clear view of priorities and deadlines

Project timeline, manage your project timeline efficiently and effectively.

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To Whom It May Concern: Letter Template

The phrase “To Whom It May Concern” is a traditional way to address correspondence when you don’t know the specific name of the recipient. This guide will provide a template for writing a letter with this salutation, an example using the template, and a variation of the template for different contexts.

Purpose of ‘To Whom It May Concern’ Letters

Such letters are used for various purposes, including:

Job applications when the hiring manager’s name is unknown. Letters of recommendation or reference. Formal complaints or inquiries.

Key Elements of ‘To Whom It May Concern’ Letters

Formal Tone : The letter should maintain a professional and respectful tone.

Clear Purpose : State the purpose of your letter in the opening paragraph.

Detailed Content : Provide all necessary details to support your purpose.

Concise Conclusion : Conclude with a call to action or a polite closing remark.

Contact Information : Include your contact details for follow-up.

‘To Whom It May Concern’ Letter Template

Example letter using the template, ‘to whom it may concern’ letter template variation.

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Letter Team

The team behind BestLetterTemplate.com understands the importance of effective communication in today's professional world and strive to provide you with the tools you need to make a lasting impression. Our team of experienced writers has created a wide range of templates for common letters, including recommendations, resignations, and cover letters. All of our templates are completely free to use and are designed to save you time and hassle. Whether you're a student, a recent graduate, or a seasoned professional, we've got you covered.

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