resume to whom it may concern cover letter

Press Enter to search

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

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

5 months ago   •   6 min read

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

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

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

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

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

Let’s get started!

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

Although "To whom it may concern" is seen as as outdated or impersonal in modern job markets, there are specific situations where you may still want to use it:

Formal or traditional industries

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

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

Large organizations with unknown recipients

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

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

When personalization is not possible

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

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

In cultures where it’s the norm

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

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

When not to use a generic greeting

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

In modern, informal industries

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

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

When information is available

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

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

Small to mid-sized companies

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

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

Companies that emphasize personal connection

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

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

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

The best alternatives for “to whom it may concern”

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

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

“Dear Hiring Manager”

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

“Dear [Job Title]”

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

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

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

“Hello [Department Name]”

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

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

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

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

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

“Greetings”

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

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

“Hello Hiring Team”

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

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

Strategies for finding the hiring manager's name

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

Start with the job posting

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

Check the company website

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

Social media

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

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

Company directory

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

Contact the HR department

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

• Career Advice

Spread the word

How much of a raise should you ask for, how to decline a job offer after accepting (with examples), keep reading, how to name drop in a cover letter (without sounding pretentious), how to show bilingualism on your resume (with examples), why the job you interviewed for was reposted: the complete 2024 guide, subscribe to our newsletter.

Stay updated with Resume Worded by signing up for our newsletter.

🎉 Awesome! Now check your inbox and click the link to confirm your subscription.

Please enter a valid email address

Oops! There was an error sending the email, please try later

Thank you for the checklist! I realized I was making so many mistakes on my resume that I've now fixed. I'm much more confident in my resume now.

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

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

Customers Interviewed by:

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

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

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

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

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

3 Key Tips for Addressing Your Cover Letter

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

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

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

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

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

2) Search for the Hiring Manager’s Name

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

Search the Company Website

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

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

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

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

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

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

Search LinkedIn

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

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

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

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

Contact the Company Directly

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

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

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

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

The most generic version of this is:

Dear Hiring Manager,

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

Dear Customer Experience Manager, 

Dear Customer Experience Hiring Team Manager, 

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

• Dear Engineering Department,

Dear Engineering Team, 

OR addressing the entire team:

Hi Jobscan Team,

Dear Jobscan Team,

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

8 cover letter salutation examples

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

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

How to end a cover letter

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

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

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

“Companies want people who want them” – Madeline mann

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

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

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

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

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

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

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

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

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

End your letter with a call to action

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

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

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

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

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

Mistakes to avoid when ending a cover letter

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

When ending a cover letter, avoid:

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

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

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

How to end a cover letter with the appropriate salutations

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

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

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

17 cover letter ending examples

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

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

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

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

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

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

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

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

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

Related Articles

June 27, 2024

June 26, 2024

June 25, 2024

June 24, 2024

June 21, 2024

Join 2 million job seekers who get bi-weekly job search tips

Get insider knowledge and ready-to-use job-seeking tips and hacks delivered to your inbox.

Resume builder

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.

The 3 Rules of Addressing Your Cover Letter in 2023

You’ve finally sat down to write that cover letter (good for you!), but immediately you run into a roadblock: How do you even start the darn thing? Who do you address it to? Should you use Mr. or Ms.? Do you include a first name? And what if you’ve searched high and low, but can’t find the hiring manager’s name? 

Don’t fret! Follow these three rules for cover letter salutation salvation.

Rule #1: Address your cover letter to the hiring manager using a formal, full-name salutation (if possible).

For a cover letter, you should always default to addressing it to the hiring manager for the position you’re applying to. Unless you know for sure that the culture of the company is more casual, use the hiring manager’s first and last name. You can include a title, such as “Mr.” or “Ms.” (never Mrs. or Miss). But if you aren’t crystal clear on whether to use “Mr.” or “Ms.” and can’t find their pronouns with a little Google and social media searching (and you don’t have an easy way out with a “Dr.”), just drop the title. Omitting it is infinitely better than accidentally misgendering someone .

Most letters I see still use the “Dear” greeting, though I’ve seen a growing trend of people dropping it and starting with “Hello” or just the name. Any of these works. The most important part is having the actual name . Never use “ To Whom it May Concern ” or “Dear or Sir or Madam”—nothing could be more generic (not to mention archaic). Your cover letter could be the first opportunity you have to make an impression on the hiring manager, so make sure you show that you did your research .

For example, you can address your cover letter by saying:

• Dear Ms. Jacklyn O’Connell,
• Hello Mr. Kevin Chen,
• Dear Niko Adamos,
• Hello Jean Butler,
• Tiana Richards,

Rule #2: If you don’t know the hiring manager, guess.

Sometimes, even after hours of online searching ( try these tips ), you still might not be able to definitively figure out who exactly the hiring manager for the position you’re applying for is—and that’s OK.

If you can only find a list of the company’s executive team, use the head of the department for the position you’re applying for. In the end, no one will fault you for addressing the letter higher up than necessary. This approach is definitely better than not using a name in your cover letter, because it still shows the time and effort you took to find out who the department head is.

Rule #3: Be as specific as possible.

So you’ve done your due diligence and after an exhaustive search—nothing. You just can’t find a single name to address your cover letter to. If that’s the case, don’t worry. The company is likely privately held with no reason to share who its employees are—and, more importantly, is aware of this.

If this is the case and you don’t have a name to use, try to still be as specific as possible in your greeting. Consider using “Senior Analyst Hiring Manager” or “Research Manager Search Committee”—something that shows that you’ve written this letter with a particular audience in mind and aren’t just sending the same generic letter for every job opening.

For example:

• Dear Software Developer Search Committee,
• Hello XYZ Co Marketing Team,
• Dear Junior Accountant Hiring Manager,

Ultimately, you want your cover letter to convey your interest in the position. To start off on the right note, make your salutation as specific as possible—ideally with the name of the hiring manager. Of course, that can’t always happen, but as long as the effort is clearly made, you’ll be showing whoever reads your cover letter that you’ve put time into your application and are truly excited about the opportunity. 

Regina Borsellino contributed writing, reporting, and/or advice to this article.

Get the Reddit app

Get help with your resume! Please read the Wiki before posting. Check out the COMMUNITY BOOKMARKS for helpful info.

When you don't know who you're writing a cover letter for... who do you address? Try this!

Cover letters seem to be a big issue with a lot of people writing job search documents. One of the more challenging parts I used to struggle with is... who the heck do you address your cover letter to if you don't know who is reading it? Is it HR? Is it the hiring manager?

In my opinion, "To whom it may concern" is too informal and lacks a lot of personality, plus it's ridiculously boring to read. "Dear HR at Company X " or "Dear Hiring manager" seems like it's targeting too specific of an audience if you want them both to read it... so who do you address it to?

Dear Company you're applying to

If I'm applying to Google, " Dear Google ". If I'm applying to Jack's Country BBQ, "Dear Jack's".

Using this approach addresses everyone that is reading your cover letter and it isn't boring. Furthermore, this approach also conveys a "family" or all-inclusive audience as if you are trying to be apart of it. The truth is, most companies love to promote a sense of team effort and addressing them as if they have that makes you stand out as someone who recognizes that. The HR departments of companies are also the ones who typically promote this sense of togetherness.

If you know exactly who is going to be reading your cover letter and/or resume, then it's good to address them by their name. However, if you don't know for sure, it's far better to use "Dear Company " because it allows you to stand out.

Feel free to share your thoughts below. Hopefully this helps some of you struggling with the dreaded cover letter....

Protect your data

This site uses cookies and related technologies for site operation, and analytics as described in our Privacy Policy . You may choose to consent to our use of these technologies, reject non-essential technologies, or further manage your preferences.

• Resume and Cover Letter
• Perfect Cover Letter...

Perfect Cover Letter Salutations: Start Strong

11 min read · Updated on April 24, 2024

Greet your future employer professionally with these cover letter salutations

Cover letters – some recruiters love them; some recruiters hate them. Unfortunately, you'll rarely know which type of recruiter you're contacting, so the safest bet is always to send one, just in case. 

The aim of a cover letter is to make the reader want to find out more about you, so in this article, we're looking at starting strong. 

Which are the best cover letter salutations to make a great first impression?

What is a cover letter salutation?

When we say “salutation,” we mean the opening line of the letter where you greet the person you're writing to. For example, when you write to thank your aunt for the jumper she knitted for Christmas, you might use “Dear Aunt Betty” as your salutation. These days, the salutation may refer to the opening of an email as much as to the opening of a handwritten or printed letter. 

While cover letter salutations generally refer to the opening line of your epistle, some people also refer to the sign-off as a salutation as well, so we'll look at that at the end of the article. 

Considerations when choosing cover letter salutations

A cover letter is a formal business document that you use to try to make yourself more memorable. Remember, though, you want to be remembered for the right reasons and not the wrong ones! 

Starting your letter “Yo!” or “Hey” doesn't convey the impression of a competent professional who knows the unspoken rules of office writing etiquette. 

While not everyone is a natural writer, relying instead on personality, speech, and body language, cover letters depend very much on the written word. In fact, a cover letter, along with your resume, is part of your personal sales brochure. You need to choose the right words to sell yourself effectively. 

Stick to these guidelines, and you can't go far wrong.

Keep it formal and professional

Your tone should be aligned with the tone you'd use when speaking to a teacher, religious leader, or grandma, not the tone you'd use with your mates or kid brother. This is the first impression you'll make on your potential employer, so it's important to show that you can communicate professionally , with respect, and in line with workplace norms. 

Personalize wherever possible

Bonus points if you know, or can find out, the name of the person who will be reading the letter. If you can address them by name, you're instantly showing that you've made the effort, done your research, and have taken the time to write a personalized letter rather than firing the same one off to multiple vacancies. 

Always use a salutation

Even if you can't find out the recipient's name, never leave the greeting line blank. It conveys the impression of someone who lacks attention to detail or is just plain lazy. Not a great impression to create on someone you need to impress! 

This doesn't just apply to the cover letter salutation but to the entire document. Punctuation is important as it enables your reader to accurately interpret your meaning. Use capital letters for names and add a comma after the salutation. Get a trusted friend or family member to check over your letter when it's written to help you give it the polish it needs. 

Options for cover letter salutations

Let's take a look at some different salutations you could use on your cover letter. 

Dear Mr Donnelly 

Addressing the hiring manager by name is the ideal option. If it's not given in the job posting or provided by the person connecting you, it's fine to resort to good old Google. You may find their name on the company website or be able to track them down on LinkedIn. It's also perfectly acceptable to contact the company directly and ask them who you should address your application to.

If you're lucky enough to know the name of the hiring manager, you should always use it in the cover letter salutation. Bear these considerations in mind, though: 

Double and triple check the spelling – even the most common names sometimes have unconventional spellings 

Default to “Mr,” “Mrs,” or “Miss” plus their surname and use the generic “Ms” if you're not sure whether “Mrs” or “Miss” would be most appropriate

Reflect the gender-neutral title “Mx” if that's what you find online or on the job advert

Dear Doctor Foster

If the recipient has a professional title, it's recommended you use that instead of “Mr,” “Mrs,” or “Miss.” Examples could include “Dear Professor Dumbledore,” “Dear General Eisenhower,” or “Dear Doctor House.” 

While the formal “Dear Ms Farrell” is the preferred and most formal option, if you only have the hiring manager's first name, it's perfectly acceptable to use it to open the letter. Again, check the spelling. A slightly less formal salutation here isn't a reason to take a less formal tone throughout the rest of the letter, however. This is a suitable salutation for a job application email, as you can get away with a slightly more relaxed approach in an email.

Dear HR team

If you need a greeting for a cover letter to an unknown recipient, this is a popular option. It's not ideal, but your letter is likely to be forwarded to the right department at least. If you can't find the name of the hiring manager, this is a viable Plan B. 

Dear hiring manager

This is an alternative cover letter greeting when you have no name available. It's better than leaving a blank space, but it's far from warm and personal. Additionally, your letter may not find its way to the right person if the company has different teams hiring for different roles. Try to avoid this unless you've run out of other options.

Dear Sir / Madam

This cover letter salutation is falling out of favor. It's not just impersonal; it doesn't even address a specific team or department. Still, it's better than an overly casual greeting or a blank space. 

How NOT to address a cover letter

As we've already said, there are some greetings that are just too informal to use as cover letter salutations. There are others, however, that tread a very fine line. We'd advise avoiding these openings, as they're either too colloquial or too stuffy. 

To whom it may concern

We're not in the 19th century anymore. Trim your whiskers and relegate this stuffy greeting to history, it's too impersonal even for the most uptight offices. 

Using “dear” on its own, with no name or further greeting attached, gives the wrong vibe. It sounds like a combination of your old aunt, someone unfamiliar with the English language, and someone who's forgotten to fill in a blank on their template. Literally, anything is better than nothing after the word “dear.”

Hi, hello, hi there!

While these cover letter salutations certainly aren't stuffy or over-formal, they fall too far in the other direction. They're friendly and casual but too much for an initial introduction. Save these for the interview. 

Expert tip: Read this article to find out more about cover letter mistakes to avoid: 10 of the Worst Cover Letter Mistakes to Avoid  

Cover letter closing salutations

How you end is just as important as how you begin. After all, you want to end on a high! Before you come to an abrupt end, you'll want to do both of these things: 

Thank the reader for their time and consideration 

Add a call to action, for example, directing them to look at your resume or give you a call

Cover letter salutations to close 

You've started strong and used the body of the email to convince the hiring manager that you're the ideal candidate for the role. Now, it's time to choose your sign-off. 

Yours sincerely, yours truly

These two phrases should be your go-to sign-offs for a formal business letter. If you've started your letter with the recipient's name, choose sincerely; otherwise, choose truly. 

Best regards, kind regards, regards

These are all acceptable closing phrases but better suited to an email than a full letter. They veer towards the casual and aren't generally considered the best letter-writing etiquette. 

Respectfully

This is a polite way of signing off a letter, although not especially conventional or formal. While it's better than no closing at all, it would be wiser to choose a more formal option. 

How NOT to sign off a cover letter 

Just as there are ways not to start a cover letter, there are ways not to sign off. 

Well, it's polite but way too informal. “Thank you” would be better, but a line within the body of the letter saying that you appreciate the time they take to consider your application would be best. 

Just no. You're not taking leave of a friend you've just dropped in on; you're addressing your potential future employer. A more formal and respectful tone is needed. 

However you choose to end your cover letter, remember to finish with your name – and leave space above to sign it if you intend to print it out.

Cover letter examples

Below you'll find two cover letter examples with strong salutations, one a traditional letter and one an email, that you can use for inspiration. 

Traditional cover letter example

Dear Ms Searle, 

Re: Sales Manager vacancy 

Having seen your advertisement for a Sales Manager on LinkedIn, I would like to outline my professional experience and strong track record. I believe I can make a very significant contribution to Acme Corp.

In addition to extensive experience in a sales environment, I also have a commitment to delivering exceptional customer service and a proven ability to meet targets. As you will see from my enclosed resume, I am a natural people person, communicating effectively with a diverse range of people and demonstrating excellent negotiation and influencing skills. My leadership abilities mean that I am able to successfully engage and motivate teams – my current team has surpassed its Q1 targets by 23%. 

I am driven, ambitious, and keen to progress my career in a growing and innovative business such as Acme Corp. I am confident that my strong work ethic, combined with my sales results and integrity, will enable me to play a key role in your success. 

Please do not hesitate to call me at 555-555-5555 so we can arrange an interview to discuss my application in greater depth. I appreciate your consideration. 

Yours sincerely,

Email cover letter example 

Dear Liz, 

Re: Assistant Security Manager vacancy (ref: 12345)

Having read your advertisement for an Assistant Security Manager with interest, I am writing to outline my extensive professional experience. I believe that I possess the talents necessary to make a positive contribution to your hotel.    

I have a comprehensive understanding of security and a commitment to exceptional service. As a Police Officer, I led teams of up to 6 personnel, overseeing security patrols and managing performance. Colleagues would recommend me for my ability to build and motivate teams to achieve exceptionally high standards and positive outcomes. 

As a manager, I take pride in providing training and development opportunities across the team to improve individual skill levels and ensure the achievement of organizational objectives.

The position at Acme Hotel is particularly appealing to me as I believe it will make the best possible use of my security and leadership skills whilst providing opportunities for further development. 

Please do not hesitate to call me at 555-555-5555 so we can arrange an interview to discuss my application in greater depth. I appreciate your consideration of my application and look forward to hearing from you.

Best regards, 

Choose the right cover letter salutations to set the right tone

As you can see, there are several options for opening and closing a cover letter. Make sure you choose one that is professional, has the right amount of formality, and shows you understand corporate communication. 

At TopResume, we create impactful resumes that land jobs. If you need help with your cover letter, we can do that, too! Why not contact us for a strong start on your journey towards a new career? 

Recommended reading: 

Resume vs Cover Letter: How They're Different

What is the perfect cover letter length?

How to Tailor Your Cover Letter for Each Job Application

Related Articles:

How to Maximize Your Resume Action Words to Wow the Employer

Resume Spelling and Accent Explained

Guide to Writing a Great Resume with No Work Experience

See how your resume stacks up.

Career Advice Newsletter

Our experts gather the best career & resume tips weekly. Delivered weekly, always free.

Thanks! Career advice is on its way.

Share this article:

Let's stay in touch.

Subscribe today to get job tips and career advice that will come in handy.

Your information is secure. Please read our privacy policy for more information.

Best Ways To Use ‘To Whom It May Concern’

Quick Navigation:

• Why you should use ‘To Whom It May Concern’
• How to use ‘To Whom It May Concern’ in business correspondence

Example alternatives for ‘To Whom It May Concern’

It is important to include a greeting in all work-related letters and emails. Starting with ‘To Whom It May Concern’ is appropriate for many types of professional communication. This article will discuss the best way to use ‘To Whom It May Concern’ and when you can use a different greeting.

Why you should use ‘To Whom It May Concern’

‘To Whom It May Concern’ is a greeting you can use when you don’t know the name of the recipient. You can also use it when you’re sending a letter that several people may read. The ability to search for contact information on the internet has made ‘To Whom It May Concern’ less common, but it is still useful in many business settings, such as writing a letter of recommendation or cover letter. 

You should only use ‘To Whom It May Concern’ when you’re unsure of the name of person you need to address. If you do know the name, job title or department that will receive your letter, you can use a more personal introduction to create an immediate connection.

How to use ‘To Whom It May Concern’ in business correspondence

Here are five types of letters that work best when they begin with, ‘To Whom It May Concern:’

Cover letter Introduction letter Recommendation letter Prospecting letter Feedback letter

Cover letter.

When you apply for a job, several people might read your  cover letter  and resume, such as a human resources representative, hiring manager and supervisor. 

To ensure you address everyone that might review your cover letter, start it with ‘To Whom It May Concern.’ Using this general greeting can help you make a good first impression, especially if you are submitting your materials to a general human resources email address. 

Introduction letter

If you handle customer correspondence, you might receive emails from prospective clients that only use general company contact information. Since you won’t know specific names and titles, you should use a generic introduction when writing back. In your message, you can ask for details to use in future emails. 

To use a greeting that is as inclusive as possible, start your introductory message with ‘To Whom It May Concern.’ This professional greeting sets a businesslike tone for your correspondence and allows you to begin a new customer relationship on a positive note.

Recommendation letter

A colleague might ask you to write a letter of recommendation for a new job or educational opportunity. You may need to address a large group of potential recipients. In many cases, you will submit your recommendation through a digitized system where you won’t know the reader’s name. 

Since you should always include a greeting, even when delivering a letter to an automated system, start with ‘To Whom It May Concern.’ Using this general greeting allows you to address as many people as possible while providing a strong recommendation for your colleague.

Prospecting letter

If you work in sales or account management, one of your responsibilities might include prospecting new clients. When you first contact a prospect, you generally want to connect directly with the decision maker of the business.

If you have minimal information about the company but want to ensure that your prospecting letter reaches the right person, start your letter or email with ‘To Whom It May Concern.’

Feedback letter

As an employee, you might have to provide feedback about an internal initiative or company policy. In many cases, you can address your letter to the human resources department. You may need to include a wider group of recipients in your message. For example, the person who created the initiative may want to review your response in addition to human resources. 

To ensure that your letter applies to as many potential recipients as possible, address it, ‘To Whom It May Concern.’ Starting with this greeting involves all potential readers. 

In situations where you have more specific information about your recipient, you can use a more personal greeting, such as:

‘Dear [Name]’ example

‘dear [title]’ example, ‘dear [department]’ example.

Before sending a prospecting letter, you should research your potential clients. If you can determine exactly who you need to connect with, address the letter to a specific person. For example, you can address the letter ‘Dear Mr. Lee’ to get your prospect’s attention and initiate a more personal relationship immediately.

When you apply for a job, you want to make a positive impact on your potential employer. Addressing your cover letter to an individual’s job title gives you the opportunity to be more direct with your application materials. For example, you can start your cover letter with ‘Dear Hiring Manager’ to set a direct, professional tone when you apply for jobs. 

If you are recommending a junior colleague for an internal job opportunity, you might know which team will review your reference letter. For example, you can begin the letter with ‘Dear Sales Department’ to create a connection with the intended recipients.

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

Use This Default Greeting

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

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

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

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

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

1. Company name

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

Dear [Company] Hiring Manager:

Dear SZN Inc. Hiring Manager:

2. Division or department name

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

Dear [Department] Hiring Manager:

Dear Sales Department Hiring Manager:

3. Addressee’s job title

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

Dear [Job Title]:

Dear Recruiting Manager:

Dear Internship Coordinator:

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

Dear [Company] [Job Title]:

Dear TAO Services Accounting Manager:

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

Dear PricewaterhouseCoopers Sales & Marketing Department Recruitment Officer:

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

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

Dear Recruitment Officer:

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

[Subject] Job inquiry – PricewaterhouseCoopers Sales & Marketing

4. Work culture

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

Greetings SOE Services,

5. Addressee’s name

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

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

Dear Mr. Bergsen:

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

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

Dear Alex Thompson:

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

Re: [Job Title] Opening

Re: Sales Manager Job Opening

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

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

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

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

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

Can I omit my cover letter greeting altogether? -

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

Craft your perfect resume in minutes

Get 2x more interviews with Resume Builder. Access Pro Plan features for a limited time!

Jacob Meade

Certified Professional Resume Writer (CPRW, ACRW)

Jacob Meade is a resume writer and editor with nearly a decade of experience. His writing method centers on understanding and then expressing each person’s unique work history and strengths toward their career goal. Jacob has enjoyed working with jobseekers of all ages and career levels, finding that a clear and focused resume can help people from any walk of life. He is an Academy Certified Resume Writer (ACRW) with the Resume Writing Academy, and a Certified Professional Resume Writer (CPRW) with the Professional Association of Resume Writers & Career Coaches.

Build a Resume to Enhance Your Career

• How to Build a Resume Learn More
• Basic Resume Examples and Templates Learn More
• How Many Jobs Should You List on a Resume? Learn More
• How to Include Personal and Academic Projects on Your Resume Learn More

Essential Guides for Your Job Search

• How to Land Your Dream Job Learn More
• How to Organize Your Job Search Learn More
• How to Include References in Your Job Search Learn More
• The Best Questions to Ask in a Job Interview Learn More

• Knowledge Base
• Free Resume Templates
• Resume Builder
• Resume Examples
• Free Resume Review

Have you ever wondered how to approach someone when you just don't know how to address them?

When you meet someone in person, you greet them with a "Hi!", but what if you have to reach out through an email or letter?

In such cases, most professionals use "to whom it may concern" to address the person. It is considered as one of the laziest way to greet someone.

In modern times, every person's detail is just a click away. Instead of making an effort to find the receiver's name, if you end up writing to whom it may concern , it would suggest that you have not done your homework.

Here we will discuss some of the most frequently asked questions and topics related to how to write to whom it may concern by answering the following questions.

What is the Meaning of "To Whom It May Concern"?

To whom it may concern is a salutation used while framing a letter or an email to a business professional. It is generally used when you do not know the recipient's name. However, as mentioned earlier, it is not the best way to reach out to people of interest.

Also Read: How to address a cover letter in 2022?

“To Whom It May Concern” in Cover Letter

"To whom it may concern" is generally used when the recipient's name is unknown.

But, with the frequent use of this phrase, it has lost it's charms.

If you use this phrase in your cover letter it may come off as impersonal, or uninterested.

That's why you should not use "to whom it may concern" in your cover letter.

However, there are some alternatives, where you can use "To whom it may concern" in cover letters

When to Use “To Whom It May Concern” in Cover Letters

Here are some situation where you can use "to whom it may concern" as a salutation.

1. If You Don't Find the hiring manager's name

If you are applying to a company through agencies or any 3rd pary way, it's difficult for you to find the hiring manager's name.

In that case, you can start your cover letter with "to whom it may concern." Since, having any type of cover letter address is better than no address at all.

2. If the name of the hiring manager is gender neutral

If you have the name of the hiring manager, but the name is gender nuutral, it's best to use a generic salutation such as "to whom it may concern" rathar than offending your potential employer.

3. If the hiring manager are a group of people

If the hiring manager in not one person, of if you found multiple hiring managers in a company, but don't know who will get your resume and cover letter, it is better to use 'to whom it may concern' instead of a specific name.

Also Read: How to address a cover letter without name in 2022?

What are the Alternatives for 'To Whom It May Concern"?

It cannot be emphasized enough that the phrase to whom it may concern must be avoided at all costs. But if not, what else can be used when no information is available?

We have wracked our brains so that you don't have to when it comes to alternatives that you can use instead of to whom it may concern .

• Dear Hiring Manager
• Dear Recruiting Team
• Dear (the job title you are applying for) Hiring Team
• Dear Recruiting Department
• Dear Recruiting Manager
• Good Morning/Afternoon
• Dear Human Resources Manager
• Hello There
• Dear Customer Service Manager

Also Read: How to start a cover letter professionally in 2022?

How to Write 'To Whom It May Concern' in Cover Letter?

If you must add 'to whom it may concern' in your cover letter, keep these cover letter formatting tips in mind:

• Capitalize the first letter of each word
• Make use of " whom " instead of " who " or " whomever "
• Follow the phrase to whom it may concern with a colon than a comma
• Add double space before typing the body of the message

Things to Do Before Using 'To Whom It May Concern' in Cover Letter?

Here are some things to do before using 'To Whom It May Concern' in cover letter.

These include:

• Read the job description carefully. Look for recruiter's name there.
• Check the website of the company. You might find information about the person in the "about us" section.
• Make use of job networking sites such as LinkedIn, where you can find the professional details of the concerned person.
• Call the company and seek the hiring manager's name if nothing works.

Also Read: How to write a cover letter enclosure in 2022?

Example of 'To Whom It May Concern' in Cover Letter

To Whom It May Concern: In response to the job opening posted on LinkedIn, I am thrilled to submit my application for the post of Sales Representative at Click Global Services. With a Bachelor's degree in Business Administration (Finance Majors) from the University of California, I have a prolific record of promoting digital products and IT services adhering to effective customer handling. I was awarded top sales representative in my previous company, making me a perfect fit for your company. I started as a Sales Assistant at Brain Maniacs Inc., where I sold the company's new products and educated potential customers via cold calling. I assisted the sales team in client relationship management, customer retention, and implementation of new sales strategies that boosted company sales by 15%. I also served as a Sales Representative at Constantine Co., where I managed a database of over 500 clients under the supervision of the sales manager and managed Salesforce to identify new business opportunities and Improvise customer feedback by 30%. Continuously learning to practice and implement new sales methodologies, I am obliged to apply at Click Global Services, the leading IT company that helps in modernizing traditional businesses globally. Given the role, I will ensure smooth execution of sales operations and complete client satisfaction to uplift sales margin. Enclosed for your consideration is my resume. I'd appreciate the opportunity to discuss my suitability and qualifications further with you on call or in person. Sincerely, Alison James

'To Whom It May Concern' Email Example

In case of an email where you have to seek more information, the letter can draft the message in the following manner.

To Whom It May Concern: I hope this email finds you well. I am writing this mail to find more information regarding the recent job advertisement in your organization. I stumbled across the ad for the Product Manager role on LinkedIn. From my years of experience in the same field, I think this opportunity would be an excellent fit for me. I think I will be able to contribute to the organization in the best way possible. Thank You for your time, and I hope to hear from you soon. Sincerely, Kate Maugham

Also Read: How to end a cover letter professionally in 2022?

When to Use 'To Whom It May Concern' Other Than Cover Letters?

Before shooting your email, always ask yourself who the person who will read my email is. If you fail to find an answer, write to whom it may concern .

But if you have access to their names, ensure to use their name.

There can be certain cases that will propel you to use to whom it may concern . Let us look at a few scenarios.

Reaching Out to Large Companies

It might happen that you have to reach out to large companies that have complex structures, and the only contact details you find on their website are contact@abccompany[dot]com. In such cases, address the letter with ' to whom it may concern. '

Filing Complaints

Filing complaints is usually not pleasant business. When you need to file a complaint against someone or something (such as an airline) it's best to keep things professional and formal with "to whom it may concern."

Writing a Letter of Recommendation

Since you don't know the person's name to whom you're writing the recommendation letter to, it is best to keep things formal with "to whom it may concern."

Writing a Letter of Introduction

You may use the To Whom It May Concern phrase at the beginning of your introductory letters when you want to introduce yourself to a mass of people, where you don't know everyone individually.

Writing a Prospecting Letter

When you write a prospectice letter, most often than not, these are cold touch-points. That means you don't know the person's name while you writing the letter to them.

In these type of situations you can use 'To whom it may concern' to keep things professional.

Key Takeaways

Now that you know when to use and not use to whom it may concern phrase, make your letter stand out and use the alternatives to create a better first impression.

Here are some significant points that you should keep in mind whenever you wonder how to write to whom it may concern .

• To whom it may concern is the salutation used to address business professionals in letters and emails.
• Use to whom it may concern phrase only when there is no alternative available .
• Always capitalize the first letter of each word and follow it with a colon rather than a comma.
• Do not use the to whom it may concern phrase while writing a cover letter or writing a letter on your behalf.
• Always try to obtain information to whom you are writing the email or letter.
• Make use of job networking sites like LinkedIn and visit the company's website .
• Use alternatives instead of to whom it may concern , as it is highly generic and overused.

If you have any queries about job recruitment, reach out to Hiration's Career Activator Platform , which has 24/7 chat aid and professional assistance.

You can also write to us at [email protected] .

Share this blog

Subscribe to Free Resume Writing Blog by Hiration

Get the latest posts delivered right to your inbox

Stay up to date! Get all the latest & greatest posts delivered straight to your inbox

Is Your Resume ATS Friendly To Get Shortlisted?

Upload your resume for a free expert review.

Stack Exchange Network

Stack Exchange network consists of 183 Q&A communities including Stack Overflow , the largest, most trusted online community for developers to learn, share their knowledge, and build their careers.

Q&A for work

Connect and share knowledge within a single location that is structured and easy to search.

What's worse? "To whom it may concern" or "To <wrong name>" on cover letter [duplicate]

Imagine this scenario. You are applying for a job and you are 80% sure you have found the recruiting manager of the company. It is unclear that they are definitely the right person to address it to, but it is likely that they are.

Is it worse to add "to whom it may concern" on your cover letter or address it to the wrong person?

Personally I think it is better to address the wrong person than no one at all, because at least it looks like you made the effort.

• hiring-process
• recruitment

• 2 I don't think its a duplicate, that question is asking if its vital to address the correct person where as this question is asking if its worse to address the wrong person that no one at all... –  Barney Chambers Commented Jun 7, 2017 at 14:45
• Minor grammatical thing, it's whom in this case and not who –  Draken Commented Jun 7, 2017 at 14:53
• Personally they both sound equally horrible to me. –  Masked Man Commented Jun 7, 2017 at 17:00
• FWIW, I didn't call it a duplicate, I said it was primarily opinion based. –  Chris E Commented Jun 7, 2017 at 18:10
• "Greetings." is a lot less "stuffy" but still not too personal, IMO –  Wesley Long Commented Jun 7, 2017 at 18:13

4 Answers 4

Personally, I have never put a name to address a particular person on a CV or cover letter. I've never even written "To whom it may concern." If it concerns the person, then it does, and they will read it. If it doesn't, they'll pass over it. ( Edit : What I frequently use on cover letters is " Dear sir(s), ma'am(s): ")

That said, writing the wrong name, like you said, will simply cause confusion. For instance, the person whose desk it does land on may wonder what it is for, and the person whose desk it was supposed to land on will wonder where it is, or worse yet, never know that he was supposed to receive it.

Personally, I wouldn't write any name on it. A generalization won't hurt, and a specification could potentially. As for making it show that you have put some effort into it: I'd save that for the interview or a less official document. The CV is basically just for the employer to learn who you are and what skills you have. Unless you're applying for a job in company research or something, including the name of the recruiting manager won't really help you get the job.

• Did you mean "name or address"? –  DCON Commented Jun 7, 2017 at 15:56
• 1 @DonnachaConnolly, thanks for pointing out! Specifically, I meant the name of the person who I expect to read the CV, and I've edited to reflect that more clearly. Thanks for the clarification! –  anonymous2 Commented Jun 7, 2017 at 16:40

In a cover letter it's nearly always better to leave a name off if you are unsure. No one really will remember a "To whom it may concern" without a name, but it's likely an incorrect name will be noticed.

For example, imagine someone is greeting you. Would you rather they greet you incorrectly or just say something like, "Hey, how's it going!" -- almost everyone would prefer a generic greeting over an incorrect one.

This may well vary depending upon local culture but personally if I were to receive a cover letter (I'm assuming that's what you are referring to) with the wrong name on I'd be pretty offended (and would probably file it under "BIN") whereas I'd be pretty neutral about one addressed "to whom it may concern".

The first speaks to me of a lack of competence or sloppiness and the second mainly sounds like they are just applying for lots of jobs and are trying to save time.

This looks like the perfect opportunity to put into practice what many job-searching sites tell people to do: give them a call first!

If you call them, or email them, you can not only make sure you are addressing the right person, it also gives you the opportunity to ask a couple of questions about the job. Whatever they answer you can incorporate in your cover letter (and you can erase anything that turns out to be irrelevant!)

Also, you can refer to your conversation in the cover letter, making your application a follow-up to an existing contact, rather than a cold call like most of the other applications.

• +1 This is what I've always done. It's a minor amount of effort, and surely stands out more than "To whom it may concern"... Your cover letter should be personalized for each job you apply for, so why not make a phone call to show the employer you care about their job? –  charliefox2 Commented Jun 7, 2017 at 18:13

Not the answer you're looking for? Browse other questions tagged resume hiring-process recruitment hiring .

• Featured on Meta
• Upcoming sign-up experiments related to tags

Hot Network Questions

• Fairy Tale where parents have dozens of kids and give them all the same name
• Fancy bibliography items
• Exception handling: 'catch' without explicit 'try'
• Binary Slashes Display
• Poor performance in ListPlot[] Mathematica 14
• Simple Container Class
• What US checks and balances prevent the FBI from raiding politicians unfavorable to the federal government?
• Reconstructing Euro results
• Collaborators write their departments for my (undergraduate) affiliation
• Idiom for a situation where a problem has two simultaneous but unrelated causes?
• Extending normal filters
• Sewing is making my clothes clip through my character
• Endomorphisms on certain simple modules are multiples of the identity
• A chess engine in Java: generating white pawn moves
• Is there a non-perfect field in which polynomials of large degree are reducible?
• When was the last time a chess rule was modified?
• Sets of algebraic integers whose differences are units
• Is this professor being unnecessarily harsh or did I actually make a mistake?
• Separate unidirectional streams vs single bidirectional stream
• Writing a generic makefile for C projects
• Colored underline and overline in math mode
• Are 1/20 undocumented immigrants married to American citizens?
• Can I replace a GFCI outlet in a bathroom with an outlet having USB ports?
• How do I pour *just* the right amount of plaster into these molds?