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To Whom It May Concern + Letter Examples
Although personalising your cover letter with the recipient’s name is always best, using ‘To Whom It May Concern’ in a cover letter is better than not using any greeting at all. We explain the right times to use this phrase and provide 6+ alternatives.
When you can’t find the name of a contact person, ‘To Whom It May Concern’ is an acceptable way to start a letter to apply for a job .
However, we recommend finding the name of a contact and addressing your cover letter to them because it:
- makes your cover letter more personalised
- shows you understand professional cover letter writing practices
- reveals you took the time and effort to research the person who will read it
Below, we show you when and how to use ‘To Whom It May Concern’ as well as provide professional alternatives for your cover letter.
When to use ‘To Whom It May Concern’
‘To Whom It May Concern’ is acceptable in these two situations:
1. If you’re writing a prospecting cover letter
When you send your job application to companies to see if they have any open positions, you probably won’t have a direct contact person to address.
In that situation, use ‘To Whom It May Concern’ if you can’t find a suitable contact person.
You can also use a prospecting letter (also called a speculative cover letter ) to ask for the right point of contact for your application.
Have a look at this example of a prospecting letter in the body of an email:
Prospecting Letter Example (Text Version)
To Whom It May Concern,
I’m writing to ask if you have an opening for an experienced receptionist at your organisation. I’d love to contact the person in charge of recruitment for this role as I’m interested in discussing the possibility of working for your company.
Yours faithfully,
Betty Fischer
2. If you’re providing a letter of recommendation
If you’re writing a recommendation letter for a former colleague or employee as one of their chosen CV references , you can use ‘To Whom It May Concern’ (unless the person you’re writing the recommendation for provides you with a specific contact person to address).
The person who reads your recommendation letter won’t expect you to know whom to address the letter to.
Here’s a ‘To Whom It May Concern’ example used to start a letter of recommendation:
Recommendation Letter Example (Text Version)
I’m writing to confirm that Carole Birkins was an employee at FarmTrust Ltd. for three years.
In that time, she dedicated herself to becoming one of our top-performing business analysts and volunteered for projects that were beyond her role. I highly recommend Carole for this position.
Please feel free to contact me anytime by phone on 07351 382 124 or via my email, [email protected]
Mario Bennett
How to use ‘To Whom It May Concern’ in an email or letter
If you must start a cover letter for an email or one sent by post with ‘To Whom It May Concern’, here’s how to do it properly:
1. Follow formal cover letter formatting
When using formal greetings like ‘To Whom It May Concern’, follow these ways to format your cover letter :
When using ‘To Whom It May Concern’, always:
- capitalise the first letter of every word
- end the phrase with a comma
- start a new paragraph after typing your greeting
When using ‘To Whom It May Concern’, never:
- use awkward variations like ‘Dear Whom It May Concern’, ‘To Whomever It May Concern’, or ‘To Whom This May Concern’
2. Choose the right ‘To Whom It May Concern’ ending
The cover letter greeting you start with will end up determining how you should end your cover letter .
Use these standard UK letter endings depending on the cover letter introduction you use:
Appropriate endings for your cover letter
- Use ‘ Yours faithfully ,’ if your cover letter starts with ‘To Whom It May Concern’, or another opening without a person’s name
- Use ‘ Yours sincerely ,’ if your cover letter starts with a person’s name
How to replace ‘To Whom It May Concern’
If the job advert doesn’t include the contact person’s information, you can find alternatives for ‘To Whom It May Concern’ by following these four tips:
1. Check the company website
Companies often have an ‘ About Us ’, ‘ Team ’, or ‘ Company Directory ’ page that lists their employees’ names and current job titles .
At a minimum, you’ll find a general information email inbox where you can send a request to learn the name or title of the person you’re addressing your letter to.
2. Do a targeted Google search
Try using Google’s site search operator to find specific information on the company’s website.
Type in this site search format and fill in your target company’s website and job title information, like so:
- site:companyname.com “job title”
- site:companyname.co.uk “job title”
3. Visit the company’s LinkedIn profile
Search for the company’s profile on LinkedIn . On the top of the company’s page is a hyperlink that prompts you to ‘ View all [number] employees ’.
You can click that link and then scan the list until you find the person or job title you’re looking for.
And if the company has thousands of employees, try narrowing your search with the ‘ Location ’, ‘ People ’, and ‘ Job Title ’ filters.
4. Contact the company
Call or email the company to ask for the contact person’s name, job title, and work email address. But don’t forget to explain why you need the information, or you may be confused for a spammer.
Reaching out to the company shows the employer you’re willing to take the initiative and are genuinely interested in the job.
Just remember that emails include your name, so if you prefer to remain anonymous before sending off your application, place a call instead.
6 ‘To Whom It May Concern’ Alternatives
Starting your cover letter with ‘To Whom It May Concern’ can make you seem old-fashioned and impersonal. So here are six better options:
1. Dear Mr/Ms/Mrs/Miss/Mx [Contact Person’s Surname],
The standard greeting for cover letters is ‘Dear’ followed by your contact person’s title, surname, and a comma.
Below are examples of how to address a cover letter with the contact person’s name:
Dear Mr White, Dear Ms Rodney, Dear Mx Taylor,
Remember these points when choosing a title:
- Use ‘ Mr / Ms ’ if you know the employer’s gender. If a female contact has a preference they’ve mentioned in the job advert, use ‘ Mrs ’ or ‘ Miss ’.
- Use ‘ Mx ’ if the gender of the contact person is unclear, if they have a unisex name like Jessie, Alex, or Jamie, or if they use ‘they’ pronouns. (You can also use ‘Dear [Full Name],’ to avoid offending the reader.)
2. Dear [Job Title],
If you know the contact person’s position but don’t know their name, you can address them by their job title. For example:
Dear Managing Director, Dear Human Resources Manager, Dear Human Resources Director, Dear Customer Service Manager, Dear Head of Sales,
3. Dear [Department Name],
If you know the name of the department you’re applying to, try addressing your cover letter like this:
Dear Sales Department, Dear Human Resources Department, Dear Finance Department, Dear Customer Service Department, Dear Marketing Department Manager,
4. Dear Recruiter,
If you’ve done your research and still can’t find a contact name, job title, or department, address your cover letter to the recruiter, like so:
Dear Recruiter, Dear Recruiting Manager, Dear Recruiting Team,
5. Dear [Position You Want] Hiring Team,
Beginning your cover letter ‘Dear [Position You Want] Hiring Team,’ is a great way to emphasise the job title you’re seeking.
Here are three examples of how to address the hiring team for your target position:
Dear Graphic Design Specialist Hiring Team, Dear Accounting Intern Hiring Team, Dear Marketing Manager Hiring Team,
6. Dear [Creative Nickname],
You can also use a creative nickname to open your cover letter — but only if the job description’s tone and directions make it clear that the recruiter values unique, creative applications.
Creative nicknames instead of ‘To Whom It May Concern’ might include:
Dear Future Boss, Dear Leader of Data, Dear David Brent of [Company Name],
‘To Whom It May Concern’ FAQs
If you’re still unsure when to use ‘To Whom It May Concern’ when writing a cover letter , here are some frequently asked questions and answers about this phrase:
- Is it appropriate to use ‘To Whom It May Concern’ in an email cover letter?
- Is ‘To Whom it May Concern’ suitable for all types of cover letters?
- How do you properly format ‘To Whom it May Concern’ in a cover letter?
1. Is it appropriate to use ‘To Whom It May Concern’ in an email cover letter?
Yes, ‘To Whom it May Concern’ can be used if you’re writing a cover letter for your email as an attachment or directly in the body text, just like a traditional cover letter .
However, keep in mind that emails often have a more informal tone, so consider using a more personalised greeting if possible.
2. Is ‘To Whom it May Concern’ suitable for all types of cover letters?
‘To Whom it May Concern’ can be used for many types of cover letters, including job applications, business inquiries, and general inquiries.
However, you should always try and find a specific person to address the letter to if possible, as doing so can increase the chances of your letter being read and considered.
3. How do you properly format ‘To Whom it May Concern’ in a cover letter?
‘To Whom it May Concern’ is typically formatted as the first line of the cover letter, followed by a colon or a comma. Here are two examples:
To Whom it May Concern, To Whom it May Concern:
Written by Eva Chan, CPRW
Eva Chan is a Digital Marketing Specialist & Certified Professional Resume Writer (CPRW) at CV Genius and Resume Genius, with a background in the education management... more
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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.
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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.
Coming back to “To Whom It May Concern” letters, let me share some of the best examples of how to use them correctly. 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” Letter Examples
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 “To Whom It May Concern” 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
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
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.
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
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.
Here’s another “To Whom It May Concern” letter sample 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
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.”
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 ?
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.
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
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.
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
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.
If you’re an employer and your employee requests a job verification letter, you can issue a “To Whom It May Concern” 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 a “To Whom It May Concern” 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
A “To Whom It May Concern” letter will work for a confirmation letter. Such letters aim to verify the authenticity of a person, product, service, or other. It’s similar to the previous job verification letter.
This sample is a shipment confirmation letter confirming the contents of a particular shipment.
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 Sir/Madam” or similar.
When To Use A “To Whom It May Concern” Letter
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” letters and when not.
Here are a few instances when using “To Whom It May Concern” may be appropriate:
Photo by alleksana via Pexels
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 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 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.”
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 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.
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 prospects.
However, opening with “To Whom It May Concern” in prospect letters is only ideal when you don’t have specific recipients in mind.
Often, with automated marketing campaigns, you may send out prospect letters to many random prospective clients.
Most recipients won’t mind that you open 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.
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.”
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 A “To Whom It May Concern” Letter
There are instances when you should never use a “To Whom It May Concern” letter. These include:
Photo by Karolina Grabowska via Pexels
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 in 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 letter, you can open with greetings like “Dear Hiring Manager” or “Dear Recruiting Manager.”
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.”
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 information in their reply letter 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.
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.”
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.
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. If you’re writing a general recommendation, it’s better to leave out the salutation than use “To Whom It May Concern.”
If you must open a letter with “To Whom It May Concern,” make sure 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 examples.
Cassie Riley has a passion for all things marketing and social media. She is a wife, mother, and entrepreneur. In her spare time, she enjoys traveling, language, music, writing, and unicorns. Cassie is a lifetime learner, and loves to spend time attending classes, webinars, and summits.
2 To Whom It May Concern Letter Samples
A to-whom-it-may-concern letter is written in several situations including recommending a student or an ex-employee for a job or an educational course.
These letters are titled like this because they are intended for anyone for whom it has importance and is not written for anyone specifically.
While there are no set rules and regulations that govern this type of letter, there are some considerations as far as the format is concerned.
Refer below for a standard sample & format:
To Whom It May Concern Letter Sample 1
January 25, 2023
To Whom It May Concern
I am writing to recommend Anna Smith for the position of Editor at your organization. Anna has worked as a dedicated Editor at ABC Company for 2 years.
She was responsible for our monthly company magazine and had to make sure not only that it came out on time but that the content was relevant to the business we were in. Additionally, she was a supervisor of three Assistant Editors.
Anna has done excellent work during her tenure. She managed to get the flailing magazine up and running, and as a result, its quality improved drastically. Likewise, she has excellent verbal and written communication skills, an active management style, and is extremely organized.
She was always willing to help and had an excellent working relationship with the magazine’s writers, which can often be a difficult task because creativity is involved.
Without any doubt, Anna would be an asset to any organization as she has been to ours. I genuinely recommend her and wish her all the best in any endeavor she chooses to pursue.
If you have any concerns regarding her eligibility, please do not hesitate to contact me at (000) 000-9999.
(Sign Here)
Natasha Bester Communications Manager WWF – USA (000) 000-9999 [email protected]
To Whom It May Concern Letter Sample 2
To whom it may concern.
I am writing this letter in support of Mr. Dylan Tanner, who has worked in the capacity of [Position Title] at [Company Name] for the last six years. Mr. Tanner has worked directly under me for this period, and I have found him to be extremely hardworking and diligent.
Dylan has an inherent ability to make and strategize plans, as well as the capacity to implement them properly. Perhaps his most apparent success is the way in which he increased the company’s customer base by 20% within six months.
In addition, Mr. Tanner has proven himself to be a great leader and team player. Also, he has been a source of encouragement to many people on his team.
Over the years of his employment with us, he managed to make himself invaluable. His sudden decision to move to Brooklyn, NY was quite a shock for all of us here. However, we wish him all the best in all his future endeavors. Our team will miss Mr. Tanner’s wisdom and passion.
I wholeheartedly recommend Mr. Tanner for any capacity in which he may want to work. If you need any additional information regarding his suitability, please feel free to contact me at (000) 999-0000.
Gregory Pace Marketing Director [Company Name] 673 Topeka Road Benton, AR 18470
Final Thought
When you don’t know who is the receiver of a letter, then you head it as to whom it may concern.
Mostly, these letters are written for reference and visa purposes.
It is important to remember that to whom it may concern letters must be precise and to the point in a positive tone.
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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 the phrase “to whom it may concern” mean, to whom it may concern faq, final thoughts.
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Summary. When using “To Whom It May Concern,” it should be used when you have no way of knowing who will read your letter or even what their position will be. This phrase should not be used when writing the letter on your own behalf or if you have information about the reciepient.
While the phrase “To Whom It May Concern” is something many people learn in school, it’s not a salutation that most people are totally comfortable using.
And there’s good reason for that, in today’s world, where researching an email or letter’s recipient is usually quite simple, recipients are often inclined to ignore messages that aren’t personally addressed.
We’ll cover when and how to use “To Whom It May Concern,” as well as alternatives and examples to 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 recipients name you should check the job listing, check the company’s website, and use networking websites before using the phrase.
Here are some example of when it is appropriate to use “To Whom It May Concern:”
To lodge a formal complaint. There are moments in life where you might feel as though you are not 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 who 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 to your store, and feel completely devastated by this behavior. I expect your full cooperation and hope this issue can be resolved. Sincerely, Jane Smith
No matter how formal it is, you never want your letter to sound too impersonal when writing any letter. Using the phrase “To Whom It May Concern” does just that. If possible, avoid using this phrase at all costs.
It’s considered to be dated and too generic. Hiring managers want to make sure that the person they are bringing in is someone that 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].”
Before you begin to draft your letter, you will need to follow specific steps to write a compelling message. Remember that writing the recipient’s name on 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
The phrase “To Whom It May Concern” is typically used at the beginning of a letter or email as a salutation. It is generally used to speak to someone whose name you do not know but would like to address in the message.
This 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 them 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 letters 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 information 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 all 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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IMAGES
COMMENTS
Date · To Whom It May Concern Name of Recipient's Organization · Reference/Subject: Here the purpose of the letter is mentioned in brief. · Dear Sir/Madam, I, (
Use 'Mr/Ms' if you know the employer's gender. · Use 'Mx' if the gender of the contact person is unclear, if they have a unisex name like Jessie
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To Whom It May Concern: ... This letter is to confirm that [employee's full name] has been employed with this company since [employment start date]. [employees
“To Whom This May Concern” If you notice in this salutation, we are using “this” in place of “it. · “To Whomever It May Concern” · “To Who It Concerns” · “To Those
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Sample income letter (employee) (please feel free to add any necessary information) date to whom it may concern: this letter is to inform you that with i.d.
For a current employee ... 112 Burton St. ... 1562 Bright Ave. ... To whom it may concern,. Please accept this letter as verification of Ben Fisher's