sample letter using to whom it may concern

• Internet , Productivity

15 “To Whom It May Concern” Letters With Examples

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

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

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

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

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

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

Also Read : Best Recommendation Letter Examples For Students

“To Whom It May Concern” Sample Letter Template Examples

1. scholarship letter of recommendation.

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

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

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

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

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

Also Read : Polite Follow-up Email Examples

2. Letter Of Support

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

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

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

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

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

Check Out : Best Business Introduction Email Examples & Tips

3. Letter Of Confirmation

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

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

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

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

4. Letter Of Investigation

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

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

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

Explore : Simple Resignation Email Examples

5. Letter Of Invitation

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

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

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

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

6. Letter Of Authorization

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

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

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

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

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

Also Read : Best Counter Offer Letter Examples

7. Letter Of Notice

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

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

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

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

8. Letter Of Complaint

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

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

The subsequent paragraphs explain the background behind the complaint.

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

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

9. Broadcast Letter Sample

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

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

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

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

10. Guardianship Letter

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

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

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

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

Also Read : Best Memo Examples

11. Prospect Letter

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

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

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

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

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

12. Expectation Letter

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

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

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

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

Also Read : Best Resignation Email Subject Line Examples

13. Self-recommendation Letter Format

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

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

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

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

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

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

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

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

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

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

Also Read : LinkedIn Recommendation Examples

15. Shipment Confirmation Letter

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

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

When To Use “To Whom It May Concern”

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

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

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Recommendation Letter

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

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

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

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

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

Introductory Letters

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

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

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

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

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

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

Prospecting Letters

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

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

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

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

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

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

Formal Complaints

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

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

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

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

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

Broadcast Letters

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

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

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

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

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

When Not To Use “To Whom It May Concern”

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

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Cover Letters

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

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

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

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

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

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

Inquiry Letters

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

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

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

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

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

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

Follow-up Letters

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

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

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

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

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

Report Letters

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

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

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

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

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

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

Self-recommendation Letters

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

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

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

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

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

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

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

Bottom Line

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

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

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

• TemplateLab

To Whom It May Concern Letters

50 to whom it may concern letter & email templates.

We have used this phrase as the usual greeting in our letter when addressing the person who would receive our letter. As it connotes, the “to whom it may concern” letter will refer to anyone who will read the document. Some people see this as outdated and in a way, a lazy way to approach correspondence. But is this always the case? Let’s find out.

Table of Contents

• 1 To Whom It May Concern Letters
• 2 How do you write “to whom it may concern” example?
• 3 To Whom It May Concern Letter Samples
• 4 How do you address a general letter?
• 5 How do you write a letter beginning with “To Whom It May Concern”?
• 6 To Whom It May Concern Emails
• 7 Is it correct to write “to whom it may concern”?

How do you write “to whom it may concern” example?

You should think about what greeting to use when writing persons who aren’t acquainted with you yet should, especially if they occupy important positions. HR managers or prospective employers typically receive a lot of “to whom it may concern” letter samples. Here’s a guide on how to start such letters or emails using this generic greeting:

• “To Whom This May Concern” If you notice in this salutation, we are using “this” in place of “it.’’ But which one is the proper word? Both words are pronouns, however, “this” is more definite and refers to something that was already talked about in conversation. On the other hand, “it” refers to something mentioned for the first time. Using a “To Whom It May Concern” letter, therefore, is more appropriate because you’re introducing something for the first time.
• “To Whomever It May Concern” Even the expert linguistic at times will feel baffled with the problem on which word to use: whoever, whom, who or whomever. In this case, “Whom” is the right choice because it’s a preposition or an object of a verb whereas “whomever” is an object pronoun.
• “To Who It Concerns” Grammatically, “who” here is a subject whereas “whom” is an object of a preposition or verb. Since this greeting’s subject is “it,” then “Whom” is the appropriate choice.
• “To Those Who Are Concerned” When you write a letter, it’s usually directed to just one person instead of a group. Using this salutation is a bit confusing as the letter might end up in the hands of several people, not the person for which the letter is for. No one can take responsibility for the purpose of the letter because there’s no single or specific person addressed in it. However, if you direct your letter to a single person, there’s a better chance that it will fall in the hands of the right person. Even the HR department could have a hard time locating your resume if you used this particular salutation.
• Colon versus Comma Which is the correct punctuation to use after the greeting “To Whom It May Concern?” If you’re writing a “to whom it may concern” letter format for business purposes, it’s recommended to use a colon instead of the comma. This is because it’s considered more formal. On the other hand, using a comma for a personal “to whom it may concern” email would work better.

Of course, using the name of a real person who is in the position to address your concern will always be a better option. This will ensure that your letter will end up in the right hands. You can always use the internet to find the correct spelling, job positions , and email addresses of these persons. Remember that even small mistakes in your letter could cost you an interview.

To Whom It May Concern Letter Samples

How do you address a general letter?

You will often have to write a general letter, and as such, you will use a general address. A “To Whom It May Concern” letter is very common, and it carries a tone of formality. Here are a few pointers on how to use it correctly:

• Capitalize the first letter of each word.
• Use “Whom” instead of “Who” or “Whomever”
• Use a colon instead of a comma at the end of the phrase when writing a business letter.
• Double space before beginning the body of the letter.

As mentioned earlier, a “To Whom It May Concern” letter format carries a tone of a formal business conversation , especially if you follow these pointers. The general salutation is the first line of the letter which can build a good first impression so don’t mess it up with unwarranted mistakes.

How do you write a letter beginning with “To Whom It May Concern”?

Any type of correspondence is always directed to a specific person. But if you’re not yet acquainted with the person, the safest option is to write a “To Whom It May Concern” letter. If the recipient has a specific title or role in the organization , you can always go online and search for the person’s name.

Remember that using the name of the person is still the best option as against using this general phrase. At times, however, it’s difficult to determine when using the phrase becomes appropriate. Here are some scenarios where it’s usually okay:

• Recommendations or Reference Checks If you’re writing a recommendation or a reference for a former employee or colleague, your request may go through a system that’s automated which won’t provide specific information. The company won’t really care if you perform research about them. All they want are your thoughts about the person they will hire. This, therefore, is an appropriate time to use a “To Whom It May Concern” letter sample.
• Company Complaints When lodging a complaint against a company for unsatisfactory products or services , it won’t matter to whom you address the letter to, whether it be a customer service associate, an administrator or even a CEO. What matters most is that they will read and address the complaint.
• Introductions A “To Whom It May Concern” letter is okay to use when you introduce yourself to a person you have not yet met. For instance, if you receive a letter requesting a quotation or some information about your business from a company, then you can address your reply with using this. But remember to request their name when you respond.
• Prospecting Although using the greeting is acceptable when prospecting, it’s not ideal. As a salesperson who conducts ways to expand your business, it’s recommended that you do some research to find out exactly who you’re contacting. The best option is to build a relationship with them first via social media or reach out through a mutual acquaintance. If you cannot have this connection where you can find personal information, then you can use a “To Whom It May Concern” letter. But if you use this, don’t expect an immediate response.

To Whom It May Concern Emails

Is it correct to write “to whom it may concern”?

When writing a “To Whom It May Concern” email to a prospective employer, make sure to make a good first impression otherwise, your letter will end up in a trash can. The first line that the recipient will read is the salutation, so you need to make it outstanding, especially in form.

Anything less would make the letter so commonplace or worse, informal and it might not pass company standards. If you aren’t comfortable with using a general phrase, here are some alternatives:

• Get personal A little effort can go a long way. Instead of the generic greeting, do some research to find out the full name of the hiring manager. Addressing the person by name will indicate that you did your homework. It will show politeness, diligence, and initiative. Do some professional networking until you identify a person associated with the company who can furnish you the right name and contact information.
• Incorporate the entire organization Another alternative, if you cannot retrieve the hiring manager’s name is to make use of the company’s name in the opening salutation.
• Appeal to the department heads If you still have no luck in getting the contact details of the hiring manager, another option is to address your letter to the head of the department you’re targeting for employment .
• Use the greeting “Dear Sir/Madam” This is another popular salutation in cases where you’re not yet acquainted with the person you wish to communicate with. It is more prim, proper, and formal. It does have a respectful tone for the reader and can also attract attention.
• Try to use a hook Writing passionate first sentence is one good way to capture the attention of the reader. It may even demonstrate your eagerness for the position you are applying for.
• Reference your referral Always refer or mention in your letter the person who recommended you for the job you’re applying for. Include this in the opener.
• Time of day If you’re coursing your letter through email , make sure to customize your greeting corresponding what time of day you sent it.
• Only use the person’s first name if appropriate If you’re well acquainted with the letter’s recipient, it’s acceptable to address him/her in the opening with their first name.
• Address the entire group There are cases where you have to address the entire hiring group or committee. If so, you can use a phrase in your opening that will refer to the whole group. This option shows courtesy as it becomes inclusive to everyone involved in the process of making decisions.
• Play it safe If the manager’s name is one of those which can be for males or females, then play it safe and neutral by using the full name.

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

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

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

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

Let’s dive in!

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

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

Yes and No. 

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

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

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

1.  Scholarship/Academic Reference Letter 

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

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

See a sample scholarship recommendation letter below.

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

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

2.  Employer Reference Letters

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

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

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

Here’s an example of this below. 

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

3.  Sending Out Invitation

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

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

Here’s a sample letter below.

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

4.  Authorization Letter

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

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

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

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

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

5.  Introduction Letter

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

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

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

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

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

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

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

6.  Formal Complaints

Anyone could lodge a formal complaint. 

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

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

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

7. Guardianship Letter

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

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

8. Prospecting

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

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

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

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

9.  Job Verification Letter

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

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

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

10.  Shipment Confirmation Letter

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

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

The letter below confirms the contents of a shipment.

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

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

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

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

Cover Letters: 

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

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

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

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

Follow-up letters: 

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

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

Alternatives to “To Whom It May Concern” Letters 

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

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

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

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

Key Takeaways

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

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

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

About the author

Nicholas Prins

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

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To Whom It May Concern: The Quick and Simple Guide to Using This Phrase (With Examples)

Published: December 30, 2019

"To Whom It May Concern" is kind of like that favorite old sweatshirt you pull on when you just can’t — or don’t want to — consider wearing anything else. It’s easy, it covers a multitude of sins, and it gets the job done. But is it doing more harm than good for you in business settings? That answer is a hard " Yes " when it comes to your sweatshirt and a little more nuanced for "To Whom It May Concern."

So, before you slap another "To Whom It May Concern" on your outreach email or cover letter, read through this simple guide to determine when to use it, how to use it, and which alternatives to consider instead.

To Whom It May Concern

"To Whom It May Concern" is a broad way to address professional or formal correspondence. It’s widely used when the recipient’s name or title is unknown, such as when you are providing a recommendation for a former colleague and do not know the name of the hiring manager.

When to Use "To Whom It May Concern"

Before each piece of correspondence you send, ask yourself, " Who is the intended recipient of this message? "

If the answer is, " Anyone, " you should be safe to use, "To Whom It May Concern." If, however, your end reader is someone with a specific role or title, keep digging to find their name. It can be difficult to know when it’s appropriate to use "To Whom It May Concern," so here are a few scenarios where it’s usually alright:

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1. Reaching out to a large company or new department

If you are reaching out to a large company with a complex organizational structure and aren’t sure who the proper point of contact is, you may need to submit a message through a message form on the company’s website or sending an email to a general address such as "[email protected]." In this case, "To Whom It May Concern" may be appropriate. When taking this approach, we recommend asking for the right point of contact for your request in the body of your message.

To Whom It May Concern:

I saw your company announced the opening of two new coworking spaces on the east coast. I work with Levol, a sustainable office furniture company in the Boston area.

We are coming out with a new line of pieces that coincide with the opening of your new space. I’d love to contact the team member in charge of furnishing your locations to discuss the possibility of working together.

2. Recommendations/reference checks

If you’re providing a reference or recommendation for a former colleague or employee, the request might come through an automated system that doesn’t include any information about the hiring manager.

They don’t expect you to research them or their company, they just want your thoughts on the candidate they’re about to hire. This would be an acceptable time to address your audience with, "To Whom It May Concern."

Dwight was an excellent employee during his three years at Dunder Mifflin.

He took his work very seriously, volunteered for projects outside his regular duties (i.e., volunteer floor fire warden and safety officer), and was our top-performing salesperson all three years. I would highly recommend him for this position.

Michael Scott

3. Company complaints

Lodging a formal complaint with a company? It likely doesn’t matter if that complaint reaches an administrator, customer service associate, or the CEO — you simply want your complaint to be heard and addressed.

I was extremely disappointed the cat poster I ordered only has three jazz-playing cats instead of the four depicted on your website. I would like a full refund and the correct poster as soon as possible.

Angela Martin

4. Introductions

If you are introducing yourself to someone you’ve never met, it could be appropriate to use, "To Whom It May Concern." For example, if you received a request for a quote, or information regarding your business, from a generic company inbox or feedback form, you might address your response, "To Whom It May Concern." Just make sure to ask for their name in your message.

I received your request for a price quote on 50 reams of paper from Dunder Mifflin. I’ve attached the quote to this email and would be happy to answer any questions you have.

Also, I’d love to know your name and a little more about your business!

Kind Regards,

Phyllis Vance

5. Prospecting

This is acceptable but not ideal. If you’re a salesperson conducting outreach — it’s your job to put in the time and research to know exactly who you’re contacting.

Ideally, you should build rapport with them over LinkedIn or Twitter — or reaching out via a mutual connection — first. If there seems to be no way to find their personal information, you might reach for "To Whom It May Concern," but don’t expect a high response rate.

I noticed your company recently parted ways with its paper supplier. I work with Dunder Mifflin, a local Scranton paper supplier, and would like to speak with the person in charge of paper ordering at your company.

We pride ourselves on personalized customer service and fast delivery, and I’d love to see if we’re the right fit for you.

Jim Halpert

How To Write "To Whom It May Concern"

If you’re using a formal greeting like "To Whom It May Concern," it’s important to format it correctly. Here's how to write "To Whom It May Concern:"

• Capitalize the first letter of each word
• Always use "Whom" instead of "Who" or "Whomever" ( In the case of "To Whom It May Concern," "Whom" is the object of a verb or preposition and is appropriate to use in this context )
• Use a colon after "To Whom It May Concern" rather than a comma
• Add a double space before beginning the body of your message

As we’ve identified above, if you’re using "To Whom It May Concern" you’re likely approaching a business formal conversation. Don’t let sloppy formatting muddle your first impression. These tips should always set you up for success.

When Not To Use "To Whom It May Concern"

Whenever possible, avoid "To Whom It May Concern." It’s largely outdated, stuffy, and lazy. With our access to the internet today, it’s fairly simple to find the name and even email address of the person with whom we wish to speak.

Because of this, "To Whom It May Concern" can demonstrate a lack of effort in correspondence which doesn’t set a positive tone for the rest of your business relationship.

Here are a few tips for finding almost anyone’s name:

• Ask your HR rep or recruiter - If you’re writing a cover letter or email to a hiring manager, ask your recruiter or HR rep for the correct name.

• Visit the company’s "About Us" page - Smaller companies might list all employees and their titles on their "About Us" or "Team" page. At the very least, you’ll find a general company inbox where you can send a request to learn the name of the person you’re trying to reach.
• Pick up the phone - Call the company where your prospect works and ask the receptionist or administrator for that person’s name, contact information, or advice on how best to reach them.

It might take a few extra minutes, but finding the name of the person you’re reaching out to is important. Show your email recipient their name matters to you and find it before resorting to "To Whom It May Concern."

If you happen to find your contact’s name from doing your own research, you’ll want to be honest with them about how you found their information.

We have some mutual connections on LinkedIn, and I saw your recent post requesting introductions to sales automation specialists.

This is an area of expertise for my organization. Would you like to schedule an introductory phone call? I would be happy to answer any questions you have.

Tyler Thompson

To Whom It May Concern Alternatives

• Dear Hiring Manager
• Dear Recruiter
• Dear Recruiting Department
• Dear [Name of department you’re interested in]
• Dear [Name of the title or role of the person you’re pursuing]
• Dear Customer Service Manager
• Dear Search Committee
• Dear [Name]
• Season’s Greetings
• Hello There [Name]
• Good Morning

1. "Dear Hiring Manager"

When applying to a new position, it's not always possible to know the name of the hiring manager. If you can, figure it out with some good-old-fashioned LinkedIn sleuthing. If not, this greeting is an appropriate choice.

2. "Dear Recruiter"

Similarly, if you're unable to identify the recruiter or gatekeeper for the role you're applying for, "Dear Recruiter" is a widely used greeting.

3. "Greetings"

Save this for colleagues or business associates you already have open and casual correspondence with. It's friendly and familiar, so leave it behind for more formal introductions.

4. "Dear Recruiting Department"

If you're applying for a job with a larger company, your application may be directed to a broad recruiting inbox. In this case, you're not writing to a specific person and might need the approval of several recruiters. This greeting ensures you're casting a broad net.

5. "Dear [Name of department you’re interested in]"

If you're selling to a specific company department and are unsure who your target buyer is, addressing your email to the department alias is best. It's not ideal but if you can't identify the right contact person, don't be afraid to send this greeting.

6. "Dear [Name of the title or role of the person you’re pursuing]"

Know the title of the person you're writing to? Great! Hopefully you can use that information to find their actual name — if not, addressing them by their title (i.e., "Dear Marketing Director") is an acceptable, if not slightly distant, way to reach out.

7. "Dear Customer Service Manager"

Whether you're addressing a message to a business contact or reaching out to customer support for a personal matter, it's smart to put your best foot forward. A more formal, respectful greeting is sure to be appreciated.

Already mid-conversation with the person on the other end of your email? Open with a casual "Hello" and continue your message thread.

9. "Dear Search Committee"

Perhaps you find yourself addressing an email to a final panel of buyers, or maybe you've made it to the final round of interviews for a new job. Regardless, if you need to send an email to a group of people in one of these scenarios, this greeting works well.

10. "Dear [Name]"

An oldie but a goodie. This greeting is almost always appropriate. When in doubt, pull this one out.

11. "Hi Friend"

Reserve this familiar greeting for non-professional email correspondence — think happy hour plans and weekend BBQs.

12. "Season's Greetings"

Looking for a way to give your emails some inclusive, work-appropriate holiday cheer? Dust off "Season's Greetings" — just don't forget that apostrophe 's.'

13. "Hello There [Name]"

This is another less formal way to open your correspondence. Save it for peers, colleagues, and business associates with whom you already enjoy open rapport.

14. "Good Morning"

Sending an email you know will be read right away? Alluding to the time of day with a "Good Morning" or "Good Evening" is suitable for all audiences.

15. "Good Day"

Feeling international? "Good Day" isn't a common greeting in the United States, but it might just enliven your next Monday morning email.

The internet removes many excuses for using "To Whom It May Concern." Before you slap it in an email, consider the recommendations in this post. And wipe a few other outdated or lazy phrases from your vocabulary, including " Looking Forward to Hearing From You, " " Best Regards vs. Kind Regards, " and " Dear Sir or Madam. "

Don't forget to share this post!

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WTO / Letters and Emails / To Whom It May Concern: 48 Proper Use Examples

To Whom It May Concern: 48 Proper Use Examples

To Whom It May Concern is a salutation for a letter or email, most commonly employed when the writer does not know the recipient’s name.

It is generally considered a professional way to begin a cover letter or an email for business correspondence. “To Whom It May Concern” simply means that you are addressing the following letter to the person in charge of the corresponding content.

However, it’s now considered an outdated form of beginning an email correspondence. This is because it was much more difficult to locate the name of the appropriate person in the past. But, nowadays, it’s quite easy to find the names of HR managers, hiring managers, etc. Moreover, if the corresponding person’s name is not found in the job offer letter, you may also locate it via the company’s website.

If you can identify the person you should be writing to, it may be more appropriate to do so and not come off as old-fashioned. Alternatively, it may also be acceptable to simply skip the salutation line or use “RE: Topic X”, when writing an email.

Although, if you are not sure exactly who you should address, it’s still considered professional to include “To Whom It May Concern”. In fact, 83% of hiring managers say the salutation line has little to no impact on their hiring decisions, according to the Resume Companion survey.

The most common way to write this salutation is using capital letters for each word. This is because you treat the entire salutation as a proper noun as if it were the recipient’s name.

Following the name, you may use either comma (,) or a colon (:), as both are considered appropriate. Make sure also to include a full blank line between the salutation and the first sentence.

Free Examples

Why to Use “To Whom It May Concern” Salutation in Letters  

Although there are alternatives, it still is sometimes appropriate to use this salutation in your correspondence.

Considering the following reasons for why you should use “To Whom It May Concern”:

To show respect

First and foremost, greeting a person by their name or title will show respect by recognizing their profession. This is often highly important in situations such as when you have to send a cover letter or in times of first contact with the business.

To show diligence and determination

Using this salutation may express a degree of diligence and determination on your part.

When applying for a job, you may not be able to find the name of the addressee. By using this professional salutation, you express that you are interested, regardless, and that you are determined to continue the process.

To show that you understand the diversity

As you do not personally know the people you are directly contacting, in most cases, you will not know the person’s preferred pronouns (he/she/they). Therefore, using this neutral salutation is a convenient way of respecting the recipient by not assuming their gender, ultimately showing that you understand the importance of word choice and diversity.

Pre-Considerations for Using “To Whom It May Concern”

Before using the “To Whom It May Concern” salutation, it is wise to take the following steps beforehand to avoid leaving a negative impression:

Review the job posting

The first and most obvious step is to carefully look over the job posting in the case of sending a job application and/or cover letter. Many employers will directly include the name of the recruiter or the corresponding hiring manager. This means that by including the appropriate name, you show that you’ve taken the time to review the job offer thoroughly.

In situations like this, using such salutation may be considered sloppy and show that you don’t pay attention to details.

Check the company’s website

If the name is not listed on the job posting, it may be beneficial to look directly on the company’s website in the “Staff” or “Team” section. In this case, you may use the name of the manager of this specific department or the head of human resources.

Doing this may show initiative on your part and set you apart from other applicants. In other business correspondence, it also shows a higher level of professionalism.

Search a networking website

Oftentimes, a recruiter or hiring manager for any specific department may have a professional page on a networking website, such as LinkedIn. This is another effective way of locating the appropriate addressee.

Contact the company’s customer service

A great way to show that you are taking extra initiative is by calling the company’s customer service department. By directly calling this department, you can inquire about where you should direct your correspondence to.

When calling, simply ask if they can disclose the hiring manager’s name and explain to them the position you’re applying for and why you are requesting the information. In many larger companies, HR may be divided into several different sections. In this case, you may ask customer service about the specific divisions so that you can address the letter to them directly. This step is a great way to show you’ve taken extra steps to secure the job.

Ask another contact

Finally, if you have a colleague or a friend in the company, you can ask them if they can find out the appropriate addressee. In times like this, networking can be an effective tool.

When to Use “To Whom It May Concern” Salutation

In cases where you are unable to find the name of the recipient, it may be appropriate to use such salutation.

The following contexts are situations where it may be professional to do so:

In a cover letter

In job applications, it’s possible that you do not know who will be reviewing your application process. Especially in larger companies, employers may prefer to use a generic email address.

They may request that applicants send in their cover letters to “[email protected]”.

As it is unclear who will be reviewing your application, “To Whom It May Concern” may be appropriate. Your cover letter may be read by a recruiter, HR, an HR manager, or even multiple people within the company.

In this case, it’s better to be neutral than to guess the recipient’s name incorrectly. Remember, it’s always important to make a great first impression. 

In a recommendation letter

In the case of a former colleague asking you for a recommendation letter , it’s possible that neither of you knows the potential recipient. Oftentimes, you may even be requested to submit the letter directly through a system that doesn’t disclose any names or titles. Therefore, it may be appropriate to use “To Whom It May Concern” in these contexts. Another alternative you may consider is to use “To the Reader”, which may come off as more direct.

A letter of introduction

In letters of introduction , often, you may need a generic greeting. This is particularly common in automated messaging systems from potential customers. By using this neutral salutation, then asking for their name afterward, you’ll be able to develop a connection with them for future correspondence.

Prospecting letter

In contexts where you work for a sales team or in business development, you might need to contact potential clients. Often, a company website doesn’t include the exact contact information of the manager or decision-makers, so a generic “To Whom It May Concern” may be appropriate.

For giving company feedback or suggestions

If you choose to give company feedback, the most appropriate decision is to address your letter to human resources. However, sometimes you may not be sure which person in the HR department is responsible for such content. This is especially true in large corporations.

Therefore, if you want your feedback to come across as professional, you can use “To Whom It May Concern”.

To lodge a formal complaint

Similarly, if you would like to formally register a complaint with a company or entity, you need to be as professional as possible. Using “To Whom It May Concern” expresses a degree of formality appropriate to the context, especially in cases where you do not know who the recipient will be.

In a letter of interest

If you are attempting to find out more information about a specific job position or inquire about potential job opportunities, it is often appropriate to use “To Whom It May Concern”. As you are simply requesting information, you may not know who to address specifically. By using this generic salutation, you guarantee that your letter still comes off as professional.

When Not to Use “To Whom It May Concern” Salutation

There are a few contexts where there are better options than using this salutation. In addition to the situations previously mentioned, here are a couple of contexts where it’s better to avoid this salutation:

When writing letters on your own behalf

When you’re writing a recommendation letter for a friend or other types of letters for them, it’s acceptable to use this salutation because you most likely don’t know the recipient. However, in cases where you have more control over the letter, it’s more appropriate to be more specific. By doing this, you’ll come off as more friendly and less old-fashioned.

When you have the recipient’s information

If you have information about the recipient, it’s almost always more appropriate to use a greeting with a degree of specificity. This is because many hiring managers or department heads may interpret the “To Whom It May Concern” greeting as admitting that you don’t know who you are writing to. For this reason, it may come off as unprofessional.

In many cases, it’s better to reference the entity you’re addressing, such as “Dear Human Resources Department”. As it is much easier to access information in today’s digital age, the generic “To Whom It May Concern” is slowly becoming synonymous with a lack of initiative.

More Examples

Alternatives to “To Whom It May Concern” Salutation   

Now that it’s understood that “To Whom It May Concern” is not always the preferred manner of salutation.

Here are a few examples that you can use instead of it:

Dear [first name]” or “dear [mr./mrs./ms./dr./professor] [last name]

Firstly, be careful of your use of pronouns. If you know the recipient’s name but have an androgynous name, or you are not confident about the person’s gender, it’s best not to make a guess.

If you do not know “Sam Smith” personally, there’s no guarantee that they identify as he/him or she/her.

In cases of less formality, it’s perfectly acceptable to use the recipient’s first name, “Dear Sam,”. However, if you need to maintain a high level of formality, then you could write “Dear HR Manager Smith”. While it certainly comes off as very formal, it also demonstrates a level of respect for their profession.

In the end, using “To Whom It May Concern” isn’t going to be a make-or-break situation. However, taking the initiative to make a personal statement will certainly be a positive impression.

Dear [job title]

For cover letters or letters of interest, writing the recipient’s potential job title is an appropriate alternative.

You could simply write “Dear Hiring Manager”.

Take a few moments to identify what their specific role is and use that as the salutation.

Dear [team or department]

In larger companies, they likely have an entire team or department rather than one single contact to address. In these cases, it’s a good idea to use “Dear Human Resources Department” or “Dear Customer Service Department”.

This can be used in several types of correspondence and is also a great way to maintain professionalism.

“Greetings,” “hello” or “hi there”

As you don’t always need to write highly formal correspondence, you can simply use a more generic greeting. This is great for office memos or other internal correspondence.

You can also use alternatives such as “Good morning” when you’ve already spoken to the recipient, and you feel that a certain degree of informality may be appropriate.

Final Thoughts

The centuries-old “To Whom It May Concern” is slowly disappearing in today’s modern digital age. This generic salutation originated from the fact that you may not know your addressee. However, since the information age allows us to search for contact information incredibly easily, it’s typically more appropriate to be more specific. Using more specific alternatives shows a level of initiative that may set you apart while remaining professional. However, there are still certain cases where this salutation is appropriate and acceptable. After all, many hiring managers have stated that, in the end, using a generic salutation doesn’t make much of an impact. So, don’t stress too much about it, but it’s certainly beneficial to take an extra step if you’re able to personalize your correspondence.

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

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

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

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

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

"To Whom It May Concern" Meaning

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

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

When to Send "To Whom It May Concern"

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

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

Job Applications

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

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

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

Formal Complaints

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

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

When to NOT Send "To Whom It May Concern"

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

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

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

When You Know The Name

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

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

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

Casual Settings

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

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

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

"To Whom" vs "Whomever"

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

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

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

10 "To Whom It May Concern" Alternatives & Synonyms

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

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

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

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

1. Dear [Job Title]

2. Dear Sir/Madam

3. Attention [Job Title/Company]

4. Dear [Department Name] Team

5. Dear [Company Name] Representative

6. To the [Job Title]

7. Dear [Team/Division]

8. To the Concerned Party

9. Dear [Role or Position]

10. To All It May Concern

"To Whom It May Concern" Capitalization

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

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

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

"To Whom It May Concern" Letter Format

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

Here's a universal template for letters/emails:

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

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

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

Copy templates to use them anywhere:

Job Application

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

Formal Complaint

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

Reference Letter

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

Specific Inquiry

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

Resignation Letter

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

Scholarship Application

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

Business Proposal

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

Legal Matters

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

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

General Inquiry

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

How to Automate Common Phrases In Emails

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

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

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

Wrapping Up

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

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To Whom It May Concern Letter & Email

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To Whom It May Concern Letter & Email Sample

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To Whom So Ever It May Concern

Step 1: Use the Right Format for the Salutation 

Step 2: provide a brief introduction, step 3: state your purpose for writing, step 4: close and sign professionally.

• Subject Line: Ensure it clearly describes the email’s purpose.
• Salutation: Start with “To Whom It May Concern,” followed by a comma.
• Body: Clearly state the purpose of your email in concise language.
• Closing: Use a formal closure like “Sincerely” before your signature.
• Signature: Include your full name, position, and contact information. You may also see  Company Introduction Letter
• Use Specific Titles: If possible, use the recipient’s job title.
• General Greetings: Use “Dear Hiring Manager” or “Dear Customer Service Team.”
• No Salutation: Start with an introduction if the context allows.
• Network Reference: Use a mutual connection’s name as a lead-in.
• Research: Do some digging to find a specific name to address. You may also see  Letters of Appreciation

• Introduction: Introduce yourself and the position you are applying for.
• Main Body: Highlight your qualifications and how they align with the job.
• Company Reference: Mention your knowledge of and interest in the company.
• Call to Action: Encourage them to read your attached resume.
• Professional Closing: End with a formal sign-off and your contact details. You may also see  Guarantee Letter
• Clear Subject Line: Indicate the purpose of your email.
• Polite Opening: Start with a respectful greeting and brief introduction.
• State the Concern: Clearly and concisely describe your concern.
• Suggest Solutions: Propose possible ways to address the issue.
• Express Willingness: Show your readiness to discuss further. You may also see  Relieving Letter
• Formal Salutation: Use “Dear Sir/Madam” if you don’t know the name.
• Introduce Yourself: Briefly state who you are and your position.
• Purpose: Clearly mention the reason for your email.
• Be Concise: Keep your introduction brief and to the point.
• Polite Language: Maintain a polite and professional tone throughout. You may also see  Confirmation Letter
• Subject Line: Clearly state the topic of your concern.
• Formal Greeting: Use a polite salutation to set a respectful tone.
• Detailed Description: Explain your concern with specifics.
• Proposed Solutions: Offer solutions or ask for suggestions.
• Thankful Closing: Thank them for their attention to the matter. You may also see  Warning Letter
• Subject Line: Make it specific and relevant to the content.
• Proper Salutation: Address the recipient formally.
• Purpose Statement: State the email’s purpose early on.
• Body Content: Keep the language formal and precise.
• Closing Statement: End with a formal closure and your complete contact information. You may also see  Contract Letter
• Use a specific greeting like “Dear [Name]” or “Hello [Department].”
• Reference the reason for your email clearly, akin to Explanatory Letter .
• “Understood”
• “Certainly”
• “I agree”
• “Will do” These confirmations maintain the formal tone necessary for Immediate Letters of Resignation .

How to write a formal complaint email to HR?

• Clear subject line (e.g., Formal Complaint)
• Polite and concise language
• Detailed explanation of the issue
• Suggested solutions
• A professional closing, vital for matters like Explanation Letter .

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• To Whom It May Concern | Usage & Alternatives

To Whom It May Concern | Usage & Alternatives

Published on June 22, 2023 by Jack Caulfield .

To Whom It May Concern is a formal greeting that can be used to start an email or letter addressed to someone whose name you don’t know or to no one in particular. It’s still used, but it’s considered somewhat old-fashioned and impersonal. There are better options in most contexts.

Using this salutation can suggest to the recipient that you’re sending out a mass email to many different people or that you couldn’t be bothered to learn anything about the person to whom you’re writing.

Even if you don’t know the name of the person you’re writing to, it’s usually best to either find out or use a job title or department name to make your salutation more personal.

Dear Head of Marketing, …

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Table of contents

Alternatives to “to whom it may concern”, when and how to use “to whom it may concern” correctly, “to whom it may concern” vs. “dear sir or madam”, other interesting language articles, frequently asked questions.

The best alternative to “To Whom It May Concern” is to write to a specific person where possible. If you know or can find out (e.g., online) the name of the person you’re addressing, then you should use it.

Use a title like “Ms.” or “Mr.” in combination with the person’s last name , or write out their full name . In a formal context, you usually shouldn’t address someone by their first name alone.

Obviously, you won’t always be able to find out the name of the person you’re writing to, and you may not be reaching out to a specific person at all.

It’s often still better to make your greeting a bit more specific by using a job title  or  department name , showing that you’re not just reaching out completely at random. Capitalize the title or department name.

Dear Department of Finance, …

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There are some contexts in which “To Whom It May Concern” is the best choice. It’s legitimate to use this salutation when your letter or email is really addressed to a nonspecific group of people or to an entire organization. Some examples include:

• A formal complaint directed at a company in general
• A reference or recommendation letter for someone who will be applying to a variety of positions
• A  letter of interest to be sent out to various organizations

When you do use “To Whom It May Concern,” make sure to write it correctly. It’s considered most formal to use a colon (rather than a comma) after this phrase. You should also make sure to capitalize every word and to get the phrasing right: use the object pronoun “whom,” not “who.”

• To whom it may concern,
• Dear Whoever it may Concern:
• To Who It May Concern:
• To Whom It May Concern:

A salutation that’s often used interchangeably with “To Whom It May Concern” is “Dear Sir or Madam.” Both greetings are considered very impersonal, formal, and old-fashioned, but there is some difference in usage:

• To Whom It May Concern suggests that your letter or email is addressed to no one in particular. It might be a letter expected to be shown to various people without the expectation of a reply—for example, a letter of reference.
• Dear Sir or Madam suggests that you expect to be addressing a particular individual, but one whom you know little about.

We also advise against using “Dear Sir or Madam.” If you’re addressing no one in particular, “To Whom It May Concern” is the more correct choice, whereas if you’re addressing a specific person, it’s best to do so in a more personalized way, as described above.

Another reason to avoid “Dear Sir or Madam” is that some people may not wish to be addressed as either “Sir” or “Madam.”

If you want to know more about commonly confused words , definitions , and differences between US and UK spellings , make sure to check out some of our other language articles with explanations, examples, and quizzes.

Confused words

• Affect vs effect
• Further vs farther
• Loose vs lose
• Whose vs who’s

Definitions

• Bear with me
• Presumptuous

US vs. UK spellings

• Burned or burnt
• Canceled or cancelled
• Dreamt or dreamed
• Gray or grey
• Theater vs theatre

You should start a professional email with a greeting and the name and title of the recipient (e.g., “Dear Mr. Walken”). Then, you should include an introductory line like I hope this email finds you well , followed by the body of the email.

For less formal emails, you can use a more casual introductory line like I hope you’re doing well .

Some synonyms and phrases related to I hope this email finds you well include:

• It is a pleasure connecting with you again
• I hope you are doing well
• I hope you are having a productive week

Miss is a title for an unmarried woman or girl (e.g., “Miss Jones”). It cannot be used for a married woman. It is sometimes seen as slightly old-fashioned, since it defines the woman by her marital status.

Ms. is a title for a woman whose marital status is unknown, for an older unmarried woman, or for any woman in a context where you don’t want to emphasize the woman’s marital status. It’s intended to be neutral, in that it can be used for married and unmarried women alike—much like “Mr.” can be used for married and unmarried men.

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“To Whom It May Concern” [How, When, Alternatives]

By Status.net Editorial Team on June 16, 2023 — 7 minutes to read

“To Whom It May Concern” is a phrase used in formal letters as a salutation when the recipient’s name is unknown. It is considered a polite way to address a letter when you are unsure who will be reading it. While it has been used for many years, its usage in correspondence has declined recently, making it seem somewhat outdated and old-fashioned.

Using “To Whom It May Concern” suggests a level of formality in your communication. This can be useful, especially when addressing potential employers who may appreciate the traditional approach. However, some employers might view it as an indication that you have not put enough effort into finding the recipient’s name. In that case, using this phrase might come across as lazy and could negatively impact your chances of landing an interview.

When writing a formal letter that includes “To Whom It May Concern,” it is crucial to ensure the spelling and formatting are correct. That includes double-spacing after the colon and using proper capitalization. Remember that correctness in such details reflects your attention to detail and professionalism.

Although “To Whom It May Concern” has its rightful place in formal letters, you should make an effort to find the recipient’s name whenever possible. This demonstrates your willingness to research and personalizes your message. If you cannot find the specific individual’s name, consider alternative salutations, such as “Dear Hiring Manager” or “Dear [Department] Team”.

Related: How to Start a Letter (and Mistakes to Avoid)

“To Whom It May Concern” Capitalization

It is important to remember that the phrase “To Whom It May Concern” should be capitalized properly to adhere to standard writing conventions.

The first letter of each word in “To Whom It May Concern” should be capitalized, including the prepositions “To” and “It.” This is because the phrase functions as a formal greeting and should be treated as such. Additionally, it is important to avoid using all caps or lowercase letters, as this can appear unprofessional and may convey a lack of attention to detail.

In general, proper capitalization is an important aspect of effective communication in both written and spoken language. By following standard conventions and taking care to capitalize important words and phrases, you can ensure that your message is clear, professional, and easy to understand. Whether you are writing a formal letter, an email, or a report, taking the time to pay attention to capitalization can make all the difference in how your message is received.

How to Write “To Whom It May Concern” with Examples

When to use “to whom it may concern”.

“To Whom It May Concern” is a formal greeting used in professional correspondence when you are uncertain of the recipient’s name or position. Use this phrase when you do not know the name or gender of the person to whom your letter or email is directed. This type of greeting is particularly useful in job applications, inquiry letters, complaints, or any other situation where you need to reach out to an organization without a specific contact person.

Example Use of the Phrase

When using “To Whom It May Concern,” follow it with a colon and begin your letter or email with a professional tone. Here’s an example:

To Whom It May Concern:

I am writing to inquire about the open position of Marketing Manager at X Company. With my extensive experience in marketing and passion for your brand, I believe I would be a valuable addition to your team.

[The body of your letter continues here]

Remember to keep the content of your letter or email formal and professional, and use appropriate formatting, such as bullet points and bold text, to emphasize important information.

When Not to Use “To Whom It May Concern”

When you are writing a business letter or correspondence, it’s always better to address the recipient by their name. Doing so demonstrates professionalism and a personal touch. 

How to Find the Recipient’s Name

• Check the company’s website: Look through the company website, specifically in the “About Us” or “Team” sections to see if you can find the name of the person you’re contacting.
• Utilize LinkedIn: This professional networking website is a goldmine for contact information. Search the company and look through employee profiles to see if you can find the person in charge of the department in question.
• Contact the company directly: If all else fails, call or send an email to the company’s main contact number or email address. Ask the human resources department or receptionist if they can give you the name of the person you need to address your correspondence to.

Avoid using “To Whom It May Concern” when you have a specific contact person or department to address your letter or email. This generic greeting can make your correspondence feel impersonal and may even give the impression that you didn’t take the time to research the recipient’s name.

Only use this phrase when it’s truly necessary, such as in a blind submission for a job or when you have exhausted all efforts to find the addressee’s name.

Alternative Ways to Say “To Whom It May Concern”

Instead of using “To Whom It May Concern,” there are alternative ways of addressing your recipient that can help create a more personalized and engaging tone in your writing.

Example of Alternatives Ways to Say “To Whom It May Concern”

• Dear [Job Title] : If you know the specific position of the recipient but not their name, using the job title is a great way to address them, e.g., “Dear Hiring Manager” or “Dear Customer Service Representative.”
• [Department Name] Team or [Company Name] Team : If you are addressing a particular team or department, you can use their name, e.g., “Human Resources Team” or “Widgets Inc. Team.”
• Good Morning/Good Evening : Appropriate for more informal settings or when writing to a group, you can use the time of day as a salutation, e.g., “Good Morning, Sales Team.”
• Dear Sir/Madam : Although slightly formal, this greeting is still widely used for formal communication when the recipient’s name or gender is unknown.

Remember, when using these alternatives, always capitalize on the first letter of each word in your salutation, just as you would in “To Whom It May Concern.”

Before using alternatives, it’s always worth putting in some effort to find the recipient’s name. This can make your message more personal and show that you took the time to research. You can search for the recipient’s name on the company website or their social media profiles. Having the correct name and adjusting your pronoun usage accordingly (he, she, they, etc.) can help build a stronger connection with your recipient.

Choosing the right greeting for your letter or email can set the tone for your entire message. By opting for alternatives to “To Whom It May Concern,” you can create a more personalized and engaging piece of writing that sets you apart from others.

Frequently Asked Questions

What is the meaning behind the phrase ‘to whom it may concern’.

The phrase ‘To Whom It May Concern’ is a formal greeting used in correspondence when the recipient’s name or specific job title is unknown. It signifies that the content of the letter or email is relevant to anyone who may be responsible for handling the issue addressed in the message.

When is it appropriate to use ‘To Whom It May Concern’ in a letter?

Use ‘To Whom It May Concern’ when you don’t know the recipient’s name, their specific role, or the appropriate salutation. For example, if you’re submitting a generic job application or a formal complaint to a company without a specific contact person.

What are some suitable alternatives to ‘To Whom It May Concern’ in correspondence?

If you want to avoid using ‘To Whom It May Concern’, consider alternatives such as ‘Dear Hiring Manager’, ‘Dear Sir or Madam’, or ‘Dear [Department Name] Team’. These options allow you to maintain a formal tone while addressing a specific group or individual.

How can the recipient’s name be found for addressing a letter more personally?

To find the recipient’s name, try checking the company’s website, LinkedIn or other professional networking sites, or making a phone call to the company to ask for the appropriate contact person. Personalizing the salutation can help make a better impression.

What is the proper punctuation to use after ‘To Whom It May Concern’?

After ‘To Whom It May Concern’ use a colon (:) to properly punctuate the phrase. For example, “To Whom It May Concern: I am writing to express my interest in the open position at your company.”

Can you provide an example of using ‘to whom it may concern’ in a sentence?

Here’s an example: “To Whom It May Concern: I am submitting this letter of recommendation for John Smith, who worked under my supervision for three years.”

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24 To Whom It May Concern Letters

Many experts call it old-fashioned, out of touch, cold, stuffy, and many other negatives. Yet, despite the bad public opinion towards this type of letter, it still has its place. Even with the worldwide connectivity, there is a spot where it is needed.

Because of that, you need to learn how and when to write a good To Whom It May Concern Letter. The way to do that is by continuing to read this article. It provides you with the information you need to know.

What is “To Whom It May Concern”?

“To Whom It May Concern” is a salutation that is used when you do not know who you are to address your formal letter. If you do not know the name of the person that handles the particular issue you are writing about, you use this salutation.

It is also used after you have made every effort possible to find the name of the correct person who you should be addressing your content towards. Contrary to some experts’ opinions, businesses are not trying to be more natural or conversational. A professional business always writes formal letters in business formats.

When they do not know the name of the person they are to address, this is still the accepted and polite salutation to use.

To Whom it May Concern Letters & Emails

When to Use “To Whom It May Concern”

You use this greeting when you do not know the name of the person responsible for your particular concern. It is used at the beginning of the letter, an e-mail, or other forms of correspondence.

Primarily, you will find this greeting on letters of recommendation, job search inquiries, cover letters, or when you do not know the name of the person you need to contact to address a complaint or question.

It is never used when you know the name of the person you need to contact.

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

This style of the letter is written in the formal business format, and make sure you do not indent any of the paragraphs of the body of the letter. Here are the style tips you should follow:

• No heading – you do not need to put any additional information at the top of the letter except maybe the date.
• Use Re:- you can use this after the date to either replace the To Whom It May Concern salutation or to let the reader know what your letter is about.
• To Whom It May Concern- notice all the words in the greeting are capitalized as that is the correct format. It is your salutation and opening.
• The body of the letter- this is where you can go into details of why you are writing. Identify the purpose of your writing your letter in the first line.
• Closing- use the word ‘Sincerely’ as this is a formal letter, then sign your name above your printed name.

Each letter may be slightly different in style and it depends on the purpose of the letter and which organization you are sending it to.

Options for Starting a Formal Letter

Many people do not like the To Whom It May Concern, so you can use different alternatives and make the same point:

• Use proper titles- you can say, Dear Sir, Ma’am, Miss, Mrs or Ms. & Dr., with no last name following.
• Use generic titles- you can say, Dear manager, recruiting team, supervisor, president, general manager, or whichever generic title fits your content.
• Use department labels- in this situation, you can write Dear recruiting department, human resources department, hiring team, promotion department, sales department, etc.
• Say hello- then leave it at that, or you can use a synonym for hello also.
• Use Re:- this works well as it states the purpose of your writing the letter.
• Leave it blank- just open with the date and begin writing your concern.

How to Avoid “To Whom It May Concern”

The best way to avoid using this salutation is to spend a few minutes searching for the name of the person you should address your letter to. This can be done by calling the company or organization and asking the secretary who answers the phone.

Or you can go to the company’s website and look at the web page with the administration lists or the contact page for specific names. The ‘About Us’ page or the ‘Staff’ link should give you plenty of leads to follow up.

Some people may suggest using a social media outlet like LinkedIn but there are many companies with people who have the same name and it is possible to get the wrong one. Or the page was not updated and the person has left the company.

Options for What to Use Instead

If you do not like doing a cold opening using RE: or just the first paragraph, the best way to be taken seriously and show respect is to open with Dear and then give one or several titles.

Some women like the title Miss while others prefer Ms. and vice versa. But if you want a good response and be taken seriously, be respectful and polite. Or you can say Dear {the name of the person in charge of recruiting}, etc.

That should get your letter in front of the right person who can address your concerns.

Final Thoughts

Using To Whom It May Concern is not an outdated concept. It is the right business and formal greeting to use when you are not sure who you should be talking to. You do not want to be insulting to the reader of the letter, and it is sometimes best to go the ‘old-fashioned’ route than any new modern option. There is nothing wrong with using that greeting except when you know the person’s name, or you use it in subsequent letters after being told the person’s name.

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11 FREE To Whom It May Concern Letter Samples & Templates

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

To Whom It May Concern Letter

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2. Verification To Whom It May Concern Letter Template

3. To Whom It May Concern Letter Template

Understanding “To Whom It May Concern”

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

The Correct Usage of This Salutation

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

Writing the Salutation “To Whom It May Concern”

Formatting rules.

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

Placement in Correspondence

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

Contextual Application

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

Alternatives to “To Whom It May Concern”

Job title-based salutations.

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

Other Formal Alternatives

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

Crafting a Letter with “To Whom It May Concern”

Structure of the letter.

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

Tips for Effective Communication

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

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

4. Sample To Whom It May Concern Cover Letter

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5. Sample Residence To Whom It May Concern Letter

Size: 72 KB

6. Sample To Whom It May Concern Recommendation Letter

Size: 27 KB

Evaluating the Correctness of “To Whom It May Concern”

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

Historical and Contemporary Use

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

Appropriate Contexts for Usage

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

Modern Communication Trends

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

Pros and Cons of Using This Salutation

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

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

7. College To Whom It May Concern Letter Template

Size: 30 KB

8. Employee To Whom It May Concern Letter Template

Size: 32 KB

Exploring the Meaning of “To Whom It May Concern”

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

The Essence of the Phrase

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

Historical Context and Usage

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

Contemporary Relevance

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

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

The Implications of Using the Phrase

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

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

Modern Alternatives and Best Practices

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

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

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

9. Sample To Whom It May Concern Application Letter

Size: 41 Kb

10. Sample To Whom It May Concern Invitation Letter

Size: 41 KB

11. To Whom It May Concern Authorization Letter Template

Size: 652 KB

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

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

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

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

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

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

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

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

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

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

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

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To Whom It May Concern has become a controversial phrase. Some people think it’s lazy to use this greeting since the recipient’s name is usually somewhere on the internet, while others say that you can’t always know who the recipient will be, so “To Whom It May Concern” is the best choice.

In this article, we’ll cover when and how to use “To Whom It May Concern,” as well as alternatives and examples to help you pull all our tips together.

Key Takeaways:

“To Whom It May Concern” is appropriate to use:

When lodging a formal complaint

A letter of recommendation

A letter of introduction

You should not use this phrase when writing a cover letter or a letter on your own behalf.

To find the recipient’s name you should check the job listing, check the company’s website, and use networking websites before using the phrase.

When to use “to whom it may concern”

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Dear Recruiting Team

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

Dear Hiring Manager

Dear Recruiter

Dear Recruiting Manager

Dear Recruiting Department

Dear Human Resources Manager

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

Dear Personnel Manager

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

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

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

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

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

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

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

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

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

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

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

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

Is “To Whom It May Concern” rude?

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

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

Should I use “To Whom It May Concern”?

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

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

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

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

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

How do you address a letter to an unknown person?

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

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

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

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

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

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

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

Options for Starting a Letter

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

Miguel Co / The Balance

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

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

Key Takeaways

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

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

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

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

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

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

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

Look for a Contact Person

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

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

Check the Job Listing

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

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

Check the Company Website

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

Ask the Employer

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

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

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

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

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

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

Capitalization and Spacing

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

To Whom It May Concern:

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

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

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

Here are some options:

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

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

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

What is the best format for business letters?

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

What are the sections of a business letter?

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

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

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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To Whom It May Concern Letter

Letter maker.

To Whom It May Concern,

I am writing to formally address a matter of importance. This letter serves as an official document pertaining to [specific subject or issue].

In detail, [provide a comprehensive explanation or details about the subject]. This includes [specific information, dates, names, or any relevant data]. The purpose of providing these details is to ensure a clear understanding and facilitate a smooth process.

As a result, I kindly request [specific action or response needed]. This action is crucial for [reasons for the request or its importance]. I am confident that addressing this matter will lead to [positive outcome or resolution].

I appreciate your attention to this matter and am eager to collaborate for a swift and effective resolution. Please feel free to reach out to me at [Your Contact Information: phone number, email address] for any further information or clarification.

Thank you for your time and consideration.

[Your Name] [Your Position, if applicable] [Your Contact Information]

Text prompt

• Instructive
• Professional

Write a letter to parents informing them about the upcoming parent-teacher conference at school

Compose a letter to students congratulating them on their achievements in the recent science fair.

To Whom It May Concern: The Quick and Simple Guide to Using This Phrase (With Examples)

by NASP Team

When writing letters or emails in business, one must remain neutral and professional while still writing in a friendly tone so as not to distance your reader. Establishing this formal tone begins with the salutation —the very first line of your letter. “To whom it may concern ,” for example, is a particularly popular salutation for business letters and emails. 

But when and how should you use this greeting ? And are there any other ways to say “To Whom it May Concern” ?

In this article, we’ll answer these questions and more, providing you with a complete guide to this phrase and when it’s acceptable to use it. Read on to find out more!

When to Use “To Whom It May Concern”

So, when is it appropriate to begin your business letters or emails with “To Whom It May Concern”?

Before the popularization of the internet, it was standard practice to start a f ormal business letter: “To Whom It May Concern .”

Nowadays, however, it’s easy to look up the name and title of the person you’re writing to , so using this greeting just comes across as lazy .

However, there are circumstances in which starting a business letter “To Whom It May Concern ” would be acceptable —for example, if you’re writing to a company or department and are not sure who specifically to write to.

When to Avoid Writing a “To Whom This May Concern” Letter

This salutation should be avoided whenever possible . Not only does using it suggest laziness on your part, but it also gives the impression that you are careless and unprofessional . 

There are a few steps you can take to find out the name of the person you’re writing to and avoid addressing a letter “To Whom It May Concern” .

• Check their website. Look out for links to “About Us” pages. 
• Check their LinkedIn. On LinkedIn, you can view a company’s employee list.
• Call and ask. Someone from the company’s administrative department should be able to give you the information you need.

How to Write a Letter “To Whom It May Concern”

What if you try everything and still can’t find out who you’re writing to? Or what if you are sending an email to a general department—for example, a complaints department—and have no idea who might respond?

In this case, a “To Whom It May Concern” email would be acceptable.

If you find yourself writing a letter or email that uses this greeting, you may wonder if there’s anything else you should include in your correspondence. You may wonder how to start a letter with “To Whom It May Concern,” for example.

Or, you may not know what sign-off you should use to bring your correspondence to a close. This section will answer these questions and more.

How to Start a Letter “To Whom It May Concern”

When writing to someone you don’t know, adopt a polite, formal tone . This begins with the opening lines of your email. Here are a few pointers to start you off on the right foot:

• How do you write “To Whom It May Concern ”? When using this salutation, you should capitalize the first letter of every word. You should also follow it with a colon.
• Are there any formatting rules you should follow? A double space should always follow your greeting.
• What should you include in the opening paragraph? Make sure to introduce yourself and briefly explain why you’re getting in touch.

How to Close a “To Whom This May Concern” Letter

Once you’ve finished writing the body of your email, you’ll have to choose an appropriate sign-off . Since this is the last thing your recipient will read, it’s important to get this right so that you leave a good impression on them. 

When thinking about how to end a “To Whom It May Concern Letter ,” think about the sort of tone you want to convey. Ideally, your sign-off should be professional but friendly. Some good examples are:

• “Best regards”
• “Cordially”
• “Thank you for reading”
• “Sincerely”
• “Kind regards” 
• “Have a good weekend”

A Few Other Tips to Keep in Mind

When considering how to write a business letter “To Whom It May Concern ,” what other things should you keep in mind ? Below, we’ve included a few pieces of advice to help you make a good impression when using this greeting:

• Use a formal tone. This doesn’t mean being cold or unfriendly. Simply do your best to come across as respectful and polite.
• Ask for their name. When introducing yourself to someone you hope to form a business relationship with, this is a good idea.
• Proofread your correspondence. Nothing ruins a professional email like careless typos! Be sure to look your email over before hitting send.

What to Use Instead of “To Whom It May Concern”

As we’ve already said, this greeting is not the best way to start a letter or email—not when it’s so easy to find out people’s information these days. So, what are some more personalized, modern options you can use instead?

If you’re looking for an alternative for “To Whom It May Concern ,” consider:

• “Greetings”
• “Dear Hiring Manager”
• “To the [company name] [department] team”
• “Good morning/afternoon”

If you’re looking for another way to say “To Whom It May Concern ,” there are plenty of options for you to choose from that will help you make a better first impression! The above list only includes just a handful of alternatives.

“To Whom It May Concern” Letter Templates

If you’ve been left with no other choice, you may still end up having to use this greeting. In that case, you may want to take a look at a couple of “ To Whom It May Concern” examples to get an idea of what to include in your own. 

In this section, we’ve included a couple of samples for your consideration that we hope will be useful.

“To Whom It May Concern” Letter Example #1

To Whom It May Concern:

I am writing to you in response to your reference request for Liz Carter.

During her time here, Liz has proven herself to be a highly motivated, intelligent individual. From her very first day, she has always shown initiative, going the extra mile to ensure customers were satisfied with their in-store experience. 

Liz’s performance has been, in a word, excellent; I am sure she would be an asset to your team and cannot recommend her highly enough.

Kind regards,

Daniel Kinley

“To Whom It May Concern” Letter Example #2

Unfortunately, I am writing today to file a complaint against your services. 

After a lengthy delay, the necklace I ordered from your website finally arrived this morning. I originally purchased the item as a gift for my daughter’s eighteenth birthday, but it did not arrive in time.

Furthermore, when I inspected the necklace before wrapping it, I found an area that was very obviously discolored.

I am requesting a full refund and a replacement as soon as possible.

Molly Harding

Should You Use a “To Whom It May Concern” Letter Heading ?

We hope this article has given you something to think about the next time you have to write a business letter or email.

While this popular salutation has been in circulation for some time, you may want to rethink beginning a letter with “ To Whom It May Concern.”

Alternative options are available and are often far more personalized and engaging.

That said, if you’ve taken all the necessary steps and still feel it necessary to use this greeting, we hope that the advice we’ve given on how to use “To Whom it May Concern ” will prove useful!

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To Whom It May Concern: What it Means and When to use it

Main To Whom It May Concern Takeaways:

• To Whom It May Concern is a salutation. The salutation of a letter gives writers a chance to set the tone of your correspondence .
• Capitalize the letter of each word, then follow the phrase with a colon.
• To Whom It May Concern may also be written as To Whom This May Concern .
• Alternatives include Dear , Hello , and Greetings .
• There are pros and cons to using a generic greeting . It can minimize the risk of misspelling a name or incorrectly identifying gender. On the other hand, it can sound impersonal and imply laziness or a lack of care.
• To Whom It May Concern is appropriate for formal correspondence when you don’t know who the recipient is. This includes letters of reference, initial contact emails, and when prospecting.

You should always do everything you can to find out the recipients name and contact information. However, when this isn’t possible, use To Whom It May Concern . We’ll show you how to correctly use this salutation and look at sample letters with To Whom It May Concern in action.

What is the Correct way to Write To Whom It May Concern?

Always capitalize the first letter of every word. Then , add a colon at the end of the phrase, right after the word Concern . Next, double-space before beginning the rest of your letter.

Using To Whom It May Concern Correctly :

• Capitalize the first letter of every word.
• Punctuate it with a colon after following Concern . If you’re working with a particular style guide, be sure to consult it for specific rules. Some call for a comma instead of a colon.
• Double-space before starting the body of your letter.

Example Letter Using To Whom It May Concern

I recently purchased a pet harness from your company’s website, and the strangest thing happened. It arrived damaged, but the damage didn’t appear to be from a shipping problem. Rather, it seemed to be chewed up. I am hoping you can help me with this, either through a replacement or a refund. I’d also love to understand how this happened!

Best Regards,

What is the Meaning of To Whom It May Concern?

This is a traditional salutation found in formal or professional correspondence . To Whom It May Concern is usually used when you aren’t sure of the recipient’s name or who the recipient might be. Basically, it means that you are addressing whoever is responsible for what your letter is about. “It” refers to what your letter is about. “ To Whom ” and “ Concern ” refer to the person responsible for (or concerned with) your query. “ May ” refers to the fact that you’re not sure who is responsible for your query.

Some feel that this common salutation is becoming obsolete. Similarly, others feel it sounds too impersonal and even stuffy. However, many letter writers wonder if this classic greeting is still appropriate and effective to use.

Is To Whom It May Concern Rude?

No, it’s not rude to use “To Whom It May Concern” in your cover letters, proposal letters, and other correspondence. That’s because this salutation works well when you are unsure of the recipient’s name and want to come across as respectful. 

With that said, “To Whom It May Concern” may not be the ideal salutation in specific contexts. For example, it’s acceptable to use the salutation when lodging a customer service complaint. 

Meanwhile, using “To Whom It May Concern” in your cover letter may make it come off as bland. So, while using it is appropriate in certain situations, when you have a specific name that you can address, it is best to do so.

When It’s Okay to Use To Whom It May Concern

To Whom It May Concern can still be useful at times. It’s appropriate to use this generic greeting in:

• Letters of reference or introduction.
• Initial contact forms or emails.
• Cover letters for Resumes.
• Prospecting letters .
• Any correspondence where multiple recipients will receive the same letter.
• Any time you are not sure who the recipient is.

Should I use To Whom It May Concern?

If you don’t who the recipient is, using To Whom It May Concern is fine. Alternatives include Greetings and Dear . Use these alone or in combination with the person’s job title or department. However, it all comes down to style and context. On one hand, To Whom It May Concern is a generic greeting that helps avoid addressing the wrong person, misspelling a name, or using the incorrect gender. Another benefit is that if you’re sending the same letter to multiple people, you’ll save time researching names and changing the greeting. On the other hand, it’s less personal and can seem old-fashioned. Or worse, it could come off lazy because a quick Internet search or phone call could give you the information you need to create a more personal and unique impression.

It can be difficult to start a letter if you don’t know who the recipient is. This may happen when writing business letters to a company, cover letters for resumes, and recommendations.

• You won’t risk addressing the wrong person, misspelling a name, or incorrectly guessing a gender.
• If you’re sending copies to multiple people, you don’t have to change the greeting.
• Using To Whom It May Concern can save you time researching names.
• Ultimately, detractors of To Whom It May Concern argue that we live in an age of information, which has rendered this generic greeting obsolete.
• It’s now possible to find the names of contacts for most companies through websites and social media accounts.
• Plus, what an internet search can’t accomplish, a quick phone call easily can.

The good news is that there are plenty of alternatives for this go-to salutation.

To Whom It May Concern Alternatives

You’ve made every effort to find the name of your contact person but in the end, you still aren’t sure.

But, you want to avoid using To Whom It May Concern. You want to stand out from the crowd and make a memorable but professional first impression.

You may also have tossed out the classic Dear Sirs since your correspondence could easily end up on the desk of a female employee. What’s left?

Here are the 15 best modern To Whom It May Concern alternatives:

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

All of these options imply knowledge of the recipient’s name, but remember, there are plenty of ways to find your addressee on the internet. Ways to Find Contact Information

• Search the company’s website for your contact.
• Visit the company’s social media or LinkedIn page.
• Reach out via a chat box or direct message to ask a representative who you should be writing to.
• If all else fails, a phone call should do the trick.

Let’s take a closer look at when and how you might use some of these alternatives.

Hello or Greetings

These casual salutations can be useful when writing informal correspondence, such as emails, memos, or direct messages on social media.

Use them alone or in with a name, job title, or department.

Typically, place a comma after the name or point of contact.

Some writers may opt for a colon or even a period or exclamation point to create additional emphasis. However, always consult the particular style guide you’re following.

What’s more, be sure to consider your audience. For example, exclamation points can seem very informal and are not always appropriate or appreciated.

Dear vs. To Whom It May Concern

Dear is also a classic salutation. But, is more common in modern letter-writing use thanks to its simplicity and versatility.

To properly punctuate this greeting, use Dear + Name , followed by a comma .

There are several ways you can use this traditional greeting in correspondence.

1. Dear [Name]

For informal correspondence, use a first name or even a nickname. For formal correspondence such as business letters, use the person’s title and surname. Titles, otherwise known as honorifics , may include Dr. , Professor , Mrs. , Mr. , Ms. , Miss , and the gender-neutral Mx. If your letters are aiming high, your greeting may also include royal titles such as Lord and Lady .

2. Dear [Role], [Team], or [Department]

When writing professional letters or corresponding with companies, it’s acceptable to address a letter to a department or the representative of a position.

By using a specific role, you can make sure your letter reaches the intended recipient.

Addressing a letter to a team is another effective way of personalizing a letter without using a specific person’s name.

When addressing a letter to a specific department, you increase the likelihood of it reaching someone in the know.

This is especially useful when you just can’t find the name of a person or if you know the company is in transition.

The Importance of a Salutation

When you correspond with a person or company, it’s generally for a purpose.

Letters offer a chance to connect with potential clients, employers, or employees, and can serve to notify recipients of wants, needs, or demands. They may also be a way to reach out with questions of varying levels of importance.

That’s why it’s vital to get it right when you’re writing a letter.

A salutation is a crucial part of any correspondence . With a single phrase, the writer can set the tone for the letter. It’s a chance to create that all-important first impression.

The salutation can let the reader know whether the letter will be formal or informal, friendly, or professional. It can create a sense of familiarity or show that the recipient is unknown to the sender .

Using someone’s name may also be an effective way to grab your recipient’s attention, making sure what’s said next gets read. But, when you aren’t sure who the recipient is, To Whom It May Concern is an ideal choice.

Try This Quick To Whom It May Concern Quiz

Question #1.

The answer is TRUE. To Whom It May Concern is a generic salutation typically used when the writer doesn’t know the recipient’s identity.

Question #2

The answer is B. Since the salutation doesn’t address anyone in particular, it feels less personal.

Question #3

The answer is B. You can use a colon to punctuate To Whom It May Concern.

Question #4

The answer is D. All the salutations above are viable modern alternatives for To Whom It May Concern.

Read More: Best Regards and Alternatives: the Best ways to end an Email

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Pam is an expert grammarian with years of experience teaching English, Writing and ESL Grammar courses at the university level. She is enamored with all things language and fascinated with how we use words to shape our world.

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