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

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

6 months ago   •   6 min read

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

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

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

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

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

Let’s get started!

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

Although "To whom it may concern" is seen as as outdated or impersonal in modern job markets, there are specific situations where you may still want to use it:

Formal or traditional industries

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

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

Large organizations with unknown recipients

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

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

When personalization is not possible

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

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

In cultures where it’s the norm

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

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

When not to use a generic greeting

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

In modern, informal industries

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

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

When information is available

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

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

Small to mid-sized companies

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

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

Companies that emphasize personal connection

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

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

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

The best alternatives for “to whom it may concern”

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

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

“Dear Hiring Manager”

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

“Dear [Job Title]”

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

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

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

“Hello [Department Name]”

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

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

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

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

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

“Greetings”

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

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

“Hello Hiring Team”

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

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

Strategies for finding the hiring manager's name

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

Start with the job posting

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

Check the company website

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

Social media

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

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

Company directory

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

Contact the HR department

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

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Blog Cover Letter Help To Whom It May Concern

'To Whom It May Concern' in a Cover Letter - 6 Alternatives

Using ‘To Whom It May Concern’ in a cover letter is better than not using any greeting at all. However, each of our 6 alternatives will leave the hiring manager with a better impression of you as an applicant.

As featured in: *

When you can’t find the name of a contact person, ‘To Whom It May Concern’ is an acceptable way to start a letter to apply for a job .

However, we first recommend finding the name of a contact and addressing your cover letter to them because using their name:

• makes your cover letter more personalised
• shows you understand professional cover letter writing best practices
• reveals you took the time and effort to research the person and the role

Below, we show you when and how to use ‘To Whom It May Concern’, as well as provide 6 professional alternatives for your cover letter.

When to use ‘To Whom It May Concern’

If you insist on using this outdated phrase, ‘To Whom It May Concern’ is acceptable in only two situations:

1. You’re writing a prospecting cover letter

When you send your job application to companies to see if they have any open positions, you probably won’t have a direct contact person to address.

In a situation where you have no idea who to address or even which department to target, use ‘To Whom It May Concern’ if you can’t find a suitable contact person.

You can also use a prospecting letter (also called a speculative cover letter ) to ask for the right point of contact for your application.

Here’s an example of ‘To Whom It May Concern’ in action:

Prospecting Letter Example (Text Version)

To Whom It May Concern,

I’m writing to ask if you have an opening for an experienced receptionist at your organisation. I’d love to contact the person in charge of recruitment for this role as I’m interested in discussing the possibility of working for your company.

Yours faithfully,

Betty Fischer

2. You’re providing a letter of recommendation

If you’re writing a recommendation letter for a former colleague or employee as one of their chosen CV references and don’t know who to address, you can use ‘To Whom It May Concern’. The reader won’t expect you to know whom to address the letter to, and it’s not your responsibility to find out either.

Recommendation Letter Example (Text Version)

I’m writing to confirm that Carole Birkins was an employee at FarmTrust Ltd. for three years.

In that time, she dedicated herself to becoming one of our top-performing business analysts and volunteered for projects that were beyond her role. I highly recommend Carole for this position.

Please feel free to contact me anytime by phone on 07351 382 124 or via my email, [email protected].

Mario Bennett

How to use ‘To Whom It May Concern’ in an email or letter

If you must create a cover letter for an email or one sent by post with ‘To Whom It May Concern’, here’s how to do it properly:

1. Follow formal cover letter formatting

When using formal greetings like ‘To Whom It May Concern’, follow these ways to ensure you properly format your cover letter :

When using ‘To Whom It May Concern’, always:

• capitalise the first letter of every word
• end the phrase with a comma
• start a new paragraph after typing your greeting

When using ‘To Whom It May Concern’, never:

• use awkward variations like ‘Dear Whom It May Concern’, ‘To Whomever It May Concern’, or ‘To Whom This May Concern’

2. Choose the right ‘To Whom It May Concern’ ending

The cover letter greeting you start with will determine how you should end your cover letter .

Use these standard UK letter endings depending on the cover letter introduction you use:

• Use ‘ Yours faithfully ,’ if your cover letter starts with ‘To Whom It May Concern’, or another opening without a person’s name
• Use ‘ Yours sincerely ,’ if your cover letter starts with a person’s name

How to find the name of the proper person to address

If the job advert doesn’t include the contact person’s information, try the following:

1. Check the company website

Companies often have an ‘ About Us ’, ‘ Team ’, or ‘ Company Directory ’ page that lists their employees’ names and current job titles .

At a minimum, you’ll find a general information email inbox where you can send a request to learn the name or title of the person you’re addressing your letter to.

2. Do a targeted Google search

Try using Google’s site search operator to find specific information on the company’s website.

Type in this site search format and fill in your target company’s website and job title information, like so:

• site:companyname.com “job title”
• site:companyname.co.uk “job title”

3. Visit the company’s LinkedIn profile

Search for the company’s profile on LinkedIn . On the top of the company’s page is a hyperlink that prompts you to ‘ View all [number] employees ’.

You can click that link and scan the list until you find the person or job title you want.

And if the company has thousands of employees, try narrowing your search with the ‘ Location ’, ‘ People ’, and ‘ Job Title ’ filters.

4. Contact the company

Call or email the company to ask for the contact person’s name, job title, and work email address. But don’t forget to explain why you need the information, or you may be confused for a spammer.

Reaching out to the company shows the employer you’re willing to take the initiative  and are genuinely interested in the job.

Just remember that emails include your name, so if you prefer to remain anonymous before sending off your application, place a call instead.

Also avoid using the ‘ Dear Sir or Madam’ phrase because it’s stiff, outdated, and doesn’t take nonbinary people into account.

6 ‘To Whom It May Concern’ Alternatives

Here are six ‘To Whom It May Concern’ alternatives to use when starting your cover letter :

1. Dear Mr/Ms/Mrs/Miss/Mx [Contact Person’s Surname],

The standard greeting for cover letters is ‘Dear’ followed by your contact person’s title, surname, and a comma.

Below are examples of how to address a cover letter with the contact person’s name:

Dear Mr White, Dear Ms Rodney, Dear Mx Taylor,

Remember these points when choosing a title:

• Use ‘ Mr / Ms ’ if you know the employer’s gender. If a female contact has a preference they’ve mentioned in the job advert, use ‘ Mrs ’ or ‘ Miss ’.
• Use ‘ Mx ’ if the gender of the contact person is unclear, if they have a unisex name like Jessie, Alex, or Jamie, or if they use ‘they’ pronouns. (You can also use ‘Dear [Full Name],’ to avoid offending the reader.)

2. Dear [Job Title],

If you know the contact person’s position but don’t know their name, you can address them by their job title. For example:

Dear Managing Director, Dear Human Resources Manager, Dear Human Resources Director, Dear Customer Service Manager, Dear Head of Sales,

3. Dear [Department Name],

If you know the name of the department you’re applying to, try addressing your cover letter like this:

Dear Sales Department, Dear Human Resources Department, Dear Finance Department, Dear Customer Service Department, Dear Marketing Department Manager,

4. Dear Recruiter,

If you’ve done your research and still can’t find a contact name, job title, or department, address your cover letter to the recruiter, like so:

Dear Recruiter, Dear Recruiting Manager, Dear Recruiting Team,

5. Dear [Position You Want] Hiring Team,

Beginning your cover letter ‘Dear [Position You Want] Hiring Team,’ is a great way to emphasise the job title you’re seeking.

Here are three examples of how to address the hiring team for your target position:

Dear Graphic Design Specialist Hiring Team, Dear Accounting Intern Hiring Team, Dear Marketing Manager Hiring Team,

6. Dear [Creative Nickname],

You can also use a creative nickname to open your cover letter — but only if the job description’s tone and directions make it clear that the recruiter values unique, creative applications.

Creative nicknames instead of ‘To Whom It May Concern’ are also used to start these example cover letters :

Dear Future Boss, Dear Leader of Data, Dear David Brent of [Company Name],

FAQs Regarding ‘To Whom It May Concern’

If you’re still unsure of what to write in a cover letter and whether ‘To Whom It May Concern’ is appropriate for your application, here are some frequently asked questions and answers about this phrase.

1. Is it appropriate to use ‘To Whom It May Concern’ in an email cover letter?

Yes, ‘To Whom it May Concern’ can be used if you’re writing a cover letter for your email as an attachment or directly in the body text, just like a traditional cover letter .

However, keep in mind that emails often have a more informal tone, so consider using a more personalised greeting if possible.

2. Is ‘To Whom It May Concern’ suitable for all types of cover letters?

‘To Whom It May Concern’ can be used for many types of cover letters, including job applications, business inquiries, and general inquiries.

However, you should always try and find a specific person to address the letter to if possible, as doing so can increase the chances of your letter being read and considered.

3. How do you properly format ‘To Whom It May Concern’ in a cover letter?

‘To Whom It May Concern’ is typically formatted as the first line of the cover letter, followed by a colon or a comma. Here are two examples:

To Whom It May Concern, To Whom It May Concern:

Geoffrey Scott

Geoff Scott is the Senior Hiring Manager for the CV Genius team. With an MA from the University of Nevada and 8+ years of industry experience, he proudly helps internet users around the world navigate the (often stressful) job-hunting process in their home country. Geoff is a regular contributor to GoDaddy.com and their blog, and has been quoted on news outlets and websites like the BBC, Fortune, Forbes, and HR Brew for his insights on hiring and jobs

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Blog Cover Letter Help To Whom It May Concern

To Whom It May Concern: Alternatives for Your Cover Letter

“To Whom It May Concern” is not the best way to open a cover letter. We’ve compiled a list of five better alternatives, so you can start your cover letter off strong and land more interviews.

As featured in *

Should I use “To Whom It May Concern”?

You shouldn’t use “To Whom It May Concern” on a cover letter unless you have no other choice. But if you must, make sure you know how to do it properly and look at a cover letter sample first before drafting your own.

When you apply for a job, your goal is to impress the hiring manager and get called in for an interview. Using “To Whom It May Concern” in your cover letter won’t help you achieve this goal.

Addressing your cover letter in such a vague, impersonal way shows you didn’t spend any time researching the position, and isn’t a good look for someone truly interested in a job.

What about “Dear Sir or Madam”?

Similar to writing “To Whom It May Concern”, avoid “ Dear Sir or Madam “.

When’s the last time you’ve heard the word “madam” spoken in public? It’s simply outdated language.

Our free-to-use cover letter builder can make you a cover letter in as little as 5 minutes. Just pick the template you want, and our software will format everything for you.

5 alternatives to “To Whom It May Concern”

Here are five better alternatives to “To Whom It May Concern” that show you’ve put in a bit more effort into your application:

1. Dear [Mr./Ms./Mrs./Miss] [Last Name],

The best greeting on a cover letter is “Dear” followed by the recipient’s title and last name. It’s simple, clear, and professional.

So if you find out that the hiring manager’s name is “Jake Lopez,” you can write “Dear Mr. Lopez,” at the top of your letter.

Mrs., Miss, or Ms.?

If the hiring manager is a woman, use “Ms.”. Or you can use “Mrs.” or “Miss” if you know she prefers these titles. For example, if the job posting states “Please address all job applications to Miss Courtney Rodham”, address your cover letter like this:

Dear Miss Rodham,

How to handle ambiguous names

The gender-neutral title “Mx.” is also becoming more popular for addressing non-binary individuals and people with unisex names, like “Jay Winter.”

Dear Mx. Winter,

However, it’s still rare, so only use it if you know the recipient prefers it. Otherwise they might think it’s a typo.

Look up the company you’re applying to on LinkedIn . You can usually track down many employees and their job titles there, and figure out who you’re sending your cover letter to.

2. Dear [Full Name],

Another option for dealing with unisex names like “Jay Winter” is just to use “Dear” and their full name.

Dear Jay Winter,

This is the best option if you’re writing to someone who identifies as a third gender or non-binary.

Foreign names

In some countries, including Japan, Taiwan, and Hungary, the last name comes first . If you’re unsure which name is someone’s last name, it’s best to use their full name in the greeting.

Dear Liao Shou-zheng,

Explore the company’s website for names and titles. You’ll often discover the names of directors and department heads with a bit of effort (and they’re usually the people reading applications).

3. Dear [Job Title],

If you can’t locate the right name, you can also get away with using just their job title:

Dear Office Manager,

Look for the hiring manager’s specific job title on the listing, under the “Reports to” heading:

While it’s not as personal as using an actual name, addressing the reader by their title shows you’re aware of who you’d be reporting to, and that you’ve at least looked into the role a bit.

Can’t find the hiring manager’s name online? Try calling the company . Ask whoever answers whom you should address your cover letter to.

4. Dear [Department] Head,

Still no luck finding a real name? Address your cover letter to the department head:

Dear Accounting Department Head,

If you can’t find the name of the department, make an educated guess . For example, an accountant applicant would address their cover letter to the “Accounting Department Head” or “Head of Accounting.”

Use a web app like Hunter or Voila Norbert to find the names and job titles of employees associated with a company website.

5. Dear Hiring Manager,

Sometimes you won’t be able to find any details about anything related to the job listing online.

For example, if you’re applying to a large Fortune 500 company, it might be unclear which department you have to apply to, so you’ll need to address your cover letter to the hiring manager like this:

Dear Hiring Manager,

When to use “To Whom It May Concern”

“To Whom It May Concern” is OK when you’re not trying to impress the reader of the letter or email.

For example, you’re sending out a letter of complaint because you’re unhappy about the service you’ve received, or one of your colleagues has asked you to provide a letter of recommendation for them.

How to write “To Whom It May Concern”

When writing “To Whom It May Concern”, capitalization is key. All five words are typically capitalized.

When starting a cover letter with “To Whom It May Concern,” the format is up to you. You can either use a colon, which is the traditional format:

To Whom It May Concern:

Or you can use a comma:

To Whom It May Concern,

Either way, remember that “To Whom It May Concern” is a traditional, formal opening, so don’t get creative and use a reworked version like “To Whomever This May Concern,” or “To Whom This May Concern.” These variations will make you look like you don’t understand how to write a cover letter properly.

Your cover letter should summarize why the hiring manager should hire you, and every detail counts — especially if you’re writing a short cover letter that gets right to the point.

Samuel Johns, CPRW

Senior Content Editor & CPRW

Samuel Johns is a Certified Professional Resume Writer (CPRW) and Career Coach at Resume Genius. In his 5 years of experience in the careers space, he has helped hundreds of job seekers craft high-quality resumes and cover letters, ace interviews, and land their dream jobs. Born and raised in County Durham, UK, Sam graduated with a bachelor’s degree in French Language and Literature from the University of Bristol, UK in 2013. Samuel’s job-hunt advice has been published in numerous online outlets, including Dollar Sprout, The Enterprisers Project, and Tech Crunch. Feel free to reach out to Samuel through his LinkedIn if you’d like to collaborate. Please note, we don’t accept guest posts and won’t reply to such requests.

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

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

Customers Interviewed by:

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

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

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

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

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

3 Key Tips for Addressing Your Cover Letter

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

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

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

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

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

2) Search for the Hiring Manager’s Name

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

Search the Company Website

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

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

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

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

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

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

Search LinkedIn

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

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

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

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

Contact the Company Directly

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

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

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

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

The most generic version of this is:

Dear Hiring Manager,

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

Dear Customer Experience Manager, 

Dear Customer Experience Hiring Team Manager, 

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

• Dear Engineering Department,

Dear Engineering Team, 

OR addressing the entire team:

Hi Jobscan Team,

Dear Jobscan Team,

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

8 cover letter salutation examples

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

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

How to end a cover letter

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

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

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

“Companies want people who want them” – Madeline mann

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

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

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

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

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

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

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

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

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

End your letter with a call to action

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

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

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

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

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

Mistakes to avoid when ending a cover letter

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

When ending a cover letter, avoid:

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

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

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

How to end a cover letter with the appropriate salutations

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

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

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

17 cover letter ending examples

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

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

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

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

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

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

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

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

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

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7 Ways to Address Your Cover Letter That Aren't "To Whom It May Concern"

To Whom It May Concern: I am applying for this job I found at this company that I spent so little time researching I can’t quite remember what role is open and I’m not positive I know the name of the company or what it does. Also, I decided to address it to “whom” because you must have a whom or two over there, right?

If that sounds absurd, now you have a taste first-hand of what it’s like for a recruiter or hiring manager to see the words “To Whom It May Concern” at the top of your cover letter .

And I hope that that bland, overripe, “To Whom It May Concern”-y taste has sufficiently convinced you to vow never to use the phrase again, at least when it comes to your current and future job applications. (You may find other situations where it’s appropriate—such as when lodging a customer service complaint—but I can assure you your cover letter isn’t one of them.)

SEARCH OPEN JOBS ON THE MUSE! See who’s hiring here , and you can even filter your search by benefits, company size, remote opportunities, and more. Then, sign up for our newsletter and we’ll deliver advice on landing the job right to you.

Those five little words tell a recruiter or your prospective boss a lot, and none of it is good. Not only does the phrase make you sound like a yellowing doily on your grandmother’s coffee table (in other words, ancient), but it also smacks of laziness, or apathy, or a lack of resourcefulness, or some combination of any number of characteristics that won’t help you get hired. Because to them, if you were truly excited about the idea of working for this company, you’d surely take the time to tailor your greeting.

Yes, job searching can be tedious and frustrating and sometimes mildly soul-crushing, and maybe you’re pretty sure you’d rather step on a beehive than spend any more time writing cover letters. But at the end of the day, your goal is to get a new job, or at least land an interview. What’s the point in dashing off another cover letter if the very first words on it will make the reader wrinkle their nose and toss it aside?

So do everyone a favor and next time, try one of these “To Whom It May Concern” alternatives.

1. Dear/Hello [Name of Person Who’d Be Your Boss]

The best thing you can do for yourself when addressing your cover letter is figure out who the person filling the open role would report to—i.e. your potential future boss.

Sometimes it’s easy: When I applied for my current role, the job description said something like “This role reports to the editor in chief.” I went to The Muse’s team page, found the editor in chief, and wrote my letter to her. But other times, it won’t be as immediately clear. Do some research and see if you can infer who it is, or if you happen to have a connection at the company, ask them!

While you’re doing your company research, try to assess how formal the culture is to determine:

• Whether to start with “Dear” or “Hello” (or maybe neither—you can also go with just their name)
• Whether to use honorifics (Mr., Ms., Dr., Prof., etc)
• Whether to use a full name or just a first name

You’ll probably want to err toward more formal if you’re not sure, and make certain you don’t accidentally misgender someone with the wrong honorific (if you can’t confirm it 100%, drop any gendered language and just use the name).

Even if you don’t have your prospective boss’s name and choose one of the options below instead, make sure you still ask yourself the same questions about formality and tone.

2. Dear [Name of the Head of the Department for Which You’re Applying]

If you’ve made a good-faith effort to figure out who your boss would be and it’s just not yielded any answers, don’t panic. It’s not always possible to find that information at this point in the process.

However, you might still be able to address your cover letter to a specific person by simply choosing the head of the department the role falls under. Sure, it may be your prospective boss’s boss, or their boss, but in a way, you’d still be reporting to them up the chain. And it demonstrates that you made an effort and considered what part of the organization you’d be joining and how you’d fit in.

3. Dear [Name of Department for Which You’re Applying]

Along the same lines, if you can’t find the name of a department head , you can go ahead and address your letter to the team or department. For example, you could say “Dear Sales Department” or “Hello Product Team.”

4. Dear [Name of Recruiter]

Now, if you’re determined to write to a specific person but have given up on finding the manager or department head, there’s still hope! If you can zero in on the recruiter or talent acquisition specialist (or the head of recruiting), you can address your letter to them. After all, they’ll likely be the first ones to read it and decide whether you should move on to the next step.

5. Dear [Whatever This Company Calls Their Recruiting Team or Department]

But if you can’t figure out a name there, you can also address the team—just take a few minutes to look up what exactly this particular company calls it. You’ll end up with something like “Dear Recruiting Department” or “Dear Talent Acquisition Team.”

And you might want to stick the name of the company in there and make it something like “Dear Muse Talent Acquisition Team.” That way, you’re giving a first signal that you know which company you’re applying to and not just sending a generic letter.

6. Dear Recruiter/Hiring Manager

Another option is to address your letter more generically to the recruiter or hiring manager by using those titles, i.e. “Dear Recruiter” or “Dear Hiring Manager.”

7. Dear [Role for Which You’re Applying] Search Committee/Hiring Manager/Hiring Team

But even then, you might want to be a little more specific by incorporating the role you’re applying for into the salutation. For example, you might say “Dear Account Executive Search Committee” or “Hello Happiness Hero Hiring Manager” (yes, that’s a real title ).

At the very least, you’re showing that you know what role you’re applying for and that you’ve done some amount of tailoring of your application—more so than a “Dear Recruiter” would immediately indicate.

Your ultimate goal when you’re writing a cover letter is to get to the next step in the hiring process. Just remember that the whoms won’t be impressed if you address them as such. After all, they do have names, roles, teams, departments, and committees. Pick one of those instead and your letter is much more likely to get read, and you’re much more likely to get hired.

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To Whom It May Concern: When And How To Use

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

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

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

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

Table of Contents

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

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

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

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

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

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

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

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

Here’s how to write a cover letter .

When to use “To Whom It May Concern”

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

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

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

Cover letter

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

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

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

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

Reaching out to a new client

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

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

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

Project or company feedback

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

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

Filing a complaint

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

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

Letter of introduction

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

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

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

Prospecting emails

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

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

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

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

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

Related: How to Write a Professional Email

How to avoid using “To Whom It May Concern”

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

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

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

1. Look through the job listing

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

2. Check the website

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

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

3. Ask your employer

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

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

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

How to use “To Whom It May Concern?”

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

This might happen at many points in your job search.

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

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

Please find some options below.

To Whom It May Concern Alternatives

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

Here are some options:

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

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

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

Summing things up

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

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

To Whom It May Concern Cover Letter

One of the important parts of your cover letter will be the salutation — the greeting you use to address the person you’re writing the cover letter to. Some people use the phrase, “To Whom it May Concern” as it might seem like an effective way to address an employer when you don’t necessarily know who’s going to read the cover letter. However, doing so may make you appear as an unprofessional job candidate. On this page, discover the reasons why it’s frowned upon to use “To Whom it May Concern” and see some “to whom it may concern” cover letter examples showing what greeting you should use instead.

Our customers have been hired by: * Foot Note

To whom it may concern' cover letter example

Use this cover letter sample below as a base to create your professional cover letter. You can also explore the ResumeHelp cover letter examples page for industry-specific samples.

ACE COLLINS

Albany, OR 97321 555-555-5555 [email protected]

Dec. 20, 2023

Southern Glazer’s Wine & Spirits 9805 Boeckman Rd Wilsonville, OR 97070 555-555-5555 [email protected]

To whom it may concern,

As a marketing student at the University of Oregon, I am thrilled to be applying for Southern Glazer Wine & Spirits internship for an opportunity to work alongside your team of experts to kick-start my career. I believe my training in sales strategies and business operations makes me an ideal candidate for the position.

The experience I offer stems from two retail jobs including a lead retail associate position I filled for over two years at a family-owned store known as Pitney Bowes. I studied and assisted managers directly with leading a sales team of six and assisting with contract generation, experience I know is relevant skills to perform the responsibilities in this internship. Additionally, I played a significant role in introducing new products through advertising and the overall development of the website.

This internship will help me take off into a successful business career, thanks to Southern Glazer Wine & Spirits reputation for being a leading retirement services company with popular savings products for individuals and institutions. Thus, I greatly look forward to receiving valuable training and be a part of social and networking events while providing highly productive and efficient multitasking skills for time-sensitive tasks.

My resume is enclosed for your review as requested. Thank you for your consideration of my candidacy.

Sincerely, Ace Collins

Why is “To Whom It May Concern” a bad phrase to use on a cover letter?

While “To Whom it May Concern” has traditionally been used as a cover letter greeting in the past,, it’s not the best option when it comes to the modern hiring process. You see, job seekers of today have the online resources to find the specific name to address a cover letter to. Those who skip the research and simply say “To Whom it May Concern” may appear lazy in the hiring manager’s mind, or even worse, give the impression that you’re sending a generic cover letter instead of a letter that’s specifically tailored to the employer . You don’t want hiring managers to see this phrase and stop reading the rest of the cover letter, simple because it appears that you didn’t put a lot of work into it.

So, what are the alternatives to this old-fashioned phrase? Here’s some suggestions that will give you a better, more persuasive cover letter.

Alternate options to the phrase “To Whom It May Concern”

The name of the hiring manager.

When addressing a cover letter, your first goal should be to direct the letter to the hiring manager, recruiter or prospective employer’s name.

Key tip: Be sure to use the appropriate title for the person’s name if possible, such as Ms., Mrs., Mr. or Dr. If you’re not sure of the person’s gender, you can always go with the full name, i.e., “Dear Kit Jones”.

The name of the department handling hiring

If you’re unsure of the specific person that will be reading your cover letter, it’s okay to address the letter to the department name. For example: “Dear Product Design Department”.

Key tip: Read the job listing carefully to see which department the job role will be reporting to.

Dear Hiring Manager

In the case where you’re still unsure who to address the cover letter to, you can direct the letter generically to the attention of the hiring manager.

Key tip: Add the name of the department that your position will be part of is how to start a cover letter greeting . It shows the reader exactly which department you’re applying to, i.e., “Dear Accounting Department Hiring Manager”.

Dear Recruiter

If you’ve been referred to an open job role but you don’t recall the recruiter’s name, you can begin your cover letter with a simple “Dear Recruiter” salutation.

Key tip: In many cases, a recruiter will reach out to you, so jot down the recruiter’s name for a potential future cover letter when you’re contacted.

Dear Recruiting Manager

This salutation is just an alternative to the previous recruiter version but by adding the word “manager” shows a bit more respect by assuming that the recruiter you’re contacting is a a manager level.

Key tip: When in doubt, just addressing your cover letter recipient as a “manager” shows an added level of professionalism.

Dear HR Manager

It’s safe to say that most companies have an HR department so if you’re unsure of the specific person you should address, you can always direct the cover letter to the HR manager.

Key tip: If the job posting doesn’t specify the name of the HR manager handling the hiring of the open job role you want, take a look on social media like LinkedIn (or run a Google search to find the HR manager for the company) to find the name.

Dear Recruiting Department

With each company you apply for, the hiring team may have different employees managing different positions. In that case, you can simply address your letter to the recruiting department.

Key tip: To find the right verbiage for the hiring team, take a look at the company website to see if there are teams listed for the Human Resources department.

Dear Hiring Team

In theory, if you’re looking to apply for a job title that is currently being advertised, there will be a “hiring” department. Addressing the cover letter to the “hiring team” is totally acceptable.

Key tip: Directing your letter to the attention of the hiring team shows that you are aware the company is successful and thereby uses a full team of hiring professionals to keep the staff growing.

Dear Recruiting Team

As with a hiring team, recruiting companies typically have many recruiters on staff. When you’re unsure of a specific recruiter’s name, it’s safe to send your letter to the team.

Key tip: Whether you’re sending a cover letter for a specific position or a cold cover letter telling of your interest in working for a specific company, addressing your letter to the team could make you privy to hearing about other open positions.

Even though using a specific person’s name is better than the other generic greeting options above, these wording suggestions are preferable to “To Whom it May Concern.” For more tips on handling the beginning of your letter, check out our tips on the cover letter salutation .

Tips for finding the right person to address

One reason people use generic phrases like “To Whom it May Concern” is that they just can’t find the name of the person they’re trying to contact—but there are many ways you might be able to find the contact information for the individual who will be handling your application. From the easiest to the most involved method, here’s what you should do:

• Check the job description in the ad to find a specific name.
• Look through the “About Us” or “Our Team” pages on the company website.
• Contact relevant employees through the company’s LinkedIn.
• Call the company and ask for the name of the person handling the job opening.

Remember, the person reading your cover letter will recognize whether the letter is addressed specifically to their name or written generically. Do your best to find the hiring manager or recruiter’s name to ensure your letter is viewed as professionally written and read in full.

The big takeaways

• Using “To Whom it May Concern” makes your cover letter appear unprofessional and old-fashioned.
• The best way to open a cover letter is to address it to an appropriate contact person.
• A letter not addressed to a specific person may cause a hiring manager to not read the letter.
• An employer will appreciate that you’ve gone to the trouble of finding out the proper person to address.
• If you can’t find out the name, use one of the several alternatives to “To Whom It May Concern” on this page.
• Look at the company’s website for a management list on the “About Us” or “Our Team” pages to find the appropriate person to address your letter to.
• Social media pages like LinkedIn are also ideal places to look up connections from the company who are the right contacts.
• If after ample research, you still an’t find a name, call the company and ask.
• An alternative to using a specific name is to simply address your letter to the company name or team.
• Using cover letter templates in our ResumeHelp Cover Letter Builder will help you place the company name and name of the person you’re addressing the letter to.

FAQ: “To Whom It May Concern”

Have questions? We’re here to help.

Is it professional to say “To whom it may concern”?

Most human resources professionals would say that “To Whom it May Concern” is an unprofessional way to start your cover letter. It not only will lead hiring managers, recruiters or potential employers to suspect you’re using the same cover letter for every job application, but it will also make your letter look old-fashioned.

How do you address a cover letter to an unknown recipient?

If you can, always address your cover letter to the hiring manager by name. This shows that you made the effort to discover the right person hiring for the job you’re applying to. If you simply can’t find the hiring manager’s name, consider addressing your cover letter to the specific department that you’re looking to join. Avoid a cover letter address “to whom it may concern” whenever possible.

What is the most preferred way to address the recipient of a cover letter?

The most preferred way to address the recipient of a cover letter is to use their specific name. However, if you’ve tried researching the name and come up empty, use these options and add the appropriate company, department or title:

• Dear [ABC] Department,
• Dear [Company name] Team,
• Dear [Department] Manager,
• Dear Hiring Manager,

Is “Dear sir or madam” a better option?

Starting your letter with “dear sir or madam” is as old-fashioned and generic as “To whom it may concern.” In a modern business letter, try to include the name of a specific contact person, not just a general phrase you could attach to any letter. If you really can’t find the name of the person who will handle the cover letter, a much better option is to use one of the salutation options in this article. It is not advised to send a cover letter to whom it may concern as it may be considered rude.

Will a cover letter template give me options for a cover letter introduction?

Yes. When you use one of the cover letter templates in the ResumeHelp Cover Letter Builder , you’ll get help with how to list the company name and the name of the person you’re addressing the letter to. This is one of the best ways to use a cover letter builder and it makes your letter look much more professional. If you’re not sure what to say in a cover letter , ResumeHelp provides plenty of cover letter writing guides and tips on site.

What should I do if the hiring manager is actually a team of people?

If there’s more than one person handling the job applications, you should still stay away from using phrases like “To whom it may concern.” Phrases that address an entire group like “Dear Recruiting Department” and “Dear Hiring Team” will look better on the page. Even when you’re using it as a way to address one person in a group of people, a “to whom it may concern” cover letter comes off as old-fashioned’ you’re better off using one of the group phrases showcased above.

Couldn't find the answer you're looking for?

You can always contact us.

Donna is a career expert with extensive experience in the fields of Marketing, Publishing, Direct Mail and Communications. She’s witnessed firsthand the importance of a powerful resume and cover letter to a job search, so she takes great pride in helping change the lives of job seekers by sharing expert career advice and tips to help land the perfect job.

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To Whom It May Concern: Definition, Synonyms, and Examples

Hannah Yang

Whenever you write a professional letter or email, it’s important to start with the right salutation.

One common professional greeting is the phrase “To Whom It May Concern.” So what exactly does this phrase mean, and when is it appropriate to use it?

This article explains the meaning of “To Whom It May Concern,” offers some alternatives to consider, and gives you examples of this phrase in action.

To Whom It May Concern Definition

To whom it may concern meaning, how to format “to whom it may concern”, is it who, whom, or whomever it may concern, to whom it may concern alternatives, when to write “to whom it may concern”, to whom it may concern examples, conclusion on to whom it may concern.

“To Whom It May Concern” is a greeting used at the beginning of a letter or email when the identity of the reader is unknown. It functions as a generic salutation that can be addressed to anybody reading the letter.

You can use “To Whom It May Concern” whenever you’re writing a letter and you don’t know who the recipient will be.

For example, you might use this greeting when you’re writing a cover letter for a job application and you don’t know the name of the person who will be reviewing your letter. It’s safer to write “To Whom It May Concern” than to address your letter to the wrong person.

Before the advent of the digital age, “To Whom It May Concern” was a common greeting in professional correspondence. It was a lot harder to look up the names of specific people at companies and organizations without access to the internet.

These days, however, it’s a lot easier to look up the name of the person you’re writing to, whether it’s a hiring manager, a prospective client, or the head of a department or committee. As a result, “To Whom It May Concern” has started to feel like a stuffy and old-fashioned phrase.

As a good rule of thumb, you should avoid writing “To Whom It May Concern” whenever you can use a more modern alternative.

It’s standard practice to capitalize the first letter of each word in the phrase “To Whom It May Concern.”

You should follow the phrase with a colon, rather than a comma.

The salutation of a letter should always have an entire line to itself. Then skip the next line and start the first paragraph of your letter on the line after that.

The correct phrase should always be “To Whom It May Concern,” not “To Who It May Concern” or “To Whomever It May Concern,” which are both grammatically incorrect.

To Who It May Concern

Who and whom are both pronouns, but they’re used in different ways. Who refers to the subject of a sentence, while whom refers to the object of a sentence.

In this case, consider the question: “ Whom might this letter concern?” The subject of this question is the letter, while the object of this sentence is the person the letter concerns.

Because “To Whom It May Concern” refers to the object of the sentence (the reader), not the subject of the sentence (the letter), it is grammatically incorrect to use who instead of whom .

To Whomever It May Concern

Whomever and whom are both object pronouns, so they could both be acceptable in the sentence “ Whom might this letter concern?”

However, “To Whom It May Concern” is a standard phrase that people are used to seeing, so using a new variation will look strange and unprofessional. As a result, it’s considered incorrect to use “To Whomever It May Concern.”

If you don’t like the idea of using “To Whom It May Concern” at the beginning of your letters, you’re not alone. In many contexts, this phrase can feel overly formal or even outdated, so it’s becoming increasingly common to use synonyms instead.

Here are four common alternatives you can use instead.

1. “Dear/Hello/Hi [Name of Person You’re Addressing]”

It’s always better to address a letter to a specific person than to leave the greeting generic. Avoid the mistake of using “To Whom It May Concern” when you should already know whom your letter will concern.

Personalizing your letter for a single contact person proves you did your research and looked up who you’re writing to. It also shows that you respect the recipient of your letter enough to acknowledge them.

If you’re writing a cover letter, for example, you can comb through the job description to see who the role reports to. Many job descriptions include the name of either the hiring manager or the person who will be your future boss.

You can also check the company’s website to find the right name to use. Professional networking websites like LinkedIn can also provide you with the right name.

When all else fails, you can contact one of the company’s customer service representatives to ask if they’ll disclose the name of the hiring manager. Going the extra mile to personalize your letter will help you make a positive first impression right off the bat.

2. “Dear/Hello/Hi [Mr./Mrs./Ms./Dr./Professor] [Last Name]”

If you’re writing informally, it might be fine to address someone simply by their first name. If it’s a more formal letter, however, it might be safer to use that person’s title, followed by their last name.

However, this option can be risky. It’s important to be careful not to use the wrong title for the person you’re writing to.

You want to avoid calling someone “Mr.” or “Mrs.” if they prefer to go by “Dr.” You should also be careful to avoid misgendering the person you’re addressing, so try to avoid using gendered language without double-checking their preferences.

3. “Dear/Hello/Hi [Role of Person You’re Addressing]”

If you can’t find a name to address your letter to, you can use a job title or role instead.

For example, many job applicants start their cover letters with the phrase “Dear Recruiter,” “Dear Search Committee,“ “Dear Recruiting Department,“ “Dear Recruiting Manager,“ “Dear Hiring Manager,” or “Dear Hiring Team.”

If you’re writing to a customer service team, you can use “Dear Customer Service Manager“ or another equivalent.

If you’re writing to a team or a large group of people, you can use a simple “Hi team,” “Dear [name of the team],” “Hi all,” or “Hi everyone.”

If you’re writing to your network of contacts, you can even use “Dear Friends” or “Dear Friends and Family.“

4. “Hello/Hi There/Greetings”

In the twenty-first century, it’s becoming increasingly common to go with a simple salutation like “Hello,” “Hi there,” or “Greetings.” These are all friendlier, more casual ways to begin a letter or email.

This informal greeting will make your letter feel more personalized and modern than using “To Whom It May Concern.”

Here are four common situations where it’s appropriate to use “To Whom It May Concern.”

1. Cover Letter

Many job applications require you to write a cover letter explaining why you’re a good fit for the role.

Often, there are many people who read a cover letter: a recruiter, a hiring manager, the person the role reports to, and more. If you don’t know who exactly will be reviewing your cover letter, it’s standard to open your letter with “To Whom It May Concern” as a greeting to all potential readers.

As we mentioned earlier, you should always try to research the name of the person who will be reading your cover letter and address them by name if possible. “To Whom It May Concern” should be your last resort.

2. Recommendation Letter and 3. Referral Letter

If you work in an academic environment, a student might ask you to write them a recommendation letter for a job or school application.

In corporate settings, a colleague might ask you for a recommendation or referral to a different job opportunity.

Both of these situations might require you to address a letter to someone you don’t know, and it’s often hard to find the name or title of the person who will be reading your letter. In this scenario, it’s perfectly acceptable to use “To Whom It May Concern” instead of a more personal greeting.

4. Letter to a Prospective Client

If you’re in a client-facing role, you might have to contact potential clients to see if they are interested in your products or services.

When you’re reaching someone who makes decisions for an entire company, team, or organization, you might not know the name of the individual in charge until after they reply to your letter.

It’s reasonable to use “To Whom It May Concern” when writing to prospective clients whose names you don’t know. However, you should also consider using a more modern greeting, such as a simple “Hello.”

Let’s look at some examples of how to use “To Whom It May Concern” in action.

Example 1: Cover Letter

To Whom It May Concern:

I am writing to express my interest in the summer internship program at [Company Name].

I learned about your company through the student career center at my school and through speaking to other students who have interned with your company. I am passionate about the work you do, and I believe that I could be a great fit for your team.

Example 2: Academic Recommendation Letter

It is with much enthusiasm that I recommend [Student’s Name] for admission at your institution.

I have been [Student’s Name]’s English instructor for the past two years. She has been a wonderful participant in my classes, and she has demonstrated exceptional writing skills.

Example 3: Job Referral Letter

I am writing to recommend [Colleague’s Name] to your company. I have worked with him for the past seven years at [Current Company], where I was his manager. He is a dependable and hardworking colleague who would be an asset to any team.

Example 4: Prospecting Letter

I’m a big fan of your organization’s work, and I was wondering if you might be in the need of [Professional Services]. I’m a freelance [Job Title], and I’m writing to introduce myself and to tell you about the services my company offers. I would love the opportunity to work with you.

A letter or email is often your first impression. Make the right impression by running your emails through a grammar checker like ProWritingAid .

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Check every email, essay, or story for grammar mistakes. Fix them before you press send.

Hannah Yang is a speculative fiction writer who writes about all things strange and surreal. Her work has appeared in Analog Science Fiction, Apex Magazine, The Dark, and elsewhere, and two of her stories have been finalists for the Locus Award. Her favorite hobbies include watercolor painting, playing guitar, and rock climbing. You can follow her work on hannahyang.com, or subscribe to her newsletter for publication updates.

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

Use This Default Greeting

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

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

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

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

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

1. Company name

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

Dear [Company] Hiring Manager:

Dear SZN Inc. Hiring Manager:

2. Division or department name

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

Dear [Department] Hiring Manager:

Dear Sales Department Hiring Manager:

3. Addressee’s job title

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

Dear [Job Title]:

Dear Recruiting Manager:

Dear Internship Coordinator:

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

Dear [Company] [Job Title]:

Dear TAO Services Accounting Manager:

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

Dear PricewaterhouseCoopers Sales & Marketing Department Recruitment Officer:

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

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

Dear Recruitment Officer:

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

[Subject] Job inquiry – PricewaterhouseCoopers Sales & Marketing

4. Work culture

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

Greetings SOE Services,

5. Addressee’s name

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

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

Dear Mr. Bergsen:

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

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

Dear Alex Thompson:

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

Re: [Job Title] Opening

Re: Sales Manager Job Opening

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

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

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

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

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

Can I omit my cover letter greeting altogether? -

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

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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: What It Means And When To Use It

How do you use "To Whom It May Concern" ?

“To Whom It May Concern” is a common phrase used in written communication when the name of the person being addressed is not available. It is also used when there is more than one reader. The phrase is typically used in a professional context on documents such as job applications and formal letters. However, sometimes, it can be difficult to determine how to use “ To Whom It May Concern ;” and below will teach you how to use it properly.

Formal Letters and Documents

When addressing a letter with “To Whom It May Concern,” the first letter is capitalized, and a colon is placed after it. Place “To Whom It May Concern” at the beginning of the letter, after the date, and before the main message. Since it is a formal phrase, ensure that the tone of your letter remains professional. After the salutation, state the purpose of the letter. Keep the message clear and concise. End the letter with a formal closing such as “Yours faithfully,” or “Sincerely.”

Job Applications and Cover Letters

Use the phrase, “To Whom It May Concern” when you don’t know the hiring managers name. As with formal letters and documents, place the phrase at the top of the letter, after the date, and before the main message. In the next paragraph, briefly introduce yourself, mention the position you are applying for and where you saw the job advertised. Tailor the rest of the letter to the job and the company. Describe your experience, skills, and qualifications relevant to the position. Highlight why you are interested in gaining employment with the company by showing that their mission and values align with theirs. End the letter with a strong closing statement that reiterates your interest and enthusiasm for the position. Finally, add your digital signature.

Requests For References For Work

Like all formal documents, start your reference request letter with the phrase, “To Whom It May Concern.” Place the phrase at the top of the letter, after the date, and before the main message. You will then need to introduce yourself by mentioning your name and explaining that the purpose of the letter is to request a reference. Mention how you know the person and how long you’ve known them. You might have been their manager or worked with them on a project. Ask whether they would be willing to provide a reference and specify whether it is a character or an employment reference.

Express how much you would appreciate their corporation, and that you value their time. State that you are willing to assist them in the reference request writing process by providing the information they need to include. Leave your contact information and ask that they contact you if they need further assistance. To end the letter, thank them and use a formal closing.

Prospecting or Letters To Unknown Recipients

Using “To Whom It May Concern” in a prospecting letter can be slightly more challenging because the aim is to develop a connection with the reader although you don’t know their name. However, the recipient is most likely used to this type of correspondence because the majority of companies do not put the names of their sales manager on their websites. Therefore, using the phrase, “To Whom It May Concern” is the only way to address them.

After writing the salutation, capture the reader’s attention by writing a compelling introduction. Explain your reason for writing, and the value you can bring to them if they collaborate with you. Address the specific needs and pain points of the company and showcase your expertise in your field. At the end of the letter, add a strong call to action explaining what they need to do to take the next step.

“To Whom It May Concern” is a useful phrase to use when writing to an individual and you don’t know their name, or when more than one person is addressed. While it is an acceptable expression, strive for personalization by using the internet to search for the individual’s name. Nevertheless, whether requesting references, addressing hiring managers, or writing a prospect letter, the phrase adds a professional voice to your correspondence.

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Perfect Cover Letter Salutations: Start Strong

11 min read · Updated on April 24, 2024

Greet your future employer professionally with these cover letter salutations

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

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

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

What is a cover letter salutation?

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

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

Considerations when choosing cover letter salutations

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

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

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

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

Keep it formal and professional

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

Personalize wherever possible

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

Always use a salutation

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

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

Options for cover letter salutations

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

Dear Mr Donnelly 

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

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

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

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

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

Dear Doctor Foster

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

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

Dear HR team

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

Dear hiring manager

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

Dear Sir / Madam

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

How NOT to address a cover letter

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

To whom it may concern

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

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

Hi, hello, hi there!

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

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

Cover letter closing salutations

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

Thank the reader for their time and consideration 

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

Cover letter salutations to close 

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

Yours sincerely, yours truly

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

Best regards, kind regards, regards

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

Respectfully

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

How NOT to sign off a cover letter 

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

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

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

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

Cover letter examples

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

Traditional cover letter example

Dear Ms Searle, 

Re: Sales Manager vacancy 

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

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

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

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

Yours sincerely,

Email cover letter example 

Dear Liz, 

Re: Assistant Security Manager vacancy (ref: 12345)

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

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

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

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

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

Best regards, 

Choose the right cover letter salutations to set the right tone

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

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

Recommended reading: 

Resume vs Cover Letter: How They're Different

What is the perfect cover letter length?

How to Tailor Your Cover Letter for Each Job Application

Related Articles:

How to Maximize Your Resume Action Words to Wow the Employer

Resume Spelling and Accent Explained

Guide to Writing a Great Resume with No Work Experience

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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, …

Check for common mistakes

Use the best grammar checker available to check for common mistakes in your text.

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.

Cite this Scribbr article

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Caulfield, J. (2023, June 22). To Whom It May Concern | Usage & Alternatives. Scribbr. Retrieved July 10, 2024, from https://www.scribbr.com/effective-communication/to-whom-it-may-concern/

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

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

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

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

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

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

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

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

“To Whom It May Concern” in Cover Letter

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

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

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

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

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

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

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

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

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

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

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

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

3. If the hiring manager are a group of people

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

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

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

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

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

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

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

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

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

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

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

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

These include:

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

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

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

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

'To Whom It May Concern' Email Example

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

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

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

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

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

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

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

Reaching Out to Large Companies

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

Filing Complaints

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

Writing a Letter of Recommendation

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

Writing a Letter of Introduction

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

Writing a Prospecting Letter

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

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

Key Takeaways

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

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

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

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

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

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WTO / Letters and Emails / How To Use “To Whom It May Concern” in Letters (Examples)

How To Use “To Whom It May Concern” in Letters (Examples)

“To Whom It May Concern” is a conventional formal generic salutation used in letters or correspondence where the name and title of the addressee or recipient are unknown.

It is acceptable in formal or professional correspondence. “To Whom” and “Concern” refer to whoever the recipient is; “It” refers to the correspondence; and “May” implies the probability that any party may receive it. 

It is a known traditional salutation , although it is slowly becoming obsolete. It allows you to write a letter that can be received and accepted by different recipients. Such a generic salutation allows you to write letters that have reusability, such as recommendation letters.

The five words are capitalized when included in any correspondence. This type of letter is used when you don’t know the name or appropriate title to refer to the recipient. With this salutation, you can avoid misspelling their name or mislabeling their gender.

However, despite the flexibility of a To Whom It May Concern letter, you should always aim to determine the name and appropriate title to use when addressing your recipients. Use this salutation in a letter only when it’s necessary. This article will show you when to use it and how to write it in a letter.

When to Use “To Whom It May Concern” Salutation

It is acceptable to use this type of letter in business letters, recommendation letters, and other situations where it is hard to determine the name and title of the recipient.

Below are common scenarios when you can utilize this type of salutation: 

If you are unable to find the hiring manager’s name

If you cannot find the hiring manager’s name despite extensive research, you can use a generic salutation. This is common with job application cover letters. Also, if you are not sure who will review your letter, you can use this type of letter. 

If the hiring managers are a group of people 

When sending your job application to a group of people, such as a recruiting committee or panel, you can use the letter. This is applicable since you cannot name all the group members in the salutation. Therefore, assigning a generic salutation ensures the letter does not appear to be addressed to a single person.  

In recommendation/reference letters for someone else

Such greetings are suitable for recommendation or reference letters for a former employee, student, or tenant. This is because, in most cases, you will not be certain of the recipient of the letter. 

To lodge a formal complaint

Occasionally, it can be challenging to determine who is responsible for what in an organization or company. This can be problematic, especially when you have to file a formal complaint. Therefore, in such cases, you can use this salutation. This prevents a situation where you address the letter to the wrong contact person. This allows you to write a letter that can be forwarded directly to the person responsible for the complaint.

In a letter of introduction

When introducing yourself or someone else to another person or a group of people whom you do not know, you can use a generic salutation. For example, once you receive a quote and want to respond, you can use a generic salutation. 

In a prospecting letter

Generic salutations can be used in prospecting letters when contacting potential clients. In such situations, the name of your prospect, the decision maker, and their position are often unknown. Thus, using this type of letter allows for seamless correspondence where there is no misunderstanding as to who should receive the letter.  

Company feedback or suggestions 

Feedback and suggestions are normally beneficial if they get to the right person. When sending your feedback or suggestions, you may not know who is responsible for the matter you are addressing. So, a generic salutation is a good way to ensure you reach the relevant department.

When Not to Make Use of “To Whom It May Concern”

A “To Whom It May Concern” greeting is not always appropriate. The following are situations when you should avoid using it:

When writing a cover letter

A cover letter for a job application is meant to distinguish you from other candidates by exhibiting professionalism and a genuine interest in the position. Using a generic salutation is not a good way of doing this. So, even if you do not know the name of the hiring manager, you should not use a generic greeting. 

Personal letters

If you are writing a personal letter to someone, it is best to address them by name, especially if you have an established relationship with them. Using “to whom it may concern” can make the letter seem impersonal and distant.

Free Templates

What is the Appropriate Way to Write “To Whom It May Concern”?

The salutation should be formatted in a specific way. The first letter of each word of the salutation should be capitalized. This is because this phrase is used as a substitute for the recipient’s name, which, if written, would have every first letter capitalized as it is a proper noun.

Always use “whom” and not “who” or “whoever.” This is because “whom” in this case is a preposition or object of a verb, thus the need to use it in that manner. 

The salutation should also be followed by a colon (:). You should then add a double space before typing the rest of the letter. However, if you are following a particular style guide, be sure to check the specific rules and follow them. Some guides require you to use a comma rather than a colon. 

Pros and Cons

The following are the advantages and disadvantages of using “To Whom It May Concern”:

Some advantages of this generic greeting are the following:

• The letter allows you to send the same one to multiple recipients without changing the greeting. 
• It eliminates the risk of misspelling a name, using the wrong gender title, or sending the letter to the wrong person. 
• A generic salutation saves you time from researching the names of your recipients. 

The following are some disadvantages of using a generic greeting in a letter:

• Most people will find a generic greeting impolite and rude in business correspondence since, these days, most contact information is easily accessible on company websites. This has made the salutation gradually obsolete. 
• Recipients’ information can often be obtained through a simple phone call. So, using a To Whom It May Concern greeting may indicate a lack of interest. 

To Whom It May Concern Alternatives 

There are alternatives to To Whom It May Concern that can be used similarly. These alternatives are viable in different situations, depending on who you are writing to. Examples of such alternatives include the following:

• Dear Hiring Manager
• Dear Recruiting Department
• Dear Recruiter
• Dear Recruiting Manager
• Dear Customer Service Manager
• Dear [Team or Department]
• Dear HR manager
• Dear Sir/Madam
• Dear Hiring Committee
• Dear [Department] Manager
• Dear Talent Acquisition Team
• Dear Human Resources Team
• Dear Personnel Manager
• Dear [job title you are applying for] Manager/Committee/hiring Team 

Frequently Asked Questions

To correctly write the salutation, capitalize on the first letter of each word. Then, insert a colon after the salutation and two spaces before beginning the letter’s introduction.  

Using this format is not rude. It is a formally acceptable way of addressing recipients with whom you are not familiar. 

Using “To whom it may concern” in an email can come across as impersonal and may not be the best option. In an email, it is better to address the recipient by their name or use a more specific greeting. If you are unsure about who the recipient is, you can try to do some research to find their name or use a more general greeting such as “Dear Hiring Manager” or “Dear [company name] team.”

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