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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Although "To whom it may concern" is seen as as outdated or impersonal in modern job markets, there are specific situations where you may still want to use it: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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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 Alternatives – How to Address a Letter When You Don't Know Who Will Read It

If you need to reach out to someone but don't know their name, what do you do? Well, the answer used to be, "To Whom It May Concern."

Why did this stuffy-sounding phrase become the go-to form of address for unknown recipients? Well, back in the day (before Google, basically), it was a lot harder to find basic information about people you didn't know.

But since people still had to apply for jobs and get in touch with companies, a standard solution seemed helpful. Thus, "To Whom..." started being used.

But the times they are a-changin'.

So how do you address a cover letter or email to someone you've never met, or whose name you just can't find, in the 21st century?

Don't worry - there are many alternatives to the stodgy, old-fashioned "To Whom It May Concern" or "Dear Sir/Madam".

In this article, we'll look at:

• how to address a letter in the first place (taking into account tone, formality, titles, and gender neutrality)
• all the most common ways to address someone without knowing their name, and when/why you might use each
• how you can discover someone's name if you really want to personalize your letter
• when it actually is acceptable to use "To Whom It May Concern"

Alright - let's do this.

How to Address a Letter in the First Place

First of all, it helps to know how exactly to start your letter in the first place. This may seem obvious, but there are a few things to consider.

Tone and Formality

When you're communicating with someone you don't know, you should put some thought into how you address them. Even if you know their name, it's not like you're buddies - yet. So you probably wouldn't start a letter with "Hey babe, what's up?"

So what do you say? Well, you can usually count on "Dear [name]" (or any of the other options below if you don't know their name) - it's formal but not stuffy, and it's a pretty widely-accepted way of starting a written communication (at least in the States).

You should probably avoid any language that's too familiar or where your meaning could be misconstrued (see the "Hey babe" above). Until you've established a bit of a rapport with this person, keep it polite and basic.

Titles and Gender Neutrality

If you know the person's name, you have a couple options when addressing them.

You might want to address them as Ms. X or Mr. Y. Just make sure you know how that person identifies so you can use the proper title. If you're not sure, you can try to find out more information (see methods below) or choose some other form of address.

For women/femmes, be aware of whether you use Miss, Mrs, or Ms. The safest bet is to use "Ms.", as it doesn't imply a married or single status. If you know that the person prefers one over the others (you see "Please contact Miss Jennifer Morgan for more information" or something similar), use that.

If you want to discover how someone identifies, you can try to find them on social media (Twitter, LinkedIn, or Instagram are probably your best bets). Sometimes people will list their pronouns in their profiles, like "Jennifer Morgan, she/her" or "AJ DePew, they/them". Not everyone does this, but it's becoming more common.

Lastly, if someone has a Doctorate or other official title/honorific, you should address them that way. For example, "Dear Dr. Morgan" or "Dear Professor DePew".

Not all of this applies if you don't know the person's name. But it's still good to keep in mind when communicating with someone you don't know.

Now let's get into those alternative forms of address.

Alternatives to "To Whom It May Concern"

If you don't know the name of the person to whom you're writing, that's ok. There are still some decent options that will let them know that you did your research and you care.

Dear (Position/Job Title), like "Dear Director of Sales"

If you're applying for a job in, say, the Sales department, chances are someone with the title "Director of Sales" will be your boss (or your boss's boss...).

And while you most likely aren't applying directly to that person (that is, they won't be the first to see your application/cover letter), they're still a relevant person/position to whom to address your communication.

Using this form of address shows that you've at least done your homework regarding the position for which you're applying, how the departments are structured, and so on.

Dear (Team/Department), like "Dear Social Media Department" or "Dear Social Media Team"

If you're not sure how the company is structured, or what positions you might interact with if you get the job, you can take it step back.

Starting off with "Dear Social Media Department" isn't quite as direct as singling out one person, but it's still relevant and thoughtful.

Using this type of address works well if you're applying to a larger company/team and it's really hard to single out one position or person who will definitely see your application.

Keeping it Casual with "Greetings", "Hello", "Good afternoon" and so on

We've all probably gotten emails that start with "Hi there!" or just "Hello". These forms of address are certainly more casual than "Dear X", but they might be the right choice in certain situations.

If you can't find out any specific information about where your application might be going, something like "Hello there" or "Hi there" is a good neutral option. If you're sending your email first thing in the morning, "Good morning" also works well.

It will be fairly obvious that you have no idea to whom you're speaking, but at least you're being polite and neutral.

Before using this option, however, it might be a good idea to do some research into the company's culture. If it seems like they're fairly relaxed and casual, these greetings are probably ok.

Dear (Name of person who'd be your boss/to whom you'd report)

Now, perhaps you don't know exactly to whom you're applying or sending that cover letter. But you might be able to figure out who your boss would be (if you got the job).

Dig into that company website. Read the bios, figure out who's on what team, and who's in charge of what. If you can learn to whom you'd report, you can address your letter to them.

Sure it sounds ambitious (and maybe a tad presumptuous?) but it does show that you know how to do your research. And that you care about the job, the company, and putting your most knowledgeable foot forward.

Dear (Name of the head of the department to which you're applying)

If you're not sure who would be your boss if you got the job, but you still want to use someone's name, zoom out a bit. You can likely figure out who's the head of whatever department you'd join if you got the position.

Once you've found that person, write your letter to them. Again, it's not the most direct (and they likely won't even seen your application, at least not in the beginning), but it's better than "To Whom It May Concern", that's for sure.

And again, similar to the previous option, it shows that you're trying to learn as much about the company as possible.

Dear (Name of recruiter)

If you know the name of the recruiter who'll be reviewing your application, you can certainly address your cover letter to them. It might take a little effort to figure that out, but it does make your cover letter/application stand out.

If you're working with a recruiter, you can ask them. You can also get in touch with the company and see if they'll tell you who that person is. But if you can't figure that out...

Dear (Recruiting Manager or Hiring Manager)

Sometimes those names really are elusive. But it's a pretty good guess to assume that a recruitment or hiring manager will be involved in the process. So addressing your letter to the position might get their attention.

Dear (Position for which you're applying) Hiring Manager, like "Dear Network Engineering Hiring Manager"

When you want to be as specific as you can, but don't know a name, you can always address your communication to the team or committee that's actually hiring you.

To do that, just list the roll you're applying for (like Network Engineer, Social Media Manager, or Database Analyst) followed by "Search Committee", "Hiring Manager", or "Hiring Team" – for example, "Dear Network Engineer Hiring Team".

This way you show that you're aware of the department you'd be part of if you get the job and you're directing your inquiry to them.

Dear (Department) Head, or Dear Head of (Department)

If you want to target the head of your (hopefully) future team, you can address your letter to the head of that department.

It's ok if you don't know their name – just say something like "Dear Network Engineering Department Head".

Dear (Name of referral)

Lastly, if you know someone who works at the company, and they've given you a referral, you can always address your letter to them.

This is particularly effective because it shows that you have a relationship with someone who already works there, and you can be fairly sure that your letter/application will make it past the "first look".

Your friend or acquaintance can check out your letter and then decide who the best person would be to review it.

Bonus: Dear (Full name)

If you find the name of someone on the hiring committee or in the department to which you're applying, that's great. But what if you're not familiar with the origins of that name, and how people are addressed in that part of the world?

In this case, it can be a good idea to use the person's full name. In some places, like Hungary, Taiwan, or Japan, for example, people list their last names first. So by using their full name, you're not presuming to call them by only their first (or last) name.

How to find the right contact person

If you're determined to find a name to which to address your letter, there are a number of ways you can go about it. You can:

• Ask your recruiter or HR rep - they can often help you get that info
• Look on the company website - the "About Us" page often has tons of helpful info and details about the team
• Look in the job application/description - sometimes there are instructions there
• Look on LinkedIn - this is often the go-to resource for job seekers, as many people are on LinkedIn and have publicly visible profiles
• If you know someone at the company/in the department, ask them
• Call and ask the office manager/administrative assistant (and be honest about why you're calling - say you want to personalize your cover letter and you were hoping they could help point you in the right direction)

When it's ok to use "To Whom It May Concern"

There are a few situations where it's appropriate to use "To Whom It May Concern". Mostly they occur when you don't need or want to know the name of the person you're addressing.

So you can use that phrase when:

• You're providing a recommendation or a reference check for someone else (the company doesn't expect you to research them and find the exact right person to address the letter to).
• You're submitting a complaint to a company (if you received a defective product, weren't satisfied with their customer service, and so on).
• You're introducing yourself to someone you've never met and you don't know much about (like if someone requested a quote from you for a service, and so on).

Now you know how to address your correspondence when you don't know your reader's name. See, it's not as scary (or as outdated) as it seems.

Former archaeologist, current editor and podcaster, life-long world traveler and learner.

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How to Start a Cover Letter To Keep Recruiters Reading

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Writing a good cover letter starts with the first word, so you need to know how to start a cover letter right.

Starting a cover letter on the right note is crucial to grab the recruiter’s attention. Whether you’re struggling with a blank document or have a solid foundation, a cover letter needs a punchy opening to make an impact on the hiring team.

What are the key ingredients to starting the perfect cover letter?

Here’s what we’ll cover in this article:

• What to include in your cover letter header.
• How to start a cover letter greeting.
• How to write an impressive cover letter opening paragraph.
• How to start a cover letter off strong.
• Examples of how to start a cover letter.

Each puzzle piece of your cover letter opener creates a detailed picture of who you are as a candidate. It proves to the recruiter that you’re worth contacting for a job interview . Make a standout first impression with your cover letter by including:

• A header with your contact information.
• A personalized greeting.
• A powerful opening statement.

Create your cover letter with AI to customize it for the job description. Optimize your cover letter and resume with Jobscan to get more interviews.

What to include in a cover letter header

The top of your cover letter should include a header with your critical contact information, like:

• Your name and professional title.
• Your phone number.
• Your email address.
• Your LinkedIn profile link.

You can also include other relevant links. These could be to your portfolio website, GitHub, Medium profile, or other industry-specific resources. They will help the recruiter understand your skills.

Include the date, the recipient, the company name, and the address or location of the organization. (This will depend on whether it’s an in-person, hybrid, or remote environment.)

Below is an example of a cover letter including personal information in the header with the date and company information below. This example was created with the Jobscan Cover Letter Generator .

Use our Cover Letter Generator to save yourself time writing your cover letter. The header section will auto-populate based on your resume, so all the details match perfectly.

How to write a cover letter greeting

If you usually start your cover letters with “Dear Sir/Madam” or “To whom it may concern,” it’s time to reinvent your greetings. Not only is this a boring way to start a cover letter, it can come across as lazy.

With a little investigation, it’s easier than ever to find the names of the recruiters or hiring teams. By taking a little time, you can personalize your greeting to boost your chances of a recruiter reading your cover letter from start to finish.

Beat out the 84% of job seekers who don’t find the hiring manager’s name to personalize their applications and go the extra mile.

How can you find the right person to address in your cover letter?

Turn to LinkedIn or the organization’s website.

On LinkedIn, you can either search for the company’s recruiter or talent acquisition team members. Or you can go to the “People” tab of their LinkedIn page to explore the current employees.

Suppose you’re looking for a job at PCL Construction and want to find the name of the recruiter who will likely be reading your cover letter. You can go to the search bar and find the recruiter managing that department by city.

With just a quick search, you’ll find the hiring team members in charge of the role you’re applying for!

You can also go directly to a company’s website and look for the “Team” or “About Us” page for information.

Targeting a greeting to a specific person is easier to do in smaller organizations. If you’re applying for a role at a large company, you can still write an engaging but more general greeting on your cover letter, such as:

• Dear [Department] Hiring Manager,
• Dear [Department] Team,
• Dear [Director of or Head of] Department,
• Dear [Company Name] Hiring Manager,

How to write a powerful cover letter opening paragraph

Recruiters spend just seven seconds scanning a candidate’s application , so it’s critical to capture their attention in the first line.

Be concise in your cover letter and choose your words with the desired impact in mind. Avoid falling into the old traps of opening your cover letter by stating what role you’re applying for and how you found it. Remember, you have a precious few seconds to illustrate how you can help the organization fulfill its needs, so make every sentence count.

Read the examples below and ask which one will have a greater impact on employers.

“I am thrilled to apply for the Research Analyst position at YouGov, where my experience in leading market research projects that boosted client engagement by 25% and my expertise in data interpretation have consistently delivered actionable insights and strategic recommendations. Using my skills in analyzing primary research data, I’m looking forward to helping your organization make data-backed decisions to drive growth and profitability in your projects.”

“I am excited to apply for the Research Analyst position at YouGov, an esteemed global online research company well-known for its accurate data and market insights. With my background in managing market research projects, interpreting data, and delivering actionable recommendations, I believe I can contribute significantly to your team.”

The point of your cover letter isn’t just to restate your skills from your resume . You need to prove the impact of your skills and how you’ll bring that impact to the organization.

It’s not about you, it’s about the company’s needs.

Tips for writing a strong cover letter opener

Now that you know what puzzle pieces you need to start a cover letter right, here are some tips to help wow the recruiter with its content.

1. Let your enthusiasm and passion shine through

Your resume illustrates your skills and qualifications , but your cover letter is the place to tell a story. Share what company qualities excite you, what draws you to the organization’s mission or values, and what direct experience you have with the company’s product or service.

Communicating your enthusiasm gives the recruiter an idea of how engaged and dedicated you’ll be to your performance.

With over five years of hands-on experience in property management, I am deeply passionate about creating exceptional living experiences for residents. Your industry-leading services and premium standards in property management systems make me excited about the opportunity to bring my dedication and expertise to your esteemed team.

2. Mention any mutual connections

If you have a professional connection in the company or were referred to a position, name-drop that connection at the top of your cover letter. A connection can help boost your chances of getting an interview, especially if that person can act as a reference.

Give your connection a heads-up if you discovered the opportunity on your own without a referral. That way, if they’re asked about you informally by the hiring team, they’ll know to expect questions.

If you want to give your cover letter a boost with a connection, you can reach out to someone in the company before you apply. Be genuine and try to connect with someone on the team you would be working with. Ask an authentic question or reach out to discuss their experience in the company. Tell them you want to apply for an opening. But don’t try to reach out to anyone just to get a name to plug in your cover letter. It can come across as disingenuous.

My interest in the Health Systems Analyst role was significantly piqued after speaking with Jane Doe, an eHealth Policy Analyst at your organization. Jane highlighted the cutting-edge technology initiatives and collaborative atmosphere within your IT department, which align perfectly with my 7 years of experience in healthcare IT, focusing on electronic health records (EHR) systems and data security.

3. Incorporate your company research

Writing a compelling cover letter requires that you do some research to show the recruiter that you’re aligned with the company’s values, mission, and culture. You need to express to the recruiter why you want to work at their specific organization .

Keep an eye on industry news and learn about the company’s latest projects. By incorporating details about what the organization is currently achieving, you position yourself as a better interview candidate over other applicants.

Your recognition as an industry leader, demonstrated by winning the Best Employer Award for three consecutive years and your successful launch of the community outreach initiative, highlights [Company Name]’s dedication to both employee well-being and social responsibility. I have a track record of increasing employee satisfaction by 20% through strategic wellness programs and look forward to contributing to your continued success.

4. Highlight your most impressive achievement

A well-written resume illustrates your achievements , but your cover letter is the best vehicle to add context and tell a compelling story to show off your impact. You can directly tie it into the role you’re applying for and help the recruiter forge connections between what you have accomplished in the past to what you can achieve for the future—particularly for their company.

In my previous role as a project manager at Apex Management Co, I spearheaded a comprehensive cost-reduction initiative that saved $500,000 annually by optimizing supply chain operations and renegotiating vendor contracts. This accomplishment directly relates to the efficiency and budget management skills required for the Operations Manager position at your organization, where I am eager to contribute to your mission of streamlining processes and enhancing operational efficiency.

5. Clearly state your unique value

In a sea of applicants, it can feel difficult to set yourself apart. But the truth is, no one has the same combination of experience or skills you do. The key to standing out is learning how to frame your unique value to solve a company’s problems. Expand on the key skills listed in the job description and draw on your research of the organization to explicitly spell out how you’ll benefit the team.

With a unique blend of creative and technical skills, I designed a user interface for the HealthCo App that increased user engagement by 40% through user-centered design principles and rigorous usability testing. I am looking forward to bringing this expertise to your organization as a UX Designer, addressing your need for more engaging and intuitive user experiences, particularly as you expand your digital offerings.

6. Keep your cover letter short

Remember that you want the recruiter to read your cover letter from start to finish, so make sure every sentence is meaningful and cut out the fluff. There should be plenty of white space to break up the text and not overwhelm the reader.

Reference our cover letter examples for inspiration on crafting the perfect cover letter.

Let AI write your cover letter for you

Jobscan’s premium Power Edit includes a cover letter generator that harnesses the power of AI to write a customized cover letter based on your tailored resume and the job description. With one click, you’ll generate a cover letter that follows best practices.

You can use it as a framework to defeat blank page syndrome and include anecdotes, details about your mutual connections, and bits of information from your research to impress the hiring team. You can make any alterations in Power Edit and download the PDF when it’s done and ready to be attached to your tailored resume.

Key takeaways

Your cover letter could be the key to landing the interview. By following these essential tips on how to start a cover letter, you’ll capture the attention of the hiring team from the first sentence.

Remember these cover letter rules as you start your writing.

• Make a clear opening statement that shows passion, knowledge, and your unique value.
• Keep your cover letter short—stick to a few concise paragraphs to make it readable.
• Be specific and clear about what you’ll bring to the role.
• Stay away from humor—the tone can be difficult to read.
• Avoid reusing the same cover letter and write a custom cover letter for each job.
• Don’t overinflate your accomplishments or lie about connections that don’t exist.

When including your contact information on a cover letter or resume, make sure to provide the following details: Full Name: Your first and last name. Phone Number: A number where you can be easily reached. Make sure your voicemail is professional. Email Address: Use a professional email address, preferably one that includes your name. Mailing Address: Include your current street address, city, state, and zip code. LinkedIn Profile: If you have a LinkedIn profile that is up-to-date and professional, include the URL. Professional Website or Portfolio: If applicable, include a link to your personal website or online portfolio showcasing your work. This ensures potential employers have multiple ways to reach you and can view your professional online presence.

A good opening sentence for a cover letter can grab the reader’s attention and introduce your purpose for writing. Here are a few examples: For a job application: “I am excited to apply for the [Job Title] position at [Company Name], as advertised on [where you found the job posting]. With my background in [your field or relevant experience ], I am eager to bring my skills and passion to your team.” For a career change: “With a strong foundation in [current field], I am thrilled to apply for the [Job Title] role at [Company Name] to leverage my skills in [new field].” For a specific achievement: “Having recently led a successful [project or achievement], I am enthusiastic about applying for the [Job Title] position at [Company Name] to bring my expertise in [specific skill or area] to your innovative team.” For expressing enthusiasm: “I have long admired [Company Name]’s commitment to [specific value or mission], and I am excited to apply for the [Job Title] position to contribute to your impactful work with my experience in [relevant experience or field].” For a networking referral: “After speaking with [Referrer’s Name], I am inspired to apply for the [Job Title] position at [Company Name] where I can utilize my skills in [specific skill or area] to further your goals.” These starters aim to make a strong first impression by highlighting your enthusiasm, relevant skills, and connection to the company.

Your cover letter opening should contain the following key elements: Your Enthusiasm for the Position: Show genuine excitement and interest in the role you are applying for. This sets a positive tone and captures the reader’s attention. Specific Mention of the Job Title and Company Name: Clearly state the position you are applying for and the name of the company. This ensures the reader knows exactly what role you are interested in. Brief Introduction of Yourself: Include a concise introduction that highlights who you are and what you bring to the table. This can include your current role, relevant experience, or a key achievement. Connection to the Company: Mention something specific about the company that resonates with you, such as their mission, values, recent achievements, or reputation in the industry. This demonstrates that you have researched the company and are genuinely interested in working there. A Hook or Key Strength: Highlight a key skill or accomplishment that makes you a strong candidate for the position. This can be a significant achievement, a unique skill set, or relevant experience that sets you apart from other applicants. Here is an example that incorporates all these elements: “I am excited to apply for the Marketing Manager position at XYZ Company, where I can combine my passion for innovative marketing strategies with my skills in digital advertising. With over five years of experience in driving successful campaigns that increased brand awareness and sales, I am eager to bring my expertise to your dynamic team. I have long admired XYZ Company’s commitment to sustainability and innovative product development, and I am thrilled at the opportunity to contribute to your impactful work. My recent achievement in boosting social media engagement by 40% through targeted campaigns is a testament to my ability to drive results and my dedication to excellence.”

To start a cover letter greeting effectively, follow these guidelines: Address the Hiring Manager by Name: Whenever possible, find out the name of the hiring manager or the person responsible for hiring. Addressing the letter to a specific person shows that you have done your research and adds a personal touch. Use a Professional Salutation: Use a formal greeting such as “Dear” followed by the person’s title (Mr., Ms., Dr., etc.) and last name. Avoid using first names or informal greetings. When You Don’t Know the Name: If you cannot find the hiring manager’s name, use a general but professional greeting such as “ Dear Hiring Manager ” or “Dear [Department] Team.” Avoid Outdated Phrases: Refrain from using outdated or overly formal phrases like “To Whom It May Concern.” A modern, professional greeting is more effective. Examples: When you know the hiring manager’s name: “Dear Ms. Smith,” When you know the hiring manager’s title and department: “Dear Marketing Team Lead,” When you don’t know the hiring manager’s name: “Dear Hiring Manager,” When applying to a specific department: “Dear Marketing Team,” Starting your cover letter with a proper greeting sets a professional tone and demonstrates your attention to detail.

Kelsey is a Content Writer with a background in content creation, bouncing between industries to educate readers everywhere.

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How to Use To Whom It May Concern (Alternatives Included)

Mike Simpson 0 Comments

By Mike Simpson

Every letter needs a solid salutation. Why? Because it helps the reader figure out who you’re talking to. But what if you don’t know the name of the person you’re addressing? That’s where “to whom it may concern” comes in.

“To whom it may concern” is a generic salutation that can apply to nearly anyone, making it the default approach if you don’t have a contact’s name. But is it a good idea to use “to whom it may concern” in a cover letter ? Well, that depends.

If you’re curious about using “to whom it may concern” in a letter, here’s what you need to know.

Starting a Letter

Before we dig into the nitty-gritty of using “to whom it may concern,” let’s pause for a quick second and talk about starting a letter in general. As a job seeker, there’s at least one kind of letter you’re going to be writing regularly: the cover letter.

Do you actually need a cover letter? Yes, yes, you do. While most hiring managers assert that customizing your resume is the most important thing you can do, nearly half also want to see a cover letter. That’s a big percentage.

Plus, 83 percent of recruiters say that a great cover letter can land you an interview even if your resume isn’t a spot-on match. Holy cow, right? That alone should put cover letters on your must-do list.

Whenever you write any kind of letter, you want to start strong. After all, you need to convince the reader to actually finish the entire thing. If you don’t capture their attention quickly, that may not happen.

In most cases – after you fill in some contact information at the top – the first thing you need in your letter is a salutation. Why? Because it’s polite and directly acknowledges the reader.

Without a greeting, you’re letter just hops into whatever you want to talk about. If you’re writing a cover letter, that means you’d diving into a one-sided discussion about yourself.

The salutation recognizes that there is a person there “listening” to what you’re sharing. It’s a light form of appreciation. Yes, it’s a small gesture, but it’s an important one.

To Whom It May Concern

Alright, let’s take a second to talk about the use of “to whom it may concern” as a letter opening through time. While its exact origin isn’t entirely clear, the phrase does have a long history.

One of the most noteworthy examples is from a document written by President Abraham Lincoln. In a July 18, 1864 letter , he began with “to whom it may concern.” So, the phrase is at least that old.

Generally, the salutation serves as a generic opener when you either aren’t speaking to a particular individual (as a person might do with an open letter to the public) or when you don’t know who the reader is. It’s a polite and incredibly formal way to address an unknown individual. “Dear whoever” just doesn’t have the same ring, does it?

Now, if good old Abe Lincoln used it, does that mean you should too? Well, in most cases, no, you shouldn’t. Really, it should be treated as a greeting of last resort, especially for cover letters. If you have any other reasonable alternative that feels even the slightest bit more personal, that’s probably the better choice.

Plus, it feels really old-school. It doesn’t seem like it fits in modern society. The same goes for “Dear sir or madam,” which equal parts generic and out of place.

Now, does that mean you can’t ever use “to whom it may concern” in your cover letter? No, it doesn’t. Instead, it should simply be the last option you explore after everything else falls through.

So, what should you use instead? Well, we’ll get to that in a minute.

It is important to note that there may be a few exceptions. If you’re writing a letter of recommendation that may be used in more than one way – such as for a job search and for college admissions – then “to whom it may concern” might be a better bet. That keeps the reader audience broad, allowing the letter to serve more than one purpose.

But cover letters only have a single reason for existing. As a result, it’s best to get more specific with your greeting.

Proper Usage of To Whom It May Concern

Alright, let’s say that, for whatever reason, “to whom it may concern” is all you’ve got. If that’s the case, then you need to make sure you use it the proper way.

There’s a pretty good chance that one question has been dancing through your mind: Do you capitalize to whom it may concern?

In most cases, when you’re starting a cover letter, you do want to capitalize the greeting. So, that would mean that the to whom it may concern capitalization should look like this:

Additionally, you’ll usually follow it with a colon instead of a comma. It’s the formal approach, which is the perfect choice in these circumstances. So, that gives you:

To Whom It May Concern:

Just remember that you should only use this approach to opening a cover letter if you really can’t figure out anything better. But if you’re really stuck with it, you now know how to use it right.

What about “to whom this may concern?” How do you use that? Typically, you don’t. “To whom this may concern” isn’t the traditionally accepted approach. If you use that, the hiring manager might just assume that you have no idea how to start a cover letter, and that’s no good.

Alternatives to To Whom It May Concern

Okay, we’ve said it a few times now, and it bears repeating once more; don’t use to whom it may concern in your cover letter unless that’s all you have available. But what should you use instead? Glad you asked.

First, you’re always better off using the hiring manager’s name if you can find it. This makes your cover letter feel more personal. So, whenever possible, go with “Dear [Mr./Mrs./Ms./Dr.] [First Name] [Last Name].” It really is the best choice.

What about “Mx. [First Name] [Last Name]?” Is that okay to use?

“Mx.” is a gender-neutral way of addressing a person, and it’s increasingly popular with people who consider themselves nonbinary. However, it’s best to only use this if you are 100 percent sure it’s the hiring manager’s preferred title.

Why? Because “Mx.” is still a bit rare in the business world. People who aren’t familiar with it may think that it’s a typo, and that won’t reflect well on you. Plus, there’s also a bit of controversy surrounding its use and, if the hiring manager has strong feelings about it, that could hurt your chances of getting the job.

So, unless you know that the hiring manager prefers “Mx.” it is better to go with something else. If the contact has a gender-neutral name and you can’t find out anything else about them, skip the title and use “Dear [First Name] [Last Name]” instead.

But what if you don’t have the name of a contact? Then, it’s time for a different approach.

You can try “Dear [Job Title/Role]” as an alternative. For example, “Dear Hiring Manager” or “Dear IT Department Manager” could work. It’s at least a bit more personal, as it’s clearly speaking to a particular individual.

Next, you could go with “Dear [Department].” Again, this is a bit less ideal, as it’s opening it up to a group instead of a specific person. Still, “Dear Marketing Department” is still better than “to whom it may concern” for a letter salutation.

If the workplace is more casual, you may even be swing “Greetings” as the entire salutation. It’s less formal and a bit warmer. However, it might not sit well with every hiring manager, so you may only want to use this one if you know the company is pretty darn relaxed.

Tips for Finding a Contact Person

By now, you know that using the contact’s name is the absolute best approach when you’re writing a cover letter. If you want to find it, start by reviewing the job ad.

In some cases, the contact person’s information is right there in black and white. In others, you may be able to figure it out based on other contact details. For example, if you’re told to send your resume to an email address, and that email is clearly based on a person’s name, you may have all you need to know. A lot of companies use employee first and last names to create their email addresses, so this may be all you need.

Other companies use certain details from a person’s name, like first initials and full last names, or partial first and last names. At times, this enough information for you to figure the rest out. You can use resources like the company website or LinkedIn to find a match based on what you do know.

But if any clues about the person’s name aren’t in the job ad, how do you find it?

In this case, a great place to begin is the company website. If you can find staff bios or an overview of the company’s organizational structure, you may be able to suss out who is overseeing the role. This is especially true if the job ad includes the job title of who you would be reporting to, as there may be only one employee with that title in a suitable department.

If that doesn’t work, head on over to LinkedIn. You can head to the company’s page to look for a staff list or may be able to figure out who your contact would be by doing a search.

Contacting members of your network may also be a good idea. If you know someone who works at the company today, they may be able to clue you in by providing you the hiring manager’s name.

Finally, you could try to reach out to the company and simply ask them. Let them know that you are preparing to apply for a job and want to know who you need to address your cover letter to. Now, they may decline to give you that information, but it doesn’t hurt to try.

If none of those approaches work, then it’s time to use one of the “to whom it may concern” alternatives we listed above. If you at least know the job title or department, that could be enough. Plus, you can always go with the classic “Dear Hiring Manager,” as that will usually strike the right chord.

Putting It All Together

Ultimately, there is a time and place for “to whom it may concern” in a letter, just not usually in a cover letter. Try all of the alternatives above before you default to a generic greeting. That way, you’re cover letter is more likely to make a great impression, increasing the odds that you’ll get called in for an interview.

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com.

His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others.

Learn more about The Interview Guys on our About Us page .

About The Author

Mike simpson.

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com. His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others. Learn more about The Interview Guys on our About Us page .

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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: How To Use It With Examples

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

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

Key Takeaways:

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

When lodging a formal complaint

A letter of recommendation

A letter of introduction

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

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

When to use “to whom it may concern”

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Dear Recruiting Team

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

Dear Hiring Manager

Dear Recruiter

Dear Recruiting Manager

Dear Recruiting Department

Dear Human Resources Manager

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

Dear Personnel Manager

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

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

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

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

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

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

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

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

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

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

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

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

Is “To Whom It May Concern” rude?

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

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

Should I use “To Whom It May Concern”?

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

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

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

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

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

How do you address a letter to an unknown person?

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

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

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

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

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

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

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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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