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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.

7 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Although "To whom it may concern" is seen as as outdated or impersonal in modern job markets, there are specific situations where you may still want to use it: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” in a Cover Letter: 7 Alternatives

By Jeffrey Stromes

Using “To Whom It May Concern” in a cover letter is an outdated practice that feels overly formal and disconnected. It’s a suboptimal way of addressing the reader , which is why you should opt for other methods that are more personal when writing this document.

In this article, we’ll explain how to start your cover letter better and how else you can write “To Whom It May Concern.” We’ll first determine what makes this opening poor and then give you solid alternatives that will help you grab the reader’s attention . 

Without further ado, let’s dive right in!

Key Takeaways

You shouldn’t use “To Whom It May Concern” in a cover letter, as it’s an outdated phrase that’s too generic and indifferent .

One of the best ways to address a cover letter is to use the reader’s name .

To find the hiring manager’s name , you can look at the company’s website and LinkedIn, read the job posting, or even contact the company.

If you can’t find the name of the recipient, you can address them by their title or department .

Why You Shouldn’t Use “To Whom It May Concern” in Your Cover Letters

You shouldn’t use “To Whom It May Concern” in your cover letter, as this opening is considered antiquated, indifferent, and unenthusiastic .

First of all, it severely lacks personalization . When you address the reader more directly—whether by their name, job title, or in a similar manner—you personalize the letter and build rapport with the recipient.

The connection you build this way humanizes your application and helps you stand out from the competition. Plus, it makes your cover letter more impactful and memorable, increasing the chances that the reader will engage with it. It’s essential to achieve this at the beginning of the document, as it also ensures hiring managers will read the rest carefully.

Another reason to avoid starting your cover letter this way is that it demonstrates a lack of effort . By going the extra mile to find out who is going to read your letter before addressing them directly, you show dedication. This tells hiring managers that you did your diligence and researched the company because you are genuinely interested in the role.

Finally, using a more specific opening instead of “To Whom It May Concern” in your cover letter hints at several valuable soft skills . 

Namely, it’s a strong indicator of good communication and writing skills , as well as research prowess and attention to detail.

How to Find Out Whom to Address in Your Cover Letter

Before discussing solid alternatives to “To Whom It May Concern,” we need to determine how to find out whom to address in a cover letter. 

There are many ways to go about it, so here are three of the most effective and common ones :

Sources To Check

Company website . The vast majority of companies today have websites where you can find all the relevant information about their work and employees, including HR professionals and hiring managers who might be reading your cover letter.

Job posting . It’s not uncommon for job postings to have the names of recruiters or hiring managers as part of their contact information. That’s why you should carefully read them to see if there’s a name associated with the email to which you should send your cover letter.

LinkedIn . You can look up the company on LinkedIn to learn about its members. Look for professionals with specific titles, whether it’s “Hiring Manager” or “Recruitment Manager.” The company’s recent posts can also be about hiring, and they might contain details about those in charge of the process.

If these typical approaches yield no results, you can use some of the more involved methods , like:

Contacting the company . You can call the company via phone and politely ask the receptionist for the name of the person in charge of hiring.

Leveraging your network . If you have connections in the company or know someone who does, you can use them to determine the name of the hiring manager.

Searching on Google . When all else fails, a simple Google search might give you the information you need. For instance, you can find the name that you’re after in one of the news articles, publications, blog posts, company announcements, and more.

7 Alternatives for “To Whom It May Concern” on a Cover Letter

Here are seven established alternatives for “To Whom It May Concern” that work perfectly for your cover letter.

#1. Dear [Name of the Hiring Manager]

Addressing the hiring manager directly is one of the best ways to start your cover letter . This means that the established method of using “Dear” followed by their name makes your letter personal and shows effort .

Depending on the company’s culture, you can slightly customize this opening . For instance, you should determine whether to use honorifics , such as Mr., Ms., Dr., etc. Moreover, you can use the hiring manager’s full name or just their last name. You can even include their name alone, without the “Dear” before it.

This makes it all the more important to do proper research and gain an in-depth understanding of the organization's social dynamics . Getting this part right can significantly boost the effect of your cover letter and portray you as an excellent cultural fit . 

#2. Dear [Name of the Recruiter]

If you can’t find the name of the hiring manager but you find out who the recruiter is, you can address them and send them your cover letter . Both of these professionals are responsible for hiring, so it’s not uncommon for recruiters to read cover letters, especially since they are in charge of the initial assessment of candidates.

Should you opt for this method, you can follow the same rules as if you were addressing the hiring manager by their name . This includes looking into the company’s culture to figure out whether to use or omit “Dear,” include honorifics, mention the recruiter’s full name or just their last name, etc.

#3. Dear Recruiter/Hiring Manager

When you don't know a recruiter or hiring manager’s name, using their job titles is an acceptable way of addressing them. It’s a courteous and professional alternative that shows respect for the role and ensures your cover letter gets to the appropriate individuals.

#4. Dear [Name of the Head of the Department]

Instead of a generic “To Whom It May Concern” in your cover letter, you can address the head of the department that you want to join . When you’re researching the company, you might be able to find the leader of the department instead of the recruiter or hiring manager.

In that case, you send your cover letter to them and address them by their name , just as if you’d address the hiring manager or recruiter. This way, you’re also demonstrating diligence and willingness to go the extra mile as you’re highlighting your understanding of the company’s hierarchy.

#5. Dear [Name of the Department]

When you can’t find the name of a person, be it the hiring manager or the head of the department you’re applying to, you can address the department itself . Instead of starting your cover letter with “To Whom It May Concern,” you can open it with “Dear IT Department” or “Dear Marketing Department.” While this method isn’t as personal when there’s no reader’s name, it is still targeted and specific , and it shows effort on your end. Moreover, addressing the letter by the name of the department is functional, as it helps your cover letter reach the right person, even if you’re unsure who to send it to.

#6. Dear [Recruiting Team or Department]

Some companies have specific names for their recruiting teams , which you can use to address your cover letter. For example, their recruitment team might be called “Talent Acquisition,” in which case you should begin your cover letter with “Dear Talent Acquisition Team.”

This is another approach that isn’t as personal as specifying an individual name, but it shows effort on your end and familiarity with the company’s inner workings and internal terminology. It helps tailor your cover letter to the organization, increasing your chances of making a good first impression.

#7. Dear [Role] Search Committee/Hiring Manager

Another targeted method that doesn’t require the name of the recipient is to address the search committee, team, or hiring manager in charge of the role that you’re applying for. For instance, if you’re applying for the role of a software engineer, you can address your cover letter with “Dear Software Engineer Hiring Committee” or “Dear Software Engineer Search Team.”

While this is a broad salutation, it’s not as generic as using “To Whom It May Concern” in a cover letter. By the role’s search team or hiring manager, you’re targeting relevant parties and showing that you understand that a hiring process is a collaborative effort .

How to Address a Cover Letter if You Can’t Find the Name

In a previous section, we’ve given you concrete examples of how to address a cover letter to an unknown recipient. Even in such situations, you still want to address a cover letter in as personal and targeted a way as possible .

This includes using all the information available about the job title and the company's department that you’re looking to join. Furthermore, you can mention the role that you’re applying for to specify who you’re writing to further .

The first thing to do when you’re unable to find the name of the hiring manager or recruiter is to address them by their title . Another option is to address the hiring team or individual in charge of the role. Finally, if you don’t know who to send your cover letter to, you can send it to the department’s email and address it to the head of that department.

It’s also worth mentioning that there are some alternatives to the “Dear” part of your salutation. Depending on the company’s culture, you can say “Hello” instead. This is a friendlier variant, but it is still professional enough to work in modern companies that practice less formal communication.

On the other hand, you can use “Greetings” as a more formal and respectful way of saluting the reader. For example, “Greetings, Hiring Manager” is a viable option in traditional and highly corporate environments.

Ultimately, “Dear” remains the golden standard of starting cover letters and the one to use unless you’re absolutely sure that one of the alternatives is a better fit .

Other Phrases Besides “To Whom It May Concern” You Shouldn’t Use

Apart from “To Whom It May Concern,” there are several other ways to start your cover letter that are just as ineffective and impersonal. Here are a few more phrases to avoid using when writing your cover letter:

“Dear Sir or Madam.” This is as generic and outdated as “To Whom It May Concern.” It is an old-fashioned and overly formal opening that has no place in modern business communication. Furthermore, it makes gender assumptions that may not be inclusive in non-binary workplaces .

“Dear [Company Name] Team.” This opening is so broad that it appears entirely untargeted and unfocused. It won’t demonstrate that you did any research on the company aside from knowing its name. Ultimately, it won’t help you make a connection with the person who might be reading your cover letter.

“Dear Hiring Committee.” This is a variation of the “Dear [Role] Search Committee/Hiring Manager” opening that is much less impactful and personal. A lack of a specified role makes it almost as broad and generic as “To Whom It May Concern” on a cover letter and not any more effective.

“Dear Search Committee .” This is a formal—albeit generic—opening that’s mostly seen in academic settings. Still, just like other phrases on this list, it’s an impersonal and uninspired way of addressing a cover letter that likely won’t grab anyone’s attention. You’ll be much better off showing effort and trying to personalize your application.

When to Use “To Whom It May Concern”?

“To Whom It May Concern” is a poor choice for a cover letter and most business correspondence in general. Still, there are some documents where it is acceptable to use it and it wouldn’t feel out of place.

For example, if you’re writing a general inquiry about a company or organization, you can open the letter with “To Whom It May Concern.” When you have a question in mind that you don’t know who to send, you can address it broadly, and the recipient will forward it to a relevant department.

You can also use “To Whom It May Concern” when you’re writing a letter of recommendation . While a personalized letter is more impactful, you can’t expect a former employer, supervisor, or colleague to write a new one whenever you apply for a different job. In that case, they can use this generic opening to make a letter appropriate for all recipients.

When you’re having a business complaint or giving written feedback , it’s appropriate to use “To Whom It May Concern” if you don’t have a specific person or department in mind. Finally, you can find this opening in various formal public notices or legal documents that address wide and unknown audiences.

Final Thoughts

While “To Whom It May Concern” is professional and might sound appealing to use in business correspondence, it’s too professional and impersonal for a cover letter. Instead, you want to find a delicate balance between corporate and personal .

That’s why it’s usually best to address the recruiter or hiring manager by their name. If you thoroughly research the company, you’ll more than likely find the recipient of your letter. Otherwise, you can use their job title, department, or team name.

That way, you’ll have a strong opener that establishes a connection with the reader and ensures they pay close attention to all the skills and qualifications demonstrated in your letter.

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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.

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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“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. When crafting professional emails, it’s helpful to consider effective strategies such as crafting a cold email that captures attention and prompts a response.

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!

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

Options for Starting a Letter

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

Miguel Co / The Balance

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

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

Key Takeaways

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

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

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

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

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

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

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

Look for a Contact Person

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

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

Check the Job Listing

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

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

Check the Company Website

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

Ask the Employer

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

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

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

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

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

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

Capitalization and Spacing

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

To Whom It May Concern:

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

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

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

Here are some options:

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

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

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

What is the best format for business letters?

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

What are the sections of a business letter?

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

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To Whom It May Concern: 5 Expert Tips for Writing a Great Cover Letter

Guest contributor.

If you were to Google “can I use ‘To Whom It May Concern’ on my cover letter,” you would quickly learn that most websites advise against it. 

For years, career blogs all over the internet have insisted that starting a cover letter with “To Whom It May Concern” is a surefire way to sabotage your job prospects.

But countless job seekers start their cover letters this way — surely they’re not all jobless. How much does this seemingly minor detail really matter to hiring managers and employers?

To find out, Resume Companion conducted a “To Whom It May Concern” survey. They asked over 1,000 hiring managers across the United States to tell them what they think about “To Whom It May Concern,” and whether seeing it on a cover letter actually impacted the way they judged an applicant.

The results were loud and clear: over 83% of respondents stated that seeing “To Whom It May Concern” on a candidate’s cover letter had little or no impact on their hiring decision.

This contradicts what career experts have been insisting for years — that your cover letter must be personalized to the reader if you want to get hired.

To learn more about what recruiters from around the U.S. think, take a look at the full To Whom It May Concern survey to view data broken down by age, location and gender.

With the issue of how to address a cover letter out of the way, here are my Top 5 expert tips on how to write an effective cover letter — more important than ever in today's challenging job market. Share these tips with your job hunting college student or recent graduate!

1. Open with a Strong Introduction

Grab the hiring manager’s attention right from the start by introducing yourself and summarizing your most notable qualifications. A convincing cover letter introduction should include the following:

• An expression of your enthusiasm about the position
• The position you want to fill
• A short summary of your professional background
• A concise introduction to your key accomplishments and talents

By starting your cover letter off strong, you’ll encourage the hiring manager to read more about your background and qualifications.

2. Personalize the Letter for the Position You Hope to Fill

Include information about how your experience can help you solve the specific problems the company is facing. By identifying ways you can immediately step in and be useful, you make yourself look tailor-made for the position. 

In order to do this, before you compose the letter you'll need to carefully study the job description and requirements for the position you're applying for. Typically, you can deduce what skills the hiring manager is looking for in a candidate based on the language in the job description. To impress the hiring manager further, do some additional research about the company, and identify areas where they’re looking to improve. 

3. Showcase Your Work Experience in Clear Terms

You can do this by using hard numbers to demonstrate the contributions you made at your previous job, because they provide actual evidence of your professional achievements. When you describe your accomplishments in quantifiable terms, a hiring manager will have an easier time understanding what you’re capable of — which makes it more likely you'll land an interview.

4. Highlight Your Educational Background

If you don’t have much work experience yet and need to highlight your relevant skills, try focusing on your education. This could include relevant coursework, group projects, volunteer work done through your school, and more.

You will have picked up a variety of skills while handling your college coursework. Many of these school-learned skills are transferable to the professional world, and employers are looking for them in their entry-level candidates. By highlighting your education, you not only fill up space — you demonstrate your strengths and relevant abilities.

5. End Your Cover Letter with a Convincing Pitch

Reiterate your interest in the position, thank them for the opportunity, and tell the hiring manager that you’ll follow up within a week to check on your application. By closing your cover letter this way, you nudge the hiring manager to take action over your application.

Lauren McAdams is a hiring manager, career consultant and lead writer at Resume Companion. Her career and resume advice have been featured on sites like  Forbes ,  Huffington Post ,  TechRepublic ,  Harvard Business Review and Ladders .

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• To Whom It May Concern | Usage & Alternatives

To Whom It May Concern | Usage & Alternatives

Published on June 22, 2023 by Jack Caulfield .

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

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

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

Dear Head of Marketing, …

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Table of contents

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

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

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

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

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

Dear Department of Finance, …

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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 .

Our  rewriter can help you find alternative ways to start a professional email.

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

Scribbr’s  paragraph rewriter  can help you find synonyms for phrases like “I hope this email finds you well.”

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

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

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Caulfield, J. (2023, June 22). To Whom It May Concern | Usage & Alternatives. Scribbr. Retrieved August 29, 2024, from https://www.scribbr.com/effective-communication/to-whom-it-may-concern/

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To Whom it May Concern Letter

Letter maker.

Embarking on the task of writing a “To Whom It May Concern” letter can often seem daunting. To ease this process, we present a thorough exploration, enriched with a variety of letter examples . These examples are designed to guide you through crafting effective, formal correspondence for both professional and personal contexts. Our detailed approach teaches you to convey your message with clarity and respect, ensuring it resonates with any recipient, regardless of the specific situation or requirement.

What is To Whom it May Concern Letter? A “To Whom It May Concern” letter is a formal way of writing to someone when you don’t know their name or specific job title. It’s like saying “Dear Sir or Madam” and is used for various reasons, such as asking for information, applying for a job when you’re not sure who the hiring manager is, or writing a recommendation for someone. This phrase is a bit old-fashioned and very formal, so it’s a good idea to try and find out a specific person’s name to address your letter to if you can. But if you really can’t find a name, using “To Whom It May Concern” is still an acceptable way to start your letter.

To Whom it May Concern Letter Format

Your Name Your Address City, State, Zip Code Email Address Phone Number Date   To Whom It May Concern,

Introduction

Start with a brief introduction explaining the purpose of your letter. Be clear and concise about what you are writing for, whether it’s a job application, a request for information, or any other formal inquiry.

Body Paragraphs:

First Paragraph: Provide detailed information about why you’re writing the letter. If it’s a job application, mention the position you’re applying for and where you found the listing. Second Paragraph (and any additional paragraphs): Go into more detail about your qualifications, experience, or the specific information you are requesting or providing. Use this section to elaborate on why you or the subject of your letter is a good fit for the position, company, or situation you’re writing about. Conclusion: Summarize the main points of your letter and suggest any next steps or actions you hope the reader will take. Express your appreciation for their time and consideration.

Your Signature (if sending a hard copy) Your Typed Name

Example of To Whom it May Concern Letter

Alex Martin 1234 Pine Street Hometown, CA 90123 [email protected] (555) 123-4567 February 26, 2024   To Whom It May Concern,   I am writing to express my interest in the Software Developer position advertised on your company website. With a Bachelor’s degree in Computer Science from Hometown University and over three years of professional experience developing software in a variety of industries, I am confident in my ability to contribute effectively to your team.   In my previous role at Tech Innovations Inc., I successfully led a team to develop a customer relationship management (CRM) software that resulted in a 25% increase in customer satisfaction within the first six months of implementation. My strong technical skills in Java, Python, and SQL, combined with my ability to work collaboratively in a team, make me a well-suited candidate for this position.   I am particularly drawn to this opportunity at your company because of your commitment to fostering innovation and excellence in software development. I am enthusiastic about the prospect of bringing my unique talents to your esteemed team and contributing to your company’s success.   Thank you for considering my application. I look forward to the opportunity to discuss how my skills and experiences align with the needs of your team. I am available at your convenience for an interview and can be reached at (555) 123-4567 or via email at [email protected] .   Yours sincerely,   Alex Martin

Download To Whom it May Concern Letter Bundle

When sending a letter, it is important to write down the name of the intended recipient to help ensure that the correct person reads the contents of the letter. If the sender or writer of the letter or email does not know the recipient’s name and title, then it is important to know how to create the to whom it may concern letter.

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6. To Whom it May Concern On-Campus Letter

7. To Whom it May Concern Letter of Support

educationfoundation.org

8. To Whom it May Concern University Letterhead

9. To Whom it May Concern Resignation Letter

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10. To Whom it May Concern Patient Letter

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11. To Whom it May Concern Company Letterhead

isss.illinois.edu

12. Sample To Whom it May Concern Letter

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13. To Whom it May Concern Gift Letter

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14. To Whom it May Concern Affidavit Letter

uoregon.edu

15. To Whom it May Concern Example Letter

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16. To Whom it May Concern Health Insurance Letter

17. To Whom it May Concern Letter of Authorizations

18. Formal To Whom it May Concern Letter

19. To Whom it May Concern Retirement Letter

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20. To Whom it May Concern Child Support Letter

fredonia.edu

21. To Whom it May Concern Public Accountant Letter

22. To Whom it May Concern Student Letter

23. To Whom it May Concern Security Income Letter

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24. Basic To Whom it May Concern Letter

25. To Whom it May Concern license Letter

26. To Whom it May Concern Creative Letter

27. To Whom it May Concern Medical Facility Letter

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28. To Whom it May Concern Undertaking Letter

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29. To Whom it May Concern Employee Letter

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30. Blank To Whom it May Concern Letter

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How to Write a To Whom It May Concern Letter

The to whom it may concern letter is one of the best ways to create an email or letter to someone you do not know while keeping a professional tone and theme . One can also use this salutation format for emails. Aside from the modified salutation, this letter or email will have the same elements and characteristics that define the letter or email outline or outline format .

Step 1: Select the Topic or Purpose of the Letter

Begin by selecting the topic, purpose, or subject of the letter. This part of the letter will provide you with the necessary information and context on the style you will write the letter in.

Step 2: Address the Letter With the Modified Salutations

You must then address the letter with the modified salutation associated with this specific letter format . Note, if you are writing a letter, do not forget to properly indicate the letter address and the return address on the letter envelope.

Step 3: Write the Letter’s Body

The body of the letter will act as the main message and will convey the thoughts and information the sender wants to provide to the receiver of the letter. Be sure to use formal language and tone when the letter’s whole purpose is for business.

Step 4: Sign Off and Send the Letter

The final part of the letter should have the person’s signature and name to ensure that the letter is taken seriously. This should include the person’s full name and a signature on the top of the person’s name. The signature isn’t a necessary element of an email.

Types of To Whom it May Concern Letter

1. recommendation letters.

Used when providing a reference for an individual’s skills, character, and accomplishments, typically for job applications, academic admissions, or other opportunities. The sender may not know who will read the letter, making a general address appropriate.

2. Cover Letters

When applying for jobs and the applicant does not know the name of the hiring manager, “To Whom It May Concern” can be used as a salutation in a cover letter, although it’s recommended to try to find a specific name if possible.

3. Letters of Introduction

These letters introduce one party to another and are often used in business contexts when establishing new relationships or contacts. They might be addressed generally if the sender is unsure who the letter will specifically reach.

4. Inquiry Letters

Used for asking information from businesses or organizations, especially when it is not clear who is in charge of handling the specific inquiries. These can relate to product inquiries, service questions, or informational requests.

5. Complaint Letters

When addressing a complaint to a company or organization without knowing the specific person responsible for customer service or complaints, a “To Whom It May Concern” letter can be used to ensure the message reaches the appropriate department.

6. Resignation Letters

In rare cases, if an employee does not know who their resignation letter should be addressed to, they might use “To Whom It May Concern,” although it’s more respectful and professional to address it to a direct supervisor or HR manager if possible.

7. Authorization Letters

These letters grant another person the authority to act on your behalf in certain situations and are addressed generally if the specific recipient at the organization or entity is unknown.

When to Avoid Using To Whom it May Concern in Letter

Using “To Whom It May Concern” as a salutation in a letter should be avoided whenever possible, mainly because it can come across as impersonal and outdated. Here are specific situations when you should avoid using it:

1. When You Can Find a Specific Name

With resources like company websites, LinkedIn, or even a phone call to the company, it’s often possible to find the name of the person you need to address. Using a specific name shows initiative and personalizes your letter, making it more likely to be well-received.

2. Job Applications

Most hiring managers prefer letters that are personalized. Addressing a cover letter or job application with “To Whom It May Concern” might give the impression that you haven’t made an effort to research the company. It’s better to use “Dear Hiring Manager” if you can’t find a specific name.

3. When You Know the Department

If you know the department you’re addressing but not the name, it’s more personal to write “Dear [Department Name] Team,” such as “Dear Customer Service Team.” This shows that you’ve at least tailored the letter to the specific department.

4. Networking or Inquiry Letters

When reaching out for networking purposes or sending an inquiry to a company, using a generic salutation can make your letter seem less engaging. It’s beneficial to find a specific contact or use a more targeted greeting.

5. Feedback or Complaint Letters

If you’re providing feedback or lodging a complaint, it helps to address your letter to the head of the department relevant to your issue. This can make your letter more direct and likely to be acted upon.

6. Thank-You Letters

After an interview or a significant professional favor, a thank-you letter should always be personalized. Addressing it to a specific person adds a touch of gratitude and professionalism.

Alternatives to To Whom it May Concern

When writing a letter and unsure of the recipient’s name, using “To Whom It May Concern” is traditionally acceptable but often considered impersonal and outdated. Here are more modern and specific alternatives that can help make your letter feel more tailored and engaging:

• Dear Hiring Manager,
• Dear [Department Name] Team, (e.g., Dear Customer Service Team,)
• Dear [Job Title], (e.g., Dear Marketing Director,)
• Dear Recruiter,
• Dear Sir or Madam,
• Attention: [Specific Role or Reason for Writing], (e.g., Attention: Claims Department,)
• Hello [Company Name] Team, (e.g., Hello Acme Corp Team,)
• To the [Specific Role] Department, (e.g., To the Human Resources Department,)
• Dear [Company Name] Representative, (e.g., Dear XYZ Corporation Representative,)
• Dear Committee, (useful for addressing a group of people, like in grant or proposal submissions)
• To Whom It May Interest, (a slight variation that sounds a bit more engaging)
• Dear Prospective Employer, (specific to job applications)
• Dear Customer Service Manager, (when you are sure of the department but not the individual)

When to Use “To Whom It May Concern” in Letter

To Whom It May Concern is a salutation used in formal letters when you do not know the name of the recipient. Despite being considered somewhat outdated, there are specific circumstances where its use is still appropriate:

• Lack of Specific Recipient Information: When it is impossible to find out the name of the person you are addressing, especially in large organizations where specific contact details are not publicly available.
• General Inquiries: For letters sent to a company or organization where the letter could be relevant to multiple departments or roles.
• Recommendation or Reference Letters: When the letter is intended to be used for various applications, and the recipient might change each time.
• Complaints or Feedback: When sending a letter to a business or service provider, and you’re unsure who is responsible for handling such communications.
• Legal or Formal Documents: In situations requiring formal documentation that may be reviewed by multiple parties, such as legal notices or policy statements.

Using “To Whom It May Concern” in these scenarios ensures that the letter is appropriately addressed without making assumptions about the recipient’s identity.

How to Use “To Whom It May Concern” Letter

Using “To Whom It May Concern” correctly involves more than just the salutation. Here’s how to use it effectively:

• Formal Tone: The letter should maintain a formal tone throughout. Since “To Whom It May Concern” is a formal salutation, the body of the letter should match this level of formality.
• Clear Purpose: State the purpose of your letter clearly and early. Given the generic salutation, it’s important to quickly orient the reader to the subject of your letter.
• Detailed Content: Provide all necessary details that any recipient should know to understand and act on your letter. This includes relevant dates, specific requests, or detailed feedback.
• Concise Language: Despite the need for detail, keep your language concise and to the point. Avoid overly complex sentences or jargon that might confuse the reader.
• Professional Closing: End with a formal closing, such as “Yours faithfully,” followed by your full name and signature.

Why do we use the to whom it may concern letter?

One will use this specific letter format or type to ensure that one’s business letter will fall into the right person without sounding disrespectful. This is the main reason why people will use this type of letter format.

Is it professional to say to whom it may concern?

Yes, it is professional to use this specific type of salutation. It is more unprofessional to wrongly name or address the wrong person in one’s business letter.

When is it appropriate to use the to whom it may concern salutation?

The best time one can use the to whom it may concern salutation is when the person does not have any knowledge of the person who will read or receive the letter. If the sender does know the person they will address in the letter, then they should not use this type of salutation.

The to whom it may concern letter is a specific type of letter format that utilizes a specifically modified salutation in the first part of the letter. One should know how to write this type of letter, as there are situations where the sender does not know who they will address on the letter.

While “To Whom It May Concern” is a broadly applicable and professional salutation, it’s important to consider alternatives that might be more specific and engaging, especially in scenarios where a more personalized approach is possible. For more on this, Michigan State University offers insights into alternative ways to address cover letters ( MSU Career Network ). Additionally, Purdue University provides tips for college letters of recommendation, which can also apply to “To Whom It May Concern” letters ( Purdue University News ).

Text prompt

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

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

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.

Cover Letter for a Resume

What is a Cover Letter for a Resume? Everything You Need to Know

Published on July 31st, 2024

When you're applying for a job, one of the most important pieces of your application is the cover letter. But what is a cover letter for a resume? In simple terms, it's a personalized letter that accompanies your resume, offering a deeper insight into your qualifications, personality, and enthusiasm for the role. Understanding what a cover letter for a resume entails and how to craft an effective one can significantly boost your chances of landing the job.

What is a Cover Letter for a Resume?

A cover letter is a one-page document that introduces you to the hiring manager and provides a snapshot of your professional background. Unlike your resume, which lists your qualifications and experience in a structured format, a cover letter allows you to communicate your motivation for applying and explain how your skills align with the job requirements. 

So, what is a cover letter for a resume? It’s your opportunity to create a connection with the employer and make a memorable first impression.

Need help crafting your cover letter? Use our   Professional Cover Letter Generator to create tailored, professional cover letters in minutes.

Why is a Cover Letter Important?

You might wonder, “Why should I bother with a cover letter when my resume already lists my qualifications?” The answer lies in the personal touch that a cover letter offers. A resume can showcase your skills and experiences, but it’s the cover letter that gives you the chance to express your enthusiasm for the role and the company. A well-crafted cover letter can set you apart from other candidates by highlighting your personality, explaining gaps in your employment, or elaborating on your most relevant experiences.

Components of an Effective Cover Letter

Now that we’ve answered "What is a cover letter for a resume?" let's dive into the key components that make it effective:

• Header : Include your contact information and the date, followed by the employer’s contact details.
• Introduction : Start with a strong opening that grabs the reader’s attention. Mention the position you’re applying for and where you found the job listing.
• Body : This is where you make your case. Discuss your relevant skills, experiences, and why you’re a perfect fit for the role. Make sure to align your qualifications with the job description.
• Closing : Conclude with a call to action, such as expressing your desire for an interview and providing your contact information.

Not sure where to start? Check out our extensive collection of   Cover Letter Examples to find the perfect template that matches your job application.

Tips for Writing a Compelling Cover Letter

Crafting a compelling cover letter isn’t just about what you say, but how you say it. Here are some tips to help you write a standout cover letter:

• Be Concise : Keep your cover letter to one page and avoid rambling. Focus on the most relevant information.
• Customize for Each Job : Tailor your cover letter for each application. Mention the company name and specific role to show you’ve done your research.
• Show Enthusiasm : Let your passion for the role and the company shine through. Employers want to hire someone who genuinely wants the job.
• Use Action Verbs : Use strong, action-oriented language to describe your achievements and skills.
• Proofread : Typos and grammatical errors can make a bad impression. Always proofread your cover letter before sending it.

Common Mistakes to Avoid

Even the most well-intentioned cover letters can fall flat if you make certain mistakes. Here’s what to avoid:

• Being Too Generic : A generic cover letter can come across as lazy or indifferent. Avoid using the same cover letter for multiple applications without customization.
• Rehashing Your Resume : Don’t simply repeat what’s on your resume. Use the cover letter to provide additional insights and context.
• Overloading with Information : Stick to relevant experiences and qualifications. Overloading your cover letter with too much information can overwhelm the reader.
• Using Clichés : Phrases like “hard worker” or “team player” are overused and vague. Be specific about your skills and how they relate to the job.

In conclusion, understanding what a cover letter for a resume is and how to write one effectively is crucial in today’s competitive job market. A cover letter complements your resume by offering a glimpse into your personality and your enthusiasm for the role. By carefully crafting each section of your cover letter and avoiding common pitfalls, you can create a compelling narrative that captures the employer’s attention and sets you on the path to securing an interview.

While a strong cover letter is essential, an outstanding resume is just as important. Consider using our AI Resume Builder to craft a professional, tailored resume that stands out to employers. Combined with a well-written cover letter, you’ll be well on your way to landing your dream job.

Frequently Asked Questions - What is a Cover Letter for a Resume

Do you really need a cover letter for a resume.

Yes, a cover letter is still considered a crucial part of the job application process. While some employers may not require one, a cover letter allows you to personalize your application, highlight your most relevant experiences, and demonstrate your enthusiasm for the role. It can give you an edge over other candidates who choose not to include one.

Is a cover letter important in a CV?

Yes, a cover letter is important when submitting a CV. It provides context to the information presented in your CV, allowing you to explain how your experience and skills align with the job you're applying for. A well-crafted cover letter can also address any gaps in your employment history or specific qualifications, making your application stronger.

What is more important, a resume or cover letter?

Both the resume and cover letter are important, but they serve different purposes. Your resume provides a structured overview of your work experience, skills, and qualifications, while the cover letter offers a narrative that connects your background to the specific job. In most cases, the resume will be the primary focus, but a strong cover letter can complement it by adding depth and personality to your application.

Are cover letters still necessary in 2024?

Yes, cover letters are still necessary in 2024. Despite the rise of digital applications and automated hiring processes, a cover letter remains a valuable tool for differentiating yourself from other candidates. It allows you to showcase your communication skills, explain your motivations, and make a strong case for why you’re the best fit for the role.

Soujanya Varada

As a technical content writer and social media strategist, Soujanya develops and manages strategies at HireQuotient. With strong technical background and years of experience in content management, she looks for opportunities to flourish in the digital space. Soujanya is also a dance fanatic and believes in spreading light!

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