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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.

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Although "To whom it may concern" is seen as as outdated or impersonal in modern job markets, there are specific situations where you may still want to use it: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

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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