To Whom It May Concern: A Complete Guide to Using [With Examples]

A Complete Guide to Using “To Whom It May Concern” [With Examples]

When you write a letter or an email, you appear to welcome the recipient. Your greeting will set the whole message’s tone and whether it is casual, formal, or neutral. Suppose you intend to contact an employment manager in a big organization — you’ll want to be as politely as you can in this case and to greet you properly. “To Whom It May Concern” is the one which is most common in day-to-day use and conventional ways in which you do not know anyone, but it is archaic. Today’s technical advancements made access to knowledge simpler for people after the turn of the century. This makes it much easier for people to know who they are contacting when writing a letter or e-mail. Taking the time and looking for the name of the person you try to reach will take a long time in the recruitment process. It shows initiative and shows you are prepared to do some work and to go for another mile. Here you can learn the meaning of the term ‘To Whom It May Concern’ when to use the word when to avoid it, and some alternatives.

Why is the sentence ‘To whom it may concern’ used?

The greeting ‘To Whom It May Concern’ is conventionally used in corporate communication if one does not know the beneficiary’s name or if one person is not addressed. You can start a letter with this greeting if you are not sure, for example, when writing a cover letter for a job application, who will review the application. To Whom It May Concern” is an ample way of dealing with professional or formal communication. It is generally used when the recipient’s name or title is unknown, for example, when you recommend it to an ex-colleague and do not know the hiring officer’s name. Before the Internet, the name of the person you needed to send a letter or email to, which makes “To Whom It May Concern” an ordinary welcome, was much more difficult to find. This greeting isn’t so popular, but it is still appropriate if the correct name or department can’t be identified. Now that you can quickly identify the person you need. It would be best if you always tried not to use this greeting where possible because your message’s substance is typically overly formal. 

What does this phrase indicate, and when is it appropriate to use?

  • The term “To whom it may concern” is commonly used as a greeting at the beginning of a letter or email. It is normal to talk to someone you don’t know but want to answer in the post. As mentioned above, anything archaic is now regarded. We still forget that the Internet is still very fresh. People had no simple access to an enterprise database back in the day.
  • When a company posted an appointment, the company’s name and a short overview of your position in the company are all you had access to. Now it is as simple as clicking on a button to get details about any business. The majority of firms or companies have a whole field devoted to their workers. The points you need can be found here. Although the term can be considered standard procedure, some hiring managers may be regarded as laziness on behalf of the candidate. “To whom it may concern” is not to be written on a cover letter unless you have no choice. But make sure you know how to do it correctly if you have to.
  • You want the recruitment manager to impress you and be called to interview when you apply for a position. You cannot help with the use of “To Whom It May Significance” in your cover letter. This formulation demonstrates that you have not spent much time looking at the job’s details or even who your cover letter may address. The approach to correspondence is widely considered an obsolete and lazy one. The internet helps us find the names and contact information of the people we need to meet – it is essential for success to learn assertive communication skills.
  • Before adding another “To Whom It May Concern” to your cover letter or email address, read this simple guideline to decide how you can use it and what alternatives you can take into account. There are, however, some situations where the use of this term is deemed acceptable. Here are some examples of how to properly use “To whom it concerns.”
  • While Filling a Formal Authorized Complain: Some moments in your life may seem like you’re not happy with a situation. Speaking a question in a formal letter is a good way for you to do so. You do not know, however, who you are going to have to answer.

  • A Recommendation Letter: A letter. Often a friend or co-worker wants to list someone who knows them very well, but they do not know who to write the letter to. If you ask for a referral or suggestion for a chance from a network contact, you might not be sure who the receiver is. You may also need to post your letter through an automated platform that gives no name or title information. It is appropriate to ‘To Whom It Can Sense’ if the right name cannot be found. Please ask for a name before using this welcome.

  • An Introductory Text: You do not notice that you may include the name of the hiring manager in your cover letter after having used all your resources, and it is only then that the sentence “To Whom It May Concern” is deemed to be sufficient. If you send a cover letter that many people read, such as a recruiter, HR specialist, and the hire manager, you can use this greeting. You cannot necessarily target a single person with your cover letter because other people can read your application. To make an excellent initial impression, avoid creating a misunderstanding about the recipient instead of using this generic welcome. This greeting is anticipated by many hiring managers and hiring teams in cover letters.

  • Introduction to Customer: A potential customer could give you automated communication without their name, and when you reply, you would need to use a generic greeting. Use this opportunity to request their name and title to personalize potential relationships with them.

  • Suggestions or Comments from the Company: It is customary to forward your message to the HR unit to provide your organization’s suggestions or recommendations. However, you cannot know who reads your reviews in your team to use a generic greeting. This sentence would also be useful if many agencies or individuals are reviewing and responding to your suggestions.

  • Message for Prospecting: Business development and sales professionals must contact prospecting messages to potential customers. Sometimes, the names and other facts about the person they attempt to meet can be unknown. In this case, the common expression is better used. However, to make an impact, sales professionals can conduct additional research to find the correct name.

When are you going to use this term?

 It can be used when unsure who would read a letter, e-mail, or other communication means. This could happen in your work quest at several stages. For example, you might submit someone whose name you do not know, a letter of cover, a recommendation letter, or some other work search content. When you have a question (also known as a brochure or letter of interest), it is also advisable to use ‘To Whom it Can Concern,’ but do not include information about a communication.

In what instances should you avoid using it?

  • No matter how formal it is, you can never sound too impersonal when you write a letter, using the expression “Who it is about” Do not use this sentence at all costs, if possible. This sentence is considered too familiar and dated. Jobs managers want to make sure the person they bring in is inspired and stops at nothing to do the work. You can skip addressed by a person and use simple salutations such as “Hello,” “good morning/afternoon,” or greetings if you cannot locate the person’s name for any purpose.
  • In an email or text, we can not think of many good reasons for using To Whom It Can Concern. But there are a few convincing explanations for not doing so. The expression is, to begin with, old-fashioned and stuffy. (If you focus, you can almost hear it spoken in a fake posh accent, can’t you?) It’s a legacy from a time when there was a much more formal tone in business correspondence. We strive for a natural, conversational style these days, however.
  • About Whom It May Concern in some correspondence may also indicate a degree of laziness on the sender’s part. You don’t know who your email or letter is talking about, or is it just that you can’t be bothered to find out? However, To Whom It May Concern, be careful not to show any lack of concern. 

What are the precautions before using “To whom it may concern”? 

  • You will have to take some steps to write an insistent note before you start writing your letter. Recall that writing the recipient’s name on your letter or e-mail indicates you can put the job on your leg and do the work. Return to the original job post and see if more detail about the person to contact is available. In general, the contact information at the bottom of the page will be given to companies and job websites.
  • Another way to audit the workers of an organization is to contact the source directly. You’ll find what you’re searching for on their official website and browse at the ‘About Us’ tab. A specialist website such as LinkedIn can also be used. These sites are full of experts. Check for the profile of the organization. Typically, by scrolling down the list, you will find anyone associated with the business. Also, using the customer service line as a last resort to inquire for the hiring manager’s name. You will use the term “To whom it is important” if you still cannot find the name of your future employer after taking all these steps.

Enlisting the Other Methods to Say, “To Whom it May Concern.”

  • The good news is that you’re not stuck using this word. A wide variety of ways or alternatives are precisely available to opt for when trying to greet others. Rather than saying, “To Whom It May Concern.” The best thing about the English language is that it allows us to say the same thing differently. For instance, you can say greetings instead of saying hello. Here is a list of alternatives in place of “To Whom It May Concern” that you can use:
  • Hello/hello,
  • Salutations
  • Good morning/afternoon
  • Nice afternoon
  • Happy Evening
  • Hello Hi (if this is a more casual email)
  • Hi there, all right

A Brief About More Such Alternatives That Will Be Helpful to you While Communicating. 

  • Hello: You can start with a polite “Hello” and continue with the message thread if you are in the middle of an email conversation with the receiver.
  • Salutations
  • Good Morning: Depending on the day you send an email, use any of these greetings. If you know it, you can add the recipient’s name, such as ‘Good morning, Ayush.’
  • Nice afternoon
  • Happy Evening
  • Hello Hi, (if this is a more casual email)
  • Hi there: you should use a simple generic term for informal communication, like a meeting announcement or office memo. Combine it with a department or team name, such as ‘Greetings, sales team, if appropriate.’ Stop using ‘Hello there’ or ‘Greetings’ since they’re informal greetings for formal and professional introductions.
  • Dear (Name or surname of the individual):
  • First name: If you’ve met them before, you should use the first name of the recipient, such as ‘Dear Gouri.’ If you’re talking with a person you don’t know, use their title and last name, such as ‘Dear Mr. Mostert.’. Use only the title and last name of the individual informal circumstances to indicate your professionalism.

The Use of ‘Dear’- the Expression for Affection and Respect

Re: -Re: (name the topic you are addressing)

Trying to avoid using the term “Dear Sir or Madam,” as well as “To Whom It May Concern,” this is often known as an obsolete way of addressing a recipient. You can always call them by their official names, such as a recruiting manager, a recruiter, or a human resources manager if you cannot identify the recipient’s name and do not want to risk sounding too generic.

  • Dear Hiring Manager: If you know the work position or title of the recipient, but not their name, you can start your letter in a way like “Dear Project Manager.
  • Dear Recruiter: If you are not sure about the recruiter for the role you are applying for, you can use the famous ‘Dear Recruiter’ greeting.
  • Dear Recruiting Manager: When you apply for a new position, you do not know the recruiting manager’s name. Check the company’s website to see if its name can be found. Otherwise,’ Dear Manager of Recruitment’ is appropriate.
  • Dear Recruitment Department: Your application could be redirected to a large hiring inbox when applying for a place in a big enterprise. You should not, however, write to a single individual as several recruiters should review your letter. Cast a broader net by using the “Dear Hiring Department” greeting.
  • Dear Manager of Human Resources
  • Dear (name of the department to which you apply): Whether you write to several people in a unit or you don’t know which member of the team is the key contact, you can choose to include the name of the company, such as ‘Dear Customer Support Department.’
  • Dear Staff Administrator


  • Look up the business on LinkedIn for which you are applying. A list of the workers who work there can be found. It’s a simple matter for the person to keep it on LinkedIn to fit the job title mentioned in the job posting.
  • Track down the names of individuals on the company website. Typically, these include the names of directors and heads of agencies, the individuals who usually read applications.
  • Try calling the organization if you are unable to locate the hiring manager’s name online. Ask whoever replies to who your cover letter should be sent to.
  • To find the names and work titles of workers affiliated with a business website, use the Hunter web app.
  • Many employers may not list a contact person because they do not want job seekers to make direct inquiries.
  • At the beginning of each word, format “To Whom It May Concern” with a capital letter. With a colon, execute it before you begin the body of your message, double-space.

Example of the Alternative Methods for Conveying the Message in a Similar Manner 

Example #1

Hello, good morning,

This, I hope, finds you well. To find out more details about the business you are into and if you have any openings. At this moment, I am writing this to seek such information into these things. Last week, I saw your booth at the job fair, and from what I heard, it would be a great place to work. Once again, thank you for your time, and I look forward to hearing from you soon.

With honesty,

Example #2

Dear Head of Recruiting,

My name is Ayush, and I recently applied for your company’s Project Coordinator opening. I decided to take this opportunity to introduce myself to you and your employees formally. And this is an opportunity I am excited about. I am confident that my experience and abilities would make me an excellent candidate for your company and this role. Will it be possible for us this week to set up an appointment to meet? It would be a pleasure to know more about the company and discuss with your company what I want to bring.

Please feel free to email me at any time if you have any questions. Thank you for your patience, and I’m looking forward to talking to you.


Examples with the phrase “To whom it may concern.”

Example #3

To whom it may concern:

I saw your company announce the opening on the east coast of two new co-working spaces. I work with West Coast, a sustainable Boston area office furniture business.

We’re coming out with a new line of pieces that coincide with your new room being opened up. To explore the possibility of working together, I would love to contact the team member in charge of furnishing your locations.


Example #4

To Whom It May Concern:

During his three years on the West Coast, Rahul was an outstanding employee.

He took his job very seriously, volunteered outside of his daily duties for projects (i.e., volunteer floor fire warden and security officer), and was our top-performing salesperson for all three years. For this role, I’d highly recommend him.


Example #5

To Whom It May Concern:

Recently, I found your company parted ways with its paper supplier. I work with a local Scranton paper supplier on the West Coast and would like to talk to the individual in charge of paper ordering at your business.

We are proud of tailored customer service and quick delivery, and I would love to see if we are the right match for you.

Best regards,

Conclusion for the Significant Point of Discussion

It might take you a while, but if you put your mind to it and put some work into it, you’re likely to find the names you’re searching for. However, it is necessary to know that with any of these alternatives, you really cannot go wrong. Bear in mind that your search to find a job is not about putting more strain. It’s about opening your eyes and showing you that every little detail is important and speaks volumes about the person they’re going to recruit to every potential employer.

Also read How Tо Write A Resignation Letter Fоr A Jоb yоu Juѕt Ѕtаrtеd

To Whom It May Concern: A Complete Guide to Using [With Examples]

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