To Whom it May Concern


Despite being a greeting that many people learn in school, “To Whom It May Concern” is not one that most people feel completely at ease using. And there’s a solid reason for it: in the modern world, where finding the address of an email or letter’s receiver is typically relatively easy, recipients are frequently prone to disregard letters that aren’t personally addressed.

Despite this, there are situations where the salutation “To Whom It May Concern” is ideal, notably when you are unsure about the recipient of your letter or their position.

Understanding when to use “To whom it may concern” is crucial. Continue reading to learn how this is explained with some good instances.

Writing a Complaint Letter: 

If you are writing to a corporation, organization, or government agency because you are unhappy with their products or services, you may be unsure who to address the letter. 

A letter is endorsing someone:

Sometimes a friend or co-worker will need to provide the name of someone they consider a reliable reference, but they may not be sure to whom you should address the letter. Or, they may be submitting applications to numerous businesses, so they require a general salutation that applies to all of them.

An introductory letter:

The email salutation “To Whom It May Concern” can be used to address a broad audience when you need to introduce someone to a wide group via email.

An expression of interest:

A letter of interest can be sent to promote yourself when looking for employment opportunities that aren’t publicly advertised. You might not, however, be thinking about a specific recipient. Although using “To Whom It May Concern” in some circumstances can be helpful, we nevertheless advise using one of its substitutes.

An outreach letter:

Connecting to potential buyers is a job for those in sales and company development. Some businesses are cautious about disclosing too much private information to an outside salesperson.

Using a generic salutation like “To Whom It May Concern” under those circumstances may be appropriate, but it’s hardly the most enticing opening to a sales pitch.


Any letter you write should never appear overly formal or impersonal, regardless of how formal it is. It accomplishes this by using the phrase “To Whom It May Concern.” Avoid using this term at all costs, if possible.

It is viewed as outdated and overly general. Hiring managers want to be sure that the candidate they are bringing in is someone who is driven and will do whatever it takes to complete the task.

Here are some situations where “To Whom It May Concern” should not be used:

You’re composing a resume cover letter

Making a statement in your cover letter will help you stand out from the crowd. You do stand out, but in the wrong way, when you start your letter with a dated expression like “To Whom It May Concern.”

There are much nicer greetings you can use than “To Whom It May Concern,” even though it’s not always easy to find the recruiting manager’s name. Below, we’ll go over your alternatives.

Any letter you write is one you’re writing for yourself

To Whom It May Concern” is acceptable when composing a letter of recommendation or introduction for a friend. That’s because you have no control over how or to whom the letter will be utilized; such decisions rest with the person you handed the letter to.

However, it would help if you always tried to be more particular, cordial, and up to date with your salutation when you influence where your letter is sent.

Suppose you have even a little data about the recipient:

Utilizing “To Whom It May Concern” essentially admits that you are unsure of whom this letter is intended for, which worries the receiver. For instance, if you’re sending a letter to an unidentified person in a department, at the very least, address it as “Dear [Department Name].”

Any level of specificity is preferable to “To Whom It May Concern terrible “‘s impersonality.’


You must develop a compelling message by going through a set of procedures before you start drafting your letter. Remember that including the recipient’s name on a letter or email demonstrates your willingness to do the necessary hard work required to finish the task.

Read the job description thoroughly. Find out whether there is further information about the person you need to contact by going back to the original job advertisement. Usually, the contact details are listed at the bottom of business and job websites.

Check out the business’ webpage:

Going straight to the source is another method of confirming a company’s staff. Visit their official website and read the “About Us” section; chances are, you’ll discover what you’re searching for there.

Make use of networking sites:

 You can also use a website for business networking, like LinkedIn. Business professionals abound on these pages. Look up the corporate profile. With a little amount of searching, you can usually locate the right person.

Dial the business:

As a last resort, call the company’s main phone or customer service number and request the hiring manager’s name.

After exhausting all these options, if you are still unable to locate the name of your potential employer, you may next utilize “To Whom It May Concern” or one of the much more attractive alternatives listed below.


The good news is that this expression is not required of you. There are a plethora of greetings that can be used in place of “To Whom It May Concern,” such as “Hello” or “Good Day.” The English language is terrific because it allows us to express the same thing in various ways.

To Whom It May Concern” can be replaced with the following phrases:

  • Please accept my sincere condolences. it would help if you used your full name or Mr./Ms./Dr. [Last Name]
  • To the recruiting team:
  • Greetings for [Job Title You Are Applying For] Team, Committee, or Manager Hiring
  • To the hiring manager:
  • Hi Recruiter

Avoid the usage of phrases such as “To Whom It May Concern” and “Dear Sir or Madam.” This method of addressing a receiver is also regarded as archaic.

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