Using “To Whom It May Concern”: When It Works and When to Avoid It

The phrase “To Whom It May Concern” has been a staple of formal business correspondence for generations. Yet in today’s job market, this once-standard salutation has become increasingly controversial. Some career experts argue it’s hopelessly outdated and should never appear on cover letters, while others maintain it serves legitimate purposes in specific contexts.

Understanding when “To Whom It May Concern” remains appropriate—and when better alternatives exist—helps you make informed decisions about your professional correspondence. The goal isn’t blindly following rules but rather communicating effectively with your intended audience while demonstrating the research skills and attention to detail employers value.

The History and Purpose of “To Whom It May Concern”

Before deciding whether to use this phrase, understanding its original purpose helps contextualize its current relevance.

Origins of the Phrase

“To Whom It May Concern” emerged as a practical solution for correspondence where the specific recipient was genuinely unknown. In an era before email, LinkedIn, and company websites, identifying the right person to address required significant effort—often phone calls, library research, or simply guessing.

The phrase served as a neutral, professional placeholder that acknowledged the writer couldn’t identify the recipient while still maintaining formal business letter conventions. It communicated: “This letter contains information relevant to whoever reads it in an official capacity.”

Traditional Appropriate Uses

Historically, “To Whom It May Concern” was considered appropriate for:

Letters of recommendation: Written to be used across multiple applications, these letters couldn’t address specific recipients.

Complaint letters: When addressing organizations without knowing who handles complaints.

Inquiry letters: General inquiries to departments rather than individuals.

Legal and official correspondence: Documents requiring formal tone but lacking specific addressees.

Reference letters: General character or employment references for recipients unknown at writing time.

How Context Has Changed

The digital age has dramatically reduced situations where recipients are genuinely unidentifiable:

Company websites list leadership, departmental contacts, and organizational structures.

LinkedIn allows direct identification of hiring managers, recruiters, and team members.

Job postings often name specific contacts or at minimum identify departments.

Email enables easy inquiry about the appropriate recipient before sending correspondence.

Phone calls to reception can quickly identify the right person for your communication.

This increased accessibility means using “To Whom It May Concern” in situations where you could have found a name signals laziness rather than appropriate formality.

When “To Whom It May Concern” May Still Be Appropriate

Despite changing norms, legitimate uses for this salutation remain.

General Letters of Recommendation

Reference letters intended for multiple, unknown recipients still reasonably use “To Whom It May Concern”:

“To Whom It May Concern:

I am pleased to recommend Sarah Johnson, who worked under my supervision for three years at ABC Corporation…”

Since the writer genuinely doesn’t know who will read the letter across potentially dozens of applications, the salutation remains appropriate.

Character Reference Letters

Personal references for housing, legal matters, or general professional reference likewise cannot address specific recipients:

“To Whom It May Concern:

I have known Michael Chen for fifteen years, and I can speak to his character and reliability…”

Complaint Letters to Unknown Departments

When filing complaints with large organizations where the specific recipient is genuinely unclear:

“To Whom It May Concern:

I am writing to express dissatisfaction with service received at your Main Street location on September 15…”

Verification Letters

Letters verifying employment, residence, or other factual matters for unknown third parties:

“To Whom It May Concern:

This letter confirms that Jane Smith was employed by our organization from January 2018 to March 2022…”

Legal and Official Documentation

Formal documents requiring generic recipients for legal purposes:

“To Whom It May Concern:

This letter serves as official notification that…”

When the Recipient Is Genuinely Unknown After Research

If thorough research genuinely fails to identify an appropriate recipient, “To Whom It May Concern” remains preferable to guessing incorrectly or using inappropriate alternatives.

When to Avoid “To Whom It May Concern”

For most job applications and professional correspondence, this salutation should be avoided.

Job Application Cover Letters

Cover letters are precisely the context where “To Whom It May Concern” most damages your candidacy. This salutation signals:

Minimal research effort: In an age when finding contact names takes minutes, generic greetings suggest you couldn’t be bothered to try.

Mass application approach: Personalized letters to specific recipients signal genuine interest; generic letters suggest you’re applying everywhere indiscriminately.

Poor attention to detail: If you can’t personalize a salutation, how careful will you be with actual job responsibilities?

Outdated professional skills: Continuing to use conventions that have fallen out of favor can suggest you’re not current with professional norms.

Direct Outreach to Companies

When reaching out to companies about opportunities, partnerships, or inquiries, “To Whom It May Concern” weakens your approach. Taking time to identify the appropriate recipient demonstrates initiative and professionalism.

Follow-Up Correspondence

If you’ve already interacted with someone at the organization, addressing follow-up correspondence generically seems particularly tone-deaf. Use the name of the person you’ve been communicating with.

Networking Communications

Professional networking relies on personal connection. Generic salutations in networking contexts undermine the entire purpose of relationship building.

Small Organizations

For smaller companies where identifying the right person is particularly easy, generic greetings stand out more negatively. At a 20-person company, not knowing who to address is much harder to excuse than at a 20,000-person enterprise.

Superior Alternatives for Job Applications

When “To Whom It May Concern” falls short, these alternatives better serve your job applications.

Research-Based Personal Salutation

The best option is always a specific name obtained through research:

“Dear Ms. Johnson:” “Dear Dr. Williams:” “Dear Sarah Johnson:”

Finding this name requires effort but dramatically improves your letter’s reception.

Title-Based Salutations

When you know the role but not the specific person:

“Dear Hiring Manager:” “Dear Marketing Director:” “Dear Human Resources Manager:” “Dear Head of Engineering:”

These show you’ve thought about who will receive your letter even without identifying them specifically.

Department-Based Greetings

When targeting a specific team:

“Dear Marketing Team:” “Dear Human Resources Department:” “Dear Recruiting Team:”

This approach acknowledges your target audience without false personalization.

Committee-Based Greetings

For positions filled by committees:

“Dear Hiring Committee:” “Dear Search Committee:” “Dear Selection Committee:”

These terms suggest awareness of how the organization fills positions.

Organization-Based Greetings

When other options fail:

“Dear [Company Name] Team:” “Dear [Company Name] Recruiting:”

This at least demonstrates you’re targeting a specific organization.

Modern Neutral Greetings

Some experts now advocate for:

“Hello:” “Greetings:” “Good morning:”

These are more casual but avoid the stuffiness of traditional generic salutations. Use cautiously based on industry and company culture.

How to Find the Right Person to Address

Before defaulting to generic salutations, try these research strategies.

Check the Job Posting Carefully

Job listings often contain more contact information than candidates notice:

• Named contacts for questions
• Recruiter names and emails
• Hiring manager mentions
• Department head references

Read postings thoroughly before concluding no name is available.

LinkedIn Research

LinkedIn offers powerful tools for identifying the right recipient:

Search by company and title: Find “Human Resources Manager at [Company]” or “Marketing Director at [Company]”

Use company pages: Company LinkedIn pages show employees, often filterable by department

Review job poster: See who posted the listing on LinkedIn

Check connections: Your network may include someone who can identify the appropriate contact

Company Website Exploration

Corporate websites contain useful contact information:

Team and leadership pages: Often list department heads and their contact information

Press releases: Mention specific people in relevant roles

News sections: Feature employees who might be appropriate contacts

Contact pages: Sometimes list departmental contacts

Direct Inquiry

When other methods fail, simply asking can work:

Call reception: “I’m applying for the Marketing Coordinator position. Could you tell me who should receive my application?”

Email inquiry: A brief professional email asking for the appropriate contact shows initiative

Use contact forms: Some company contact forms let you specify your inquiry type and receive directed responses

Professional Networks

Your professional network may have connections:

Ask contacts: Someone in your network may know the hiring manager

Alumni connections: School alumni networks can provide inside information

Industry contacts: Colleagues in the industry may have relevant knowledge

Using resources like 0portfolio.com can help you organize your job search research and track contact information for different applications.

Industry and Regional Considerations

Expectations around salutations vary by context.

Conservative Industries

Finance, law, government, and other traditional sectors often maintain more formal correspondence expectations. In these contexts:

• Traditional salutations carry less negative weight
• Personalization remains preferred but generic options are less penalized
• Extremely casual greetings (“Hey team!”) would be inappropriate regardless

Creative Industries

Advertising, tech startups, design, and creative fields often embrace less formal communication. In these contexts:

• Traditional salutations may seem stuffy or out of touch
• First-name greetings become more acceptable
• Casual options like “Hello” or “Hi there” carry less risk

International Considerations

Different regions have different conventions:

United Kingdom: “Dear Sir or Madam” remains more common than in the US

Germany: Very formal salutations remain expected; titles are important

Asia Pacific: Formality expectations vary significantly by country

Latin America: Personal relationships matter more; try harder to find names

Research conventions for your target region before defaulting to familiar approaches.

Organizational Culture

Individual company cultures affect expectations:

• Startups often embrace casual communication
• Large corporations may expect more formality
• Assess culture through company materials, employee social media, and general reputation

Crafting Letters When Using Generic Salutations

If you must use a generic salutation, ensure the rest of your letter demonstrates effort and specificity.

Compensate with Research-Heavy Content

Show your company research immediately in the opening paragraph:

“Dear Hiring Manager:

Your recent announcement of the Chicago expansion particularly caught my attention, as my experience in urban market development directly aligns with the challenges you’ll face in penetrating the Midwest retail landscape…”

Demonstrate Company-Specific Knowledge

Reference specific products, initiatives, values, or news:

“Dear Marketing Team:

The innovative approach to user engagement demonstrated in your recent mobile app redesign reflects exactly the kind of creative problem-solving I want to contribute to…”

Be Specific About the Role

Show you’re applying for this specific position, not mass-mailing generic letters:

“Dear Recruiting Team:

I’m applying specifically for the Senior Financial Analyst position posted on LinkedIn (Job ID: 12345), which combines my quantitative background with my interest in healthcare economics…”

Explain Your Research Attempt (Carefully)

In some cases, acknowledging your research effort can work:

“Dear Hiring Team:

While I was unable to identify the specific hiring manager for this position despite checking LinkedIn and your company website, I wanted to express my strong interest in the Account Executive role…”

Use this approach sparingly and only when it genuinely reflects significant research effort.

Impact on Your Application

Understanding how salutation choices affect perception helps you make strategic decisions.

First Impressions Matter

Your salutation is literally the first content hiring managers read. Starting with a generic greeting sets a tone of minimal effort before they’ve read a word of your qualifications.

Research suggests that applications with personalized salutations receive more favorable reviews than identical applications with generic greetings. While the salutation alone rarely determines outcomes, it contributes to overall impressions.

Signaling Research Skills

Many positions value research abilities. Your salutation demonstrates—or fails to demonstrate—these skills before the job even begins. Hiring managers reasonably wonder: “If they couldn’t find my name, will they be able to find information they need for the job?”

Demonstrating Interest Level

Personalized salutations signal genuine interest in this specific opportunity. Generic salutations suggest either minimal interest or minimal effort—neither reflecting well on your candidacy.

Cumulative Effects

Salutation choice combines with other application elements. A generic salutation paired with a generic cover letter and un-tailored resume signals a mass-application approach. A generic salutation with otherwise customized materials sends mixed signals. Consistency in personalization across your entire application strengthens your candidacy.

Formatting Considerations

When using any salutation, proper formatting matters.

Punctuation

Colon (formal): “Dear Hiring Manager:” — Standard for business letters Comma (less formal): “Dear Hiring Manager,” — Acceptable but slightly less traditional

Either is acceptable; maintain consistency with your overall letter tone.

Capitalization

Only capitalize the first word and proper nouns:

• Correct: “To Whom It May Concern:”
• Incorrect: “To Whom It May Concern:”

Similarly: “Dear Hiring Manager:” (correct) vs. “Dear hiring manager:” (incorrect)

Spacing

Leave one blank line after the salutation before beginning your letter body. This provides visual separation and follows standard business letter format.

Consistency

Your salutation should match your letter’s overall formality. Don’t open with “To Whom It May Concern:” and then use casual language like “I’m super excited about this gig!”

Evolving Perspectives

Professional norms continue to evolve. Stay current with changing expectations.

Current Expert Consensus

Most career experts now advise against “To Whom It May Concern” for job applications:

• The phrase is widely considered outdated
• Better alternatives exist for virtually every situation
• Research tools have made finding names easier than ever
• Personalization is increasingly expected in all professional contexts

Generational Differences

Perceptions may vary by the reviewer’s generation:

• Older hiring managers may view traditional salutations more neutrally
• Younger hiring managers may perceive them more negatively
• Both groups generally prefer personalization when possible

Industry Trajectory

Across most industries, correspondence is becoming less formal. While this doesn’t mean abandoning professionalism, it does mean adapting to evolving expectations.

Your Safest Approach

When uncertain, personalized is always safer than generic. The effort to find a name is never wasted, even if you ultimately address the letter by title instead.

Decision Framework

Use this framework to decide on your salutation:

Step 1: Can you find a specific name?

• Yes → Use that name with appropriate honorific
• No → Continue to Step 2

Step 2: Do you know the recipient’s title or role?

• Yes → Use title-based salutation (“Dear Hiring Manager:”)
• No → Continue to Step 3

Step 3: Do you know the department?

• Yes → Use department-based salutation (“Dear Marketing Team:”)
• No → Continue to Step 4

Step 4: Is this a job application?

• Yes → Use organization-based greeting (“Dear [Company] Recruiting:”)
• No → “To Whom It May Concern:” may be appropriate depending on context

Step 5: Is this a general reference, recommendation, or verification letter?

• Yes → “To Whom It May Concern:” remains appropriate
• No → Return to earlier steps and try harder to find a name

Conclusion: Context Is Everything

“To Whom It May Concern” isn’t inherently wrong—it’s contextually inappropriate for most job applications in today’s connected world. The phrase remains suitable for general reference letters, verification correspondence, and situations where recipients are genuinely unknown and unknowable.

For job applications, however, superior alternatives nearly always exist. The effort required to find a specific name or at least a targeted title demonstrates the research skills, initiative, and attention to detail that employers value. Starting your cover letter with evidence of this effort creates positive first impressions that support everything you write afterward.

Before defaulting to “To Whom It May Concern,” ask yourself: Have I truly exhausted my options for personalization? In most cases, a few minutes of research will yield a better alternative that strengthens rather than weakens your application.

The goal isn’t slavish adherence to rules but effective communication that demonstrates your professionalism. In the context of job applications, that professionalism is better demonstrated through personalization than through generic formality.