To Whom It May Concern: How & When to Use This Formal Phrase

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How to format a ‘To Whom It May Concern’ letter from start to finish
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"To Whom It May Concern" is a polite, formal way to open a business letter or email to someone when you don't know their name. Not sure the proper way to write this salutation or format the letter? This article will explain how to use "To Whom It May Concern" in a letter or email, plus we'll also cover when you should and shouldn't use this term in modern-day professional communications.

How to Start a Letter "To Whom It May Concern"

When beginning a letter or email with "To Whom It May Concern," capitalize the first letter of every word and end the salutation with a colon ("To Whom It May Concern:"). Double-space before starting the body of the letter or email. Close with a polite sign-off followed by a comma and your name ("Sincerely, Jane Doe").

Section 1 of 7:

How to Use "To Whom It May Concern" Correctly

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  1. "To Whom It May Concern" is a salutation or a greeting that addresses the recipient and sets the tone for the rest of your message. For that reason, always write it first on its own separate, left-justified line at the top of the page. Leave a blank line underneath it, then start the main message of the letter or email – called the body – on the next line after that.
  2. The grammatically correct way to write this salutation is "To Whom It May Concern:". Notice that the first letter of each word is capitalized and that the greeting closes with a colon (":"). The colon signals to the person reading it that there's more to the letter or email and they should keep reading. [1]
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Section 2 of 7:

How to Write a Formal "To Whom It May Concern" Letter

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  1. Write your street address, city, and zip code in the top left corner of the letter. Add the month, day, and year you're writing the letter on its own line 2 in (5.1 cm) below the top of the page, underneath your address. Finally, leave a line of blank space after the date and write the name of the organization you're writing to and their address on the next line. [2]
    • If you're writing an email, it's not necessary to write a header. The recipient will be able to see the date along with your email address when the email arrives in their inbox. Instead, craft a short, polite phrase less than 60 characters long for the subject line to communicate what your email is about. [3]
      • For example, you could write, "Letter of recommendation for John Doe" or "[Product Name] complaint."
  2. "To Whom It May Concern" is a formal salutation or greeting you use when you don't know the name of the person you're writing to or who will ultimately answer your message. To write it properly, capitalize the first letter of each word and close it with a colon (":"), as in "To Whom It May Concern:". [4]
    • Always address the individual you're writing to by name if you know it. Use an opening like "Dear [first name]" if you're on a first-name basis with them or "Dear [suffix and last name]" if you're not that close (i.e., "Dear Mr. Brown" or "Dear Ms. Green"). When you're not sure of the recipient's gender, write their full name (if they have a title like Dr., you can use that and their last name instead).
  3. Start the body with a friendly statement like, "I hope this letter/email finds you well," then declare your reasons for writing clearly and concisely. [5] For example, if you're lodging a complaint, explain the issue and how you hope the recipient will resolve it. If you're writing a letter of recommendation, reference the full name of the person you're writing about and what they're applying to before listing their accomplishments and virtues.
    • Leave a line of blank space between each paragraph, and ensure all the paragraphs in the body are left-justified.
  4. On the second line after the paragraph in the body, write a sign-off followed by a comma. Leave 4 empty lines beneath the sign-off and write your signature in the blank space. If you're drafting an email, simply type your name instead.
    • Choose a sign-off that matches the business-like tone of the letter. Some great options are, "Best regards," "Sincerely," and "Thank you for reading."
    • Capitalize the first word of the sign-off only.
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Section 3 of 7:

When to Use "To Whom It May Concern"

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  1. If you're writing a formal letter or email to a department in an organization or a business, but you don't know and can't find the name of the individual who'll be reading it, "To Whom It May Concern" is a proper greeting to use. Not only is it gender-neutral, but it will also match the business-like tone of the rest of your letter or email. Below are some examples of letters or emails you might write without knowing the name of the recipient.
    • Letter of recommendation : "To Whom It May Concern: I hope this letter finds you well. I'm writing in reference to John Doe, who is applying for the [degree program name] at [university name]. John is a bright individual with great talent and integrity. He's also ambitious and industrious. I'm confident he will make a brilliant addition to your program."
    • Complaint letter : "To Whom It May Concern: I'm filing a complaint regarding the services I received from your company. I haven't received any of the benefits that were promised me and which I expected to receive after paying your hefty fee. I want to see an improvement in the services or a refund to my account and a cancellation of all future service visits. If I don't receive satisfaction, I will escalate the matter to your superior."
    • Sales prospecting letter : "To Whom It May Concern: I hope this email finds you in good health. Our company is interested in partnering with yours on an exciting new venture. Please let me know who I should speak with about this opportunity, and we can discuss the details."
    • Cover letter (only when you can't find the recipient's name) : "To Whom It May Concern: I'm writing in regards to the open [job position name] at [company name]. My past work experience and personal qualities are perfectly aligned with the requirements of the job, and I would love to have the opportunity to speak with a hiring manager about it. I've attached my resume for your perusal."
Section 4 of 7:

When Not to Use "To Whom It May Concern"

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  1. Finding out the name of the person you're writing to is easier than ever in the age of the internet! It's also considered more polite to use their "Dear [name]" instead of a more generic greeting like "To Whom It May Concern." The recipient might even think you're lazy if you don't take the time to research their name. [6]
    • If you're writing a cover letter to send to a recruiter or a hiring manager, try to discover their name on Google. Look up the website and the LinkedIn page for the business or organization they represent. See if they appear in any staff directories or social media pages under their formal title.
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Section 5 of 7:

Example ‘To Whom It May Concern’ Letters

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  1. 1
    To Whom It May Concern Letter Example:
    To Whom It May Concern:

    I am writing this letter in response to your request for a reference letter for Jesse Page.

    Jesse has worked for our organization for five years and has proved herself to be honest and hard-working. Our customers frequently leave rave reviews about her attention to detail and excellent service. I feel confident recommending her for any position you have open.

    Sincerely,
    [Your name]
  2. 2
    To Whom It May Concern Email Example:
    To Whom It May Concern:

    I hope this email finds you well!

    I'd like to discuss a potential partnership with your brand. I'm an influencer and am looking for products to recommend to my followers. Please let me know who I should speak to and let's set up a time to talk!

    Thanks for reading,
    [Your name]
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Section 6 of 7:

"To Whom It May Concern" Alternatives

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  1. While "To Whom It May Concern" is a classic greeting for formal letters and emails, it's also considered outdated. Many people in the professional world prefer being greeted with "Dear Sir or Madam" or "Dear Hiring Manager" as it sounds less stiff and more personable. Here are some alternatives to "To Whom It May Concern" that will draw the reader in while keeping a professional tone.
    • "Dear Sir or Madam" (also "Dear Sirs or Madams" if you're addressing an organization at large)
    • "Dear Hiring Manager"
    • "Dear Sales Manager"
    • "To the [department name] at [company name]"
    • "Good morning/afternoon"
    • "Greetings"
Section 7 of 7:

Frequently Asked Questions (FAQs)

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  1. 1
    What does "to whom it may concern" mean? "To Whom It May Concern" is a generic greeting that addresses the person responsible for answering the message. It's used when the sender doesn't know the name of the person they need to contact.
  2. 2
    Is "to whom it may concern" still appropriate? "To Whom It May Concern" can still be appropriate in formal situations where you can't find the name of the person you're addressing by researching it on the internet. However, many professionals think this greeting is outdated and would prefer to be addressed with "Dear Sir or Madam" or "Dear [Position Title]."
  3. 3
    What should I say instead of "to whom it may concern"? The best alternative to "To Whom It May Concern" is "Dear [individual's name]" with their title (i.e., Mr., Ms., or Dr.). If that's not possible, you can use "Dear [Position Title]" (i.e., "Dear Hiring Manager"] or a simpler salutation like "Good morning/afternoon" or "Greetings."
  4. 4
    What's the difference between "To Whom It May Concern" and "Dear Sir or Madam"? "To Whom It May Concern" is a more formal, business-like greeting than "Dear Sir or Madam." It's also gender-neutral, so you don't have to worry that you're assuming the recipient is a man or a woman. However, some recipients might prefer "Dear Sir or Madam," especially if you're writing to ask them to help or work with you. It sounds less stiff and more friendly and personable.
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      References

      1. ↑ https://www.nasp.com/blog/to-whom-it-may-concern/
      2. ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/index.html
      3. ↑ https://www.indeed.com/career-advice/career-development/how-to-write-a-professional-email
      4. ↑ https://www.nasp.com/blog/to-whom-it-may-concern/
      5. ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/index.html
      6. ↑ https://www.nasp.com/blog/to-whom-it-may-concern/

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