Have you ever wondered how to approach someone when you just don't know how to address them?

When you meet someone in person, you greet them with a "Hi!", but what if you have to reach out through an email or letter?

In such cases, many people wear their favorite white shirt that is suitable for any occasion. This white shirt is to whom it may concern. As obsolete as it sounds, so is the usage. It is considered the laziest way to greet someone.

In modern times, every person's detail is just a click away. Instead of making an effort to find the receiver's name, if you end up writing to whom it may concern, it would suggest that you have not done your homework.

Suppose the recipient is a recruiter or hiring manager. They will perceive you as someone who lacks initiative and hard work, which are vital skills in getting hired.

Here we will discuss some of the most frequently asked questions and topics related to how to write to whom it may concern by answering the following questions.

To Whom It May Concern Meaning

To whom it may concern is a salutation used while framing a letter or an email to a business professional. It is generally used when you do not know the recipient's name. However, as mentioned earlier, it is not the best way to reach out to people of interest.

When to Use to Whom It May Concern?

Before shooting your email, always ask yourself who the person who will read my email is. If you fail to find an answer, do what ancestors have been doing forever- write to whom it may concern. But if you have a solution for which the chances are soaring in modern times, ensure to use their name.

There can be certain cases that will propel you to use to whom it may concern. Let us look at a few scenarios.

Reaching Out to Large Companies

It might happen that you have to reach out to large companies that have complex structures, and the only contact details you find on their website are contact@abccompany.com. In such cases, primarily to whom it may concern, is used.

Filing Complaints

Sometimes voicing our dissatisfaction becomes essential. To whom it may concern will be your opening salutation before you state your complaint.

Writing a Letter of Recommendation

You can be a good friend and write a letter of recommendation for your friend, but they don't know who they want you to address. It might also happen that they have several companies in mind. In that case, they might want you to write a generic letter.

Writing a Letter of Introduction

Suppose you have to reach the masses and don't know each one of them individually. To whom it may concern can be your go-to buddy.

Writing a Prospecting Letter

Mostly in sales, it happens that the salesperson is out hunting sharks. These sharks, aka potential clients, are reached out with crossed fingers as the conversion rates will be less. Consider yourself extremely lucky if you get a revert from clients for your to whom it may concern message.

In all the mentioned cases, it is advised to research and learn about the person whom you are writing instead of using a generic to whom it may concern salutation.

How to Write to Whom It May Concern?

You have spent all night stalking the person you have to contact, and you failed to come up with any personal information. What can you do in that situation?

You will have no choice but to use to whom it may concern. If you are still thinking about how to write that phrase, keep the points mentioned below in mind.

  • Capitalize the first letter of each word
  • Make use of "whom" instead of "who" or "whomever"
  • Follow the phrase to whom it may concern with a colon than a comma
  • Add double space before typing the body of the message

How to Write to Whom It May Concern Example

An example of how to write a to whom it may concern letter is given below:

*To Whom It May Concern:

I am writing this letter to let you know how dissatisfied I am with your company's customer service. On April 01, 2022, I made a call to your company's customer service line regarding a laptop that I purchased. I was appalled to witness how rudely I was treated. It was a shock to know that a reputed company like yours would allow their customers to be mistreated.

Since I've been a regular customer at your store, I am devastated by this behavior. I expect your full cooperation and hope it can be resolved.

Sincerely,
Kate Maugham*

When Not to Use to Whom It May Concern?

If possible, try never to use to whom it may concern. It has been used since time immemorial. Now is the time to give some rest to the old soul. You sure do not want to come up as someone who is sluggish and does not want to put much effort into making things happen.

We need a go-getter attitude, and to whom it may concern certainly does not reflect that. Here are some cases where to whom it may concern can be skipped for good.

  • While writing a cover letter.
  • While writing a letter on your behalf.
  • When you have managed to find any relevant information about the recipient, even when it is just the department's name.

Preparation Before Using to Whom It May Concern

In cases where you plan to use the to whom it may concern phrase, such as when you are responding to a job, some preparation is required. These include:

  • Read the job advertisement carefully. Look for any information that can be used as a salutation.
  • Check the website of the company. You might find information about the person in the "about us" section.
  • Make use of job networking sites such as LinkedIn, where you can find the professional details of the concerned person.
  • Call the company and seek the hiring manager's name if nothing works.

To Whom It May Concern Cover Letter

When drafting a to whom it may concern cover letter, there are high chances that the recruiters will discard going through the letter, thinking it is some plea to get hired. However, if you have tried all means and failed to find any information, keep praying for a response and draft a cover letter in the following manner.

*To Whom It May Concern:

In response to the job opening posted on LinkedIn, I am thrilled to submit my application for the post of Sales Representative at Click Global Services. With a Bachelor's degree in Business Administration (Finance Majors) from the University of California, I have a prolific record of promoting digital products and IT services adhering to effective customer handling. I was awarded top sales representative in my previous company, making me a perfect fit for your company.

I started as a Sales Assistant at Brain Maniacs Inc., where I sold the company's new products and educated potential customers via cold calling. I assisted the sales team in client relationship management, customer retention, and implementation of new sales strategies that boosted company sales by 15%. I also served as a Sales Representative at Constantine Co., where I managed a database of over 500 clients under the supervision of the sales manager and managed Salesforce to identify new business opportunities and Improvise customer feedback by 30%.

Continuously learning to practice and implement new sales methodologies, I am obliged to apply at Click Global Services, the leading IT company that helps in modernizing traditional businesses globally. Given the role, I will ensure smooth execution of sales operations and complete client satisfaction to uplift sales margin.
Enclosed for your consideration is my resume. I'd appreciate the opportunity to discuss my suitability and qualifications further with you on call or in person.

Sincerely,
Alison James*

To Whom It May Concern Email

In case of an email where you have to seek more information, the letter can draft the message in the following manner.

*To Whom It May Concern:

I hope this email finds you well. I am writing this mail to find more information regarding the recent job advertisement in your organization. I stumbled across the ad for the Product Manager role on LinkedIn. From my years of experience in the same field, I think this opportunity would be an excellent fit for me. I think I will be able to contribute to the organization in the best way possible.

Thank You for your time, and I hope to hear from you soon.

Sincerely,
Kate Maugham*

How to Write to Whom It May Concern Alternatives?

It cannot be emphasized enough that the phrase to whom it may concern must be avoided at all costs. But if not, what else can be used when no information is available?

We have wracked our brains so that you don't have to when it comes to alternatives that you can use instead of to whom it may concern.

  • Dear Hiring Manager
  • Dear Recruiting Team
  • Dear (the job title you are applying for) Hiring Team
  • Dear Recruiting Department
  • Dear Recruiting Manager
  • Greetings
  • Good Morning/Afternoon
  • Dear Human Resources Manager
  • Hello
  • Hi
  • Hello There
  • Dear Customer Service Manager

Key Takeaways

Now that you know when to use and not use to whom it may concern phrase, make your letter stand out and use the alternatives to create a better first impression.

Here are some significant points that you should keep in mind whenever you wonder how to write to whom it may concern.

  • To whom it may concern is the salutation used to address business professionals in letters and emails.
  • Use to whom it may concern phrase only when there is no alternative available.
  • Always capitalize the first letter of each word and follow it with a colon rather than a comma.
  • Do not use the to whom it may concern phrase while writing a cover letter or writing a letter on your behalf.
  • Always try to obtain information to whom you are writing the email or letter.
  • Make use of job networking sites like LinkedIn and visit the company's website.
  • Use alternatives instead of to whom it may concern, as it is highly generic and overused.

If you have any queries about job recruitment, reach out to Hiration's Career Activator Platform, which has 24/7 chat aid and professional assistance.

You can also write to us at support@hiration.com.