To Whom It May Concern: When & How to Use It Professionally
Whom It May Concern: When and How to Use This Greeting Professionally
“To whom it may concern” is a formal salutation traditionally used in letters and emails when the recipient’s identity is unknown. While it may seem outdated in today’s hyper-personalized world, it still has a place—if used correctly. This article explains when to use it, alternative phrases, and best practices to ensure your message maintains a professional tone.
When Should You Use “To Whom It May Concern”?
Use “to whom it may concern” when the recipient’s name or department is genuinely unknown. This is common in the following scenarios:
- Job applications where the company has not listed a hiring manager.
- Formal complaints or feedback directed to organizations.
- Recommendation letters or character references where the audience could be multiple people.
- Business inquiries to new companies or partnerships.
Despite its functionality, using this phrase should be your last resort—not your first. Whenever possible, find a direct contact via LinkedIn, the company website, or by calling their reception desk. A named greeting builds rapport from the outset and shows attention to detail.
Is “To Whom It May Concern” Still Appropriate in 2025?
Yes—but sparingly. The phrase is often seen as impersonal, especially in industries that value communication and networking. However, it remains a neutral and respectful option when personalization isn’t feasible. Ensure your message is warm, direct, and purposeful to balance the formality.
Alternatives to “To Whom It May Concern”
To make your communication sound more human and less generic, consider these alternatives:
- Dear [Department Name] – e.g., “Dear Customer Service Team”
- Dear [Job Title] – e.g., “Dear Hiring Manager”
- Dear [Company Name] Team – e.g., “Dear ABC Corp Team”
- Greetings – more casual but still polite for certain contexts
How to Format a Letter with “To Whom It May Concern”
If you decide to use the phrase, follow this format:
- Capitalize each word: To Whom It May Concern
- Add a colon, not a comma: To Whom It May Concern:
- Leave a space before starting your body paragraph.
Always keep the tone formal, and get to the point quickly.
Bonus Tip for Job Seekers
If you’re preparing a cover letter or email introduction, remember that what you say after the salutation matters more than the salutation itself. Structure your content using proven methods like the STAR technique, which helps you highlight your strengths clearly. Here’s a guide on how to use to whom it may concern in job interview scenarios.
Final Thoughts: Should You Use “To Whom It May Concern”?
Yes, but with care. The phrase remains appropriate for certain formal interactions, especially when you genuinely lack information about the recipient. Just be sure that your overall message is strong, structured, and purposeful. Whenever possible, aim for personalization—it leaves a better impression and improves your chances of success.
Need help writing your next professional letter? Learn how to frame your message with precision and clarity—because your first impression should never be left to chance. Contact our communications team today to get started.
