Should you use ‘to whom it may concern’?
The phrase, "To whom it may concern," is a formal cover letter or email greeting used when the sender doesn’t know who will be receiving the message. It simply means that the letter or email is intended for anyone who might be interested in what you're going to say, and they're an unknown recipient.
The correct way to write "To whom it may concern" as a greeting is to capitalize the first letter of each word and place a comma after "whom":
"To Whom It May Concern,"
Nowadays, however, it’s pretty easy to figure out who will be reading your email or letter or message, whether it's the hiring manager or a future mentor or a coworker (please, know your coworker's names).
And even if you don’t know the name of the person you’re writing to, or if you’re writing to more than one person, there is nearly always a better way to address your letter.
Read more: Cold Emailing a Recruiter: 10 Example Emails That Get Responses
Why ‘to whom it may concern’ doesn’t always work
To whom it may concern really reads this way: I have no idea who I’m writing to. Hope this ends up in front of the right person!
It can just come off as impersonal and lazy, and especially if you’re writing a cover letter, you need to show your potential employer that you’ve at least attempted to address the letter correctly.
Career coach Alejandra Hernandez says this about the greeting: “I think it is unoriginal, old-fashioned, and, to sum it up in one word: ‘meh.’ Do a little extra work and search for the hiring manager's name. Sometimes it's on the posting, but if not, check the company website. It's a nice touch to address someone by name, and please make sure to spell their name correctly. If it's a very large company, go with ‘Dear Hiring Manager’ instead.”
How to find the hiring manager's name
Finding a hiring manager's name can sometimes require a bit of research, but it's worth the effort to make a positive impression. Here are some tips to help you find a hiring manager's name:
- Check the job posting: Sometimes, the job posting will include the name or at least the title of the hiring manager or the person to whom you should address your application. Look carefully at the job description, contact information, or any other details provided.
- Visit the company website: Explore the company's website to see if they list their staff members, particularly in the "About Us," "Team," or "Contact Us" sections. Look for titles like "HR Manager," "Recruitment Manager," or "Talent Acquisition Manager."
- Use LinkedIn: Use LinkedIn to search for the company and see if you can find the profiles of employees who work in the department you're applying to. Look for titles like "Recruiter," "HR Manager," or "Talent Acquisition Specialist."
- Network: Reach out to your network to see if anyone has connections at the company or knows someone who works there. They may be able to provide you with the name of the hiring manager or introduce you to someone who can help.
- Take advantage of social media: Check the company's social media profiles, such as Twitter or Facebook, to see if they mention any employees or managers by name. Additionally, you can send a polite message on social media platforms like LinkedIn to inquire about the hiring manager's name.
Read more: How to End an Email That Gets Results
Is it ever okay to use ‘to whom it may concern’?
Yes, but this greeting can and should be used only as a last resort.
“I am on the fence when it comes to ‘to whom it may concern,’” Lisa Vasquez-Fedrizzi, managing director of talent and HR advisory Cheer Partners, says. “While I do feel that a candidate should take the time to see if there is an HR/talent representative on the company website, there is the unknown of who the actual cover letter is going to, especially if the company is using an applicant tracking system.”
But, sometimes you just can’t find the recipient’s name, and you may not know the pronouns of the person who will be receiving your letter.
“On the opposite side of the fence for me,” Vasquez-Fedrizzi says, “I also appreciate keeping it as a gender-neutral salutation, as you can’t always know what someone’s pronoun is by looking at their photo. If a candidate is unsure of how they want to address the cover letter, I believe it’s always better to keep it to, ‘Dear Hiring Manager/Team.’”
Other situations where using "to whom it may concern" may be appropriate include:
- Formal letters: When writing a formal letter, such as a complaint letter or a letter of recommendation that will be distributed widely, and you don't know who will be reading it, "To whom it may concern" can be suitable.
- Letters of inquiry: When making an inquiry to a company or organization where you're unsure of the appropriate contact person, "To whom it may concern" can be a neutral way to address your letter.
- Legal or official correspondence: In certain legal or official contexts where you're addressing an entity rather than an individual, such as a government agency or a legal department, "To whom it may concern" may be appropriate.
- Recommendations or references: If you're providing a general recommendation or reference letter that may be used by various recipients, "To whom it may concern" can be used to address the letter.
Read more: The Power of Personal Reference Letters: Your Key to Landing Your Dream Job
Alternatives to ‘to whom it may concern’
If you’re addressing a cover letter or other business letter, but you have no idea who the reader will be, address it to the person or people you want to read your message, like Dear Hiring Manager or Dear InHerSight Team.
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Dear Hiring Committee/Team
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Dear (Company) Team
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Dear (Company) Hiring Manager
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Dear Hiring Manager
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Dear VP of Analytics
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Dear Communications Team
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To the (Company) Tech Team
5 recruiters and career experts on ‘to whom it may concern’
We asked five professionals who work in recruiting, branding, and career coaching what they think when they see “to whom it may concern.”
Kaitlyn Holbein, founder and principal consultant at The Employer Brand Shop
“When a candidate addresses a cover letter or application out ‘to whom it may concern,’ it isn't a deal-breaker for me. I'll still read through their application and assess their qualifications for the role. However, when a candidate goes the extra mile to personalize their application by uncovering the hiring manager or lead recruiter's name, it shows they're really passionate about the opportunity, which makes a great first impression.”
Mirela Borsan, career and interview coach
“The more personalized a letter, the better. However, it is understandable that sometimes this information is not readily available and if that is the case, there are yet better options for using a salutation like, ‘Dear Hiring Manager’ or ‘Dear Hiring Recruiter.’ Beginning your letter with a ‘Hi’ or ‘Hello’ is not considered professional, and when everything else fails, not including a salutation may be a last resort option.”
Jamie Jensen, career success coach at Boise State University
“Addressing a cover letter or application to an actual person is critically important. Employers want to see that you took the time to do research and personalized your application. Essentially, addressing a letter ‘to whom it may concern’ should only be used as an absolute last resort.”
Christabel Khumalo, owner at Christabel Consultant and recruiter at Synergy HR Consulting
“Have you ever tasted chicken breast with absolutely no seasoning, not even a grain of salt? Underwhelmingly bland—isn’t it? That’s how I feel whenever I read cover letters addressed to the nameless, ‘to whom it may concern.’ Addressing your letters ‘to whom it may concern’ is a missed opportunity for candidates to show off their superb creativity, their thorough research skills, and not to mention—their keen attention to detail.”
Krysta James, cofounder and managing partner of HR consultancy The Verity Group
“As a recruiter, if it is a great candidate, having it addressed ‘to whom it may concern’ will not make me less interested in that candidate. However, their response when I reach out may give me a negative impression! If you are extremely interested in a role, doing a LinkedIn search for the recruiter or hiring manager’s name will show dedication and interest, as you took that extra step. If you are unable to find any specific person, addressing it ‘to whom it may concern’ can be done.”
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