Most people turn to "To Whom It May Concern" when they're stuck because it feels safe, formal, and inoffensive.
But in a cover letter, it sends exactly the wrong signal and there are better options available for every situation where you might be tempted to use it.
'To Whom It May Concern' meaning
"To Whom It May Concern" is an antiquated greeting for letters addressed to an unknown recipient.
It implies the letter is intended for whoever has a relevant interest in its contents.
When this phrase was first coined, it seemed like a practical solution to the problem of addressing a letter to an unknown person.
But it has become so widely used that it now feels like a worn-out relic from another century.
It can also suggest that you did not go to any trouble to find out who you were really writing to.
If you're wondering "What is the correct way to write 'To Whom It May Concern'?" you're asking the wrong question. The correct capitalization of this phrase is far from the point. Instead of worrying about whether each word should be capitalized, you should be asking what to write instead.
What is the proper way to start a cover letter without knowing the recipient's name?
The best option is always a named individual.
A letter addressed to a specific person shows attention to detail and is more likely to get a response than one sent to a company or department.
In fact, 26% of hiring managers say that addressing them by name is one of the small details that makes a real difference to how they receive an application.
Sometimes the hiring contact's name appears in the job listing, but often it does not.
Start by looking at the company's website, particularly any hiring or "About Us" page that lists staff.
LinkedIn is also useful, you may already be connected to someone at the company who can point you in the right direction.
If online research comes up short, call the company directly.
Ask who is processing applications for the role you're applying for.
It takes two minutes, and it demonstrates genuine interest before you've even sent your letter.
Once you have a name, there is a range of ways to open depending on the person's preference and the company's culture.
Pay attention to how the company communicates publicly, that usually gives you a reliable read on how formal or relaxed the greeting should be.
Top tip: Once you have a name, open your letter with one of the following:
- Dear Mr. [Last Name]:
- Dear Ms. [Last Name]:
- Dear Mrs. [Last Name]:
- Dear Mx. [Last Name]:
- Dear Dr. [Last Name]:
If you cannot find the hiring manager's name after a genuine effort, the alternatives below are all preferable to "To Whom It May Concern.
Alternatives to "To Whom It May Concern"
- Dear Acme:
- Dear Acme [Department] Team:
- Dear Acme HR Department:
- Dear HR Manager:
- Dear Hiring Manager:
- Hello Recruiting Team:
- Dear Search Committee:
Some sources suggest leaving the greeting out entirely, opening in memo style with a "Re:" line instead:
Cover letter with no greeting
Re: Opening for Acme IT Manager
Having worked as a specialist in information technology for the past eight years, I would be delighted to be considered for the IT Manager opening you posted recently.
Beyond the greeting, it is worth thinking about how the cover letter format as a whole creates a first impression.
The salutation is the first thing a reader sees, but the header, spacing, and layout all shape how professional the document feels before a single sentence is read.
When should I use 'To Whom It May Concern'?
Use it only when the recipient is genuinely unknown and no research could change that.
The two clearest situations are reference letters and formal complaints.
A reference letter written for a colleague to share with future employers fits this description well.
Because the letter may pass through several hiring managers whose names are not yet known, addressing it to a specific person is simply not possible.
A formal consumer complaint sent to a company or regulator, where you have no named contact, is a similar case.
In both situations, a cover letter is not involved.
If you are applying for a job, this phrase has no place in your application regardless of the circumstances.
Example of a 'To Whom It May Concern' letter format
When the phrase is genuinely appropriate, the letter follows standard formal conventions.
Here is the structure and a complete example.
| Section | What to write |
|---|---|
| Your name | Full name |
| Your address | Street, city, state, ZIP |
| Your phone and email | Direct contact details |
| Date | Full date (e.g., May 12, 2026) |
| Salutation | To Whom It May Concern: |
| Opening paragraph | State the purpose clearly |
| Body paragraph(s) | Provide relevant details or evidence |
| Closing paragraph | Restate your request or thanks, include contact details |
| Sign-off | Sincerely, [Signature], [Typed Name] |
Example reference letter:
Jamie Alcott 14 Riverside Drive, Chicago, IL 60601 (312) 555-0187 | jalcott@email.com
May 19, 2026
To Whom It May Concern:
I am writing to recommend Marcus Reyes for any role in which strong analytical thinking and collaborative working are valued. I managed Marcus directly for three years at Calloway Partners, where he consistently delivered work of the highest quality under tight deadlines.
Marcus brought both technical precision and a genuine ability to bring people along with him on complex projects. I have no hesitation in recommending him and would be glad to speak further with anyone considering his application.
Sincerely,
Jamie Alcott Senior Analyst, Calloway Partners
Three formatting details to remember:
- Capitalization: Capitalize the first letter of every word: To Whom It May Concern.
- Punctuation: End with a colon (:), not a comma.
- Spacing: Leave one clear line between the salutation and the opening paragraph.
How do you capitalize 'To Whom It May Concern'?
Capitalize the first letter of every word and end the phrase with a colon: To Whom It May Concern:
Each word is treated as significant, which is why all five are capitalized rather than just the first.
The colon signals the start of the cover letter body, in the same way that "Dear Hiring Manager:" would.
Do not attempt variants like "To Whomsoever It May Concern" or "To Who It May Concern."
Both are grammatically weaker and widely recognized as errors, so if you are going to use the phrase at all, use the standard form.
One thing worth repeating: if you are putting together a cover letter, the capitalization is genuinely the least of your concerns.
The real question is whether you should be using this phrase at all.
Is 'To Whom It May Concern' rude?
Yes, in a cover letter it can be.
Using it in a job application implies you made no effort to find the hiring manager's name, and a few minutes on LinkedIn or the company website is usually all it takes to find one.
A cover letter addressed to no one in particular sends an unspoken message that the application was put together quickly and sent to many employers at once.
Outside of job applications, though, the phrase carries no such implication, a reference letter or complaint letter addressed "To Whom It May Concern" is simply appropriate for the situation.
Key takeaways
- Never start a cover letter with "To Whom It May Concern", hiring managers widely view it as outdated and impersonal.
- Address the hiring manager by name wherever possible.
- If you cannot find a name, address a company, department, or role instead.
- The phrase is acceptable for reference letters with unknown recipients and for formal complaints, but never in a job application.
- When you do use it, capitalize every word and follow with a colon: To Whom It May Concern:
Frequently asked questions
Here are quick answers to the most common questions about this phrase.
Is 'To Whom It May Concern' still acceptable?
Yes, in limited situations.
It remains appropriate for reference letters where the recipient is not yet known, and for formal complaints addressed to a company or organization.
In a cover letter or any job application, it should be avoided entirely.
Should 'To Whom It May Concern' be capitalized?
Yes. Capitalize the first letter of every word and follow the phrase with a colon: To Whom It May Concern: Do not use a comma.
This is the standard convention in formal writing, and lowercasing any of the words is considered incorrect.
What should I write instead of 'To Whom It May Concern' on a cover letter?
"Dear Hiring Manager:" is the safest fallback when you cannot find a specific name.
If you know the department, "Dear [Department] Team:" is more targeted.
The best option is always the hiring manager's name, spend 10 to 15 minutes on LinkedIn or the company website before settling for a generic greeting.
Even when writing a cover letter with no experience, a named or targeted greeting gives your application a stronger opening.
