how to write a letter to whom it may concern

If you are responding to an automated message from a potential customer and it doesn't include their name, you'll need to use a more generic greeting.

Introduction to a new or prospective client In some cases, the application may require you to submit your letter through an automated system that doesn't provide any names or titles. If a former colleague asks you to write a letter of recommendation or act as a referral for a job opportunity, there's a good chance they may not know the recipient of the message. Contact referral or recommendation letter If you're unsure, use 'To Whom It May Concern'. Because it's essential to make a positive first impression, avoid guessing the recipient's name. Often, employers use a generic email alias for applications, such as or In this case, it's unclear whether your application will be reviewed by a recruiter, HR leader, hiring manager or multiple professionals. When applying for a job, you may not know who will be reviewing your curriculum vitae, cover letter or application. Here are five situations in which it's appropriate to use this salutation:Ĭontact referral or recommendation letter However, times may certainly arise in which it is still acceptable to use the phrase. It also may indicate a lack of research, in a time when such information is now so readily available. The phrase 'To Whom It May Concern' is no longer popular or widely used as many consider it rather antiquated and extremely formal. Today, it's much easier to find the names of HR managers, department heads and other decision-makers you may be attempting to reach. This greeting was developed before the internet when it was more difficult to identify people's job roles by researching companies, online public directories or professional organisations. For example, if you are writing a cover letter as part of a job application and it's not clear from the job posting who will be reviewing your application, you may choose to start your letter with 'To Whom It May Concern'. Traditionally, the phrase 'To Whom It May Concern' is used in business correspondences when you don't know the recipient's name or you're not writing to one specific person.

Why do people use the greeting, 'To Whom It May Concern'?

In this article, we cover the background of the phrase 'To Whom It May Concern', tips for when to use it and alternatives you can choose instead. One of the most common professional salutations is “To Whom It May Concern.” With so many alternatives, it can be challenging to determine when it's appropriate to use this greeting and when you should use a recipient's name, title or something else. Whether you're writing an email or preparing a physical letter, it's important to begin every business correspondence with an appropriate greeting.

How to write a letter to whom it may concern