**To Whom It May Concern: When and How to Use This Phrase (Without Sounding Like a Lazy Bum)**

Key Takeaways

• **Key Takeaway 1:** “To Whom It May Concern” is an outdated and impersonal salutation that should be avoided in most formal correspondence.
• **Key Takeaway 2:** Use more specific and personalized greetings, such as “Dear Hiring Manager” or “Dear [Department Name]”, to make a positive first impression and show respect for the recipient.
• **Key Takeaway 3:** If you don’t know the recipient’s name or gender, use gender-neutral greetings like “Dear [Title or Role]” or “Greetings” to avoid any potential offense.

In the realm of formal correspondence, the phrase “To Whom It May Concern” has become the equivalent of the “Dear John” letter—an outdated and often lazy way to address a letter when you don’t know the recipient’s name. While it may have been acceptable in the days of quill and parchment, it’s time to retire this archaic salutation and embrace more modern and professional alternatives.

**When to Use “To Whom It May Concern”: Use It Sparingly**

There are a few instances where using “To Whom It May Concern” is still acceptable, but they are few and far between. Consider using it when:

• Reaching out to large companies or new departments where the specific recipient is unknown.
• Providing recommendations or reference checks where the recipient’s name is not specified.
• Lodging company complaints when the responsible person is unclear.
• Making introductions between two parties when you don’t know the recipient’s name.
• Prospecting (but not ideal) when you’re reaching out to a large number of potential customers.

**How to Write “To Whom It May Concern”: Do It Right**

If you must use “To Whom It May Concern,” make sure you do it correctly:

• Capitalize the first letter of each word.
• Use “Whom” instead of “Who” or “Whomever.”
• Use a colon after “To Whom It May Concern.” (Yes, a colon, not a comma.)
• Add a double space before the body of the message.

**When Not to Use “To Whom It May Concern”: Avoid It Like the Plague**

As a general rule, avoid using “To Whom It May Concern” whenever possible. It can come across as impersonal, lazy, and unprofessional. Instead, make an effort to find out the recipient’s name or title through research or by asking for it in the body of your message.

**Alternatives to “To Whom It May Concern”: Be Creative**

There are plenty of alternatives to “To Whom It May Concern” that are more appropriate and professional. Here are a few suggestions:

• Dear Hiring Manager
• Dear Recruiter
• Greetings
• Dear Recruiting Department
• Dear [Department Name]
• Dear [Title or Role]
• Dear Customer Service Manager
• Hello
• Dear Search Committee
• Dear [Name] (if you know their first name)
• Hi Friend (if appropriate for the context)
• Season’s Greetings (during the holiday season)
• Hello There [Name] (if you know their name but not their title)
• Good Morning
• Good Day

Bonus: Remember, the goal of a salutation is to make a positive first impression and show respect for the recipient. By using an appropriate and personalized greeting, you can increase your chances of getting your message read and taken seriously.

And a final word of advice: if you’re ever in doubt about whether or not to use “To Whom It May Concern,” just don’t. It’s always better to err on the side of caution and use a more appropriate alternative.

Frequently Asked Questions:

What’s the difference between “To Whom It May Concern” and “Dear Sir or Madam”?

“Dear Sir or Madam” is also an outdated salutation that should be avoided. It’s better to use a more specific greeting, such as “Dear Hiring Manager” or “Dear Customer Service Manager.”

Is it okay to use “To Whom It May Concern” in a cover letter?

No, it’s not appropriate to use “To Whom It May Concern” in a cover letter. Take the time to research the company and find out the name of the hiring manager or recruiter. If you can’t find their name, you can use a more general greeting, such as “Dear Hiring Team.”

What’s the best way to address a letter when you don’t know the recipient’s gender?

If you don’t know the recipient’s gender, you can use a gender-neutral greeting, such as “Dear [Title or Role]” or “Greetings.”