To Whom It May Concern in a Cover Letter + Alternatives
Starting a cover letter with “To Whom It May Concern” might feel safe, but it often works against you. Learn how to write strong and personalised cover letter greetings that are better than “To Whom It May Concern”.
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For decades, many candidates opened their applications with a “To whom it may concern” cover letter. While it once felt polite and professional, today it’s considered outdated and often leaves the wrong impression. Hiring managers read dozens of applications a day, and a greeting like “Dear Whom It May Concern” can make your letter feel impersonal.
In this guide, we’ll explore why “To Whom It May Concern” is best avoided in modern applications, when it might still be acceptable to use a “To Whom It May Concern” letter, and the alternatives that make the greeting of your cover letter stronger and more personalised.
“To Whom It May Concern” meaning
The phrase “To Whom It May Concern” is a formal greeting used when you don’t know the specific name of the person who will read your cover letter. It used to be a traditional, polite way to address an unknown recipient and was often used when applying for a job when no hiring manager was listed.
Why you shouldn’t use “To Whom It May Concern” in a cover letter
Starting a cover letter “To Whom It May Concern” may seem like a safe, neutral choice. In reality, it often works against you. Recruiters and hiring managers tend to view it as a sign that you haven’t invested time into tailoring your application. In a competitive job market, that lack of effort can weaken your first impression.
A greeting like “Dear Whom It May Concern” or “To Whom This May Concern” feels old-fashioned. Modern recruitment is built on personalisation, and generic openings stand out for the wrong reasons. They can give the impression that your application has been copied and pasted for multiple employers.
As such, using “To Whom It May Concern” when writing a cover letter makes your application look impersonal and detached. Employers want to feel you’re genuinely interested in their role, not just sending out a batch of identical cover letters. A personalised greeting, even if it’s addressed to a team or department, shows care and attention to detail.
When to use “To Whom It May Concern”?
There are limited situations where using “To Whom It May Concern” is still acceptable. These tend to be cases where the recipient is unknown or the letter is intended for more than one audience.
1. Speculative cover letters
When you’re reaching out without a specific job posting, such as pitching yourself to a company for future roles, you may not know who will read your application. In this case, a “To Whom It May Concern” cover letter can be used, though it’s still better to try to find a recruiter’s or HR manager’s name.
2. Letters of reference
A “To Whom It May Concern” greeting is a standard choice for reference letters because they are often shared with multiple employers. You, as the person writing the letter, are not expected to know the name of every hiring manager who will review the candidate’s job application. This general salutation ensures the letter remains reusable and effective for any recipient.
3. Formal complaints or notices
When you are writing outside of recruitment, such as for a formal complaint, a dispute, or a legal notice, using “To Whom This May Concern” is acceptable. The formality of the phrase matches the purpose, especially when the recipient is unclear.
In most other cases, however, a “To Whom It May Concern” cover letter feels outdated. A tailored greeting will almost always serve you better. Let’s explore how to personalise your cover letter greeting:
Common alternatives to “To Whom It May Concern” on a cover letter
If you want your application to feel modern and professional, use a direct and specific greeting. A “To Whom It May Concern” cover letter feels impersonal and generic. The right alternative shows you’ve made the effort to tailor your application. Here are some of the best options to include in a cover letter:
1. Dear hiring manager/recruiter
This is one of the safest choices when you cannot find a name. It’s respectful, professional, and makes clear you are addressing the person responsible for hiring. It’s a stronger option than “Dear Whom It May Concern” because it feels focused.
2. Dear Mr./Ms./Mrs. [last name]
If you know the name of the person reviewing applications, use it. This is the gold standard of greetings and shows you have done your research. Always double-check the spelling and preferred title. If unsure about the recipient’s gender, you can skip the title and opt for Dear + [first and last name].
3. Dear [department] team
If you know the team you’re applying to, such as Marketing or IT, address them directly. For example: Dear Marketing Team. This shows you understand the structure of the business.
4. Dear [job title] hiring team
If the job title is mentioned in the advert but no names are listed, you can address the team linked to that role. For example: Dear Software Engineering Hiring Team. This approach is specific and professional.
5. Dear recruitment team
This is a more generic greeting, but it’s still more professional than using “To Whom It May Concern”. Since you’re referencing the recruitment team, this greeting is still tailored to the hiring process, despite not being targeted towards the specific company.
Each of these options is better than a “To Whom It May Concern” letter because they add a sense of relevance and respect. Even if you don’t know the individual, choosing one of these alternatives signals effort and professionalism.
The best “To Whom It May Concern” alternative”
The easiest way to avoid a “To Whom It May Concern” cover letter is to track down the actual name of the person reading your application. A little research goes a long way. It shows initiative, professionalism, and attention to detail. Here are the most effective, proven methods:
1. Check the job posting carefully
Some adverts list a contact person, often at the bottom of the posting. This might be a hiring manager, recruiter, or HR officer. If a name is there, use it. It proves you’ve read the job description posting in full.
2. Browse the company website
Many businesses include staff details on their “About Us” or “Team” page. Look for department heads or managers linked to the role. For example, if you’re applying for a marketing role, the Head of Marketing is a safe choice.
3. Search on LinkedIn
Type in the company name and filter by job titles like “HR Manager,” “Talent Acquisition,” or the department you’re targeting. LinkedIn will reveal to you the most likely contact. If there are several recruiters at the company, it’s fine to address your letter to the most senior recruiter or to the hiring manager of the relevant department.
4. Contact the company directly
If you can’t find the name online, a quick, polite phone call works. Say you’re applying for a role and would like to know who to address the cover letter to.
You can also email the company instead of calling, or shoot a professional direct message on LinkedIn to someone from the Talent Acquisition team.
Key points
- Avoid starting a cover letter with “To Whom It May Concern.” It feels outdated and generic.
- Use it only in rare cases: speculative cover letters, references, or formal complaints.
- Better alternatives include Dear Hiring Manager, Dear [Department] Team, or Dear [Job Title] Hiring Team.
- When possible, research the correct name through job postings, company websites, LinkedIn, or a polite phone call.
- Stay away from other outdated greetings like Dear Sir or Madam or Dear Respected.
- A tailored greeting shows effort and creates a stronger first impression than a To Whom It May Concern cover letter ever could.
FAQ: “To Whom It May Concern”
Does using “To Whom It May Concern” hurt my chances of getting hired?
It can. While not an automatic rejection, starting a cover letter with “To Whom It May Concern” makes your application feel generic and outdated. Recruiters prefer a greeting that shows you’ve researched the company, such as Dear Hiring Manager or Dear [Department] Team.
Can I use “To Whom It May Concern” in an email cover letter?
It’s best to avoid it. An email cover letter should be even more personal and direct. Use the hiring manager’s name if possible. If you can’t, Dear Hiring Manager or Dear Recruitment Team are better choices than “To Whom It May Concern.”
Is “To Whom It May Concern” capitalised?
Yes. Each major word in “To Whom It May Concern” should be capitalised because it’s a formal greeting. If you decide to use it, write it exactly like this: “To Whom It May Concern:” with a colon at the end. Avoid using lowercase letters or ending it with a comma, which would look less professional.
Is “To Whom It May Concern” rude?
No, it’s not rude, but it can feel outdated or overly formal. Most hiring managers prefer to see a name because it shows effort and personalisation. Use “To Whom It May Concern” only if you truly can’t find the right contact person. If possible, try alternatives like “Dear Hiring Manager” or “Dear [Department] Team”.
Mariusz Wawrzyniak
Content Writer
Mariusz is a career expert at MyPerfectCV who writes practical, research-based guides that help professionals from all industries craft impactful CVs, write compelling cover letters, and advance their careers.
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