Updated September 27, 2026.
In short: "To Whom It May Concern" is a formal salutation for a letter when you do not know who will read it. It is still acceptable for general-purpose documents — a reference letter a candidate will hand to several employers, a formal complaint, a records request — but in a cover letter or networking email it reads as impersonal. Capitalize every word, follow it with a colon in a formal letter (a comma is fine in an email), and use a name, a job title or a team name instead whenever you can find one.
What does "To Whom It May Concern" mean?
It means "to whoever is responsible for this matter." It is a way to address a letter to a role rather than a person, when the writer cannot know who will open it. That is why it appears on documents that travel: a letter of recommendation, a verification of employment, or a notice sent to an organization's general address.
When is it OK to use "To Whom It May Concern"?
Use it when there really is no single reader and no sensible title to address instead:
- Reference and recommendation letters a candidate will give to several employers.
- Employment or income verification letters that go to a landlord, lender or agency you do not know.
- Formal complaints, claims and records requests sent to a department's general address.
- Letters of authorization or consent that any staff member may need to read.
- Cold inquiries to a large organization where you have tried and failed to find the right office.
In each case, the letter is written for whoever handles it, so a generic greeting is honest.
When should you not use "To Whom It May Concern"?
Avoid it whenever a specific person or team will read your message, especially:
- Cover letters. The reader is a recruiter or hiring manager you can usually identify, and a named greeting signals you did the research. Our guide on how to address a cover letter covers how to find the name and what to write when you cannot.
- Networking emails and letters of introduction. A personal introduction with an impersonal greeting defeats its own purpose; see the letter of introduction guide.
- Follow-ups and thank-you notes. You already know who you spoke to.
- Internal email. Colleagues expect their name or a team name.
The Purdue OWL guide to business letters makes the same point: it is always best to write to a specific individual, and if you do not have a name, research it by calling the company or speaking with employees.
How do you capitalize and punctuate "To Whom It May Concern"?
- Capitalize every word: To Whom It May Concern. It functions as a title-style greeting, so all four words take capitals.
- Formal letter: follow it with a colon — "To Whom It May Concern:" — which matches the colon Purdue OWL recommends after the salutation in a business letter.
- Email or less formal note: a comma is acceptable — "To Whom It May Concern,".
- Spelling: it is "whom", not "who", because the phrase is the object of "to".
- Do not add "Dear" in front of it. "Dear To Whom It May Concern" is a common error.
Leave one blank line after the greeting and start the body.
What can I use instead of "To Whom It May Concern"?
Pick the most specific option you can support:
| If you know… | Use | Example |
|---|---|---|
| The person's name | Dear + title/full name | Dear Ms. Patel: / Dear Jordan Lee: |
| The job title | Dear + job title | Dear Hiring Manager: / Dear Recruiting Manager: |
| The department or team | Dear + team | Dear Accounts Payable Team: / Dear Admissions Committee: |
| The committee or panel | Dear + committee | Dear Search Committee: / Dear Scholarship Committee: |
| Only the organization | Dear + organization team | Dear Northwind Customer Support Team: |
| Nothing at all, formal document | To Whom It May Concern: | Reference letters, verifications |
For cover letters specifically, "Dear Hiring Manager" is the standard fallback. "Dear Sir or Madam" is an older alternative, but it assumes the reader's gender and reads as dated; a job title avoids both problems.
How do you find the right name?
Spend five minutes before you default to a generic greeting:
1.Read the job posting to the end. Some postings name the hiring manager or a recruiter in the contact line.
2.Check the company's team or leadership page for the head of the department you are applying to.
3.Search LinkedIn for "[company] + [department] manager" and look for the person the role would report to.
4.Call or email the front desk and ask who handles hiring for the team. Purdue OWL suggests exactly this.
5.If you still cannot confirm it, address the role ("Dear Marketing Hiring Manager:") rather than guessing a name.
A wrong name is worse than no name, so only use a name you have confirmed.
Example: a reference letter that uses "To Whom It May Concern"
This example is illustrative; the names are invented.
To Whom It May Concern:
I am pleased to recommend Alex Romero, who worked as a bookkeeper at Harbor Street Dental from March 2022 to August 2026 and reported directly to me.
Alex managed accounts payable for three clinic locations, closed each month on schedule, and trained two new staff members on our billing system. I found Alex accurate, discreet with patient and financial information, and easy to work with.
I recommend Alex without reservation for any bookkeeping or accounting support role. Please contact me at (555) 010-2231 with any questions.
Sincerely,
Dana Whitfield Practice Manager, Harbor Street Dental
Because the candidate will hand this letter to several employers, a generic greeting is the right choice here.
Frequently asked questions
Is "To Whom It May Concern" rude or outdated?
It is not rude, but in personal correspondence it can read as outdated or lazy, because it suggests you did not try to find the reader. On formal documents that go to an unknown reader, it is still standard.
Should I use "To Whom It May Concern" in a cover letter?
Avoid it. Use the hiring manager's name if you can find it, or "Dear Hiring Manager" if you cannot. A cover letter is addressed to a real person making a decision about you.
Colon or comma after "To Whom It May Concern"?
Use a colon in a formal letter and a comma in an email. Either way, be consistent with the rest of the document.
Can I use "To Whom It May Concern" in an email?
You can for an email to a general inbox (such as a support or records address), but if the email goes to a named person or team, greet them by name or team.
Is it "To Whom It May Concern" or "To Who It May Concern"?
"To Whom It May Concern." "Whom" is correct because it is the object of the preposition "to".
If the letter is part of a job application, the cover letter generator drafts a letter from your resume and the job posting; add the reader's name to the greeting before you send it.