cover letter to whom it may concern alternative

To Whom It May Concern Alternatives – How to Address a Letter When You Don't Know Who Will Read It

If you need to reach out to someone but don't know their name, what do you do? Well, the answer used to be, "To Whom It May Concern."

Why did this stuffy-sounding phrase become the go-to form of address for unknown recipients? Well, back in the day (before Google, basically), it was a lot harder to find basic information about people you didn't know.

But since people still had to apply for jobs and get in touch with companies, a standard solution seemed helpful. Thus, "To Whom..." started being used.

But the times they are a-changin'.

So how do you address a cover letter or email to someone you've never met, or whose name you just can't find, in the 21st century?

Don't worry - there are many alternatives to the stodgy, old-fashioned "To Whom It May Concern" or "Dear Sir/Madam".

In this article, we'll look at:

• how to address a letter in the first place (taking into account tone, formality, titles, and gender neutrality)
• all the most common ways to address someone without knowing their name, and when/why you might use each
• how you can discover someone's name if you really want to personalize your letter
• when it actually is acceptable to use "To Whom It May Concern"

Alright - let's do this.

How to Address a Letter in the First Place

First of all, it helps to know how exactly to start your letter in the first place. This may seem obvious, but there are a few things to consider.

Tone and Formality

When you're communicating with someone you don't know, you should put some thought into how you address them. Even if you know their name, it's not like you're buddies - yet. So you probably wouldn't start a letter with "Hey babe, what's up?"

So what do you say? Well, you can usually count on "Dear [name]" (or any of the other options below if you don't know their name) - it's formal but not stuffy, and it's a pretty widely-accepted way of starting a written communication (at least in the States).

You should probably avoid any language that's too familiar or where your meaning could be misconstrued (see the "Hey babe" above). Until you've established a bit of a rapport with this person, keep it polite and basic.

Titles and Gender Neutrality

If you know the person's name, you have a couple options when addressing them.

You might want to address them as Ms. X or Mr. Y. Just make sure you know how that person identifies so you can use the proper title. If you're not sure, you can try to find out more information (see methods below) or choose some other form of address.

For women/femmes, be aware of whether you use Miss, Mrs, or Ms. The safest bet is to use "Ms.", as it doesn't imply a married or single status. If you know that the person prefers one over the others (you see "Please contact Miss Jennifer Morgan for more information" or something similar), use that.

If you want to discover how someone identifies, you can try to find them on social media (Twitter, LinkedIn, or Instagram are probably your best bets). Sometimes people will list their pronouns in their profiles, like "Jennifer Morgan, she/her" or "AJ DePew, they/them". Not everyone does this, but it's becoming more common.

Lastly, if someone has a Doctorate or other official title/honorific, you should address them that way. For example, "Dear Dr. Morgan" or "Dear Professor DePew".

Not all of this applies if you don't know the person's name. But it's still good to keep in mind when communicating with someone you don't know.

Now let's get into those alternative forms of address.

Alternatives to "To Whom It May Concern"

If you don't know the name of the person to whom you're writing, that's ok. There are still some decent options that will let them know that you did your research and you care.

Dear (Position/Job Title), like "Dear Director of Sales"

If you're applying for a job in, say, the Sales department, chances are someone with the title "Director of Sales" will be your boss (or your boss's boss...).

And while you most likely aren't applying directly to that person (that is, they won't be the first to see your application/cover letter), they're still a relevant person/position to whom to address your communication.

Using this form of address shows that you've at least done your homework regarding the position for which you're applying, how the departments are structured, and so on.

Dear (Team/Department), like "Dear Social Media Department" or "Dear Social Media Team"

If you're not sure how the company is structured, or what positions you might interact with if you get the job, you can take it step back.

Starting off with "Dear Social Media Department" isn't quite as direct as singling out one person, but it's still relevant and thoughtful.

Using this type of address works well if you're applying to a larger company/team and it's really hard to single out one position or person who will definitely see your application.

Keeping it Casual with "Greetings", "Hello", "Good afternoon" and so on

We've all probably gotten emails that start with "Hi there!" or just "Hello". These forms of address are certainly more casual than "Dear X", but they might be the right choice in certain situations.

If you can't find out any specific information about where your application might be going, something like "Hello there" or "Hi there" is a good neutral option. If you're sending your email first thing in the morning, "Good morning" also works well.

It will be fairly obvious that you have no idea to whom you're speaking, but at least you're being polite and neutral.

Before using this option, however, it might be a good idea to do some research into the company's culture. If it seems like they're fairly relaxed and casual, these greetings are probably ok.

Dear (Name of person who'd be your boss/to whom you'd report)

Now, perhaps you don't know exactly to whom you're applying or sending that cover letter. But you might be able to figure out who your boss would be (if you got the job).

Dig into that company website. Read the bios, figure out who's on what team, and who's in charge of what. If you can learn to whom you'd report, you can address your letter to them.

Sure it sounds ambitious (and maybe a tad presumptuous?) but it does show that you know how to do your research. And that you care about the job, the company, and putting your most knowledgeable foot forward.

Dear (Name of the head of the department to which you're applying)

If you're not sure who would be your boss if you got the job, but you still want to use someone's name, zoom out a bit. You can likely figure out who's the head of whatever department you'd join if you got the position.

Once you've found that person, write your letter to them. Again, it's not the most direct (and they likely won't even seen your application, at least not in the beginning), but it's better than "To Whom It May Concern", that's for sure.

And again, similar to the previous option, it shows that you're trying to learn as much about the company as possible.

Dear (Name of recruiter)

If you know the name of the recruiter who'll be reviewing your application, you can certainly address your cover letter to them. It might take a little effort to figure that out, but it does make your cover letter/application stand out.

If you're working with a recruiter, you can ask them. You can also get in touch with the company and see if they'll tell you who that person is. But if you can't figure that out...

Dear (Recruiting Manager or Hiring Manager)

Sometimes those names really are elusive. But it's a pretty good guess to assume that a recruitment or hiring manager will be involved in the process. So addressing your letter to the position might get their attention.

Dear (Position for which you're applying) Hiring Manager, like "Dear Network Engineering Hiring Manager"

When you want to be as specific as you can, but don't know a name, you can always address your communication to the team or committee that's actually hiring you.

To do that, just list the roll you're applying for (like Network Engineer, Social Media Manager, or Database Analyst) followed by "Search Committee", "Hiring Manager", or "Hiring Team" – for example, "Dear Network Engineer Hiring Team".

This way you show that you're aware of the department you'd be part of if you get the job and you're directing your inquiry to them.

Dear (Department) Head, or Dear Head of (Department)

If you want to target the head of your (hopefully) future team, you can address your letter to the head of that department.

It's ok if you don't know their name – just say something like "Dear Network Engineering Department Head".

Dear (Name of referral)

Lastly, if you know someone who works at the company, and they've given you a referral, you can always address your letter to them.

This is particularly effective because it shows that you have a relationship with someone who already works there, and you can be fairly sure that your letter/application will make it past the "first look".

Your friend or acquaintance can check out your letter and then decide who the best person would be to review it.

Bonus: Dear (Full name)

If you find the name of someone on the hiring committee or in the department to which you're applying, that's great. But what if you're not familiar with the origins of that name, and how people are addressed in that part of the world?

In this case, it can be a good idea to use the person's full name. In some places, like Hungary, Taiwan, or Japan, for example, people list their last names first. So by using their full name, you're not presuming to call them by only their first (or last) name.

How to find the right contact person

If you're determined to find a name to which to address your letter, there are a number of ways you can go about it. You can:

• Ask your recruiter or HR rep - they can often help you get that info
• Look on the company website - the "About Us" page often has tons of helpful info and details about the team
• Look in the job application/description - sometimes there are instructions there
• Look on LinkedIn - this is often the go-to resource for job seekers, as many people are on LinkedIn and have publicly visible profiles
• If you know someone at the company/in the department, ask them
• Call and ask the office manager/administrative assistant (and be honest about why you're calling - say you want to personalize your cover letter and you were hoping they could help point you in the right direction)

When it's ok to use "To Whom It May Concern"

There are a few situations where it's appropriate to use "To Whom It May Concern". Mostly they occur when you don't need or want to know the name of the person you're addressing.

So you can use that phrase when:

• You're providing a recommendation or a reference check for someone else (the company doesn't expect you to research them and find the exact right person to address the letter to).
• You're submitting a complaint to a company (if you received a defective product, weren't satisfied with their customer service, and so on).
• You're introducing yourself to someone you've never met and you don't know much about (like if someone requested a quote from you for a service, and so on).

Now you know how to address your correspondence when you don't know your reader's name. See, it's not as scary (or as outdated) as it seems.

Former archaeologist, current editor and podcaster, life-long world traveler and learner.

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To Whom it May Concern: 6 Better Alternatives to Your Cover Letter Salutation

by ResumeSpice | Sep 17, 2021 | Cover Letter Tips

In some ways, applying for jobs has never been easier. With the ease of ‘one-click to submit’ job applications on sites like LinkedIn and Indeed, job seekers can apply to multiple jobs in minutes.  

But that doesn’t mean you should. 

While it may be tempting to simply upload a pre-saved resume and click submit, it’s important to customize your application to every job. Most roles receive hundreds, if not thousands, of applications, So it’s critical that you stand out – and one way to do that is through your cover letter. 

A well-written, customized cover letter shows potential employers you’re enthusiastic about the position and have taken time to think about why you are particularly suited for the job. Don’t skip this important step of the application process just because you can. 

Writing a strong cover letter doesn’t have to be overly complicated, but you do want to follow a few important points. Make sure it adds something new or different about you that’s not conveyed in your resume. According to Indeed , a well-crafted cover letter “can explain irregularities in your employment, short-term positions, and even incomplete degrees.” Be thoughtful about what you include and most importantly, do not resort to a generic template— especially one that starts by addressing “To Whom It May Concern.” 

If you don’t take the time to do a little research upfront, it will show the hiring manager you’re not that invested in the role, even if you say otherwise. 

With the proliferation of social media and robust company websites, it’s not difficult to find information about a particular role or department. Ideally, you want to find the name of the person you should address. Otherwise, there are several ways to show you’ve done your homework and avoid the dreaded “To Whom It May Concern.”

There is a hierarchy to the cover letter salutation.

When considering the cover letter salutation, there is a hierarchy of options you should follow. Think of it as a funnel starting with the most specific option down to the least specific, depending on what information you can find. At the top is the name of the person who is hiring. At the bottom, is a general salutation to the hiring manager. 

Give your best effort to follow these guidelines so you can stand out from the crowd.

Best Option: Address the name of the person who is hiring. 

Instead of using “To Whom It May Concern,” use the name of the person who is hiring.

In the best-case scenario, the name of the person hiring is listed somewhere in the job description. More often than not though, the most you’ll find is something like “this role reports to the Director of Communications.” If so, go to the company website and see if you can find a staff directory or try LinkedIn or Twitter.

If you’re running out of luck, you may be able to find a company phone number. You can try calling and asking for the name of the person hiring for your role. You may not get anywhere but you don’t have to give your name either. No harm done. 

If you have a name, always air towards a more formal salutation like “Dear Ms. Smith.” Unless you’ve had a conversation with the person or know them personally, do not start with “Hi Jen.” They may prefer their full name or some other nickname and simply using the first name suggests a familiarity that may put them off. Similarly, be careful not to misgender the person. If their name is gender-neutral, you can start by writing “Dear [first and last name].”   

Some companies purposely don’t list a staff directory and make it difficult to find this kind of information. Only use the name if you’re certain you have it right. If not, move to the next level of the hierarchy. 

2nd Best Option: Address the head of the department that is hiring.

For many jobs, it is clear which department the job falls under. For example, while the head of the sales department might not actually be the one hiring, they are likely in charge of whoever is — even if indirectly. By addressing the department head, you’ll show you’ve made some effort to figure out to whom you should direct your letter. 

Again sometimes this information will be explicitly stated in the job description or otherwise obvious. If not, consult the company website. The website directory or contact information may yield the best results.

Unsure about the name of the department head? Go to the next step.   

3rd Best Option: Address the department that is hiring.

While this is a bit more generic, it still demonstrates you understand the team with which you’d be working. “Dear Sales Department” might sound a bit odd, but it’s better than addressing a black hole.

Use the name of the job department or team as your salutation.

4th Best Option: Address the recruiter.

Many companies now have dedicated recruitment or talent acquisition departments in charge of the hiring practice. You won’t be working with these folks directly (unless you’re applying to a recruitment position), but you will work with someone in charge of talent during the hiring and onboarding process. Try to find the name of the recruiter responsible for filling the position.

5th Best Option: Address the recruiting department.

If your search for the recruiter’s name comes up empty, you can start your cover letter by addressing the company’s recruiting department. Use the company’s name and the proper term for their hiring team (like “Dear Recruiting Department” or “Dear Talent Acquisition”) to show you aren’t simply reusing the same cover letter again and again. 

6th Best Option: Address the hiring team. 

Because there is usually a team of people responsible for one open position, including someone from recruitment and one or a few people from the department that is hiring, you can also address your cover letter to the entire hiring team. Include the role to which you are applying for a bit more specificity. For example, “Dear Communications Specialist Hiring Team/Committee” is preferable to “Dear Hiring Team/Committee.”

Address the hiring team if there are no other options.

When applying for a job, you want to convey a sense of enthusiasm for the company and your unique fit for the role. It’s almost impossible to do so with only generic statements. From the first salutation, show that you know the company and have taken the time and effort to understand who you will be speaking with during the hiring process. 

No hiring manager wants to be addressed with an impersonal and lazy “To Whom It May Concern.” No job seeker wants to be eliminated by such a fixable mistake. Be as specific as possible in your cover letter salutation so you can move forward and showcase your skills and talent.

Need help crafting the perfect cover letter?

Our ResumeSpice career consultants would love to help you craft the perfect cover letter. Reach out today by phone – 832.930.7378 – or contact us online to set up a time. Ready to move forward? You can purchase a personalized cover letter here . We’d love to work with you!

Related posts:

• To Whom Should I Address My Cover Letter
• Cover Letter Writing 101
• How to Write a Cover Letter That Will Get You Hired
• Why You Need an Original Cover Letter for Each Job You’re Applying to

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What to Write Instead of "To Whom It May Concern"

• What are the best alternatives to "To Whom It May Concern."

Quick Answer: "To make a good impression in your cover letter, avoid using ""To whom it may concern"" or ""Dear Sir or Madam."" Instead, use a more personal approach like ""Dear [Mr./Mrs./Ms/Mx.] [Last Name]"" or address the whole HR team such as ""Dear HR team"". If you do not know their name, use their job title like ""Dear HR Manager"". Remember, personal touch always counts!"

If you've ever used the "To whom it may concern" or "Dear Sir or Madam" opening line in a cover letter and it didn't quite work in your favor, i.e.you didn’t get a call for an interview, in this article, you will find out why.

Furthermore, we’ll also give you some good openings to use instead.

The recruitment field in 2023 is not the same as in 2015. The complex migration movements worldwide, recent war conflicts, and cultural movements like "Black Lives Matter" and "Me Too" made the globe a melting pot, where hundreds of nationalities and cultures have to find ways to co-exist and work together successfully.

A close, personal approach works wonders, so you should avoid mechanical and impersonal language like "To whom it may concern" and "Dear Sir and Madam." So, really you don’t have an excuse not to write a good opening for your cover letter .

It is self-explanatory why – opening with either one of the above salutations completely disregards the human behind the complex work structure. Moreover, it shows you didn't put the minimal time investment and minor effort to research the name of the right recruiter to address.

Especially nowadays, almost everyone has accounts on any possible social media that exist, even more so – the recruiters. So it may take you no more than a few minutes to find the right HR name to address in your cover letter!

Last but not least – using the outdated "To whom it may concern" can be interpreted as a lack of interest or motivation to find out who's reading on the other side. Such salutation would also imply you write your Cover letters hastily, or even worse – you use one generic motivation letter for all the companies. Both impressions you want to avoid if you are about to succeed and get that fantastic job!

Now that you know why you should never write "Dear Sir or Madam" on a cover letter, in the age where everyone can turn into a spy thanks to the vast opportunities the Internet carries, let's prepare you for the perfect substitutes!

You can read more on writing highly enticing and attractive cover letter salutations in our Cover Letter Salutation That Entices the Recruiter to Learn More About You .

What are the best alternatives to "To Whom It May Concern."

There are a proven set of cover letter openings that are suitable for today’s business landscape and are also a better fit than any impersonal greeting. Let’s take a look at them.

If you know the hiring manager's name – use it.

Having that info aforehand is the best-case scenario! The right recruiter's name is in the job ad, or you managed to dig it out from the socials of the organization or via a quick call to the HR department.

Then you can proceed with the gold standard salutation of cover letters:

Dear [Mr./Mrs./Ms/Mx.] [Last Name]

That formal business salutation suits well in a cover letter for a more conservative or corporate organization.  However, be aware of some underwater riffs you can trip in here!

Let go over some specifics to ensure you avoid potential clashes or massive failures – like wrong addressing based on the marital status, gender, or orientation of your recipient.

Dear [Mrs.] [Last Name]

Use when the recipient is a woman, and you know she is married. Use also when  you don't have information about her marital status.

Dear [Ms.] [Last Name]

If you are sure the recruiter is an unmarried woman, then definitely switch the Mrs. with Ms.

Dear [Mx.] [Last Name]

It does not happen way too often, but occasionally you may stumble upon a Recruiter's name, which you are unsure if it is female or male. Some names do have this quality of being gender indecipherable. In this case, you can use the gender-neutral salutation Mx.

If you don't know the hiring manager’s name, use this instead.

Whether the Internet gives you the power to do any research for the company and its HR team, sometimes we need to accept that we cannot find the right person from HR to address. It can happen with job ads posted as confidential or managed through an external recruitment agency.

Even then, remember the rule: personal touch – always. There are several ways to establish that.

Address the whole HR team

No name, no problem! You can still show up as a great communicator by addressing the whole HR team:

• Dear HR team
• Dear Recruitment team
• Dear Hiring team

These are all fantastic options for you to use, which – aside from all else, will also increase your chance of your Cover letter being forwarded to the right HR sooner!

Address the HR by their job title

You don't necessarily need to know your recipient's name to address them personally. For example, one way to salute the HR or other addressee is by using their job title. Take a look at these variations and use in your Cover letter the one that is most appropriate for your case:

• Dear HR Manager
• Dear Hiring manager
• Dear HR Director
• Dear Managing director

Use these PRO tips in your following cover letter and guarantee your application will not only be read from "head to toe," but you will also make the right impression from the start!

In this article, you learned the surefire, success-proof salutations for a cover letter, which help you not fall short with outdated salutations like the impersonal and not so professionally sounding "To whom it may concern" or "Dear Sir or Madam."

In corporate communication, you can opt for opening lines like:

• Dear [Mx.] [Last Name] is a handy gender-neutral salutation;
• Dear [Ms.] [Last Name] applies only in cases you are sure the addressee is an unmarried woman. Otherwise, you're safe sticking to Dear [Mrs.] [Last Name];
• Dear [First Name] works wonders in cover letters for start-ups and scale-ups and fits well with their tone;
• Dear Hiring team addresses the whole HR department, builds rapport, and increases your chances of being attended by the right recruiter;
• Dear HR Manager or Dear [Job role] is a professional solution when you don't have the name of the recruiter responsible for the job opening.

Now your turn! Who you're going to address in your cover letter? Get in the zone and write a breathtaking and elegant Cover letter that is synonymous with success with our cover letter builder .

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Alternatives to 'To Whom It May Concern'

You can do better with your cover letters.

If you're writing another cover letter and blindly reaching out to a recruiting department, "To Whom It May Concern" may feel a little tired. Well, that's because it is. Would you like to receive a universal letter that pretty much addresses no one? Probably not.

(Getty Images)

Here are several ways to spruce up the letter and show you're putting in more effort than your average job seeker. Whichever way you decide to spice it up, please don't be that guy or gal who makes the ultimate faux pas: "Dear Sirs." Yes, job seekers still do this, and yes, for equal opportunity workplaces it can be a major turnoff. Even "Dear Sirs or Madam" is a lot better but still seems very 1950s.

Try these "to whom it may concern" alternatives instead:

• Dear (hiring manager's name).
• Dear (recruiting manager's name).
• Dear Recruiting Department.
• Dear (name of the department you're pursuing).
• Dear (name of referral).

1. Dear (hiring manager's name)

With a little digging online, you can probably get a sense of who the position reports to. Considering many companies list their executives, you can drill down from there. Why not start from the top? If you're pursuing a job in human resources and the company clearly lists the name of the chief HR executive in charge, go ahead and address the letter to that person. Will the executive be the first person to open the cover letter in the applicant tracking system? Not exactly. Will it look like you did your homework? You bet.

2. Dear (recruiting manager's name)

Again, with some online research, you can find out who is opening each resume and cover letter in the system. Although calling the company may not always do the trick, you might as well try. Ask to be connected to the experienced hire recruiting team or someone in talent acquisition. Be honest: Say you want to personalize your cover letter and aim to connect with the professional managing that specific job requisition. At that point, you can also ask for the company's formula for employees' email addresses. (For example, is it an employee's first initial and last name at  the company name dot com? Or is it the full name? Or just initials?)

Another way to find this email code is by looking at the media page of the company's website. Click on the press room page to look at press releases. If the public relations team is internal, those employees' email addresses will be listed. Voila! Just like that, you've deciphered their email address code. At that point, you can contact the recruiter via email with the personalized letter just for him or her. If you emailed the wrong person, chances are they'll forward it internally to the right one.

3. Dear Recruiting Department

If you hit some dead ends during your research, save this precious time for networking and go generic instead. Recruiters and hiring managers spend split seconds on your cover letter to make a decision, so while the content matters most, even saying "recruiting department" will show a nice touch. They won't have time to wonder why you didn't call the department to get a specific name, but they will see you went an extra step that goes a long way.

4. Dear (name of the department you're pursuing)

If you're pursuing a position in marketing, you can't go wrong by addressing your letter, "Dear Marketing Department." Even a small step like this will get noticed positively. Plus, your cover letter will likely reflect your marketing skills and experiences, thereby tying in the greeting nicely. The first course of action would be to find the name of the director who's doing the actual hiring as mentioned above, but when all else fails, address it to the department.

5. Dear (name of referral)

Your networking has been paying off! If your neighbor or friend from Toastmasters or yoga offers to forward your resume internally, then use his or her name in the letter. The email will definitely get read, because a referral has clout and stands apart from the thousands of generic resumes in the system. If the string of emails get separated but the cover letter and resume get reattached elsewhere, at least you're referencing the referral in the letter and your introduction mentions it as such, too. You're less likely to get lost in the shuffle this way, and isn't that the whole point?

Cover Letters Guide

• Alternatives to 'To Whom It May Concern'
• How to Write a Cover Letter
• Cover Letter Mistakes
• To Whom It May Concern

Tags: careers , money , cover letters , Applying

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Best Alternative Salutations for “To Whom It May Concern” on a Cover Letter

Looking for a job is a job in itself! You're essentially competing with hundreds, possibly thousands of other candidates, and your resume could get ignored if you don't have a lasting first impression of your cover letter.

When you're job-hunting, your main goal is to impress the hiring manager and get the job . Your cover letter provides the hiring manager with the first impression of you, and you want to stand out in the crowd by showing your attention to detail in the cover letter's salutation .

However, many job applicants automatically think that using "To Whom It May Concern" is the norm and acceptable. With several salutation alternatives available, it can likely confuse you, and your choice can be the ultimate factor in whether you get a call for an interview or not.

Let's explore when it's appropriate to use "To Whom It May Concern" and discuss a few alternatives that could be better options for your cover letter .

The salutation is mainly used for business correspondence when the recipient is not known and will come across as impersonal, generic, and lazy when you're trying to impress a hiring manager.

If you don't know who the hiring manager is, you can do a quick internet search, or go straight to the company's website, or even visit their Linkedin to find contact information. This act will make you look interested in the position and differentiate your resume's cover letter from the other candidates.

There may be instances where there are no details available on the internet, but you can avoid using "To Whom It May Concern" and replace it with an alternative salutation.

For most cover letters, the conventional salutation may be considered obsolete, but there are times when saying 'To Whom It May Concern' is suitable. The following are some examples of when you should use 'To Whom It May Concern.'

• Writing a personal reference or letter of recommendation: If someone asks you to write a [letter of recommendation]( or a personal reference for a position on their behalf, the gender-neutral 'To Whom It May Concern' or 'Dear Hiring Manager' is acceptable.
• Writing a letter to potential clients: Using "To Whom It May Concern" is appropriate if you send out cold emails or email campaigns to attract new clients, and you don't have the name and contact details of the person in charge of making sales decisions.
• Providing customer feedback to a company: When providing feedback to a company, you may not know who is responsible for receiving customer feedback. The salutation will come across as professional and inclusive.
• Making a new client connection: When introducing yourself to a prospective client, you want to stick to a gender-neutral salutation, as you may not know the gender of the recipient
• Including a cover letter addressed to an unknown recipient: When sending your resume, some companies don't have any direct contact information available. As a result, to maximize your chances of success, keep your cover letter professional. When writing "To Whom It May Concern," it's imperative you capitalize all five words .

There are many instances when you should avoid using "To Whom It May Concern" on a cover letter. Let's look at a few examples of when you should use an alternative salutation:

• The company's website has an "About Us" page: Researching a company allows you the opportunity to stand out from the other candidates. You get to learn about the people who work there, and you can use this information to write a standout cover letter addressed to the person responsible for the hiring process.
• The job posting has the hiring manager's contact information: Most job postings have the hiring manager's name and email address. Pay attention to this information on job postings, and you'll come across as interested in the position and professional.
• You have access to insider information: You may know someone who works for the company you're applying with. Your acquaintance can provide you with the person's contact information responsible for reviewing your application.
• A professional website lists a specific recruiter: Companies often use several professional websites to attract and recruit candidates. The recruiter or hiring manager's direct contact information is usually available on these websites.
• Information can be obtained via the customer service department: Get creative and call or email the company's customer service department and ask them to provide you with the contact details of the hiring manager.

Here are some better alternatives to "To Whom It May Concern" that demonstrate that you put some thought into your application.

• Dear (Full Name): If both the first and last name are known, it is acceptable to omit the title and address the person by their full name. But please be cautious, do not mention name if you’re not so confident on first and last name.
• Dear (Dr./Professor/Mr./Mrs./Ms./Miss): This is likely the most acceptable because it's the most personal and directly acknowledges a person's identity and builds a strong foundation and positive interaction.
• Dear (Job title): If you don't know who will be reviewing your application but know the person's role, you can use the actual job title as the salutation on the cover letter. Examples include HR Manager, Hiring Manager, Human Resources Representative, etc. You will be acknowledging the role and responsibility while distinguishing your cover letter from others.
• Hello Hiring Manager: This salutation is a safe option as most companies have hiring managers who review job applications.
• Greetings (Department) Head: Some company's value their privacy and don't give access to hiring managers' information. If this is the case, refer your cover letter to a specific department, such as Human Resources.
• Dear (Team or Department): It's best to use an inclusive salutation addressing more than one person if you know your application will be reviewed by a hiring committee or an entire department. You will portray yourself as professional and show them that you will be the perfect fit for their company culture.
• Remove the salutation: There are so many hiring managers who don't bother to read your salutation as they're too busy skimming through your cover letter and [resume](https://wisedoc.net/blogs/remote-work-no-experience-tips-to-craft-your-resume). Eliminating the salutation can be a good option if you have enough information in your cover letter to make you stand out from the get-go.

Remember that your ultimate goal is to get to the next step in the hiring process. Every hiring person or recruiter has a name, even if you don't know it yet. By putting in effort into your cover letter's salutation, you will automatically stand out amongst the other candidates, potentially getting you an interview.

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10 Best Alternatives To “To Whom It May Concern”

“To whom it may concern” is a common way to start a letter or email when you don’t know who you’re addressing. While a good option, it can seem outdated or overly formal. This article will look at some good alternatives.

What Are The Best Alternatives To “To Whom It May Concern”?

Here are the alternatives we’ll be covering in this article:

• Dear [department]

Dear Hiring Manager

• Dear [job title]
• To [description]
• Good morning/afternoon

Dear Sir or Madam

• I hope this email finds you well

The preferred option is “greetings.” It’s quick and to the point and works in both formal and informal settings. “Greetings” is a great option when you’re unsure who you’re addressing and when you’re unsure about how formal the communication should be.

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“Greetings” is a great neutral way to open an email or a letter. It’s not as formal as “to whom it may concern” but it also isn’t casual. Additionally, it’s not dated.

“Greetings” is like a more formal way of saying “hello.” If you would normally open your correspondence with a simple “hello” but you want to be a bit more formal, use “greetings.”

You can also use “greetings” when you don’t know who you’re addressing or you’re unsure how to address them.

Here are some examples:

• I hope you’re doing well. My name is Jane Doe and I’m writing to inquire about a job posting I saw in the local newspaper.
• I wanted to find out whether your company provides discounts on bulk orders.

Dear [Department]

“Dear [department]” is a good option when you know which department within a company or organization you’re addressing. “Dear” is a standard way to open professional and formal letters, and addressing the department explicitly can help properly route your message.

• Dear Museum Education Department,
• My son really enjoyed his experience at the museum this morning! I was really impressed by the teacher and wanted to make sure to send my compliments.
• Dear Marketing,
• I was really impressed by your team’s marketing campaign and wanted to invite someone from your department to speak at our annual marketing conference.

“Dear hiring manager” is a good salutation to use in a cover letter when you don’t know who the hiring manager is.

Many job listings aren’t clear about who processes the cover letters. “To whom it may concern” is a classic choice in this case, but it often reads as outdated and overly-formal.

“Dear hiring manager” is appropriately professional, but not quite as formal as “to whom it may concern.” That makes it a great alternative.

• Dear Hiring Manager,
• I was excited to learn that Organization A is seeking an Operations Manager skilled in SharePoint and Excel.
• I’ve been passionate about museum education since my first class on the subject in my Freshman year of college.

Dear [Job Title]

“Dear [job title]” is another great salutation to use in cover letters. It can also be useful in sending general messages to specific people within an organization. All in all, it’s a good choice for when you know someone’s job title but not their name.

• Dear Office Coordinator,
• As an executive assistant with 7 years of experience , I know what goes into making an office run smoothly.
• Dear Director of Education,
• I wanted to commend your excellent educators on their work in our after-school program.

To [Description]

Starting a letter or email with “to” followed by a description can help get your message appropriately routed when you’re unsure who to send it to. This format is particularly effective for complaints and questions. It’s less formal and more descriptive than “to whom it may concern.”

The description you put will typically refer to a person or a group of people. For example, you could say “to the person in charge of equipment check out” or “to the team putting together the event.”

Generally, “to” is less formal than “dear.” So if you wanted to make any of the “dear” options above less formal, you could replace “dear” with “to.”

Here are some ways you could use “to [description” to open a letter or email:

• To whoever helped themselves to the cake in the staff room,
• That cake was meant for a student party. A student’s parents brought it in. There was a label on it. It said “Happy Birthday Ricky” on it. Seriously?
• To the team that worked on the Easter event at the community center,
• We’re still getting compliments from community members. Everyone loved the event!

Good Morning/Afternoon

“Good morning” or “good afternoon” are polite ways to open an email. They’re neither formal nor informal and are a standard greeting that any native English speaker will recognize.  

“Good morning” and “good afternoon” are generally better for emails than letters, as when you send a letter you have no way of knowing what time of day it will be received. In an email, you can match your salutation to the time of day you send the message.

Note that “good morning/afternoon” cannot be replaced with “good night.” “Good morning/afternoon” is a greeting whereas “good night” is a way of saying “goodbye.”

You could open an email with “good evening,” but this is less standard as most people try to avoid emails by evening time.

• Good morning,
• I’ve attached the requirements for data reporting this week. Please review them carefully and get back to me with questions before the end of the day.
• Good afternoon,
• My name is Lisa Jones, and I’m a freelance transcriptionist. I saw you were seeking transcription services and I wanted to throw my name into the mix.

“Dear Sir or Madam” is a highly formal salutation you can use to start an email or letter. It’s useful when you don’t know who you’re addressing or when you’re planning on sending the letter to many people.

“Dear Sir or Madam” is more formal than “to whom it may concern.” It’s also more direct, which makes it more appropriate for things like fundraisers and event invitations.

It’s not recommended to open a letter “Dear Sir” or “Dear Madam” as these are formal to the point of seeming antiquated. “Dear Sir or Madam,” however, is still in common use.

Here are some examples of how you can use “Dear Sir or Madam”:

• Dear Sir or Madam,
• The Museum of Fine Arts is excited to invite you to our annual black-tie gala.
• You recently indicated you’d like to donate to our organization.

I Hope This Email Finds You Well

“I hope this email finds you well” is a standard semi-formal way to open an email, especially in professional settings. When a “dear” opening feels too formal and something like “hello” feels too casual, “I hope this email finds you well” is a good choice.

If you’re writing a letter, you would say “letter” instead of “email.”

This phrase is also a good way to start the body of an email after a different salutation.

• I hope this email finds you well,
• I’m writing to inform you that your application to join the Writer’s Guild has been accepted.
• Annual staff evaluations are coming up shortly, so we wanted to make sure everyone knew what to expect.

Sometimes it’s best to start with a simple “hello.” “Hello” is moderately formal and appropriate for professional and casual settings alike.

“Hello” has many of the same strengths as “to whom it may concern.” It’s good to use when you don’t know exactly who you’re contacting and it doesn’t make any assumptions about the addressee.

“Hello” is less formal and more standard than “to whom it may concern,” making it a great option in many situations.

• I tried calling the front office this morning. The voicemail box was full. I’ll leave my message and contact info below.
• My name is Johnathan and I’m reaching out in regards to your recent review of our service. I’m so sorry to hear about your difficulties.

“Hi there” is a casual, upbeat salutation that’s useful in situations where high energy and personality are more called for than formal writing. This sort of greeting is most common in things like branded emails and blog mailing lists.

Like “to whom it may concern,” “hi there” is appropriate when you don’t know precisely who you’re reading out to. It doesn’t make any assumptions about the reader.

Because “hi there” is so casual, it’s not appropriate for most business or professional correspondences unless you already have a rapport with the addressee.

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You may also like: “To Who” or “To Whom”? Correct Version (With Examples)

Martin holds a Master’s degree in Finance and International Business. He has six years of experience in professional communication with clients, executives, and colleagues. Furthermore, he has teaching experience from Aarhus University. Martin has been featured as an expert in communication and teaching on Forbes and Shopify. Read more about Martin here .

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When and How to Use "To Whom It May Concern"

Alison Doyle is one of the nation’s foremost career experts.

Options for Starting a Letter

When to use “to whom it may concern”, how to use “to whom it may concern”, alternative greetings to use, when to leave off the salutation, frequently asked questions (faqs).

Miguel Co / The Balance

“To Whom It May Concern” is a letter salutation that has traditionally been used in business “To Whom It May Concern” is a salutation traditionally used in business letters when the sender doesn’t know the name of the person who will receive the message. Although it’s somewhat old-fashioned, this greeting is still an option when you’re sending cover letters, job inquiries, or other business correspondence. 

That said, you should make every effort to find a contact name to use in your letter. You also have other options. Find out more about alternatives and when it's appropriate to start your letter with this greeting.

Key Takeaways

• Before you use “To Whom It May Concern,” consider alternative letter greetings, such as "Greetings" or "Dear Hiring Manager."
• Do your best to find a contact person; doing so will increase the likelihood that your letter or email will be read and acknowledged. 
• The first letter in each word is capitalized and the phrase is followed by a colon.

"To Whom It May Concern" is an outdated letter greeting. It is still sometimes used, but nowadays, there are other, better options for starting a letter. 

One simple approach is to not include any salutation. In that case, simply begin your email or letter with the first paragraph or with “Re: Topic You’re Writing About,” followed by the rest of the letter or message.

When other options don't work for your correspondence, it's acceptable to start a letter with "To Whom It May Concern."

If you do choose to use “To Whom It May Concern” when you're applying for jobs, it shouldn't impact your application. A Resume Companion survey reports that 83% of hiring managers said that seeing it would have little or no impact on their hiring decisions.

Here is when and how to use “To Whom It May Concern,” as well as examples of alternative salutations to use when writing letters.

Here is when and how to use “To Whom It May Concern” along with examples of alternative salutations to use when writing letters.

Look for a Contact Person

Ideally, you will try to ascertain the name of the specific person to whom you are writing. For example, if you are writing a cover letter for a job application and do not know the name of the employer or hiring manager, do your best to find out.

If you’re writing a business letter, it will more likely be read if you address it to a specific person at the company. You’ll also have a person to follow up with if you don’t get a response from your first inquiry. Taking a few minutes to try to locate a contact is worth the time. 

Check the Job Listing

There are several ways to discover the name of the person you are contacting. If you are applying for a job, the name of the employer or hiring manager may be on the job listing. However, that is not always the case.

Many employers don’t list a contact person because they may not want direct inquiries from job seekers.

Check the Company Website

You can look on the company website for the name of the person in the position you are trying to contact. You can often find this in the “About Us,” “Staff,” or “Contact Us” sections. If you cannot find the name on the website, try to find the right person on LinkedIn, or ask a friend or colleague if he or she knows the person’s name.

Ask the Employer

Another option is to call the office and ask the administrative assistant for advice. For example, you might explain that you are applying for a job and would like to know the name of the hiring manager.

Be sure to ask the administrative assistant to spell the hiring manager’s name. Then double-check the spelling on the company website or LinkedIn. 

If you take all of these steps and still do not know the name of the person you are contacting, you can use “To Whom It May Concern” or an alternative generic greeting.

When should you use the term? It can be used at the beginning of a letter, email, or other form of communication when you are unsure of who will be reading it.

This might happen at many points in your job search. For example, you might be sending a cover letter, letter of recommendation, or other job search materials to someone whose name you do not know.

It is also appropriate to use “To Whom It May Concern” when you are sending an inquiry (also known as a prospecting letter or letter of interest ) but don’t have the details of a contact person.

Capitalization and Spacing

When addressing a letter with “To Whom It May Concern,” the first letter of each word is typically capitalized, and the phrase is followed by a colon:

To Whom It May Concern:

Skip the next line, and then start the first paragraph of the letter.

“To Whom It May Concern” is considered outdated, especially when writing cover letters for jobs. “Dear Sir or Madam” is another salutation that was commonly used in the past, but it too may come across as old-fashioned. It’s also non-inclusive.

There are better alternatives you can use for letter salutations when you are writing a letter and don’t have a named person to write to.

Here are some options:

• Dear Hiring Committee
• Dear Hiring Manager
• Dear Hiring Team
• Dear HR Manager
• Dear Human Resources Representative
• Dear Human Resources Team
• Dear [Department] Name
• Dear [Department] Manager
• Dear [Department] Team
• Dear Personnel Manager
• Dear Search Committee
• Dear Recruiter
• Dear Recruiting Manager
• Dear Recruiting Team
• Dear Talent Acquisition Team
• Dear Customer Service Manager
• Re: (Topic of Letter)

You can also write a greeting that is still general but focuses on the group of people you are reaching out to. For example, if you are contacting people in your network for help with your job search , you might use the greeting “Dear Friends and Family.”

Another option for starting your letter is to leave off the salutation entirely. If you decide not to include a greeting, begin with the first paragraph of your letter or email message.

What is the best format for business letters?

Business letters are typically written in block format, meaning that the type is left-justified, with single-spaced text and a double space between paragraphs. Leave a few spaces after the closing to make room for your signature. 

What are the sections of a business letter?

The sections of a business letter are the address of the sender, the date, the address of the recipient, a salutation, the body of the letter, a closing, and a signature. 

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Cover Letter Alternatives for "To Whom It May Concern"

How to address a cover letter when the name is unknown.

Your cover letter will make a first impression of you to a potential employer -- make it effective from beginning to end. Tailor your greeting so that it is appropriate for it's audience by considering who will be reading your cover letter and avoiding any cliches, biases or exclusionary terminology. Choosing the right salutation may require you to research exactly who you are really addressing the letter to and avoid generalizations altogether.

Personal Alternative

Do your research and get personal. Find out exactly who will be reading your cover letter and address the letter to that person. If possible, find out the person's full name, title and gender. If you have a name, but no other information, address the letter to 'Dear Jane Doe'. If you have more detailed information, you can incorporate this into the salutation, such as 'Dear Mr. or Mrs. Doe' or 'Dear Dr. Doe.' Taking the time to get this information shows initiative.

Committee Alternative

If you know your cover letter and application materials will be reviewed by a committee, address your letter to the entire committee. If you know the individual names of the committee members -- you can call and ask for the names of the committee members reviewing the applicants -- address them all by name. Otherwise, you can also include them with a general salutation such as 'Dear Hiring Committee' or 'Dear Search Committee.' The job advertisement often provides clues to the committee name, as it may ask you to submit your application materials to a specific committee or department.

Formal Alternatives

In the case that you are addressing an unknown authority, using a formal salutation makes sense. Instead of using the generic 'To Whom it May Concern,' take it up a notch and use 'Dear Madam or Sir' or 'Ladies and Gentlemen.' Use a formal salutation carefully, as it can really date you or may even make you look lazy. It is also important that you do not offend your audience with a sexist salutation or by saluting the wrong sex. Addressing your cover letter with the salutation 'Gentlemen' when you are not 100 percent certain that only men work for the organization, is problematic.

General Alternatives

If you do not know the name of the person who will be reading your cover letter, but you have a general idea of their position, you can address the letter using this information. For example, address your cover letter to 'Dear Program Director,' 'Dear Human Resource Manager' or 'Dear Hiring Manager.' You may be able to find clues in the job announcement, on the company's website or call the company and ask for a title. Research the title of the person the job candidate would report to and address this title. If all else fails, you can even address the department, such as 'Dear Marketing Department.'

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Sara Mahuron specializes in adult/higher education, parenting, budget travel and personal finance. She earned an M.S. in adult/organizational learning and leadership, as well as an Ed.S. in educational leadership, both from the University of Idaho. Mahuron also holds a B.S. in psychology and a B.A. in international studies-business and economics.