“To Whom It May Concern”: When to Use It and 15 Better Alternatives
When “To whom it may concern” is still appropriate, how to punctuate it, and better greetings to use when you don’t know the recipient’s name.
2 min read
Quick answer
“To whom it may concern” is a formal greeting for letters and emails when you don’t know who will read them. It’s still correct for things like reference letters and general complaints, but in most emails a specific greeting like “Dear Hiring Manager,” or “Hello [Company] team,” is warmer and more effective.
“To whom it may concern” has been the default greeting for unknown readers for well over a century. It still works in a few situations, but most of the time there’s a better option.
What does “To whom it may concern” mean?
It means “to whoever this is relevant to.” You use it when you don’t know the name of the person who will read your message, or when the message is meant for anyone who needs it.
When it’s still appropriate
- Reference and recommendation letters that may be read by different people
- Formal complaints to an organization with no named contact
- Letters of introduction or verification (e.g. confirming employment)
- Legal or official notices
When to use something else
- Job applications. Try to find the hiring manager’s name; if you can’t, “Dear Hiring Manager,” is better.
- Cold emails. A name gets far more replies.
- Customer service emails. “Hello Support Team,” sounds friendlier and is just as clear.
15 alternatives to “To whom it may concern”
When you know the role
- Dear Hiring Manager,
- Dear Recruiter,
- Dear Admissions Committee,
- Dear Customer Service Manager,
- Dear [Job title],
When you know the team or company 6. Dear [Company] team, 7. Hello [Department] team, 8. Hello Support Team, 9. Dear Members of the Selection Committee, 10. Hello [Company],
Neutral and polite 11. Hello, 12. Good morning, 13. Greetings, 14. Dear Sir or Madam, (very formal, also dated) 15. Hello there,
How to punctuate it
The standard form in emails is sentence case with a comma:
In formal letters, title case with a colon is also correct: To Whom It May Concern:.
Example: reference letter
Frequently asked questions
Is “To whom it may concern” rude?
No, it isn’t rude, but it can feel impersonal and old-fashioned. It suggests you didn’t try to find out who you were writing to.
How do you capitalize “To whom it may concern”?
Capitalize only the first word: “To whom it may concern,”. In very formal letters, “To Whom It May Concern:” in title case with a colon is also accepted.
What can I say instead of “To whom it may concern”?
Use a name if you can find one. Otherwise use a role or team: “Dear Hiring Manager,” “Dear Admissions Committee,” or “Hello Customer Support Team,”.