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Should You Use “To Whom It May Concern” In Your Cover Letter

Recruiter-backed alternatives to 'To Whom It May Concern'. Learn how to personalize your cover letter with tailored greetings, and get tips on researching the hiring manager's name to make a strong, professional first impression.

5 months ago   •   6 min read

One of the hardest parts of writing a cover letter is getting the greeting right. After all, it’s a letter, so you have to address it to someone...

But who do you address it to? You may have heard that it’s not a good idea to use “to whom it may concern” in your cover letter. But if you can’t use that phrase, what should you use instead?

One easy answer is “Dear hiring manager.” It’s to-the-point and respectful without being as impersonal.

However, if you can find the person’s name, that’s even better— and these days, with all the information available on company websites and LinkedIn, people may expect that if you care about getting this job, you’ll do enough research to learn their name.

In this article, we’ll discuss when you might be able to get away with using “to whom it may concern,” why it’s usually a bad idea, alternatives to this phrase, and how to become an expert researcher to find the name of the person who will be hiring you.

Let’s get started!

When it’s ok to use a generic greeting like “to whom it may concern”

Although "To whom it may concern" is seen as as outdated or impersonal in modern job markets, there are specific situations where you may still want to use it:

Formal or traditional industries

In academia, where traditions are respected, using "To Whom It May Concern" demonstrates an understanding of and respect for established protocols.

Research the culture of the industry or organization. If their communication typically uses a formal tone, you’re good to go.

Large organizations with unknown recipients

When you’re applying to a multinational corporation where you’re not exactly sure who will be reviewing your letter, and the company's communication style is generic. In this case, you can also use “Dear Hiring Manager” or one of the other alternatives we suggest later in this article.

With large organizations, you can use “To Whom It May Concern” or “Dear Hiring Manager” as a safe option when the company structure is complex and you can’t identify a specific person. However, try to at least send your greeting to the department (e.g., "To Whom It May Concern in the Marketing Department").

When personalization is not possible

If the job listing provides no specific contact information and your research yields no results.

It's better to use a generic yet respectful greeting than to guess incorrectly. However, if you can find any information at all, drop the generic greeting like a hot potato.

In cultures where it’s the norm

In certain cultures or regions, formal greetings are still the norm, especially in conservative sectors.

Understand the larger cultural context of the company. In some global markets, "To Whom It May Concern" is still standard practice.

When not to use a generic greeting

Even though there are a few cases where you can get away with it, the majority of the time using "To Whom It May Concern" is not your best option. Here are some situations where you should avoid it at all costs:

In modern, informal industries

In tech startups or creative fields like advertising or design, where more casual and innovative cultures thrive.

Many modern industries value personality and creativity. Using a generic and formal tone in your cover letter can suggest a lack of effort or research in understanding the company's culture.

When information is available

If the job listing includes the name of the hiring manager or if you've found the hiring manager through research.

In these cases, not using the hiring manager’s name can come across as lazy or imply that you don’t pay attention to details.

Small to mid-sized companies

Smaller organizations where teams are closely-knit and the hiring process is personal.

Using a generic salutation in more personal settings can imply a lack of genuine interest in the company and its people— not a great look.

Companies that emphasize personal connection

Organizations that value individuality and personal connection, which is often highlighted in their job postings or company culture pages.

A generic greeting may raise red flags with these companies, who often look for candidates who live out their values of personalization and individuality.

To sum up: if you’re not 100% sure that you can use “To Whom It May Concern,” don’t use it.

The best alternatives for “to whom it may concern”

Even if you need to use a generic phrase, there are way better options for the beginning of your cover letter than “to whom it may concern” in most cases.

Your choice depends on the information you have about the job posting and how comfortable you are with using informal/personal language. Here are some alternatives worth considering:

“Dear Hiring Manager”

This is one of the best ways to address the reader of a cover letter when you don’t know the recipient’s name. It’s professional, maintains respect for their role, respects their privacy, and is widely accepted.

“Dear [Job Title]”

If you're applying for a specific role but don't have a name, addressing the cover letter to the job title (or the job title’s supervisor) can work.

While "Dear Hiring Manager" is a more widely accepted way to start, "Dear [Job Title]" is specific and directly addresses the role you’re applying for.

You can use this alternative when you're aware of the job title for which you're applying and the company’s org chart. For instance, "Dear Marketing Manager" when applying for a marketing position.

“Hello [Department Name]”

This one is a good choice when you know the department you're applying to but not the individual. It demonstrates that you've done some research to identify the relevant department.

Use this when you know the specific department you’re applying to but don’t know the name of the hiring manager. For example, "Hello Marketing Department" when applying for a marketing role.

“Dear [Company Name] [Department Name] Team”

When you want to address a group of people, such as the entire HR team or a department, this option works well. It shows that you recognize the collaborative nature of the workplace and hiring process.

Choose this when you believe your cover letter may be reviewed by a team or multiple individuals within the organization. For example, "Dear ABC Company HR Team."

“Greetings”

This is a versatile and friendly alternative that maintains a polite tone (while avoiding assumptions).

Use "Greetings" when you have very limited information about the hiring manager or when you want to maintain a neutral and respectful tone.

“Hello Hiring Team”

If the company you’re applying for has a very casual company culture, and you know that a team will be reviewing applications, you can acknowledge their collective effort with this casual and friendly greeting.

Make sure that the company truly supports a casual approach. In some industries (like finance or law) or more formal companies, this is too informal and may be seen as disrespectful.

Strategies for finding the hiring manager's name

For many cover letters, your best bet is to find the name of the person who will actually be reviewing your application. You can often find the hiring manager’s name by following these steps:

Start with the job posting

Review the job posting or advertisement carefully. Sometimes, the name or contact information of the hiring manager is provided. Look for any details that indicate who you should address your application to.

Check the company website

Visit the company's official website and navigate to the "About Us" or "Contact Us" section. Look for executive profiles, department heads, or a directory that may list the hiring manager's name.

Social media

Check the company's social media profiles, especially LinkedIn and Twitter, for any mentions or posts by the hiring manager. They may share updates or insights that can help you identify them. On LinkedIn, search for the company's page and explore employee profiles to identify the hiring manager or relevant department head. Sometimes, LinkedIn profiles include details about their roles.

(Pro tip: before you reach out on LinkedIn, make sure you run your profile through LinkedIn Review so you’re ready to impress your potential future boss!)

Company directory

Some organizations maintain an online company directory with contact information for employees. Search for this directory on the company's website and see if you can find the hiring manager's name and title.

Contact the HR department

If all else fails, you can call or email the company's HR department and politely inquire about the name of the hiring manager or the appropriate contact person for the job application.

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To Whom it May Concern? How to Address and End a Cover Letter

We’ve put together a few tips to help you personalize your cover letter, whether you know the hiring manager’s name or not.

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In our modern age of personalization, To Whom It May Concern is both an antiquated and detached way to address a cover letter . It may also imply that you haven’t researched the company or that you assume the letter can be read by anyone. Below, we’ve put together a few tips to help you personalize your cover letter , whether you know the hiring manager’s name or not.

When it comes to addressing a cover letter, advice columns frequently spotlight these two pitfalls:

• Mistake 1 : Failing to address your cover letter to a specific person
• Mistake 2 : Addressing a cover letter to the wrong person

Most job postings don’t specify who will be reading your cover letter. This puts job seekers in a tricky situation. Fixing the first mistake could cause you to make the second. So what’s the best way to replace “To Whom It May Concern” on your cover letter?

Get instant feedback on your cover letter with Jobscan’s cover letter optimization tool. See it in action .

3 Key Tips for Addressing Your Cover Letter

1) don’t address your cover letter to the recruiter.

For many job openings, the first person you need to impress is a corporate recruiter. That doesn’t mean you should address your cover letter to them.

“Recruiters do not read cover letters,” a long-time healthcare recruiter told Jobscan . “Bottom line.”

That might be an overstatement — most don’t, some do — but many recruiters would admit that they aren’t the intended audience of a cover letter. “It’s mostly for the hiring manager,” said a recruiter in the non-profit industry. “For us [recruiters], it’s just an extra step in an already elongated process.”

The healthcare recruiter agreed: “If you’re sending it straight to a hiring manager who’s looking at a much lower number of applicants, they might actually read that.”

2) Search for the Hiring Manager’s Name

The best way to personalize your cover letter is to address the hiring manager by name. However, it can be difficult to identify the hiring manager, and your educated guess could cause you to address your cover letter to the wrong person. Here are some tips for finding the hiring manager.

Search the Company Website

Few job postings list the hiring manager by name but many will tell you the position to which you’d be reporting.

With this information, a little detective work can reveal the name of the hiring manager.

Start off by browsing the company’s website. Look for an about page, company directory, or contact page. These pages are frequently linked at the very bottom of the website. Companies that feature employees on their about page make it much easier to figure out who will be reading your cover letter.

You can also try searching the website. If the website doesn’t have a built-in search bar, use this syntax in Google:

“[position you’ll be reporting to]” site:company website

This will reveal hard-to-find about pages or other mentions of the position in the company’s blog posts, press releases, and other pages.

Search LinkedIn

If a company doesn’t list the hiring manager on their website, LinkedIn is your next best resource.

Start off by searching for the company page on LinkedIn. Once you’re on the company’s LinkedIn page, click “See all X employees on LinkedIn” near the top.

Depending on the company size, you can either browse all positions or narrow your results by adding search terms to the search bar (e.g. “Marketing Manager”) and utilizing the “Current companies” filters on the right side of the screen.

Search for the “reports to” position from the job listing. If it wasn’t provided in the listing, search for keywords related to your prospective department (e.g. “marketing”). If the company uses an intuitive corporate hierarchy you should be able to determine who will be reading the cover letter.

Contact the Company Directly

There is nothing wrong with calling or emailing the company to ask for the name of the hiring manager. Be polite and honest with the administrative assistant or customer service representative. Explain that you’re about to apply for a job and you’d like to know who you should address in your cover letter.

If they aren’t able to provide an answer or transfer you to someone who knows, let it go. The last thing you need is word getting back to the hiring manager that you were pushy with one of their colleagues.

3) Use a More Personalized “To Whom it May Concern” Alternative

You can still personalize your cover letter, even when you don’t know the identity of the hiring manager. Instead of “To Whom It May Concern,” which casts a wide net and is specific to no one, try addressing your cover letter to one specific person.

The most generic version of this is:

Dear Hiring Manager,

But job seekers can often be more specific. Take a look at these examples:

Dear Customer Experience Manager, 

Dear Customer Experience Hiring Team Manager, 

Some other alternatives include addressing your cover letter to an entire department:

• Dear Engineering Department,

Dear Engineering Team, 

OR addressing the entire team:

Hi Jobscan Team,

Dear Jobscan Team,

As with many aspects of the job application process, demonstrating that you put in some extra effort can make a difference. Doing some research before addressing a cover letter contributes to a positive first impression.

8 cover letter salutation examples

Here are eight standard cover letter openings you can choose from. Select the one that best suits the energy of the company you’re applying to and use either a specific name or department depending on the information you have available.

• Hi Mr. Smith,
• Hello Jobscan Team,
• Dear Ms. Whittaker and Team,
• Good morning, Mr. Kennedy
• Good afternoon, Louise, 
• To the Jobscan hiring manager, 

How to end a cover letter

Just as important as beginning your cover letter is ensuring you end it on a strong note. Your cover letter ending should not be underestimated in its ability to help you move forward in the hiring process. After making your case in the previous paragraphs, you need to end your cover letter with a strong call to action to entice the recruiter to invite you for a job interview.

Madeline Mann , an HR leader in the technology industry and creator of Self Made Millennial , says that while no conclusion will save a bad cover letter, it can distinguish you from another good candidate.

It’s all about enthusiasm, according to Madeline. “Companies want people who want them,” she says. If you can draw to the company’s values and show how interested in working with them you are, that’s a substantial advantage. You want to create a lasting impression by incorporating that enthusiasm in your cover letter ending.

“Companies want people who want them” – Madeline mann

A good conclusion, in fact, should reflect the rest of your cover letter.

Set up the end of your cover letter with a strategic middle section

If you want your cover letter ending to be effective, you first need to build momentum. Most recruiters and career coaches agree that by the time you get to the end of your cover letter, it needs to possess the following three elements:

• It tells a story about yourself
• It shows your value concretely
• It calls the recruiter to action

Julia Reiter, a career coach based in Toronto, suggests that you lead up to your cover letter ending by showing that you understand the company’s current challenges and are equipped to solve them. This will make your cover letter call to action all the more effective.

Although the job description will give you information about what the company is looking to accomplish, it will not help you distinguish yourself from other applicants. Show the company you are willing to go the extra mile by researching the key industry challenges and the particular issues they might be facing (beyond the obvious ones).

For example, you can read articles from industry-related publications and get acquainted with the numbers and statistics about the particular business areas your company is engaged in. By being aware of the particular issues they are facing, you can more easily make your skillset and experiences relevant.

When you talk about your past experiences and accomplishments , make sure you mention the problems the company is facing. For example, if you are applying for a customer success manager position at a Software-as-a-Service company, a relevant issue might be high churn rates.

Instead of writing something like “my experience in customer success makes me confident I will be a great addition to your team,” write something like “When I worked at XYZ company, I was able to reduce the churn rate by 30%. With this experience and my deep knowledge of B2B consumer psychology, I am prepared to ensure we have one of the lowest churn rates in XYZ industry.”

End your letter with a call to action

You may be tempted to write that “I’m looking forward to hearing from you” for your cover letter ending. That isn’t a call to action. For Madeline, the end of a cover letter serves to give one last push and show interest and enthusiasm in a way that stands out.

Likewise, Julia says, “now that the company knows you are aware of their current challenges and are equipped to solve those challenges for them, don’t leave them hanging. Tell them how they can make your skills and experiences a reality on their team. What number can they reach you at for an interview?”

How do you conclude a cover letter? Here are 3 examples

• “I’m excited to have the opportunity to talk about how I could join your team in its quest for XYZ value. I’m particularly thrilled about XYZ project and would love to know how I can contribute to it.
• “I am keen on meeting with you to see what I can contribute to XYZ company as it moves on in its journey to XYZ goal. I am available at your convenience for a phone call or in-person meeting.”
• “I would love to get your thoughts on what I mentioned. I am happy to hop on a phone call at your earliest convenience to discuss how I can help XYZ company with XYZ issue.”

Mistakes to avoid when ending a cover letter

The mistakes people make when they end their cover letter are often the same ones they made earlier in the piece. However, they can be particularly detrimental to your chances of landing an interview if they constitute the final impression a recruiter has of you.

When ending a cover letter, avoid:

Making it about yourself instead of the company: use sentence constructions that make the recruiter see how the company is going to benefit from hiring you. For example, try to use “you” or “we” instead of “I.”

Sounding generic or robotic: we’ve all seen these cover letters that end with the same plain paragraph. If you write one of those, the last impression you’re giving is not different from those given by all other applicants.

Selling yourself short: the conclusion is your last chance to show off the value you can bring to the company. Emphasize it and use it as a segue into your call to action.

How to end a cover letter with the appropriate salutations

Always remember that recruiters review hundreds of applications for each position. When you are competing with that many candidates, the slightest mistake will disqualify you immediately Although you may not think too much of the salutations, they can hurt your chance of landing an interview.

Make sure your salutations are formal and polite. You should be respectful not only by indicating your appreciation of the recruiter’s time but also by being concise. Do not overdo your salutations and do not employ informal greetings. “Sincerely,” “Thank you for your consideration,” “kind regards,” are all safe options.

When ending your cover letter, you want to balance confidence, respect, and appreciation.

17 cover letter ending examples

Depending on the energy of the business you are applying to, and your own personality, select one of the following 17 cover letter closing options.

• Best wishes,
• Sincere thanks,
• Many thanks,
• Thanks in advance,
• Thank you for your consideration,
• Thank you for your time,
• Respectfully, 
• Sincerely, 
• Sincerely yours, 
• Yours truly, 
• Kind regards,
• With best regards,
• Looking forward to speaking with you, 
• With gratitude,

One Final Important note: Cover letters aren’t what they say they are

Cover letters don’t introduce your resume, they supplement it.

In order to get your cover letter into the hands of a hiring manager who cares, your  resume has to get past the recruiter and, in many cases, the applicant tracking system they’re using.

Try analyzing your resume below to receive instant optimization tips and recruiter insights from Jobscan so that the time you spend crafting your cover letter isn’t a waste.

The keyword analysis also shows exactly what to focus on in your cover letter.

Jobscan Premium (one month free)  even has a cover letter scan feature.

Editor’s Note: A section of this article was originally written in a separate blog post by Léandre Larouche on June 9, 2020. It has been updated and combined with this article as of June 10, 2021.

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The 3 Rules of Addressing Your Cover Letter in 2023

You’ve finally sat down to write that cover letter (good for you!), but immediately you run into a roadblock: How do you even start the darn thing? Who do you address it to? Should you use Mr. or Ms.? Do you include a first name? And what if you’ve searched high and low, but can’t find the hiring manager’s name? 

Don’t fret! Follow these three rules for cover letter salutation salvation.

Rule #1: Address your cover letter to the hiring manager using a formal, full-name salutation (if possible).

For a cover letter, you should always default to addressing it to the hiring manager for the position you’re applying to. Unless you know for sure that the culture of the company is more casual, use the hiring manager’s first and last name. You can include a title, such as “Mr.” or “Ms.” (never Mrs. or Miss). But if you aren’t crystal clear on whether to use “Mr.” or “Ms.” and can’t find their pronouns with a little Google and social media searching (and you don’t have an easy way out with a “Dr.”), just drop the title. Omitting it is infinitely better than accidentally misgendering someone .

Most letters I see still use the “Dear” greeting, though I’ve seen a growing trend of people dropping it and starting with “Hello” or just the name. Any of these works. The most important part is having the actual name . Never use “ To Whom it May Concern ” or “Dear or Sir or Madam”—nothing could be more generic (not to mention archaic). Your cover letter could be the first opportunity you have to make an impression on the hiring manager, so make sure you show that you did your research .

For example, you can address your cover letter by saying:

• Dear Ms. Jacklyn O’Connell,
• Hello Mr. Kevin Chen,
• Dear Niko Adamos,
• Hello Jean Butler,
• Tiana Richards,

Rule #2: If you don’t know the hiring manager, guess.

Sometimes, even after hours of online searching ( try these tips ), you still might not be able to definitively figure out who exactly the hiring manager for the position you’re applying for is—and that’s OK.

If you can only find a list of the company’s executive team, use the head of the department for the position you’re applying for. In the end, no one will fault you for addressing the letter higher up than necessary. This approach is definitely better than not using a name in your cover letter, because it still shows the time and effort you took to find out who the department head is.

Rule #3: Be as specific as possible.

So you’ve done your due diligence and after an exhaustive search—nothing. You just can’t find a single name to address your cover letter to. If that’s the case, don’t worry. The company is likely privately held with no reason to share who its employees are—and, more importantly, is aware of this.

If this is the case and you don’t have a name to use, try to still be as specific as possible in your greeting. Consider using “Senior Analyst Hiring Manager” or “Research Manager Search Committee”—something that shows that you’ve written this letter with a particular audience in mind and aren’t just sending the same generic letter for every job opening.

For example:

• Dear Software Developer Search Committee,
• Hello XYZ Co Marketing Team,
• Dear Junior Accountant Hiring Manager,

Ultimately, you want your cover letter to convey your interest in the position. To start off on the right note, make your salutation as specific as possible—ideally with the name of the hiring manager. Of course, that can’t always happen, but as long as the effort is clearly made, you’ll be showing whoever reads your cover letter that you’ve put time into your application and are truly excited about the opportunity. 

Regina Borsellino contributed writing, reporting, and/or advice to this article.

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To Whom It May Concern: When And How To Use

What do you do if you need to write an email but don’t know the name of the recipient?

In this case, you may turn to the once-popular “ To Whom It May Concern ”.

Today, we are looking into how and when to use this phrase and even provide a sample cover letter starting with “To Whom It May Concern”.

Plus, we will give you several alternative greetings if you find “To Whom It May Concern” old-fashioned.

Table of Contents

How to write a To Whom It May Concern cover letter – example

An email starting with “To Whom It May Concern” is not particularly different from any other email you write.

The one small difference to note may be a difference in tone — an email that starts with “To Whom It May Concern” will typically be more formal than an email starting with “Hi”.

Moreover, when you start your email with “To Whom It May Concern”, you admit that you don’t know the person you are addressing.

This means that your email will probably include more general information and no personal references.

Here’s a quick example of how to use “To Whom It May Concern” in an email.

A cover letter using “To Whom It May Concern” as a greeting:

To Whom It May Concern: My name is John and I am writing in response to a job listing for Senior Sales Manager posted on your company’s website. As a professional sales manager with over five years of experience and a solid portfolio of big contracts and resultative marketing campaigns, I believe that I could be a suitable candidate for this position. Your job listing mentions that you are looking for someone with experience in IT sales and marketing — and this is the area I specialize in exclusively. Over the past three years, I’ve headed several big digital marketing campaigns for my current employer that have resulted in the rise of online engagement among our clients by over 50%. I have also raised the conversion rate for our promotional listings by 20% over the past six months. I believe that my proven track record of successful marketing projects, professional commitment and work ethic make me a candidate worth considering. I am sure that I can become a valuable asset in your current marketing initiatives and would love to contribute to your company’s success. I am looking forward to your feedback on my application for the Senior Marketing Manager position. Please let me know if you have any further questions or would like to see my marketing portfolio. Please find my resume attached to this email. Thank you for your time and for considering my application, Sincerely, Mark Rivers

Here’s how to write a cover letter .

When to use “To Whom It May Concern”

“To Whom It May Concern” may sound a bit outdated and the phrase is used much less often now than before.

However, according to a 2020 survey of over 1,000 hiring managers , 83% of them say that addressing a cover letter with “To Whom It May Concern” will have no impact on their hiring decision.

Here are some typical instances for when you might want to turn to “To Whom It May Concern”:

Cover letter

A cover letter is typically read by a number of people: from HR managers to heads of departments and even the company director.

As you may not be able to “predict” who will be reading your email, you may want to start your email with “To Whom It May Concern”.

To Whom It May Concern: I know that one of Company X’s current goals is to create a centralized hub for all things medical-related online. So this is an incredible opportunity to build a one-of-a-kind online database for patients and healthcare providers. And it’s an excellent fit for my professional and personal interests. To make an impact, I’d like to apply everything I’ve learned about internet growth marketing and search engine optimization to this effort.

Check out our post on What is the purpose of a cover letter ?

Reaching out to a new client

If you send an email to a new client you may want to start it with “To Whom It May Concern”.

However, make sure to use this opportunity to find out the client’s name for future correspondence.

To Whom It May Concern My name is Martha Stuart, and I’m a sales representative at MailDuck, a company that makes it simple to mail customized postcards from a mobile device. Since you recently showed an interest in finding out more about MailDuck, we thought we’d provide you with further details about what we do and why we’re the best service. Please find attached our products and competitive prices. If you sign up before the end of the month, you can save 40% on your first purchase! I hope to get a response from you soon!

Project or company feedback

If the purpose of your email is to get feedback that might be read by multiple people or departments it makes sense to use a generic phrase like “To Whom It May Concern” to start your email .

To Whom It May Concern Thank you for staying over the weekend to assist customers with the billing issue we faced. Our engineers are working around the clock to make sure it doesn’t happen again. Thank you for standing with us in these times of trouble. Your commitment is duly noted. Company X will never forget your contribution to its growth, and we’ll surely compensate you accordingly.

Filing a complaint

If you are writing an email to complain about a product, service or somebody’s work you may want to use “To Whom It May Concern” to avoid pinpointing a specific person.

To Whom It May Concern This letter is to inform you that on November 5, 2018, I purchased spoiled goods. I was assured that the ordered items would arrive in good condition at the time of my purchase. Unfortunately, they arrived spoiled instead. Please find the attached photo and the confirmation of delivery. Do investigate this and either issue a refund or resend the product. I appreciate your time and consideration on this matter. Sincerely, Matha Stuart

Letter of introduction

If you’re writing a letter of introduction to someone you don’t yet know you may use to address your email.

Once again, make sure to ask for the person’s name so that you can address them by the proper name and your next email.

To Whom It May Concern I’m writing to introduce you to Matha Stuart, who I’ve worked with at Company X. As you may already know, I serve as the organization’s Managing Director and collaborated with Matha on many projects. She has more than ten years of experience in the industry and is a fantastic manager. Matha hopes to relocate to Los Angeles. And she would be grateful for any advice you could give her regarding how to look for a job, as well as any assistance you could offer. Please find her resume attached here, and feel free to reach out to her at [email protected] or (555) 231-6587 with any questions. I appreciate your help in advance. Sincerely, John Brady

Prospecting emails

A lot of businesses send out prospects and emails and letters to get in touch with new clients.

As you don’t know the name of the person you are right into, it’s acceptable to use “To Whom It May Concern” in this case.

However, if it is at all possible, do your best to find out the name of the person who will be reading your email.

This will make a much better impression and increase your chances of landing a contract with this client.

To Whom It May Concern I can see from your website that you’re trying to get more traffic to your website. Without knowing the specifics of your business strategy, I am confident our SEO strategy can be integral to your success. I have been following your company for a while now. But you might not be familiar with Company X. Our services focus on three primary objectives: Benefit 1 Benefit 2 Benefit 3 When would you be available for a quick conversation to discuss the future of MailDuck and how we might help? Best, Signature

Related: How to Write a Professional Email

How to avoid using “To Whom It May Concern”

It’s best to only use the generic “To Whom It May Concern” if you can’t find the name of the person you are writing to.

The best possible way to address the email is by using the name of the person you are writing to.

For instance, if you are sending a job application, do your best to learn the name of the hiring manager. Here are just a few ideas on how to do that:

1. Look through the job listing

Quite often, you will be able to find the name of the hiring manager or employer in the job description or job listing itself.

2. Check the website

If you can’t find the name of the contact in the job description, check the company website.

Often, companies will have a page dedicated to their team where you will easily find the name of the hiring manager.

3. Ask your employer

If you still haven’t found the name of the person you should be addressing, consider calling the company and checking with the reception.

You can try to explain your situation and say you are looking for the name of the hiring manager.

If you’ve tried all of this and you still don’t know who you should be addressing, you may have to turn to “To Whom It May Concern” or a similar generic greeting.

How to use “To Whom It May Concern?”

You can use the phrase “To Whom It May Concern” at the beginning of a letter or email – or other forms of correspondence — when you are not sure about the name of the person you should be addressing.

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.
• Note that when you address a letter or email with “To Whom It May Concern”, the phrase should be capitalized and followed by a colon.
• As we’ve mentioned above, “To Whom It May Concern” is a rather outdated expression.

While you can still use it, there are also more modern alternatives that you may want to consider.

Please find some options below.

To Whom It May Concern Alternatives

Here are just a few ideas of greeting that you can use instead of “To Whom It May Concern”:

Here are some options:

• Dear Hiring Committee
• Dear Hiring Team
• Dear HR manager
• Dear HR representative
• Dear Human Resources Team
• Dear Recruiting Manager
• Dear Recruiting Team
• Dear (name of department) Manager
• Dear (name of department) Team

You can also use a general greeting that is meant for a group of people.

For instance, if you are reaching out to someone in your network for help with the job search, you can start your letter or email with “Dear Friends and Former Colleagues” or “Dear Friends and Family” and so on.

Summing things up

So, here are a few key take-aways about using “To Whom It May Concern” in emails:

• You can address an email with “To Whom It May Concern” when you don’t know the name of the person you are writing to: for instance when applying for a job.
• In most cases, you should do your best to find out the name of the person who will be reading your email. This will let you avoid the more generic and outdated “To Whom It May Concern”. Try checking the website of the company you are emailing, their social media pages or even consider calling the reception.
• There are alternatives to using “To Whom It May Concern”. Start your email with a simple “Hello” or a more specific “Dear Hiring Manager” — and so on.
• You may also want to start an email with “To Whom It May Concern” when you don’t want to address a specific person — for instance, when filing a formal complaint.
• Use “To Whom It May Concern” when writing an email to a group of people instead of a specific individual — for instance, when giving feedback.

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When you don't know who you're writing a cover letter for... who do you address? Try this!

Cover letters seem to be a big issue with a lot of people writing job search documents. One of the more challenging parts I used to struggle with is... who the heck do you address your cover letter to if you don't know who is reading it? Is it HR? Is it the hiring manager?

In my opinion, "To whom it may concern" is too informal and lacks a lot of personality, plus it's ridiculously boring to read. "Dear HR at Company X " or "Dear Hiring manager" seems like it's targeting too specific of an audience if you want them both to read it... so who do you address it to?

Dear Company you're applying to

If I'm applying to Google, " Dear Google ". If I'm applying to Jack's Country BBQ, "Dear Jack's".

Using this approach addresses everyone that is reading your cover letter and it isn't boring. Furthermore, this approach also conveys a "family" or all-inclusive audience as if you are trying to be apart of it. The truth is, most companies love to promote a sense of team effort and addressing them as if they have that makes you stand out as someone who recognizes that. The HR departments of companies are also the ones who typically promote this sense of togetherness.

If you know exactly who is going to be reading your cover letter and/or resume, then it's good to address them by their name. However, if you don't know for sure, it's far better to use "Dear Company " because it allows you to stand out.

Feel free to share your thoughts below. Hopefully this helps some of you struggling with the dreaded cover letter....

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To Whom It May Concern: How (Not) to Use It in Your Cover Letter

When writing a cover letter or business email, you might be tempted to use the generic "To Whom It May Concern" salutation. However, this outdated greeting can make your message seem impersonal in today's professional world.

While "To Whom It May Concern" is still acceptable in some situations, it often implies you didn't take the time to find the right contact person or are sending a mass email rather than a tailored message.

This article will explain when it's appropriate to use "To Whom It May Concern", provide alternatives for your cover letter or email greeting, and share tips on finding the right person to address to make a stronger first impression.

When Is It Appropriate to Use "To Whom It May Concern"?

There are still some scenarios where using this generic salutation is appropriate when writing business correspondence. One instance is when you are sending a letter of recommendation or reference and you don't know the recipient's name or title. In this case, using "To Whom It May Concern" as the greeting can be used, as the recommendation letter may be passed on to various people

Another situation where "To Whom It May Concern" is acceptable is when you are writing to a company or department and don't have a specific contact person or point of contact. If you are unable to find the name of the person you are addressing, this generic greeting that can be used.

In general, formal documents that you intend to send to an institution or company can start with this greeting if they are not meant to introduce yourself. For example, filling a complaint, a job verification letter, or the recommendation letter mentioned above. If you do not know the recipient, as long as you keep it formal , the greeting is not a huge deal in these types of messages.

However, applying for a job is a much more personal matter, and avoiding being generic can make you stand out. It is not totally wrong to start a cover letter for a job with “To whom it may concern”  if no name is provided in the job posting and you can't find one after carefully reviewing the job posting, but it is certainly not the best move. 

How to Format "To Whom It May Concern" Correctly

Here's how to format "To Whom It May Concern" correctly in your letter or email:

• Capitalize the first letter of each word in the phrase "To Whom It May Concern". While this may not be grammatically necessary since it's not a proper noun or title, it's considered standard practice and helps maintain a formal tone.
• Use a colon, not a comma, after the phrase "To Whom It May Concern". The colon signifies that the salutation is complete and the body of your letter or email is about to begin.
• Double space before beginning the body of your letter, email, or cover letter. This helps visually separate the salutation from the main content and improves readability. In some cases, such as when the body of your letter is very short, it's acceptable to single space for cosmetic reasons.

Why You Should Avoid "To Whom It May Concern" in Your Cover Letter

When applying for a job, your cover letter is often the first impression you make on hiring managers and recruiters. As mentioned before, using a generic greeting like "To Whom It May Concern" may come across as lazy and impersonal, suggesting that you didn't take the time to find the right person to address.

Today, with internet access and professional networking sites like LinkedIn, it's usually possible to find a specific person to address by name in email or letter. Taking a few extra minutes to research the company and find the hiring manager or recruiter responsible for the position can make a significant difference in how your application is perceived.

If you can't find and don't know the name of the person you should address, consider using alternatives like "Dear Hiring Manager" or "Dear [Department] Team". These greetings are more engaging and targeted than "To Whom It May Concern" while still maintaining a professional tone suitable for business correspondence.

What to Write Instead of "To Whom It May Concern" in a Cover Letter

Let’s expand on some possible alternatives to replace “To Whom It May Concern”, so that you have an arsenal of less formal options for when you are writing your next cover letter.

• Dear [Hiring Manager's Name]: Take the time to look up the name of the recruiter or hiring manager online. Check the job listing, company website, or LinkedIn to find the right person to address your cover letter to. Using their name shows that you've done your research and are genuinely interested in the position.
• Dear [Department] Team: If you can't find the hiring manager's name, you can address your cover letter generally to the most relevant team, such as "Dear Marketing Team" or "Dear Human Resources Team." This approach still demonstrates that you've tailored your application to the specific department you'd be working with.
• Dear [Job Title] Hiring Manager: Another option is to reference the position you're applying for in your salutation. For example, "Dear Marketing Coordinator Hiring Manager" or "Dear Social Media Intern Hiring Manager." By using the job title or department, you show that you've carefully considered how your skills align with the role

Other Cover Letter Salutation:  FAQs

There are many different ways in which you can start a cover letter, and so, there are many different questions that can arise. Here are some of them.

How do I find the hiring manager's name and email?

To find the hiring manager's name, start by carefully reviewing the job posting for any mention of the person you should address your application to. If no name is provided, search the company website or LinkedIn for the relevant department head or recruiter. You can also try contacting the company, either calling or sending an email, and asking for the name of the person handling the position you're applying for. 

Is it acceptable to use "Dear Sir or Madam" in a cover letter?

While "Dear Sir or Madam" is a traditional generic greeting, it's best to avoid using it in modern business correspondence. This salutation, just like “To Whom It May Concern”, may come across as outdated and impersonal, and it also assumes the recipient's gender. Instead, opt for a more inclusive and targeted greeting like "Dear Hiring Manager" or "Dear [Department] Team".

What's the best generic greeting to use if I don't have a name?

If you can't find the hiring manager's name or email, the best generic greeting to use in your cover letter is "Dear Hiring Manager." This salutation is professional, concise, and targeted to the person responsible for reviewing your application. Other acceptable options, as discussed above,  include  "Dear [Department] Team" or "Dear [Job Title] Hiring Manager".

To Whom It May Concern: Conclusion

To sum up, while "To Whom It May Concern" has been a standard salutation for business correspondence when you don't know the recipient's name, it's important to understand when it's appropriate to use and when it's better to opt for an alternative.

When it comes to your cover letter, it's crucial to make every effort to find the full name of the specific person you want to address. Tailoring your salutation to the hiring manager, recruiter, or relevant department head shows that you've taken the time to research the company and are genuinely interested in the position. If you can't find a name, opt for a more targeted greeting like "Dear Hiring Manager" rather than the generic "To Whom It May Concern."

Remember, your cover letter is your chance to make a strong first impression and demonstrate your fit for the role. By avoiding generic salutations and instead tailoring each cover letter to the specific job and company, you'll set yourself apart from other applicants and increase your chances of having a successful process. So, even if you don't have a name, take the extra step to personalize your greeting and show your enthusiasm for the opportunity.

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7 Ways to Address Your Cover Letter That Aren’t “To Whom It May Concern”

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7 Ways to Address Your Cover Letter That Aren’t “To Whom It May Concern” was originally published on The Muse , a great place to research companies and careers. Click here to search for great jobs and companies near you.

To Whom It May Concern: I am applying for this job I found at this company that I spent so little time researching I can’t quite remember what role is open and I’m not positive I know the name of the company or what it does. Also, I decided to address it to “whom” because you must have a whom or two over there, right?

If that sounds absurd, now you have a taste first-hand of what it’s like for a recruiter or hiring manager to see the words “To Whom It May Concern” at the top of your cover letter .

And I hope that that bland, overripe, “To Whom It May Concern”-y taste has sufficiently convinced you to vow never to use the phrase again, at least when it comes to your current and future job applications. (You may find other situations where it’s appropriate—such as when lodging a customer service complaint—but I can assure you your cover letter isn’t one of them.)

Those five little words tell a recruiter or your prospective boss a lot, and none of it is good. Not only does the phrase make you sound like a yellowing doily on your grandmother’s coffee table (in other words, ancient), but it also smacks of laziness, or apathy, or a lack of resourcefulness, or some combination of any number of characteristics that won’t help you get hired. Because to them, if you were truly excited about the idea of working for this company, you’d surely take the time to tailor your greeting.

Yes, job searching can be tedious and frustrating and sometimes mildly soul-crushing, and maybe you’re pretty sure you’d rather step on a beehive than spend any more time writing cover letters. But at the end of the day, your goal is to get a new job, or at least land an interview. What’s the point in dashing off another cover letter if the very first words on it will make the reader wrinkle their nose and toss it aside?

So do everyone a favor and next time, try one of these “To Whom It May Concern” alternatives.

1. Dear/Hello [Name of Person Who’d Be Your Boss]

One thing you can do for yourself when addressing your cover letter is figure out who the person filling the open role would report to—i.e. your potential future boss.

Sometimes it’s easy: When I applied for my current role, the job description said something like “This role reports to the editor in chief.” I went to The Muse’s team page, found the editor in chief, and wrote my letter to her. But other times, it won’t be as immediately clear. Do some research and see if you can infer who it is, or if you happen to have a connection at the company, ask them!

While you’re doing your company research, try to assess how formal the culture is to determine:

• Whether to start with “Dear” or “Hello” (or maybe neither—you can also go with just their name)
• Whether to use honorifics (Mr., Ms., Dr., Prof., etc)
• Whether to use a full name or just a first name

You’ll probably want to err toward more formal if you’re not sure, and make certain you don’t accidentally misgender someone with the wrong honorific (if you can’t confirm it 100%, drop any gendered language and just use the name).

Even if you don’t have your prospective boss’s name and choose one of the options below instead, make sure you still ask yourself the same questions about formality and tone.

2. Dear [Name of the Head of the Department for Which You’re Applying]

If you’ve made a good-faith effort to figure out who your boss would be and it’s just not yielded any answers, don’t panic. It’s not always possible to find that information at this point in the process.

However, you might still be able to address your cover letter to a specific person by simply choosing the head of the department the role falls under. Sure, it may be your prospective boss’s boss, or their boss, but in a way, you’d still be reporting to them up the chain. And it demonstrates that you made an effort and considered what part of the organization you’d be joining and how you’d fit in.

3. Dear [Name of Department for Which You’re Applying]

Along the same lines, if you can’t find the name of a department head , you can go ahead and address your letter to the team or department. For example, you could say “Dear Sales Department” or “Hello Product Team.”

4. Dear [Name of Recruiter]

Now, if you’re determined to write to a specific person but have given up on finding the manager or department head, there’s still hope! If you can zero in on the recruiter or talent acquisition specialist (or the head of recruiting), you can address your letter to them. After all, they’ll likely be the first ones to read it and decide whether you should move on to the next step.

5. Dear [Whatever This Company Calls Their Recruiting Team or Department]

But if you can’t figure out a name there, you can also address the team—just take a few minutes to look up what exactly this particular company calls it. You’ll end up with something like “Dear Recruiting Department” or “Dear Talent Acquisition Team.”

And you might want to stick the name of the company in there and make it something like “Dear Muse Talent Acquisition Team.” That way, you’re giving a first signal that you know which company you’re applying to and not just sending a generic letter.

6. Dear Recruiter/Hiring Manager-The Common Option

Another option is to address your letter more generically to the recruiter or hiring manager by using those titles, i.e. “Dear Recruiter” or “Dear Hiring Manager.” This is a common option and can save you time if there is minimal information available.

7. Dear [Role for Which You’re Applying] Search Committee/Hiring Manager/Hiring Team

But even then, you might want to be a little more specific by incorporating the role you’re applying for into the salutation. For example, you might say “Dear Account Executive Search Committee” or “Hello Happiness Hero Hiring Manager” (yes, that’s a real title ).

At the very least, you’re showing that you know what role you’re applying for and that you’ve done some amount of tailoring of your application—more so than a “Dear Recruiter” would immediately indicate.

Your ultimate goal when you’re writing a cover letter is to get to the next step in the hiring process. Just remember that the whoms won’t be impressed if you address them as such. After all, they do have names, roles, teams, departments, and committees. Pick one of those instead and your letter is much more likely to get read, and you’re much more likely to get hired.

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7 Ways to Address Your Cover Letter That Aren’t “To Whom It May Concern”

• Share This: Share 7 Ways to Address Your Cover Letter That Aren’t “To Whom It May Concern” on Facebook Share 7 Ways to Address Your Cover Letter That Aren’t “To Whom It May Concern” on LinkedIn Share 7 Ways to Address Your Cover Letter That Aren’t “To Whom It May Concern” on X

To Whom It May Concern: I am applying for this job I found at this company that I spent so little time researching I can’t quite remember what role is open and I’m not positive I know the name of the company or what it does. Also, I decided to address it to “whom” because you must have a whom or two over there, right?

If that sounds absurd, now you have a taste first-hand of what it’s like for a recruiter or hiring manager to see the words “To Whom It May Concern” at the top of your cover letter .

And I hope that that bland, overripe, “To Whom It May Concern”-y taste has sufficiently convinced you to vow never to use the phrase again, at least when it comes to your current and future job applications. (You may find other situations where it’s appropriate—such as when lodging a customer service complaint—but I can assure you your cover letter isn’t one of them.)

Those five little words tell a recruiter or your prospective boss a lot, and none of it is good. Not only does the phrase make you sound like a yellowing doily on your grandmother’s coffee table (in other words, ancient), but it also smacks of laziness, or apathy, or a lack of resourcefulness, or some combination of any number of characteristics that won’t help you get hired. Because to them, if you were truly excited about the idea of working for this company, you’d surely take the time to tailor your greeting.

Yes, job searching can be tedious and frustrating and sometimes mildly soul-crushing, and maybe you’re pretty sure you’d rather step on a beehive than spend any more time writing cover letters. But at the end of the day, your goal is to get a new job, or at least land an interview. What’s the point in dashing off another cover letter if the very first words on it will make the reader wrinkle their nose and toss it aside?

So do everyone a favor and next time, try one of these “To Whom It May Concern” alternatives.

1. Dear/Hello [Name of Person Who’d Be Your Boss]

The best thing you can do for yourself when addressing your cover letter is figure out who the person filling the open role would report to—i.e. your potential future boss.

Sometimes it’s easy: When I applied for my current role, the job description said something like “This role reports to the editor in chief.” I went to The Muse’s team page, found the editor in chief, and wrote my letter to her. But other times, it won’t be as immediately clear. Do some research and see if you can infer who it is, or if you happen to have a connection at the company, ask them!

While you’re doing your company research, try to assess how formal the culture is to determine:

• Whether to start with “Dear” or “Hello” (or maybe neither—you can also go with just their name)
• Whether to use honorifics (Mr., Ms., Dr., Prof., etc)
• Whether to use a full name or just a first name

You’ll probably want to err toward more formal if you’re not sure, and make certain you don’t accidentally misgender someone with the wrong honorific (if you can’t confirm it 100%, drop any gendered language and just use the name).

Even if you don’t have your prospective boss’s name and choose one of the options below instead, make sure you still ask yourself the same questions about formality and tone.

2. Dear [Name of the Head of the Department for Which You’re Applying]

If you’ve made a good-faith effort to figure out who your boss would be and it’s just not yielded any answers, don’t panic. It’s not always possible to find that information at this point in the process.

However, you might still be able to address your cover letter to a specific person by simply choosing the head of the department the role falls under. Sure, it may be your prospective boss’s boss, or their boss, but in a way, you’d still be reporting to them up the chain. And it demonstrates that you made an effort and considered what part of the organization you’d be joining and how you’d fit in.

3. Dear [Name of Department for Which You’re Applying]

Along the same lines, if you can’t find the name of a department head , you can go ahead and address your letter to the team or department. For example, you could say “Dear Sales Department” or “Hello Product Team.”

4. Dear [Name of Recruiter]

Now, if you’re determined to write to a specific person but have given up on finding the manager or department head, there’s still hope! If you can zero in on the recruiter or talent acquisition specialist (or the head of recruiting), you can address your letter to them. After all, they’ll likely be the first ones to read it and decide whether you should move on to the next step.

5. Dear [Whatever This Company Calls Their Recruiting Team or Department]

But if you can’t figure out a name there, you can also address the team—just take a few minutes to look up what exactly this particular company calls it. You’ll end up with something like “Dear Recruiting Department” or “Dear Talent Acquisition Team.”

And you might want to stick the name of the company in there and make it something like “Dear Muse Talent Acquisition Team.” That way, you’re giving a first signal that you know which company you’re applying to and not just sending a generic letter.

6. Dear Recruiter/Hiring Manager

Another option is to address your letter more generically to the recruiter or hiring manager by using those titles, i.e. “Dear Recruiter” or “Dear Hiring Manager.”

7. Dear [Role for Which You’re Applying] Search Committee/Hiring Manager/Hiring Team

But even then, you might want to be a little more specific by incorporating the role you’re applying for into the salutation. For example, you might say “Dear Account Executive Search Committee” or “Hello Happiness Hero Hiring Manager” (yes, that’s a real title ).

At the very least, you’re showing that you know what role you’re applying for and that you’ve done some amount of tailoring of your application—more so than a “Dear Recruiter” would immediately indicate.

Your ultimate goal when you’re writing a cover letter is to get to the next step in the hiring process. Just remember that the whoms won’t be impressed if you address them as such. After all, they do have names, roles, teams, departments, and committees. Pick one of those instead and your letter is much more likely to get read, and you’re much more likely to get hired.

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WTO / Letters and Emails / How To Use “To Whom It May Concern” in Letters (Examples)

How To Use “To Whom It May Concern” in Letters (Examples)

“To Whom It May Concern” is a conventional formal generic salutation used in letters or correspondence where the name and title of the addressee or recipient are unknown.

It is acceptable in formal or professional correspondence. “To Whom” and “Concern” refer to whoever the recipient is; “It” refers to the correspondence; and “May” implies the probability that any party may receive it. 

It is a known traditional salutation , although it is slowly becoming obsolete. It allows you to write a letter that can be received and accepted by different recipients. Such a generic salutation allows you to write letters that have reusability, such as recommendation letters.

The five words are capitalized when included in any correspondence. This type of letter is used when you don’t know the name or appropriate title to refer to the recipient. With this salutation, you can avoid misspelling their name or mislabeling their gender.

However, despite the flexibility of a To Whom It May Concern letter, you should always aim to determine the name and appropriate title to use when addressing your recipients. Use this salutation in a letter only when it’s necessary. This article will show you when to use it and how to write it in a letter.

When to Use “To Whom It May Concern” Salutation

It is acceptable to use this type of letter in business letters, recommendation letters, and other situations where it is hard to determine the name and title of the recipient.

Below are common scenarios when you can utilize this type of salutation: 

If you are unable to find the hiring manager’s name

If you cannot find the hiring manager’s name despite extensive research, you can use a generic salutation. This is common with job application cover letters. Also, if you are not sure who will review your letter, you can use this type of letter. 

If the hiring managers are a group of people 

When sending your job application to a group of people, such as a recruiting committee or panel, you can use the letter. This is applicable since you cannot name all the group members in the salutation. Therefore, assigning a generic salutation ensures the letter does not appear to be addressed to a single person.  

In recommendation/reference letters for someone else

Such greetings are suitable for recommendation or reference letters for a former employee, student, or tenant. This is because, in most cases, you will not be certain of the recipient of the letter. 

To lodge a formal complaint

Occasionally, it can be challenging to determine who is responsible for what in an organization or company. This can be problematic, especially when you have to file a formal complaint. Therefore, in such cases, you can use this salutation. This prevents a situation where you address the letter to the wrong contact person. This allows you to write a letter that can be forwarded directly to the person responsible for the complaint.

In a letter of introduction

When introducing yourself or someone else to another person or a group of people whom you do not know, you can use a generic salutation. For example, once you receive a quote and want to respond, you can use a generic salutation. 

In a prospecting letter

Generic salutations can be used in prospecting letters when contacting potential clients. In such situations, the name of your prospect, the decision maker, and their position are often unknown. Thus, using this type of letter allows for seamless correspondence where there is no misunderstanding as to who should receive the letter.  

Company feedback or suggestions 

Feedback and suggestions are normally beneficial if they get to the right person. When sending your feedback or suggestions, you may not know who is responsible for the matter you are addressing. So, a generic salutation is a good way to ensure you reach the relevant department.

When Not to Make Use of “To Whom It May Concern”

A “To Whom It May Concern” greeting is not always appropriate. The following are situations when you should avoid using it:

When writing a cover letter

A cover letter for a job application is meant to distinguish you from other candidates by exhibiting professionalism and a genuine interest in the position. Using a generic salutation is not a good way of doing this. So, even if you do not know the name of the hiring manager, you should not use a generic greeting. 

Personal letters

If you are writing a personal letter to someone, it is best to address them by name, especially if you have an established relationship with them. Using “to whom it may concern” can make the letter seem impersonal and distant.

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What is the Appropriate Way to Write “To Whom It May Concern”?

The salutation should be formatted in a specific way. The first letter of each word of the salutation should be capitalized. This is because this phrase is used as a substitute for the recipient’s name, which, if written, would have every first letter capitalized as it is a proper noun.

Always use “whom” and not “who” or “whoever.” This is because “whom” in this case is a preposition or object of a verb, thus the need to use it in that manner. 

The salutation should also be followed by a colon (:). You should then add a double space before typing the rest of the letter. However, if you are following a particular style guide, be sure to check the specific rules and follow them. Some guides require you to use a comma rather than a colon. 

Pros and Cons

The following are the advantages and disadvantages of using “To Whom It May Concern”:

Some advantages of this generic greeting are the following:

• The letter allows you to send the same one to multiple recipients without changing the greeting. 
• It eliminates the risk of misspelling a name, using the wrong gender title, or sending the letter to the wrong person. 
• A generic salutation saves you time from researching the names of your recipients. 

The following are some disadvantages of using a generic greeting in a letter:

• Most people will find a generic greeting impolite and rude in business correspondence since, these days, most contact information is easily accessible on company websites. This has made the salutation gradually obsolete. 
• Recipients’ information can often be obtained through a simple phone call. So, using a To Whom It May Concern greeting may indicate a lack of interest. 

To Whom It May Concern Alternatives 

There are alternatives to To Whom It May Concern that can be used similarly. These alternatives are viable in different situations, depending on who you are writing to. Examples of such alternatives include the following:

• Dear Hiring Manager
• Dear Recruiting Department
• Dear Recruiter
• Dear Recruiting Manager
• Dear Customer Service Manager
• Dear [Team or Department]
• Dear HR manager
• Dear Sir/Madam
• Dear Hiring Committee
• Dear [Department] Manager
• Dear Talent Acquisition Team
• Dear Human Resources Team
• Dear Personnel Manager
• Dear [job title you are applying for] Manager/Committee/hiring Team 

Frequently Asked Questions

To correctly write the salutation, capitalize on the first letter of each word. Then, insert a colon after the salutation and two spaces before beginning the letter’s introduction.  

Using this format is not rude. It is a formally acceptable way of addressing recipients with whom you are not familiar. 

Using “To whom it may concern” in an email can come across as impersonal and may not be the best option. In an email, it is better to address the recipient by their name or use a more specific greeting. If you are unsure about who the recipient is, you can try to do some research to find their name or use a more general greeting such as “Dear Hiring Manager” or “Dear [company name] team.”

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• Resume and Cover Letter
• How to Write a Cover Letter...

How to Write a Cover Letter (With Example)

8 min read · Updated on May 21, 2024

Just when you think your resume is polished and you're ready to apply for a job, you realize you need a cover letter. Here's how to write one.

If you dread writing cover letters, know you're not the only one. You've put a lot of work into writing your resume , and now you need to sell yourself in a great cover letter.

The task can feel daunting, but it's an important one, so try to approach it one step at a time. Before you know it, you'll have the perfect cover letter to pair with your perfect resume, and you'll be ready to catch the attention of hiring managers.

Let's start with the basics, and then we'll walk you through each section of the cover letter — and even give you an example.

What's a cover letter, and why are they important?

A good cover letter is a brief introductory letter to hiring managers that you attach to your job application along with your resume. A well-written cover letter shouldn't be more than one page, and it's your opportunity to introduce yourself, highlight your most relevant skills and experiences, explain why you're a great fit for the job, and help a potential employer get to know you beyond your resume.

With the formatting, it'll likely end up somewhere between 250 and 400 words — not too long.

You might be wondering if cover letters are required: Will a hiring manager actually read it ? If the job application has a place to attach a cover letter, you'll want to write one. 

Even if the job listing says a cover letter is optional, job seekers should still write one. A cover letter shows you're serious about the job and that you're willing to put the work in to get it.

Cover letters are also a great opportunity to elaborate on aspects of your resume, like an employment gap, a budgetary layoff, or an upcoming relocation. You can also use a cover letter to show your personality outside your resume. 

A professional cover letter could also become a tie-breaker. If the job is between you and another candidate, the hiring team may review your cover letter and resume to help make their final decision.

Writing a cover letter: A step-by-step guide

Although cover letters are fairly short, they can be quite daunting. That's why it's important to approach your cover letter by sections:

Step 1: Address your cover letter

Your cover letter and resume are a package, so you'll want them to match. Start your proper cover letter with your name (formatted like it is at the top of your resume) along with your contact information.

When you search for generic cover letter templates online, you might find ones where you'll fill in a company's contact information. That was relevant when cover letters were sent via snail mail, but these days, you can just leave it off. A hiring manager doesn't need to see the address of their office building.

Below your contact information, add the date you're applying and address your cover letter to its intended recipient. If the job description doesn't include the name of a hiring manager or team leader, here's how to find this information:

If the job listing has an email address, use it to search for a name on Google or through an online company directory.

If the job listing is on LinkedIn, see if you can track down the original poster.

If the job description mentions who the job reports to, search for that individual or position title in a company directory.

If you still can't find a name to address your cover letter to, avoid phrases like “To whom it may concern,” “Hey,” or “Dear Sir/Madam” — these are hated cover letter cliches . Instead, address it to the department that's hiring (e.g. Dear Editorial Team) or the team manager (e.g. Dear Customer Service Manager).

Step 2: Introduce yourself

You'll want to kick off your great cover letter by introducing yourself. This is the perfect opportunity to explain why you're interested in the role and the company and what you can bring to the team. 

This is also your chance to demonstrate you've done your homework, showing you know something about the company or industry. Additionally, if you found the job through a colleague already at the company or through a mutual connection, this is a great place to drop their name.

If you're confident in your writing skills and are feeling creative, you can swap out the standard introductory paragraph with an anecdote that relates to your work. This should grab the reader's attention and also illustrate the most important — and relevant — skills you possess for the job at hand. 

If you're curious to learn more about this idea, communications expert Danny Rubin explains “storytelling” cover letters with examples. This is definitely a great way to hook the reader into wanting to read your entire cover letter.

Step 3: Highlight your qualifications

After you've introduced yourself, use the second paragraph of your professional cover letter to highlight your relevant skills and qualifications . Instead of simply listing these (you already did that on your resume), use this as an opportunity to illustrate how you are qualified to do this job. Spell out how your professional experience, education , and abilities meet the position's core requirements.

This is arguably the most important section, as it clearly explains to the reader why your application is worth a read. 

Certified professional career coach and TopResume's resident career expert Amanda Augustine suggests identifying three or four core must-have requirements from the job description , listing each in its own bullet within the cover letter and explaining how you meet these requirements.

Don't forget to tie each requirement back to the job itself; you'll want the hiring manager to understand exactly what you can bring to the company.

Step 4: Close with a call-to-action

You're almost done! Now, it's time to wrap up your cover with a specific call to action. 

Rather than merely asking for the hiring manager or recruiter to review your resume, let them know when you will follow up with them about your application. This keeps the ball in your court and gives you a legitimate reason to follow up.

Your closer is also the perfect spot to show your enthusiasm and excitement. Don't go overboard, but don't be afraid to let them know you're excited about this opportunity.

Step 5: Sign off

Once you've thanked a hiring manager for their time and consideration, it's time to sign off.  Think about how the closing salutations you use for your professional emails. Keep it simple with “best regards,” “sincerely,” or “thank you.”

A note on cover letter keywords

As you write your unique cover letter, keep keywords in mind. Just like you added keywords to your resume , you'll want to do the same for your cover letter.

Remember, these aren't just catchy buzzwords. Keywords are the words you see repeated in the job listing. Including these keywords in your cover letter will help ensure it gets seen and prove to the hiring manager you understand the job listing.

Use this cover letter example for guidance

If you're still struggling to get started, check out this free cover letter sample to give you a better idea of how you can structure your cover letter.

Remember: The information should be tailored to the specific role and company and the format of the cover letter, such as the font, should match the look and feel of your resume. 

Final note: Tailoring your cover letter for each job

Now that you've got your successful cover letter, let's reiterate one final point: It's important you tailor your cover letter for each job application . 

Of course you'll want to update the company name and the title of the position, but take it one step further and call out specific facts about the company, the job requirements, and your most relevant skills. Doing this will woo the hiring manager and show you're serious.

You don't have to write a brand new cover letter for each job, however. Instead, create a cover letter template and make copies of it for each job application you submit. Simply leave blanks for the hiring manager's name, the specifics about the company, and your relevant professional skills, then customize them to each job description.

Once you've created a solid template, you've gotten the hardest part out of the way, and it should make applying to jobs a lot easier.

Nailed your cover letter but still not feeling so hot about your resume? Let an expert help with a resume rewrite .

This article was updated in August 2020. It was originally written by Amanda Augustine .

Recommended Reading:

9 Cliches to Cut From Your Cover Letter Right Now

The Right (and Wrong) Ways to Show Personality in Your Cover Letter

How to Tailor Your Cover Letter for Each Job Application

Related Articles:

Do Hiring Managers Actually Read Cover Letters?

How to Create a Resume With No Education

Why You Lose When You Lie on Your Resume: Learning From Mina Chang

See how your resume stacks up.

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How To Write A Cover Letter For A Job In 2023 (With Examples)

• How To Write A Cover Letter
• When Is A Cover Letter Necessary
• Free Cover Letter Templates
• Cover Letter Mistakes To Avoid
• Cover Letter Tips
• How To Sell Yourself In A Cover Letter

Find a Job You Really Want In

Cover letters aren’t required with every application, but the majority of managers pay more attention to a candidate who includes a cover letter. This is especially so if you make an effort to tailor your letter to the specific position. It’s important not to just change the names and job positions, but also to show how your professional experience fits with the job.

A good cover letter greatly increases your chance of getting an interview. If you’re looking to write a cover letter, rework a letter that you have, or just want to know what’s involved in the job application process, then keep reading.

Key Takeaways:

A cover letter should be a maximum of one page long, with three to five paragraphs.

Before writing your cover letter, it’s important to reread the job description and include keywords from it.

Do research to figure out who you are addressing, and make sure to keep your greeting gender neutral if you don’t know.

Tailoring your resume to each job can help you stand out from other candidates.

What is a cover letter?

Why cover letters are important, how to write a cover letter, cover letter examples, cover letter template, do’s and don’ts in a cover letter, cover letter faq, expert opinion.

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A cover letter is a one-page document that describes your professional background, fitness for the role, and interest in the company. Cover letters are a way of introducing yourself to hiring managers in a more engaging way than resumes can.

While your resume spells out the “who, what, where, when” of your relevant experience, a cover letter fills in the “why” and “how.” A good cover letter not only expands on your resume’s accomplishments but also highlights the soft skills that make you an excellent person to work alongside.

While there are no official formatting guidelines for cover letters, hiring managers and recruiters do have certain expectations regarding structure, length, and content.

Writing a good cover letter is important because it is your chance to stand out from other potential candidates. Showing your personality while also matching the tone of the company will help recruiters to visualize how you could fit into the role.

Simply submitting a cover letter isn’t enough though. Each cover letter you write should be specifically tailored to the job you’re applying for (just like resumes). It’s essential that you show the reader that you’ve done your homework and understand exactly what function you’d be serving if hired. You do that by providing examples of past work experiences that directly relate to the responsibilities of the new job.

Cover letters are inherently unique based on who’s writing them and for what position. However, as a cover letter is a business letter, it has an expected format that it should follow. This is important because you want the hiring manager to be able to look over your cover letter quickly and understand your qualifications and interest in the position.

Here’s the standard way that a cover letter should be formatted and what to include:

The header. The header of your letter is where you should input all of the contact information for yourself and the hiring manager . Do you best to address it directly to the person who’ll be reading the letter — typically either the hiring manager or HR manager.

Traditionally, you should include both your name and address and the employer’s name and address. However, as the majority of applications are online, the employer’s address is often omitted. But a traditional cover letter’s heading would look like this:

Page Roman 444 Frog Rd. Marigold, TX, 10987 August 27th, 2021 Chris Morgan Marketing Manager New Media Company 833 Rune Rd. Marigold, TX, 10987

If you’re emailing your cover letter, you can simply include your name, telephone number, email address, and fewer address details (just your city and state will suffice). You can also include a zip code if you live in a big city with multiple zip codes.

Jessica Dancer jessica. dancer @email.email | (555)-444-3333 | Colombus, OH 43110

Be sure to use a professional-sounding email address that’s not associated with your current or past employer. It’s disrespectful to both your current employer and the company you’re applying to, and will likely hurt your chances of being invited for an interview.

The greeting or salutation. Traditionally, the best salutation would be to use Dear Mr./Ms. [Last Name]. Make sure that you know the person’s gender when doing this, however, as you don’t want to misgender the hiring manager. Using “Dear [First Name] [Last Name]” is becoming more popular for this reason, patriotically among younger workers.

Dear Mr. Morgan, Dear Mrs. Smith Dear Ms. Conner

Avoid using generic greetings such as “To whom it may concern” as it’ll look like you didn’t bother to personalize the letter (even if you did.) That particular phrase has become somewhat controversial as well, so if you need to put a generic address — if you can’t find the hiring manager’s name, for instance — use something else, such as:

Dear Hiring Manager Dear [Department] Manager Dear [Title of the Person You’d Report to if Hired] Dear [Department] Hiring Team

Opening paragraph. The opening of your professional cover letter should instantly grab the attention of your reader . Try to lead off with one of your most relevant and impressive accomplishments.

Open strong . Open with a statement other than your name or stating your interest in the position. Lead with an interesting experience or achievement that directly relates to the new position.

Convey your personal value. There are always other qualified applicants with similar skills, so it is key to express why you personally would bring value to the organization. Give specific details as to the value you brought in a previous position, and how that could transfer to the new role.

Show your enthusiasm. Recruiters want to hire candidates who are excited about the position. Express enthusiasm and convey why you are passionate about the role. This is another opportunity to share a quick personal anecdote related to the job.

Keep it short. All of these points in your opening paragraph shouldn’t be more than a sentence or two each. You don’t want your introduction to be too long, as you want the reader to be able to quickly go through your cover letter.

As a Content Writer with a passion for travel and literature, I was thrilled to see the Senior Content Writer position open up at BookFly. My past experience driving organic traffic by 23% YoY to the travel website, XTravel, would translate perfectly into the position’s stated goals from the job description.

First body paragraph. Here is where you should really sell yourself across several areas. Showcase how your personality traits, such as being honest or having the ability to work under pressure, make you a good fit.

Emphasize transferable skills. Explain how the skills you’ve cultivated make you the perfect fit for the role. This can include collaborative work you’ve done in the past, a leadership role you had that drove results, or interpersonal skills.

Revisit the job description. Make sure to pull relevant skills from the job description and put them in your cover letter. If the hiring manager spent the time to list those skills, they’re going to be looking for candidates that have them.

It also helps with applicant tracking systems that may sift through cover letters looking for keywords.

Don’t skimp on personality traits. These are especially important if you don’t have a lot of experience. Desirable skills such as ambition, dedication, and getting work done on time are good for both entry-level positions and if you’re making a career change.

I have a passion for content creation and a deep understanding of the content cycle, from ideation to promotion. My years in the digital publishing world have crafted my ability to drive killer CTR and resonate with an audience. Not only did CTR jump by 2.1% in the months after I was brought on board, but it had a knock-on effect on social media engagement, which rose by 8% in the same time frame. I believe good content has its roots in good data. This is why while at Media Company I created a content-marketing dashboard to highlight KPIs like those mentioned above. The dashboard allowed us to take advantage of wins more rapidly and avoid repeating losses.

Second body paragraph. Just as an employer wants to know why you’d want the role, they also want to know why you’d want to work at their company. Do your research and learn more about the core values of the company. Discuss how they align with your own.

Check the company’s website but also start to explore LinkedIn for greater insights. Employers want to make sure that you fit into the overall culture, and this is also something you should consider for yourself. However you feel you fit into the work culture, explain to the recruiter why. Paint a picture of how you’ll be better from the company, and how the company will also benefit.

I thrive in a fast-paced environment and excel at creating structures from scratch. I spearheaded our SEO efforts, developing workflows and systems to ramp up content production from zero. BookFly’s commitment to core values of “collaboration and imagination” aligns with my own preferred approach to tackling projects and dreaming of big ideas.

Closing. The closing of your letter is your final impression to the hiring manager, and therefore should clearly express your eagerness to take on the position. You don’t need to rehash all of the accomplishments and skills highlighted in previous sections. Consider this more of a statement of intent.

First, express gratitude that they took the time to consider you for the job by making it all the way through your letter. Then, quickly remind them of the benefits that you can bring to the role and company.

Finally, your closing should state a clear call-to-action (CTA) for the recruiter to take next, such as calling you to schedule an interview. Being confident and direct at the end of your cover letter helps to close the deal.

I look forward to learning more about how the Senior Content Writer operates within BookFly and the current content process. Thank you for taking the time to consider my application. Sincerely, Jessica Dancer

With thousands of cover letter templates on the internet, you want to make sure you choose the right one. Here’s a basic format of what a good cover letter will contain:

Jessica Dancer [email protected] | (555)-444-3333 | Colombus, OH 43110 Dear Mr. Morgan, As a Content Writer with a passion for travel and literature, I was thrilled to see the Senior Content Writer position open up at BookFly. My past experience driving organic traffic by 23% YoY to the travel website, XTravel, would translate perfectly into the position’s stated goals from the job description. I have a passion for content creation and a deep understanding of the content cycle, from ideation to promotion. My years in the digital publishing world have crafted my ability to drive killer CTR and resonate with an audience. Not only did CTR jump by 2.1% in the months after I was brought on board, but it had a knock-on effect on social media engagement, which rose by 8% in the same time frame. I believe good content has its roots in good data. This is why while at Media Company I created a content-marketing dashboard to highlight KPIs like those mentioned above. The dashboard allowed us to take advantage of wins more rapidly and avoid repeating losses. I thrive in a fast-paced environment and excel at creating structures from scratch. I spearheaded our SEO efforts, developing workflows and systems to ramp up content production from zero. BookFly’s commitment to core values of “collaboration and imagination” aligns with my own preferred approach to tackling projects and dreaming of big ideas. I look forward to learning more about how the Senior Content Writer operates within BookFly and the current content process. Thank you for taking the time to consider my application. Sincerely, Jessica Dancer

If you’re putting the cover letter in an email, you can omit putting the contact information at the top and instead include it below your signature. You want to make sure to include your name, phone number, and LinkedIn link, as well as a professional portfolio , if applicable.

Dear hiring manager: I am writing about the position of veterinary receptionist at Pet Care Clinic posted on indeed.com. I am a certified dog trainer with both Petsmart and Petco, allowing me insight into animal behavior. I’m also an aspiring novelist , making me a fast, experienced typist as well as adept with Microsoft Word and Apple Pages. Since I’ve worked at pet stores for several years, I am familiar with different kinds of animal and animal care, as well as building a rapport with pet owners. While I enjoy working with animals and my coworkers, I would like to move into a business where I can continue to learn and build on my experience. I would also like to work for a smaller business. Veterinary medicine has always interested me, and I very much enjoy learning new things. I’m eager to learn more about it in order to help customers make the best choices for their pets. I’ve always enjoyed working with animals, even before I was able to get a job that allowed me to. I grew up with dogs and cats, so I’m comfortable and familiar with their behavior. Being a pet owner myself, I’m able to understand what customers are looking for in a veterinary clinic and tailor the experience to their needs. Thank you for your time and I look forward to hearing from you. Sincerely, Michelle Bolivar Email: [email protected] Phone: (555) 545-9706

[your contact information] [date] Dear [Hiring Manager], I’m writing to apply for the open [position] at [company] that you posted [place job ad was found]. I believe that my [relevant experience] would be an excellent fit with [company name]. I have long been interested in [specific industry/department], and particularly your company because [why you’re interested in the company/awards they have won/accomplishments]. That experience and [relevant skills] that I’ve cultivated as a [current position] for [time worked in position or industry] will be an asset to the company as it’ll make me effective [at the job/particular aspect of the job]. The [responsibilities required in the job description] will be a [challenge/interesting task] and I look forward to making use of my [relevant skills]. I excel at [working with a team/working alone] and I want to use my expertise to further [company’s] success. I am excited about the possibilities this position holds, and I believe that my qualifications ensure I’d be an asset to your team. I look forward to being able to further discuss the details of the position and my qualifications with you in an interview. Please let me know if you require further information from me. Thank you for your time and I look forward to hearing from you. Sincerely, [Your name] [Your contact information (if it’s an email)

Knowing the proper format of a cover letter is the most important factor, of course, but there are some additional dos and don’ts that if you follow can make your cover letter better. It’s during the editing process, it’s important to go over and make sure that you haven’t made any common mistakes that’ll hurt your chances.

Here are 10 dos and don’ts for writing a good cover letter:

Do’s:

Do start by scanning the original job posting for keywords you can include in your letter.

Do be proud of your accomplishments and make sure to highlight them.

Do clearly express why you would be an asset to the organization.

Do tailor your cover letter to every hiring manager and position that you apply for.

Do try to find unique experiences, but make sure to always discuss measurable and relevant results.

Don’ts:

Don’t feel the need to lie about your skills or accomplishments. One of the worst mistakes to make is being caught in a lie.

Don’t copy and paste a template and only change your name and job titles. Recruiters will not see the value in a plug-in-play cover letter that has been used by multiple applicants.

Don’t forget to be direct and include a call to action.

Don’t make your cover letter too long. Similar to your resume, you want the reader to sum up who you are and get a quick explanation of why you’re a good fit.

Don’t forget to proofread. Grammatical errors on a cover letter and resume are a quick way to get your packet in the “no pile”.

What do you write in a cover letter?

In a cover letter, you should mostly write about impressive accomplishments from past jobs or academic experiences that relate to the job you’re applying for.

What is the purpose of cover letter?

The purpose of a cover letter is to help a hiring manager see why your background makes you suitable for the role in question. While a resume lists achievements, educational background , and skills , it doesn’t give the reader an idea of your actual expertise or personality.

A cover letter allows you to share your approach to work, as well as your ability to communicate your value effectively. A good cover letter makes it easy for a reader to think “I could imagine this person working for us.”

How do you write a simple cover letter?

To write a simple cover letter, start with the header and greeting we outlined above. Next, state your interest in the position (give the exact job title as listed in the job description) and mention your years of industry/job experience.

To keep your cover letter simple, you can now briefly mention in 1-2 sentences or 3-4 bullet points what parts of your background are most important for the hiring manager.

Finally, thank the reader for considering your application, and sign off as usual (e.g., “Sincerely, [full name]”).

What is the best way to start a cover letter?

The best way to start a cover letter is with an accomplishment that speaks directly to your ability to provide value for the company. Other good strategies include describing your long-standing passion for the field, mentioning an important reference at the company, or referring specifically to challenges the company is currently facing.

Do you introduce yourself in a cover letter?

No, you do not introduce yourself in a cover letter. By that we mean you do not say “My name is so-and-so” — you simply jump into your background and why you’re interested in the position.

Your name can be found at the bottom of the cover letter, as well as the header, your email address, and your resume, so there’s no need to force it awkwardly into your cover letter’s opening.

How do you end a cover letter?

To end a cover letter, thank the reader for their time and/or consideration, express enthusiasm for further correspondence and conversation, and sign off with a standard closing like “Sincerely.”

How long should a cover letter be?

A cover letter should be a maximum of one page long, with three to five paragraphs. Half a page is the shortest that your cover letter should be.

Harvard Business Review — How to Write a Cover Letter

University of Washington — Writing the Cover Letter

What’s a quick cover letter tip?

Michael Akbar Vice President Certified Professional Career Coach

Use your six seconds to show the employer in a tailored cover letter and resume that you understand their pain and will make their lives better if put in the position.

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Chris Kolmar is a co-founder of Zippia and the editor-in-chief of the Zippia career advice blog. He has hired over 50 people in his career, been hired five times, and wants to help you land your next job. His research has been featured on the New York Times, Thrillist, VOX, The Atlantic, and a host of local news. More recently, he's been quoted on USA Today, BusinessInsider, and CNBC.

Matt Warzel a President of a resume writing firm (MJW Careers, LLC) with 15+ years of recruitment, outplacement, career coaching and resume writing experience. Matt is also a Certified Professional Resume Writer (CPRW) and Certified Internet Recruiter (CIR) with a Bachelor of Science in Business Administration (Marketing Focus) from John Carroll University.

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