To Whom It May Concern Cover Letter

"To Whom It May Concern" is one of the most recognized salutations in business correspondence, and also one of the most debated. The direct answer: it is technically acceptable, but it is rarely your best option. In the vast majority of job applications, a more targeted greeting will serve you better. This page explains when the phrase still makes sense, when you should replace it, and exactly what to write instead.

If you are looking for a full breakdown of salutation options when you do not have a contact name, start with our guide on how to address a cover letter without a name.

When "To Whom It May Concern" Is Appropriate

Despite its reputation as outdated, there are a few specific situations where "To Whom It May Concern" remains the right choice.

General Letters of Recommendation or Reference

When you are writing a letter that is not addressed to a specific person or company, such as a character reference or professional recommendation that the recipient will share with multiple parties, "To Whom It May Concern" signals that the letter is intentionally generic. The reader understands it was not written for them specifically, and that is fine.

Formal Complaints or Inquiries to Unknown Recipients

If you are filing a formal complaint with a company and have no idea which department or individual will receive it, this salutation is appropriate. The same applies to general inquiries to large organizations where no contact information is available.

Cover Letters for Job Fairs or Open Applications

When you are handing a printed cover letter to an unknown recruiter at a job fair, or submitting a speculative application to a company that has no open posting, "To Whom It May Concern" can work because you genuinely do not know who will read the letter or what role it might be considered for.

Government or Legal Correspondence

Certain government filings, legal letters, and official documents traditionally use this salutation as a formality. In these contexts, the phrase carries no negative connotation because it matches the expected tone and format.

When to Use a Better Alternative

For most job applications, "To Whom It May Concern" is the wrong choice. Here is why:

It signals zero research. Hiring managers know that in most cases, their name or at least their department is discoverable with a few minutes of effort. Using "To Whom It May Concern" tells them you did not try. In a competitive applicant pool, that is a disadvantage you do not need.

It feels impersonal. The phrase creates distance between you and the reader. A cover letter is supposed to make a personal case for why you belong at a specific company in a specific role. Starting with the most generic salutation possible works against that goal.

It reads as outdated. Hiring norms have shifted. While the phrase was standard in the era of mailed applications, today's recruiters associate it with mass-produced letters. Modern alternatives sound more current without sacrificing professionalism.

It misses an opportunity. The salutation is prime real estate. Using it to show that you know the department, the team, or the hiring manager's title takes almost no extra effort and immediately differentiates your letter from the stack.

If you are applying for a specific job at a specific company, you can almost always do better. For broader advice on building the rest of your letter, see our guide on how to write a cover letter. And if you are unsure what comes after the salutation, our walkthrough on how to start a cover letter covers opening paragraphs in detail.

Modern Alternatives, Ranked

When you cannot find the hiring manager's name, use one of these alternatives instead. They are listed from strongest to weakest.

1. Dear Hiring Manager -- The default choice for job applications. Professional, gender-neutral, and universally accepted.
2. Dear [Department] Team -- Use when the posting names the department. Example: "Dear Product Team."
3. Dear [Job Title] -- Use when you know the supervisor's title. Example: "Dear Director of Engineering."
4. Dear Hiring Committee -- Best for academic, nonprofit, and government roles reviewed by a panel.
5. Dear Recruitment Team -- Appropriate when the letter goes to HR or a talent acquisition team first.
6. Dear [Company Name] Team -- A last option before "To Whom It May Concern." Personalizes to the company at minimum.
7. To Whom It May Concern -- Reserve for the scenarios described above where no other option fits.

For a detailed explanation of each option with examples, visit our full guide on how to address a cover letter without a name.

Formatting and Punctuation Rules

If you do use "To Whom It May Concern," get the formatting right. Small errors in punctuation or capitalization undermine the professionalism the phrase is supposed to convey.

Capitalization

Capitalize every word. The correct form is "To Whom It May Concern," not "To whom it may concern" or "To Whom it may Concern." All five words are capitalized in standard American business correspondence.

Colon vs. Comma

Use a colon after the salutation in a formal cover letter:

To Whom It May Concern:

A colon is the standard punctuation for business letters in the US. A comma is acceptable in less formal contexts, such as an email introduction, but for a cover letter or formal inquiry, the colon is correct. This rule applies equally to all salutations: "Dear Hiring Manager:" and "Dear Ms. Rodriguez:" both take a colon.

Placement

The salutation goes on its own line, left-aligned, with one blank line above it (after the date and recipient address block) and one blank line below it (before the body of the letter). Do not indent it. For a visual guide to letter structure, see our cover letter format page.

Cover Letter Examples

Below are two versions of the same application. The first uses "To Whom It May Concern." The second replaces it with a stronger alternative. Compare how the salutation affects the tone of each letter.

Cover letter using To Whom It May Concern

Technically correct, but the generic salutation weakens the opening.

Subject: Application for the Project Coordinator position

To Whom It May Concern: I am writing to express my interest in the Project Coordinator position posted on your company's careers page. With three years of experience managing cross-functional projects in the technology sector, I am confident in my ability to contribute to your team's success. In my current role at Brightpath Solutions, I coordinate timelines and deliverables for software implementation projects with budgets up to $1.2 million. I manage communication between development, QA, and client-facing teams, ensuring milestones are met within scope and on schedule. Last year, I led the rollout of a new project tracking system that reduced status reporting time by 40% across the department. I am drawn to your organization's focus on process-driven project delivery and would welcome the opportunity to bring my coordination skills and technology background to your team. Thank you for considering my application. I look forward to the possibility of discussing this opportunity further. Sincerely, Morgan Ellis

Same letter with a stronger salutation

Replacing the salutation and adding company-specific detail transforms the tone.

Subject: Application for the Project Coordinator position at Cascade Digital

Dear Hiring Manager, I am writing to apply for the Project Coordinator position at Cascade Digital. Your team's work on the Riverstone platform migration, which I followed through your engineering blog, reflects the kind of complex, multi-stakeholder coordination I thrive on, and I would welcome the chance to contribute to similar initiatives. In my current role at Brightpath Solutions, I coordinate timelines and deliverables for software implementation projects with budgets up to $1.2 million. I manage communication between development, QA, and client-facing teams, ensuring milestones are met within scope and on schedule. Last year, I led the rollout of a new project tracking system that reduced status reporting time by 40% across the department. What draws me to Cascade Digital specifically is your commitment to transparent project workflows and your recent expansion into healthcare technology. My experience coordinating compliance-sensitive implementations would translate directly to the regulatory demands of that sector. I would appreciate the opportunity to discuss how my background can support your project delivery goals. I am available at your convenience and can be reached at (555) 309-7742 or m.ellis@email.com. Thank you for your time. Sincerely, Morgan Ellis

The content in both letters is similar, but the second version feels more intentional, more researched, and more likely to hold the reader's attention past the first line.

Frequently Asked Questions

Is "To Whom It May Concern" outdated for cover letters?

It is not technically wrong, but most recruiters and hiring managers consider it outdated for job applications. The phrase was standard when applicants mailed letters without knowing who would open them. Today, with LinkedIn, company websites, and direct email addresses, employers expect candidates to identify a more specific recipient. Use "Dear Hiring Manager" as your default when you cannot find a name.

Should I capitalize every word in "To Whom It May Concern"?

Yes. In standard American business correspondence, all five words are capitalized: "To Whom It May Concern." This is followed by a colon in formal letters. Writing it in lowercase or with inconsistent capitalization is a formatting error that can make your letter look careless.

Can I use "To Whom It May Concern" in an email cover letter?

You can, but "Dear Hiring Manager" is a better choice for email applications. Email cover letters are inherently less formal than printed ones, and "To Whom It May Concern" can feel stiff in that context. If your email cover letter is in the body of the message rather than an attachment, a slightly warmer greeting like "Dear [Company] Recruiting Team" reads more naturally. For more on structuring your letter, see our cover letter examples.

What is the difference between "To Whom It May Concern" and "Dear Sir or Madam"?

Both are generic salutations, but they have different problems. "To Whom It May Concern" is impersonal but gender-neutral. "Dear Sir or Madam" is impersonal and assumes a gender binary, which makes it the worse choice. Neither is ideal for a modern cover letter. "Dear Hiring Manager" avoids both issues.

How do I address a cover letter if the job posting gives no contact information?

Start by researching the company on LinkedIn, the company website, and the job posting itself for clues about the hiring manager or department. If you find nothing after a thorough search, use "Dear Hiring Manager" for a standard corporate role, "Dear Hiring Committee" for academic or panel-reviewed positions, or "Dear [Department] Team" if you know the department. Reserve "To Whom It May Concern" for situations where even the company name or department is unclear. For a step-by-step research process, read our guide on how to address a cover letter without a name.