To Whom It May Concern Letter: Capitalization, Usage, and Alternatives for 2025

by Imed Bouchrika, Phd

Co-Founder and Chief Data Scientist

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While the salutation “To Whom It May Concern" may seem like a small detail, it is actually extremely important. It sets the tone for the rest of the letter, and can often be the deciding factor in whether or not the letter is taken seriously.

“To Whom It May Concern" is a formal way of opening a letter, and should only be used in cases where the author does not know the name of the person they are addressing. The salutation is useful in writing formal letters at the initial or broader stage. For example, writing to an agency to find out one’s eligibility for a 529 plan for college but you have no idea who to address. Or, inviting a general audience for an agile team lecture.

In all other cases, it is best to use a specific name or title. By taking care with this small detail, you can ensure that your letter makes the right impression.

Below, the article will discuss a brief explanation on To Whom It May Concern including its capitalization. Part of the discussion will be addressing the common query, should to whom it may concern be capitalized. We will also look at some alternatives you can use to improve your business letter.

When to Use To Whom It May Concern

1. Writing a Letter of Interest
2. Writing a Complaint or Inquiry
3. Writing a Letter of Recommendation
4. Writing a Cover Letter or an Unsolicited Application
5. Writing When You Are Uncertain of the Addressee

With the prevalence of social media and the internet, it has become easier to ascertain facts like how to check if a business name is taken or the name of the contact person you should address in your correspondence. If you are applying for a job, for example, and need to write a cover letter, the details of the hiring manager are usually included in the job ad.

If you are writing to gain prospects, you can check a company’s website or social pages like LinkedIn, Facebook, or Twitter and find information about the head of their sales or marketing department. If you do not find a specific contact person, chances are you will see a phone number. You can then call and ask the receptionist or administrative assistant the name of the person you should address in your letter.

After doing your research and you still do not have a specific person to write, sending a To Whom It May Concern letter is acceptable. In fact, based on a survey of hiring managers, 83% said that an application that starts with “to whom it may concern" will have little effect or no impact at all on their decision to hire an applicant (ResumeCompanion, 2020). However, you might want to consider if the person you are writing to is a male or female hiring manager. This is because 6% of men compared to 2% of women said that they are “very likely" not to hire someone who addressed them with “To Whom It May Concern."

To Whom It May Concern Capitalization

Since “To Whom It May Concern" is an opening greeting, it is important to get its formatting right to create a good impression on your reader.

You should capitalize the first letter of each word when writing this salutation.  Also, use a colon instead of a comma after the greeting. Lastly, a common mistake is to confuse “whom" with “who." Always use “whom" for this greeting.

This is how it should be written:

To Whom It May Concern:

Writing the salutation properly may be a simple exercise, but by doing so, you distance yourself from the inert writing common to the younger generations of today. In one study, for instance, texting and the use of instant messaging apps have created a generation that is very comfortable with shortcuts in electronic communication. Eighty-six percent of 12- to 17-year-olds, for example, believed that writing well is important but 64% admitted to inserting some informal writing, 50% removed capitalization and punctuation, 38% used text shortcuts like “LOL," and 25% used emoticons (Rosen et al., 2010).

When to Use To Whom It May Concern

1. Writing a Letter of Interest

When you are writing a letter of interest or prospecting, and want to reach out to a large company or organization, it is acceptable to use “To Whom It May Concern:".

Bloggers looking to establish rapport to get sponsored posts, for example, might begin with this greeting. Also, business development managers writing business proposals may need to reach out to different companies without having a specific person to write for their initial letter.

Alternatives:

If you are prospecting, you can also start your letter with “To the Marketing Department," “To the Marketing Assistant," or “To the Marketing Manager."

2. Writing a Complaint or Inquiry

Another situation is when you are writing a complaint or inquiry. Since you might not have the time to confirm the name of the person assigned to handle your concern, using “To Whom It May Concern" is totally appropriate.

If you want to inquire about a product or service, it is unlikely that you need to get the name of the sales head of a company. Your goal is to simply and quickly send your inquiry, so you can opt for “To Whom It May Concern" and start writing your question.

Alternatives:

You can improve your opening by replacing “To Whom It May Concern" with “To the Customer Service Representative," or “To the Customer Service Manager." Doing so can help your letter stand out and grab the attention it needs from the company.

3. Writing a Letter of Recommendation

It is not only chief executive officers or supervisors who might need to write a recommendation letter. A friend or colleague might also come to you and ask you to write a reference or recommendation letter for a company, school, bank loan, scholarship, etc. You may also find yourself needing to write a guidance office for advice on pursuing a technology career.

In such a case, you are not expected to research a specific name to address in your letter. You just need to write your assessment of your friend or colleague and send the document. Using “To Whom It May Concern" is perfectly fine in this situation.

Alternatives:

If you already know the purpose of the recommendation letter, you can replace “To Whom It May Concern" with a more targeted greeting. For example, if the letter is for a job, you can use “To the Hiring Manager." If it is for a university application, you can use “To the University Registrar," or “To the [name of university] Admissions Office."

4. Writing a Cover Letter or an Unsolicited Application

According to Jobvite’s 2019 Recruiting Benchmark Report, nearly 50% of job applications come from job boards, but less than 1% of applicants who apply through job boards are offered the position (Jobvite, 2019).

If you are looking for work, opportunities are not limited to what you see on job boards. In fact, between 70% to 85% of jobs are not listed (Belli, 2017). Networking and submitting unsolicited applications can also lead to your next dream job.

When submitting a cover letter or unsolicited application, you can of course look for the names of managers or other decision-makers in a company using their social media account or company website. However, these might not always be up to date. In such cases, you may use to whom it may concern cover letter. If you are unsure of the reliability of your source, it is better to use “To Whom It May Concern."

Alternatives:

You can use “To the Recruiter," “To the Hiring Manager," or “Dear Recruitment Department/Recruitment Manager."

5. Writing When You Are Uncertain of the Addressee

There might be times when you receive an email inquiring about your service or product without the customer’s name, or you might need to respond to an automated email and you are unsure who will read your reply on the other end. In these situations, your easiest and safest option is to use “To Whom It May Concern."

Sending a reply with the wrong addressee can look unprofessional, not to mention it can also be embarrassing on the part of the sender. When you are not sure, it is best to use the ever-reliable “To Whom It May Concern" as your opening greeting.

Alternatives:

You can also use a simple “Hello," “Dear Customer," or “Good Day/Morning/Afternoon" when writing to an unknown recipient.

How Does a Custom Salutation Enhance Professionalism?

By selecting a personalized greeting, you create an immediate connection that reflects thoughtful consideration and attention to detail. A custom salutation signals to the recipient that you have taken the time to understand their role within the organization, fostering a sense of respect and professionalism. This approach can improve the receiver’s engagement and potentially influence favorable outcomes in correspondence and business relationships. Moreover, refining your communication skills through targeted education available at online trade schools can offer strategies to tailor your messages effectively, ensuring that your formal writing resonates with modern professional standards.

How Can Digital Research Tools Enhance Recipient Targeting?

Leveraging cutting-edge digital tools can refine your approach to identifying the correct recipient, thereby minimizing reliance on generic salutations. By utilizing comprehensive directories, professional networking platforms, and advanced search algorithms, you can pinpoint accurate contact details, ensuring a tailored and effective greeting. Integrating verified information from specialized sources enhances correspondence personalization and aligns with current professional communication standards. Investing in digital research methodologies can provide lasting benefits similar to the academic rigor found in online PhD programs.

How Does Personalization Impact Response Rates in Formal Communication?

Modern correspondence research confirms that personalized salutations can significantly enhance reader engagement and improve response rates. By directly addressing the recipient, you mitigate the sense of generic communication, thereby increasing the likelihood of a favorable reaction. Utilizing targeted research methods and digital tools to verify contact details demonstrates professional diligence while fostering trust. Additionally, targeted educational initiatives, such as short certificate programs that pay well, provide recipients with measurable skills that further refine this personalized approach in business interactions.

Can a Proper Salutation Enhance Career Prospects?

Effective correspondence not only reinforces professionalism in business communication but can also positively influence career advancement. Precision in addressing recipients demonstrates attention to detail—a quality highly regarded by recruiters and decision-makers. This level of care can differentiate candidates in competitive fields, supporting progressive careers and opportunities in various industries, including trades for women.

How is Digital Communication Changing the Use of 'To Whom It May Concern'?

Emerging digital platforms and real-time data access have transformed the way professionals engage with potential recipients. Advanced research tools allow for efficient verification of contact information, enabling senders to bypass generic salutations in favor of tailored greetings that resonate with modern audiences. In today's fast-paced communication environment, leveraging digital resources not only bolsters perceived professionalism but also facilitates more direct and impactful correspondence. For further insights on how structured learning can sharpen these digital research skills, consider exploring accelerated college programs.

How Can Personalized Communication Strategies Enhance Your Formal Correspondence?

Leveraging tailored communication techniques can transform a generic introduction into a strategic asset. Employing digital research tools to identify and address the appropriate contact demonstrates initiative and elevates professional credibility. Integrating personalization not only improves engagement with automated resume scanning systems but also resonates better with recipients by aligning with contemporary business standards. For example, targeted education can refine these skills; consider the benefits of pursuing a 6 month associate degree in communications to master modern formal correspondence techniques.

How Can Certifications Enhance Your Business Communication Skills?

Certifications validate expertise and provide targeted training in advanced communication strategies essential for today’s professional landscape. They help refine tone, strengthen clarity, and support the development of structured content that aligns with industry standards. By engaging in focused programs, professionals can adopt innovative approaches to tailoring their correspondence for varied audiences while ensuring consistency and accuracy. Exploring opportunities like the best certificate programs for high paying jobs can deliver practical insights and measurable skills that enhance overall communication effectiveness.

What are the pros and cons of using 'To Whom It May Concern'?

"To Whom It May Concern" has long been a standard salutation in formal correspondence, but its appropriateness in modern communication is often debated. Here's a breakdown of its advantages and disadvantages to help you decide when to use it.

Pros:

• Universal Application: The phrase works when the recipient's identity is unknown, such as job applications, recommendation letters, or general inquiries.
• Professional Tone: It maintains a formal and respectful tone for official or business-related correspondence.
• Efficient When Details Are Unavailable: When efforts to find a specific contact fail, this salutation serves as a placeholder, avoiding unnecessary delays.
• Versatility Across Contexts: It can be used for multiple purposes, including addressing teams, committees, or organizations without identifying specific individuals.
• Timeless Recognition: The phrase has stood the test of time, ensuring the recipient understands the intent without ambiguity.

Cons:

• Lacks Personalization: In today's professional landscape, it can appear impersonal or outdated, potentially giving the impression of a lack of effort.
• Reduces Engagement: Personalized salutations often make a stronger connection with the recipient, which this phrase lacks.
• May Signal Carelessness: Some recipients might interpret its use as an indication that the writer didn't thoroughly research the intended audience.
• Not Ideal for Modern Contexts: With platforms like LinkedIn and company websites, finding specific contact details is often possible, making the phrase less acceptable.
• Can Be Overused: Its generic nature might detract from the message's uniqueness, especially in competitive scenarios like job applications.

While "To Whom It May Concern" remains acceptable in certain situations, using it effectively requires thoughtful consideration. Always explore alternatives, such as addressing specific individuals or roles, to convey effort and professionalism.

Alternatives for Enhancing Writing Skills

For those looking to elevate their business writing skills, consistent practice and education are essential. Strong writing not only conveys your message effectively but also builds credibility. If you are committed to improving your writing for professional contexts, consider pursuing formal training. For instance, earning a creative writing online degree can provide a structured environment to refine your narrative techniques, grammar, and overall clarity in communication. Moreover, it allows flexibility to balance your learning with other commitments.

Beyond formal education, reading well-written business materials can offer insight into tone, structure, and language suitable for professional contexts. Tools, such as grammar checkers and style guides, can also offer real-time feedback to polish your writing. Incorporating these practices can help you consistently craft impactful and effective correspondence.

Better Business Writing

Do we even need to worry about proper writing? The answer is yes. J. P. Morgan states that business and technical writing skills stand at the top of the list of required competencies needed to apply for a permanent position (Tebeaux, 2017).

Moreover, the Harvard Business Review’s Guide to Better Business Writing states that “Writing is a big deal. Those who write poorly create barriers between themselves and their readers; those who write well connect with readers, open their minds, and achieve goals" (Garner, 2012).

If you want to make a strong impression, every part of your business letter should be accurate, and it all starts with your opening greeting. Though it may seem simple, when do you capitalize to whom it may concern is important to know in proper correspondence. If you are using a salutation as traditional and formal as “To Whom It May Concern," it is best to take some time to know how to use it properly.

Key Insights

• Importance of Proper Salutation: The salutation "To Whom It May Concern" sets the tone for a letter and can influence how seriously the letter is taken.
• Appropriate Usage: Use "To Whom It May Concern" when the recipient's name is unknown, such as in letters of interest, complaints, inquiries, recommendations, cover letters, or unsolicited applications.
• Alternatives for Specificity: Alternatives like "To the Marketing Manager" or "To the Hiring Manager" can make the letter more engaging and relevant.
• Capitalization Rules: Always capitalize each word in "To Whom It May Concern" and follow it with a colon.
• Impact on Hiring Decisions: While generally acceptable, some hiring managers, especially men, may have a slight negative bias against applications using this salutation.
• Research Before Using: Utilize social media and company websites to find specific contacts whenever possible to personalize your letter.
• Better Business Writing: Proper writing skills are crucial in business communication, and a well-written letter can significantly impact your professional image.

FAQ

1. When should I use "To Whom It May Concern"? Use "To Whom It May Concern" when you do not know the specific name of the person you are addressing, such as in letters of interest, complaints, inquiries, recommendations, cover letters, or unsolicited applications.
2. How should I format "To Whom It May Concern"? Capitalize the first letter of each word and use a colon after the greeting: "To Whom It May Concern:"
3. What are some alternatives to "To Whom It May Concern"? Alternatives include "To the Marketing Manager," "To the Customer Service Representative," "To the Hiring Manager," or simply "Hello" or "Dear Customer" when addressing unknown recipients.
4. Is using "To Whom It May Concern" a disadvantage in job applications? While it is generally acceptable, some hiring managers might have a slight negative bias. It's always best to personalize your salutation if possible.
5. Why is proper business writing important? Proper business writing helps create clear communication, establishes professionalism, and can significantly impact how your message is received and acted upon.

References:

1. McAdams, L. (2020, April 20). Is “To Whom It May Concern" acceptable on a cover letter? [Survey]. ResumeCompanion.
2. Belli, G. (2017, April 6). How many jobs are found through networking, really? PayScale.
3. Jobvite (2019). 2019 Recruiting Benchmark Report. Indianapolis, IN: Jobvite.
4. Rosen, L., Cheever, N., and Carrier, M. (2010, May). The relationship between “textisms" and formal and informal writing. Communication Research, 37 (3), 420-440. https://doi.org/10.1177/0093650210362465
5. Tebeaux, E. (2017). What happened to technical writing? Journal of Technical Writing and Communication, 47 (1), 3-21. https://doi.org/10.1177/0047281616641933
6. Garner, B. (2012). HBR Guide to Better Business Writing. Harvard, MA: Harvard Business Review Press. Google Books