To Whom It May Concern: When to Use It & 50+ Better Alternatives [2025]

TL;DR - Quick Answer

"To Whom It May Concern" is an outdated, impersonal salutation that should be avoided in cover letters and professional correspondence in 2025. While it was once the standard greeting when the recipient's name was unknown, today's hiring managers view it as lazy and generic. Modern alternatives like "Dear Hiring Manager," "Dear [Department] Team," or a specific name discovered through research will significantly improve your application's chances of success. Studies show that personalized greetings increase response rates by up to 50%.

This comprehensive guide covers when (if ever) to use "To Whom It May Concern," 50+ professional alternatives, industry-specific recommendations, and step-by-step methods to find the right recipient's name. Whether you're writing a cover letter for a job application, a letter of recommendation, or formal business correspondence, you'll learn exactly how to address your communication professionally.

Key Takeaways

• Avoid "To Whom It May Concern" in cover letters: 88% of hiring managers prefer personalized greetings, and this outdated phrase can signal lack of effort or research

• Best modern alternatives: "Dear Hiring Manager," "Dear [Job Title]," "Dear [Company] Recruiting Team," or ideally, a specific name you've researched

• Research methods work: LinkedIn, company websites, and direct phone calls can help you find the hiring manager's name in most cases

• Context matters: "To Whom It May Concern" may still be appropriate for reference letters, formal complaints, or government correspondence where the recipient is genuinely unknown

• Personalization increases success: Cover letters with personalized greetings receive 50% more positive responses than those with generic salutations

Introduction: Why Your Cover Letter Greeting Matters More Than You Think

You've crafted the perfect resume, tailored your qualifications to the job description, and are ready to hit "submit" on your dream job application. But then you face a common dilemma: you can't find the hiring manager's name anywhere. Should you default to the time-tested "To Whom It May Concern"? Before you do, consider this: according to a 2024 survey by TopResume, 76% of recruiters spend less than 10 seconds on an initial cover letter review. In those crucial seconds, a generic greeting like "To Whom It May Concern" might signal that you didn't put effort into your application.

The greeting of your cover letter sets the tone for everything that follows. It's the first impression you make on a potential employer, and as the saying goes, you never get a second chance at a first impression. Understanding what is a cover letter and how to address it properly is fundamental to job search success.

In this comprehensive guide, we'll explore the history and current perception of "To Whom It May Concern," provide you with 50+ professional alternatives, share industry-specific recommendations, and give you actionable strategies to find the right person's name. By the end, you'll never have to wonder about cover letter greetings again.

The History of "To Whom It May Concern": From Professional Standard to Outdated Phrase

"To Whom It May Concern" has been used in formal correspondence since the 19th century. Originally, it served a practical purpose in an era before email, LinkedIn, and easy access to company information. When a letter might be passed through multiple hands before reaching its intended recipient, this greeting made logical sense.

When "To Whom It May Concern" Was Appropriate

In the pre-digital era, this salutation was perfectly acceptable because:

• Limited access to company information: Finding the right person's name often required expensive phone calls or personal visits

• Physical mail routing: Letters were often sorted by multiple clerks before reaching their destination

• Formal correspondence expectations: Business etiquette emphasized formality over personalization

• Reference letters: When providing a recommendation that might be used for multiple opportunities

Why It's Now Considered Outdated

Today's hiring landscape is fundamentally different. With LinkedIn, company websites, and numerous online resources at our fingertips, failing to find a recipient's name—or at least a more specific greeting—suggests a lack of effort. According to research by CareerBuilder, 47% of hiring managers will reject a cover letter if it's addressed generically or to the wrong person.

The perception has shifted dramatically. What once showed formality now signals:

• Lack of research and preparation

• Mass-application approach rather than genuine interest

• Potential laziness or indifference

• Unfamiliarity with modern professional norms

What the Research Says: Statistics on Cover Letter Greetings

Before we dive into alternatives, let's examine what hiring managers and career experts actually say about cover letter greetings. Understanding how important is a cover letter starts with recognizing every element matters—including the salutation.

"When I see 'To Whom It May Concern,' I immediately question the candidate's research skills and attention to detail. In today's digital age, finding a hiring manager's name or at least a department head takes minimal effort. Candidates who don't bother signal they might cut corners on the job too."

— Sarah Chen, Senior Talent Acquisition Director, Fortune 500 Tech Company

50+ Professional Alternatives to "To Whom It May Concern"

Now that we understand why "To Whom It May Concern" should generally be avoided, let's explore the many alternatives available. The key is choosing a greeting that matches your situation, industry, and the level of formality required. Learning how to address someone in a cover letter properly can make or break your application.

Best Universal Alternatives (When You Can't Find a Name)

These greetings work across most industries and situations when you genuinely cannot find the recipient's name:

1. Dear Hiring Manager — The most widely accepted alternative; professional and shows you understand the hiring process

2. Dear Hiring Team — Acknowledges that multiple people may review your application

3. Dear [Company Name] Hiring Team — Adds personalization by including the company name

4. Dear [Company Name] Recruiter — Appropriate when applying through a recruiting portal

5. Dear Recruiting Team — Professional and neutral for corporate applications

6. Dear Talent Acquisition Team — Shows knowledge of HR terminology

7. Dear Human Resources Team — Formal option for traditional industries

8. Dear [Department] Hiring Manager — Shows you know which department you're applying to

9. Dear [Job Title] Search Committee — Appropriate for executive or academic positions

10. Dear Selection Committee — Common for academic, government, or formal positions

Role-Based Alternatives

When you know the position but not the person, these role-based greetings show you understand the organizational structure:

1. Dear Marketing Director — For marketing roles

2. Dear Engineering Manager — For technical positions

3. Dear Sales Leadership Team — For sales roles

4. Dear Finance Director — For accounting/finance positions

5. Dear Creative Director — For design and creative roles

6. Dear Operations Manager — For operations positions

7. Dear Product Team Lead — For product management roles

8. Dear Customer Success Manager — For customer-facing roles

9. Dear IT Director — For technology positions

10. Dear Chief People Officer — For HR positions at modern companies

Industry-Specific Alternatives

Different industries have different conventions. Here are tailored greetings for specific fields:

Less Formal Alternatives (Use With Caution)

In startup culture or creative industries, slightly less formal greetings may be appropriate:

• Hello Hiring Team — Friendly but professional

• Greetings — Neutral and universally understood

• Hello [Company] Team — Shows enthusiasm

• Good morning/afternoon — Time-specific, personal touch

• Hi there — Only for very casual company cultures

"The greeting should match the company culture. I've hired candidates who opened with 'Hey Team!' at our startup, and it worked because it matched our vibe. But that same greeting would be disqualifying at a law firm. Do your homework on company culture before deciding."

— Michael Torres, CEO and Founder, TechStartup Ventures

When "To Whom It May Concern" Is Still Acceptable

Despite our recommendation to avoid this phrase in cover letters, there are still some situations where "To Whom It May Concern" remains appropriate or even preferred:

1. General Reference Letters

When writing a letter of recommendation that will be used for multiple, unknown opportunities, "To Whom It May Concern" is appropriate. The letter isn't addressed to a specific organization, so a generic greeting makes sense.

Example: A professor writing a graduate school recommendation that a student might use for multiple applications.

2. Formal Complaints or Legal Correspondence

When filing a formal complaint with an organization or sending legal correspondence where the specific recipient is genuinely unknown, this phrase maintains appropriate formality.

3. Government or Bureaucratic Correspondence

Some government agencies and large bureaucratic organizations expect formal correspondence. When contacting an agency about a general matter, "To Whom It May Concern" may be acceptable.

4. Letters of Introduction for Networking

When writing a general letter of introduction for networking purposes that might be shared with multiple contacts, this greeting can work.

5. Customer Service or General Inquiries

When contacting a company about a general issue, product inquiry, or service question where no specific department is relevant.

How to Find the Hiring Manager's Name: 7 Proven Methods

Before resorting to any generic greeting, invest time in finding the right person's name. This effort demonstrates initiative, research skills, and genuine interest in the position. Understanding who do you address a cover letter to is a fundamental skill for job seekers.

Method 1: Check the Job Posting Carefully

Many job postings include the hiring manager's name, or at least the department head. Look for:

• Contact person mentioned at the bottom of the posting

• "Reports to" section indicating the supervisor

• Interview coordinator's name

• Department head or team lead mentioned in the role description

Method 2: LinkedIn Research

LinkedIn is a goldmine for finding hiring managers. Here's how to use it effectively:

1. Search for the company and navigate to their "People" section

2. Filter by "Hiring Manager," "Talent Acquisition," or the relevant department

3. Look for job titles like Director, Manager, or Lead in the department you're applying to

4. Check if anyone recently posted about the open position

5. Review the company page for recent hiring announcements

Method 3: Company Website Investigation

Many companies list their leadership team on their websites:

• Check the "About Us" or "Team" pages

• Look for department-specific pages

• Review the careers or jobs section for recruiter information

• Check press releases for relevant names

• Look at the company blog for employee spotlights

Method 4: Call the Company Directly

Sometimes the simplest approach is the most effective:

1. Call the company's main line

2. Ask: "Could you tell me who manages hiring for [department/role]?"

3. If transferred, introduce yourself professionally

4. Thank them for the information and confirm spelling

Method 5: Use Professional Networks

Tap into your existing connections:

• Check if you have any LinkedIn connections at the company

• Ask colleagues or friends if they know anyone there

• Reach out to alumni from your university who work at the company

• Use professional association networks

Method 6: Check Email Signatures and Previous Correspondence

If you've had any previous contact with the company:

• Review any automated responses for names

• Check confirmation emails for recruiter information

• Look at email signatures from company representatives

Method 7: Social Media Investigation

Other social media platforms can also provide information:

• Twitter/X: Companies often announce open positions with manager names

• Facebook: Check company pages for team member introductions

• Instagram: Some companies feature employee spotlights

• Glassdoor: Reviews sometimes mention hiring manager names

How to Address a Cover Letter in Specific Situations

Different job search scenarios require different approaches. Here's how to handle various situations you might encounter when learning how to start a cover letter without a name.

Situation 1: Applying Through a Job Board

When applying through Indeed, LinkedIn, or other job boards, the hiring manager's name is often hidden:

• Best approach: "Dear [Company Name] Hiring Team" or "Dear Hiring Manager"

• Research tip: Use the company name to research the hiring manager on LinkedIn

• Avoid: "Dear Indeed Recruiter" or "Dear LinkedIn Hiring Manager"

Situation 2: Applying to a Recruitment Agency

When applying through a staffing or recruitment agency:

• Best approach: "Dear [Agency Name] Recruiting Team" or address the specific recruiter if known

• Research tip: The recruiter's name is often in the job posting or agency website

• Avoid: Addressing the end client directly if you're going through an agency

Situation 3: Internal Job Application

When applying for a position within your current company:

• Best approach: Address the hiring manager directly by name (you should know this)

• Research tip: Check with HR or the job posting for the reporting manager

• Avoid: Generic greetings—you have direct access to find the right person

Situation 4: Speculative Applications

When reaching out to a company without a specific job posting, understanding how to write a speculative cover letter is essential:

• Best approach: "Dear [Department] Director" or research the specific person who might hire for your area

• Research tip: LinkedIn is particularly useful for identifying decision-makers

• Avoid: "To Whom It May Concern"—you need to show you've done your homework for speculative applications

Situation 5: Cover Letter When You Don't Know the Hiring Manager

For detailed guidance on this common situation, see our comprehensive guide on cover letter when you don't know the hiring manager.

How to Format Your Cover Letter Greeting Properly

Beyond choosing the right words, proper formatting of your greeting matters. Learn more about how to set up a cover letter and how to layout a cover letter for complete formatting guidance.

Punctuation Rules

• Colon after formal greetings: "Dear Hiring Manager:" — used in formal business letters

• Comma after less formal greetings: "Dear Hiring Manager," — accepted in most cover letters today

• No punctuation in very casual settings: "Hello Team" — only in startup or creative environments

• Never use a period: "Dear Hiring Manager." is incorrect

Capitalization Rules

• Capitalize all words in the greeting: "Dear Hiring Manager"

• Capitalize job titles when used as part of a name: "Dear Marketing Director"

• Lowercase "team" unless it's part of a proper name: "Dear Marketing team" or "Dear Marketing Team"

• Always capitalize the person's name: "Dear Ms. Johnson"

Title Usage (Mr., Ms., Mrs., Dr.)

When you do have a name, choosing the right title is important:

• Ms. — Default for women (doesn't assume marital status)

• Mr. — For men

• Dr. — For PhDs or medical doctors (always use if they have this credential)

• First name only — Only in very casual company cultures

• When unsure of gender: Use full name without title: "Dear Alex Johnson"

Cover Letter Examples with Professional Greetings

Let's look at complete examples showing how these greetings work in context. For more examples, explore our comprehensive collection of cover letter examples for job applications.

Example 1: Technology Industry (No Name Known)

Dear Google Hiring Team,

I am excited to apply for the Senior Software Engineer position on your Cloud Platform team. With over six years of experience building scalable distributed systems and a passion for solving complex technical challenges, I am eager to contribute to Google's mission of organizing the world's information.

[Body paragraphs...]

Best regards,

Jennifer Martinez

Example 2: Healthcare Industry (Name Found Through Research)

Dear Dr. Sarah Williams,

I am writing to express my strong interest in the Registered Nurse position in the Cardiac ICU at Massachusetts General Hospital. With my five years of critical care experience and CCRN certification, I am prepared to provide the exceptional patient care your unit is known for.

[Body paragraphs...]

Sincerely,

Michael Chen, RN, BSN

For more nursing examples, see our complete guide on how to write a cover letter for nursing.

Example 3: Legal Industry (Formal Approach)

Dear Hiring Committee:

I am writing to apply for the Associate Attorney position in the Corporate Law division of Johnson & Associates. As a recent graduate of Harvard Law School with experience clerking for a federal judge, I bring a strong foundation in corporate transactions and a commitment to excellence in legal practice.

[Body paragraphs...]

Respectfully submitted,

Amanda Richardson, Esq.

Example 4: Startup/Casual Culture

Hello Stripe Team,

I'm thrilled to apply for the Product Manager role at Stripe. As someone who has spent the last four years building fintech products and genuinely geeks out about payment infrastructure, I can't think of a more exciting place to contribute.

[Body paragraphs...]

Best,

David Kim

Example 5: Academic Position

Dear Search Committee:

I am writing to apply for the Assistant Professor of Economics position at Stanford University. My research on behavioral economics and market design, published in top-tier journals including the American Economic Review, positions me well to contribute to your department's distinguished scholarship and teaching mission.

[Body paragraphs...]

Sincerely,

Dr. Robert Thompson

Common Greeting Mistakes to Avoid

Even well-intentioned job seekers make mistakes with their cover letter greetings. Understanding what makes a good cover letter includes avoiding these common errors:

Mistake 1: Using the Wrong Name

• The problem: Addressing your letter to the wrong person or misspelling their name

• Why it matters: Shows carelessness and lack of attention to detail

• Prevention: Always triple-check the spelling and confirm the right person

Mistake 2: Using Gendered Assumptions

• The problem: Assuming "Mr." or "Ms." based on a first name that could be any gender

• Why it matters: Can be offensive and shows lack of research

• Prevention: Use the full name without title: "Dear Alex Johnson"

Mistake 3: Being Too Casual

• The problem: Using "Hey!" or "Hi there!" in formal industries

• Why it matters: Signals you don't understand professional norms

• Prevention: Match your greeting formality to the industry and company culture

Mistake 4: Being Overly Formal

• The problem: Using "Dear Sir or Madam" or "Dear Esteemed Colleagues" in casual environments

• Why it matters: Can seem out of touch with modern workplace culture

• Prevention: Research the company culture before choosing your greeting

Mistake 5: Copying the Same Greeting for Every Application

• The problem: Using a template greeting without customization

• Why it matters: Misses the opportunity for personalization that can make you stand out

• Prevention: Take a few minutes to research each company and customize accordingly

International Considerations: Cover Letter Greetings Around the World

If you're applying for international positions, cover letter conventions vary by country and culture. For UK-specific guidance, see our complete guide on how to start a cover letter UK.

United States

• "Dear Hiring Manager" is widely accepted

• First names are common in casual industries

• "Dear Mr./Ms. [Last Name]" for formal settings

United Kingdom

• More formal than the US generally

• "Dear Sir/Madam" still more acceptable than in the US

• Close with "Yours faithfully" if you don't know the name, "Yours sincerely" if you do

Germany

• Very formal: "Sehr geehrte Damen und Herren" (Dear Ladies and Gentlemen)

• Use titles consistently (Herr Doktor, Frau Professor)

• Research proper salutations for German business culture

Japan

• Extremely formal conventions

• Use the person's title and family name

• Consider cultural expectations for hierarchy and respect

Australia

• Similar to the UK but slightly more casual

• "Dear Hiring Manager" is widely accepted

• First names are common even in initial correspondence

Best Practices for Cover Letter Greetings: A Summary

Let's consolidate everything we've covered into actionable best practices. For complete guidance on writing professional correspondence, see how to write a professional cover letter.

1. Always try to find a specific name first — spend 15-20 minutes researching before giving up

2. Match your greeting to the company culture — research the company's communication style

3. Use "Dear Hiring Manager" as your fallback — it's professional and widely accepted

4. Verify spelling and titles — a misspelled name is worse than no name

5. Be consistent with your level of formality — greeting should match the rest of your letter

6. Customize for each application — don't use the same greeting for every company

7. Keep it simple — when in doubt, professional simplicity wins

Frequently Asked Questions About "To Whom It May Concern"

Is "To Whom It May Concern" ever acceptable in cover letters?

While not recommended for most cover letters, it may be acceptable in very limited situations: general reference letters, formal complaints to large organizations, or government correspondence where the recipient is genuinely unknown. However, for job applications, how to address a cover letter without a name offers many better alternatives like "Dear Hiring Manager" that are more appropriate.

What is the best alternative to "To Whom It May Concern" for cover letters?

"Dear Hiring Manager" is the most widely accepted and professional alternative. It's specific enough to show you understand the hiring process while being general enough for when you don't have a name. Other good options include "Dear [Company] Recruiting Team" or "Dear [Department] Hiring Team."

Should I use a colon or comma after the greeting?

In formal American business letters, a colon is traditional ("Dear Hiring Manager:"). In less formal settings or modern cover letters, a comma is widely accepted ("Dear Hiring Manager,"). For UK conventions, a comma is generally preferred. Either is acceptable in most contexts today.

Is "Dear Sir or Madam" better than "To Whom It May Concern"?

"Dear Sir or Madam" is considered equally outdated and has the additional problem of making gender assumptions. "Dear Hiring Manager" is a better choice as it's gender-neutral and more modern. Some career experts argue "Dear Sir or Madam" is actually worse because of its gendered assumptions.

Can I use "Hello" or "Hi" in a cover letter?

In startup culture, creative industries, or very casual company environments, "Hello Hiring Team" or "Hi [Company] Team" can be acceptable. However, for most professional settings, especially finance, law, healthcare, and government, stick with "Dear." Research the company culture before deciding.

How do I address a cover letter when multiple people will read it?

Use "Dear Hiring Team," "Dear Selection Committee," or "Dear [Department] Team." This acknowledges that multiple decision-makers may review your application while maintaining professionalism.

Should I address my cover letter to HR or the hiring manager?

If possible, address the hiring manager directly—they're the decision-maker. However, if you can only find HR contacts, "Dear Hiring Manager" is preferable to addressing HR specifically, as the letter may be forwarded to the actual hiring manager. For more details, read our guide on how to address hiring manager in cover letter.

What if I find a name but I'm not sure if they're the hiring manager?

If you've found someone in the relevant department who appears to be in a leadership position, it's generally better to use their name than a generic greeting. The worst case is they forward it to the right person, but they'll note your research effort. However, verify the person is still at the company and in that role.

Is it okay to use just a first name in the greeting?

Using just a first name ("Dear Sarah,") is acceptable in casual industries or when you've had prior contact with the person. For initial applications, especially in formal industries, use their full name or last name with a title. When in doubt, be more formal—you can always adjust in follow-up communications.

How do I address a cover letter when I don't know the gender of the recipient?

Use the full name without a title: "Dear Alex Johnson" or "Dear Jordan Smith." This is professional and avoids any gender assumptions. Alternatively, use their job title if known: "Dear Marketing Director."

Should I address each cover letter differently or use a template?

Customize your greeting for each application. Taking a few minutes to research the company and find the right greeting demonstrates genuine interest and attention to detail. Using a template greeting for all applications misses an opportunity for personalization. Using an AI cover letter generator can help personalize each application efficiently.

What greeting should I use for email cover letters versus attached cover letters?

The same principles apply to both formats. However, email cover letters can be slightly less formal. The subject line of the email should clearly identify your purpose (e.g., "Application for Marketing Manager Position - John Smith"), while the greeting follows standard conventions.

How important is the greeting compared to the rest of the cover letter?

The greeting is your first impression—it sets the tone for everything that follows. A poor greeting can cause a recruiter to immediately question your professionalism or attention to detail. While content is ultimately more important, a bad greeting can prevent your content from being read carefully. Understanding how to introduce yourself in a cover letter goes hand-in-hand with choosing the right greeting.

Conclusion: Master Your Cover Letter Greeting for Maximum Impact

Your cover letter greeting is more than just a formality—it's your first opportunity to demonstrate professionalism, attention to detail, and genuine interest in the position. While "To Whom It May Concern" served its purpose in a pre-digital era, today's job market demands more personalized, thoughtful approaches.

Key points to remember:

• "To Whom It May Concern" is outdated for cover letters—avoid it in most job applications

• "Dear Hiring Manager" is your best fallback when you can't find a specific name

• Invest time in research —finding the right name demonstrates initiative and interest

• Match your greeting to company culture —formal for traditional industries, casual for startups

• Personalization pays off —customized greetings increase response rates by up to 50%

Ready to create a perfectly addressed cover letter that stands out? Our AI cover letter generator helps you craft personalized, professional cover letters in under 60 seconds. Simply input your resume and the job description, and we'll help you create a compelling letter with the perfect greeting, tailored to your specific industry and target company.

For more guidance on creating effective cover letters, explore our comprehensive resources:

• How to Write a Cover Letter — Complete guide from greeting to closing

• How to Start a Cover Letter — Powerful opening strategies

• How to End a Cover Letter — Professional closings that prompt action

• What to Include in a Cover Letter — Essential elements for success

• Cover Letter Examples by Industry — Real examples for your field

Remember: every word of your cover letter matters, starting with the very first greeting. Take the time to get it right, and you'll set yourself apart from candidates who settle for impersonal, outdated phrases like "To Whom It May Concern." Your dream job could be one well-addressed cover letter away.