"To Whom It May Concern": when to use it, and what to write instead
"To Whom It May Concern" is a formal greeting for when you don't know who will read your message. It's correct, but it often sounds stiff. Here's when it still works, and what to use instead.
Use "To Whom It May Concern:" only when the reader is truly unknown, such as a reference letter, a formal complaint or a records request. Otherwise, find a name, or use a role ("Dear Hiring Manager,") or a team ("Hello Customer Support Team,"). Capitalize every word, and end it with a colon in formal letters or a comma in email.
What it means
"To Whom It May Concern" means "to the person this applies to." It's an old letter-writing formula from when mail went to an office, not a named person. Someone would open it and pass it on.
"To Whomsoever It May Concern" is an even older form of the same phrase. Merriam-Webster lists "whomsoever" simply as the object form of "whosoever." You'll still see it on some formal certificates and notices, but in US business writing the shorter version is standard. If you're unsure, use "To Whom It May Concern."
When it still works
It's a good fit when the reader is unknown and will stay unknown:
- Reference or recommendation letters that the person will show to several employers or landlords.
- Letters of verification, like proof of employment or residence.
- Formal complaints or requests sent to a general address, like a records office.
- Legal or official notices where a formal tone is expected.
It's a poor fit for job applications, sales emails, and most messages to a business. There, it can read like you didn't try to find out who you were writing to.
First, try to find a name
A name almost always gets a better response. Try these in a few minutes:
- The job ad or web page: it may name the hiring manager or a team lead.
- The company's About or Team page.
- LinkedIn: search the company name and the job title, like "office manager."
- Call the front desk: "Who should I address a letter about X to?"
- An email you received before from the same company.
Looking for an address too? See how to find someone's email address.
Better alternatives when you can't find a name
Use the most specific option you can:
| Situation | Try this |
|---|---|
| Job application | Dear Hiring Manager, Dear [Department] Hiring Team, |
| A team or department | Hello Customer Support Team, Dear Admissions Office, |
| A role you know | Dear Office Manager, Dear Property Manager, |
| A business, friendly tone | Hello, Hi there, Good morning, |
| Very formal, unknown person | Dear Sir or Madam, To Whom It May Concern: |
"Dear Sir or Madam" is as formal as "To Whom It May Concern" and has the same problem: it guesses at the reader. "Dear Hiring Manager" or a team name feels more personal without needing a name. For more openers, see our guide to email greetings.
Capitalization and punctuation
Is "To Whom It May Concern" capitalized? Yes. When it's a greeting on its own line, it's treated like a title and each word is capitalized: To Whom It May Concern. You'll sometimes see "To whom it may concern" in sentence case. That isn't wrong, but it's less common in US letters.
What punctuation goes after it?
- Formal letters and printed documents: a colon.
To Whom It May Concern: - Email: a colon or a comma both work. A comma feels a little softer.
Then start your message on a new line, after a blank line.
Whom, not who. "Whom" is correct here because it's the object of "to." Don't write "To Who It May Concern."
How to send an email to someone you don't know
Whatever greeting you use, the rest of the email matters more:
- Write a specific subject line. "Request for 2025 tax statement, account 4471" gets routed faster than "Question."
- Say who you are in one line. "I'm a customer at your Tampa branch."
- Say what you need in the first two sentences. The reader may need to forward it, so make it easy.
- Include any reference numbers, dates or order numbers.
- Ask to be pointed to the right person if you're not sure you have them.
- Sign off with your full name and a way to reach you. See professional sign-offs.
Templates you can copy
Reference letter:
Email to a general inbox:
Asking for the right person:
Questions people ask
- Is "To Whom It May Concern" still OK to use?
- Yes, for formal letters to an unknown reader, like references and verification letters. For job applications and most business email, a role or team name like "Dear Hiring Manager" works better.
- Is "To Whom It May Concern" capitalized?
- Yes. As a stand-alone greeting, capitalize each word: To Whom It May Concern.
- Should it be followed by a colon or a comma?
- Use a colon in formal letters. In email, a colon or a comma is fine.
- Is it "To Whom" or "To Who"?
- "To Whom" is correct, because whom is the object of the word to.
- What is the difference between "To Whom It May Concern" and "To Whomsoever It May Concern"?
- They mean the same thing. "Whomsoever" is an older, more formal form. "To Whom It May Concern" is the standard version in the US.