To Whom It May Concern | Meaning & Alternatives

To Whom It May Concern is a formal opening for an email or letter that is addressed to someone whose name is unknown or to a nonspecific recipient, such as a department or group of people.

While “To Whom It May Concern” is still in use, it is somewhat dated and impersonal, and there are generally better options depending on who your recipient is. This greeting might imply that you are sending a mass email or that you didn’t take the time to find the name of the person you want to reach.

If you cannot find the name of the person you’re addressing or you have a nonspecific audience, it is still generally better to use a job title or department name to personalize the opening of your message.

“To Whom It May Concern” alternatives

Ideally, an email should open by addressing the intended audience by their name.

When opening an email with a name, use a title like “Ms.,” “Mr.,” “Dr.,” or “Professor” before their last name or their full name. In a professional context, you should generally avoid addressing someone by their first name alone as this is considered informal.

If you are unsure of someone’s title or the appropriate way to address them, you can use their full name (e.g., “Dear Pula Wieg”).

However, finding the recipient’s name may not always be possible, or you may not be writing to a specific individual.

In these cases, it is still generally better to open the email in a more specific way by using a job title or department name. In this way, it is clear that you are not sending an email at random. Capitalize the title or department name using title case (i.e., all words except articles and prepositions capitalized).

When and how to use “To Whom It May Concern”

“To Whom It May Concern” may still be the best choice for certain contexts, such as when you are addressing a nonspecific group of people or an organization. “To Whom It May Concern” is a suitable opening in the following situations:

• Formal complaints for a company in general
• Announcements being made to a group of people that don’t require a written reply

“To Whom It May Concern” can also be used for letters of interest that will be sent to multiple organizations or for references or recommendation letters on behalf of someone applying to multiple positions/organizations. However, in these cases it is preferable to change the addressee for each letter when possible.

When using “To Whom It May Concern,” every word should be capitalized, and the phrase should be followed by a colon (instead of a comma) to increase formality. The object pronoun “whom” should be used rather than the subject pronoun “who.”

“To Whom It May Concern” vs “Dear Sir or Madam”

“Dear Sir or Madam” is another greeting that is often used in the same way as “To Whom It May Concern.” Both of these greetings are generally understood as impersonal, formal, and dated. Although the greetings are similar, they have a couple of clear distinctions.

• To Whom It May Concern is used when an email is not addressed to a particular person. It can be used when the message is intended for multiple people without the expectation of a reply, as in the case of a reference letter.
• Dear Sir or Madam implies that you are addressing a specific individual whom you do not know at all or know little about.

Like “To Whom It May Concern,” “Dear Sir or Madam” is generally not the best way to open an email because it feels overly impersonal. Additionally, some people may not wish to be addressed as “Sir” or “Madam.”

If you are not addressing a specific person or are addressing a group, “To Whom It May Concern” is preferable. If you are addressing someone in particular, it is preferable to personalize the greeting as much as possible per the recommendations given above.

Frequently asked questions about To Whom It May Concern

How do you start a professional email?

Professional emails should open with a greeting and the title and name of the recipient (e.g., “Dear Dr. Livingstone”). It is polite to also include an introductory line such as “I hope this email finds you well” before presenting the purpose of the email.

Less formal emails might include a more casual opening line, such as “I hope you are doing well.”

What is a synonym for “I hope this email finds you well”?

“I hope this email finds you well” is an opening line to politely begin an email before you present the email’s purpose or make a request. Related phrases and synonyms include:

• I hope you are doing well.
• I hope you are having a good week.
• It is a pleasure to hear from you again.

What’s the difference between “Miss” and “Ms.”?

“Miss” is a title used for a young unmarried woman or girl (e.g, “Miss Muffet”). It is not used for a married woman. “Miss” is often considered dated, so it is preferable to use “Ms.”

“Mrs.” is a title used for a married woman.

“Ms.” is a title for woman who is married or whose marital status is unknown, for an older unmarried woman, or for situations where marital status is not emphasized. It can be used both for married and unmarried women in the same way that “Mr.” is used for unmarried and married men. Nowadays, “Ms.” is the most common way to address a woman, as it is unrelated to marital status.

What’s the difference between “To Whom It May Concern” and “Dear”?

“To Whom It May Concern” is a formal greeting used to address a nonspecific person or multiple readers, particularly if you do not anticipate receiving a response (e.g., when making an announcement).

“Dear” is a neutral greeting that can be used in both formal and informal contexts. “Dear” is followed by the name of the recipient and a comma (e.g., “Dear Biran,”).