“To Whom It May Concer” is something you use when you do not want to go through the entire process of finding and addressing the person while writing a letter or sending an email.
However, is it okay to write this particular phrase when you are addressing a letter or mail in a professional setting? Well, it is not always correct to mention this. It is considered an outdated way of correspondence.
Before you use this salutation, you should be aware of what it means and in what circumstances you can use it.
To Whom It May Concern: Meaning
To whom it may concern is a generalized way of addressing a formal or professional correspondence. It is primarily used when the recipient’s title or name is unknown.
For instance, if you are writing a recommendation for a colleague and do not know the name of the person hiring, you use this salutation.
When To Use “To Whom It May Concern?”
Before writing to whom it may concern, ask yourself a question. Can the letter be addressed to a specific person? If the answer is yes, then you are safe to use this salutation.
Moreover, it’s not always easy to determine when to use this, so here are some scenarios where it can be applied.
Writing To a New Department/Large Company
If you are writing to a complex organizational structure and are unsure who you are contacting, you can use “To Whom It May Concern.”
Moreover, if you are submitting the message through a form on the organization’s website, then you can use it. Additionally, it is best to include the correct point of contact in the message body.
Reference/Recommendations
If you are writing a recommendation or reference for a former employee or colleague, the request might come through an automated system without any proper details of the hiring manager.
Nobody here will expect you to research the company or the person. Moreover, they simply want to know your thoughts about the person they are considering for hire. This is another acceptable time to use this salutation.
Company Complaints
When you are writing a formal complaint to any company, it does not matter if the complaint reaches the CEO of the company, the customer service executive, or the administrator. This is another time when you are using this form of addressing.
Introductions
If you are introducing yourself to someone you do not know well, or have never met befire, you can use “to whom it may concern.”
For instance, if you received a message about information related to your business, or someone requested a quote from you or asked for feedback, then it is acceptable to use this kind of addressing. However, ensure you ask for their name in the message.
Prospecting
This is an acceptable circumstance, but not an ideal one. When conducting outreach, it is essential to ask for the name of the person you are contacting during your research. You should also put in the time.
You should build a good rapport over Twitter or LinkedIn, or when you connect with them through a mutual connection. However, if there is no way to obtain their personal information, then you can resort to this form of salutation.
When Should You Not Use “To Whom It May Concern?”
Most of the time, try to avoid “To Whom It May Concern.” It is an outdated form of addressing, and is considered lazy and stuffy. Today, nearly everyone has access to the internet.
It is no longer difficult to find the name or email address of the person being addressed. This is a major reason why people think that this salutation shows a lack of effort and sets a negative tone for your business relationship.
Here are some tips for finding someone’s name:
- Ask the recruiter or HR: If you are writing an email or cover letter to a hiring manager, ask your HR representative or recruiter for the hiring manager’s name.
- Visit the LinkedIn profile: When you visit the company’s profile on LinkedIn, you come across a prompt saying “See all employees on LinkedIn.” Click the prompt, go through it, and you might come across the name.
- Check the “About Us’ page: Small companies often list the names of their employees and their titles on their “Team” or “About Us’ page. At the very least, you will find a company inbox where you can request the name of the person you wish to know.
- Pick Up The Call: Call the company where the prospect works and ask for the name of the person, their contact information, and how you can reach them.
It might take some of your precious time, but you must find the name of the person you want to reach out to. Show the recipient of the mail that their name matters to you, and do not address it with “To Whom It May Concern.”
Moreover, if you find their name from your research, then be honest with the person and let them know how you got their information.
What Are The Alternatives to This Salutation?
There are certain alternatives to writing “To Whom It May Concern.” Here are some of the alternatives mentioned:
- Greetings
- Hello
- Dear Search Committee
- Good Day
- Dear (Name)
- Hi Friend
- Dear Hiring Manager
- Dear Recruiting Department
- Good Morning
- Dear Recruiter
- Season’s Greetings
- Dear Customer Service Manager
- Good Morning
- Dear (Title/role of the person)
- Dear (Name of the department)
“To Whom It May Concern,” In Various Indian Languages
Here is how people from different parts of India write “To Whom It May Concern” in their regional language.
- Bengali: যার জন্য এটি প্রযোজ্য হতে পারে (Yāra jan’ya ēṭi prayōjya hatē pārē)
- Hindi: उनके लिए जो इससे संबद्ध हो सकते हैं (unake lie jo isase sambaddh ho sakate hain)
- Tamil: இது யாருக்கு கவலை அளிக்கலாம்? (Itu yārukku kavalai aḷikkalām?)
- Marathi: ज्यांच्याशी ते संबंधित असू शकते (Jyān̄cyāśī tē sambandhita asū śakatē)
- Gujarati: જેની સાથે તે સંબંધિત હોઈ શકે છે (Jēnī sāthē tē sambandhita hō’ī śakē chē)
- Odia: ଯାହାଙ୍କ ପାଇଁ ଏହା ଗୁରୁତ୍ୱପୂର୍ଣ୍ଣ (jaahanka pain ehaa gurutwapurna)
- Kannada: ಇದು ಯಾರಿಗೆ ಸಂಬಂಧಿಸಿರಬಹುದು? (Idu yārige sambandhisirabahudu?)
- Urdu: جن سے اس کی فکر ہو سکتی ہے۔ (jaahanka pain ehaa gurutwapurna)
- Malayalam: ആരേ ഉദ്ദേശിച്ചാണോ അവർക്ക് (aare udheshichaano avarkku)
- Telugu: ఇది ఎవరికి సంబంధించినది కావచ్చు (Idi evariki sambandhin̄cinadi kāvaccu)
How Are You Addressing?
Before addressing, use the simple tip I mentioned in the beginning and ask yourself who the mail is for. If it comes up with the answer “anyone,” then you can use the salutation “To Whom It May Concern” without any second thought.
However, it is best to dig a little and find the name and title of the person. This shows that you are making an effort to get to know the person and are not taking things casually.
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