Using “To Whom It May Concern” in a cover letter is an outdated practice that feels overly formal and disconnected. It’s a suboptimal way of addressing the reader, which is why you should opt for other methods that are more personal when writing this document.
In this article, we’ll explain how to start your cover letter better and how else you can write “To Whom It May Concern.” We’ll first determine what makes this opening poor and then give you solid alternatives that will help you grab the reader’s attention.
Without further ado, let’s dive right in!
Key Takeaways
You shouldn’t use “To Whom It May Concern” in a cover letter, as it’s an outdated phrase that’s too generic and indifferent.
One of the best ways to address a cover letter is to use the reader’s name.
To find the hiring manager’s name, you can look at the company’s website and LinkedIn, read the job posting, or even contact the company.
If you can’t find the name of the recipient, you can address them by their title or department.
Why You Shouldn’t Use “To Whom It May Concern” in Your Cover Letters
You shouldn’t use “To Whom It May Concern” in your cover letter, as this opening is considered antiquated, indifferent, and unenthusiastic.
First of all, it severely lacks personalization. When you address the reader more directly—whether by their name, job title, or in a similar manner—you personalize the letter and build rapport with the recipient.
The connection you build this way humanizes your application and helps you stand out from the competition. Plus, it makes your cover letter more impactful and memorable, increasing the chances that the reader will engage with it. It’s essential to achieve this at the beginning of the document, as it also ensures hiring managers will read the rest carefully.
Another reason to avoid starting your cover letter this way is that it demonstrates a lack of effort. By going the extra mile to find out who is going to read your letter before addressing them directly, you show dedication. This tells hiring managers that you did your diligence and researched the company because you are genuinely interested in the role.
Finally, using a more specific opening instead of “To Whom It May Concern” in your cover letter hints at several valuable soft skills.
Namely, it’s a strong indicator of good communication and writing skills, as well as research prowess and attention to detail.
How to Find Out Whom to Address in Your Cover Letter
Before discussing solid alternatives to “To Whom It May Concern,” we need to determine how to find out whom to address in a cover letter.
There are many ways to go about it, so here are three of the most effective and common ones:
Sources To Check
Company website. The vast majority of companies today have websites where you can find all the relevant information about their work and employees, including HR professionals and hiring managers who might be reading your cover letter.
Job posting. It’s not uncommon for job postings to have the names of recruiters or hiring managers as part of their contact information. That’s why you should carefully read them to see if there’s a name associated with the email to which you should send your cover letter.
LinkedIn. You can look up the company on LinkedIn to learn about its members. Look for professionals with specific titles, whether it’s “Hiring Manager” or “Recruitment Manager.” The company’s recent posts can also be about hiring, and they might contain details about those in charge of the process.
If these typical approaches yield no results, you can use some of the more involved methods, like:
Other Ways
Contacting the company. You can call the company via phone and politely ask the receptionist for the name of the person in charge of hiring.
Leveraging your network. If you have connections in the company or know someone who does, you can use them to determine the name of the hiring manager.
Searching on Google. When all else fails, a simple Google search might give you the information you need. For instance, you can find the name that you’re after in one of the news articles, publications, blog posts, company announcements, and more.
7 Alternatives for “To Whom It May Concern” on a Cover Letter
Here are seven established alternatives for “To Whom It May Concern” that work perfectly for your cover letter.
#1. Dear [Name of the Hiring Manager]
Addressing the hiring manager directly is one of the best ways to start your cover letter. This means that the established method of using “Dear” followed by their name makes your letter personal and shows effort.
Depending on the company’s culture, you can slightly customize this opening. For instance, you should determine whether to use honorifics, such as Mr., Ms., Dr., etc. Moreover, you can use the hiring manager’s full name or just their last name. You can even include their name alone, without the “Dear” before it.
This makes it all the more important to do proper research and gain an in-depth understanding of the organization's social dynamics. Getting this part right can significantly boost the effect of your cover letter and portray you as an excellent cultural fit.
#2. Dear [Name of the Recruiter]
If you can’t find the name of the hiring manager but you find out who the recruiter is, you can address them and send them your cover letter. Both of these professionals are responsible for hiring, so it’s not uncommon for recruiters to read cover letters, especially since they are in charge of the initial assessment of candidates.
Should you opt for this method, you can follow the same rules as if you were addressing the hiring manager by their name. This includes looking into the company’s culture to figure out whether to use or omit “Dear,” include honorifics, mention the recruiter’s full name or just their last name, etc.
#3. Dear Recruiter/Hiring Manager
When you don't know a recruiter or hiring manager’s name, using their job titles is an acceptable way of addressing them. It’s a courteous and professional alternative that shows respect for the role and ensures your cover letter gets to the appropriate individuals.
#4. Dear [Name of the Head of the Department]
Instead of a generic “To Whom It May Concern” in your cover letter, you can address the head of the department that you want to join. When you’re researching the company, you might be able to find the leader of the department instead of the recruiter or hiring manager.
In that case, you send your cover letter to them and address them by their name, just as if you’d address the hiring manager or recruiter. This way, you’re also demonstrating diligence and willingness to go the extra mile as you’re highlighting your understanding of the company’s hierarchy.
#5. Dear [Name of the Department]
When you can’t find the name of a person, be it the hiring manager or the head of the department you’re applying to, you can address the department itself. Instead of starting your cover letter with “To Whom It May Concern,” you can open it with “Dear IT Department” or “Dear Marketing Department.” While this method isn’t as personal when there’s no reader’s name, it is still targeted and specific, and it shows effort on your end. Moreover, addressing the letter by the name of the department is functional, as it helps your cover letter reach the right person, even if you’re unsure who to send it to.
#6. Dear [Recruiting Team or Department]
Some companies have specific names for their recruiting teams, which you can use to address your cover letter. For example, their recruitment team might be called “Talent Acquisition,” in which case you should begin your cover letter with “Dear Talent Acquisition Team.”
This is another approach that isn’t as personal as specifying an individual name, but it shows effort on your end and familiarity with the company’s inner workings and internal terminology. It helps tailor your cover letter to the organization, increasing your chances of making a good first impression.
#7. Dear [Role] Search Committee/Hiring Manager
Another targeted method that doesn’t require the name of the recipient is to address the search committee, team, or hiring manager in charge of the role that you’re applying for. For instance, if you’re applying for the role of a software engineer, you can address your cover letter with “Dear Software Engineer Hiring Committee” or “Dear Software Engineer Search Team.”
While this is a broad salutation, it’s not as generic as using “To Whom It May Concern” in a cover letter. By the role’s search team or hiring manager, you’re targeting relevant parties and showing that you understand that a hiring process is a collaborative effort.
How to Address a Cover Letter if You Can’t Find the Name
In a previous section, we’ve given you concrete examples of how to address a cover letter to an unknown recipient. Even in such situations, you still want to address a cover letter in as personal and targeted a way as possible.
This includes using all the information available about the job title and the company's department that you’re looking to join. Furthermore, you can mention the role that you’re applying for to specify who you’re writing to further.
The first thing to do when you’re unable to find the name of the hiring manager or recruiter is to address them by their title. Another option is to address the hiring team or individual in charge of the role. Finally, if you don’t know who to send your cover letter to, you can send it to the department’s email and address it to the head of that department.
It’s also worth mentioning that there are some alternatives to the “Dear” part of your salutation. Depending on the company’s culture, you can say “Hello” instead. This is a friendlier variant, but it is still professional enough to work in modern companies that practice less formal communication.
On the other hand, you can use “Greetings” as a more formal and respectful way of saluting the reader. For example, “Greetings, Hiring Manager” is a viable option in traditional and highly corporate environments.
Ultimately, “Dear” remains the golden standard of starting cover letters and the one to use unless you’re absolutely sure that one of the alternatives is a better fit.
Other Phrases Besides “To Whom It May Concern” You Shouldn’t Use
Apart from “To Whom It May Concern,” there are several other ways to start your cover letter that are just as ineffective and impersonal. Here are a few more phrases to avoid using when writing your cover letter:
“Dear Sir or Madam.” This is as generic and outdated as “To Whom It May Concern.” It is an old-fashioned and overly formal opening that has no place in modern business communication. Furthermore, it makes gender assumptions that may not be inclusive in non-binary workplaces.
“Dear [Company Name] Team.” This opening is so broad that it appears entirely untargeted and unfocused. It won’t demonstrate that you did any research on the company aside from knowing its name. Ultimately, it won’t help you make a connection with the person who might be reading your cover letter.
“Dear Hiring Committee.” This is a variation of the “Dear [Role] Search Committee/Hiring Manager” opening that is much less impactful and personal. A lack of a specified role makes it almost as broad and generic as “To Whom It May Concern” on a cover letter and not any more effective.
“Dear Search Committee.” This is a formal—albeit generic—opening that’s mostly seen in academic settings. Still, just like other phrases on this list, it’s an impersonal and uninspired way of addressing a cover letter that likely won’t grab anyone’s attention. You’ll be much better off showing effort and trying to personalize your application.
When to Use “To Whom It May Concern”?
“To Whom It May Concern” is a poor choice for a cover letter and most business correspondence in general. Still, there are some documents where it is acceptable to use it and it wouldn’t feel out of place.
For example, if you’re writing a general inquiry about a company or organization, you can open the letter with “To Whom It May Concern.” When you have a question in mind that you don’t know who to send, you can address it broadly, and the recipient will forward it to a relevant department.
You can also use “To Whom It May Concern” when you’re writing a letter of recommendation. While a personalized letter is more impactful, you can’t expect a former employer, supervisor, or colleague to write a new one whenever you apply for a different job. In that case, they can use this generic opening to make a letter appropriate for all recipients.
When you’re having a business complaint or giving written feedback, it’s appropriate to use “To Whom It May Concern” if you don’t have a specific person or department in mind. Finally, you can find this opening in various formal public notices or legal documents that address wide and unknown audiences.
Final Thoughts
While “To Whom It May Concern” is professional and might sound appealing to use in business correspondence, it’s too professional and impersonal for a cover letter. Instead, you want to find a delicate balance between corporate and personal.
That’s why it’s usually best to address the recruiter or hiring manager by their name. If you thoroughly research the company, you’ll more than likely find the recipient of your letter. Otherwise, you can use their job title, department, or team name.
That way, you’ll have a strong opener that establishes a connection with the reader and ensures they pay close attention to all the skills and qualifications demonstrated in your letter.
