How and When to Use the Phrase “To Whom It May Concern.”

How and When to Use the Phrase “To Whom It May Concern.”

“To Whom It May Concern” is a popular phrase that has been used in many writings/documents. This is because it plays a universal role; no other phrase can. It is just like the old sweatshirt you pull out of your closet that gets the job done every time. Now in writing, that is what we call “To whom it may concern.” Here is a guide to help you navigate the world of using this phrase.

Why do people use the phrase “To Whom It May Concern.”

“To Whom It May Concern is used to write a cover letter when you are not sure of the person to receive the letter. For instance, when one is writing to a company reporting a complaint. He/she would write on the cover letter “To Whom it may Concern.”  This is because you are unsure who will read and act on your complaint. It is just like a safe way to write a letter.

When to Use “To Whom It May Concern.”

1. Reaching out to  a Large Company

Sometimes, you need to send and an email or letter to a company with a complex organizational structure. In this instance, it is difficult to pin-point the exact contact person. Therefore, it is advisable to use the phrase “To Whom It May Concern.” It prevents your letter from landing in the wrong department/person. This is because this is known to hamper one’s needs to be addressed.

2. Company Complaints

When lodging a complaint to a company, the recipient of the letter or email is not always important. This is because all you need is that your complaints are geared and addressed. In this instance, you can use the phrase “To Whom It May Concern.”

3. Prospecting

If you are a sales agent, you may want to reach out to prospective clients. When in such a situation, you may lack the information on the specific person to address in your email. Here it is advisable to use “To Whom It May Concern.”

4. Giving Someone a Recommendation

When you are giving your recommendation to someone, you can use “To Whom It May Concern.” This is because the company addressed here does not expect you to do research on their contacts. In essence, they just want your thoughts on the candidate.

5. Introductions

If you are a business person, you may receive various inquiries. In such an instance, your reply message can include “To Whom it May Concern” and make the introductions. This is because you do not have specific information on the recipients. It is from there that you can even ask about the recipient’s name in the message.

How to Use “To Whom It May Concern.”

There are certain rules that come with using this phrase, and they are as follows;

1. Every letter of the phrase should be capitalized.
2. There is only one alternative to “Whom,” which is “Whomever.” Many people make a mistake and use “Who.” This is incorrect.
3. After the phrase “To Whom It May Concern,” use a Colon, not a comma.
4. Include a double space after the phrase; before beginning the body of the message.

Alternatives to “To Whom It May Concern”

Over time, a lot of issues have arisen as a result of using “To Whom It May Concern” in business letters and emails. One of these issues that have come up is the fact that it brings a lot of confusion in the company. Basically, when a letter has no specific recipient, there is no clear direction who should act on it.

In some instances, some people may think that it look s very unprofessional. In essence, why would not you just inquire about the recipient’s information? That way, you will look like a serious individual who knows what he/she wants. Of course, we cannot forget the fact that some people feel like this is an easy route for lazy people.

It is because of this that people are advised to sue other alternatives. In that line, here are some phrases you can use instead of “To Whom It May Concern.”

1. Dear (Specific Person)

We are in a technological age, and it is important for you to know how to access and use the internet. This is because almost everything is moving towards this kind of line. Even if you do not know how to use such gadgets, you can always ask your friend to help you out.

The main issue here is finding out the specific name of the person you are writing your letter or email to. The case is the same, even if your letter /email may be passed onto other people. It is important to specify as the firm’s personnel will see you know what you want.

Once you find out the name of the person you are addressing, you just omit “To Whom It May Concern.” You then replace it with “Dear and then the Peron’s Name.”

For Example, “Dear David Prince”

In other instances, you may only know the first name of the recipient. Do not worry; that is enough. Just use the same format?

For example, “Dear Paul.”

2. Dear (Role)

Sometimes, companies do not avail of certain information about their personnel. This may be because it goes against their policies and regulations. This then means you will not to get the name or contact information of the specific recipient. Even when you find yourself in such a predicament, do not give up. Instead of make you can just refer your letter or email to the person’s job title or role at the company.

For Example, “Dear Manager”

3. “Good Morning/Good Evening”

Another alternative to using “To Whom It May Concern” is “Good Evening” or “Good Morning.” Using such comes in handy when sending emails to be read immediately.

4. Dear (Department)

Addressing a department is also another alternative of “To Whom It May Concern.” It is also useful when you do not agree on who exactly in that department is the primary point of contact.

For Example, “Dear Human Resources Department”

5. “Hello”

A simple hello can also be used instead of “To Whom It May Concern.” This is increasingly useful when you are not addressing a specific person. One thing that you should know when using this kind of phrase is that it is a bit informal. That is why it is not advisable to use when writing business/formal letters or emails.

6. Leave Out The Salutation

Another option is leaving out any salutations from your email or letter. If you do decide to go this route, make sure you start with the first paragraph of your email or letter.

How to Find the Recipient’s Contacts

For you to use most of the alternatives, you need the specific information of the recipient. That is why we have compiled a list of tips to help you find the contact of the recipient.

1. Check the Company Website

One of the easiest ways of getting information on personnel is checking the firm’s website. Companies usually highlight information of its top officials. Therefore it is good to go through the company’s website and look for the recipient’s information.

2. Visit the Company’s LinkedIn Profile

Sometimes, you may find that the recipient’s information is not on the website. In this case, their LinkedIn profile can be of great help. Just Google the company’s name and scroll through until you find their LinkedIn profile. There are high chances you will find what you are looking for there.

3. Call the Company

Of course, not all companies provide information on their personnel online. That is why it is your job to go the extra mile and call the company. When you do so, make sure to introduce yourself and states why you would like the person’s information.

For example, “Good Morning.  My Name is Pamela Layla, and I would like to apply for the secretarial job your company announced on 22 June 2017. Would you mind providing me the name and title of the manager in charge of recruitments? This would help me address the letter appropriately?

4. Ask Your HR Recruiter

If you are writing an email or cover letter to a hiring manager, your HR recruiter can help you. Just ask him/her for the correct name and title of the other firm’s hiring manager, and he/she will help you.

5. Ask Around

You may have a friend who works at the company you would like to address the email to. You can just ask, and he/she will assist you with the information you need.

6. Check the Job Posting

If you are applying for a job in a certain company, it is important to carefully read the job positioning. This is because many companies place information on the relevant person there.

Conclusion

There is no definite problem with using “To Whom It May Concern.” This is because you may completely blank on the recipient’s information. However, if possible, conduct proper research using the tips provided above. Other than that, you can also use the alternatives to “To Whom It May Concern” like Dear or Hello.