"To Whom It May Concern": When to Use It

“To Whom It May Concern” was once the default greeting for any professional letter where you didn’t know the recipient’s name. In 2026, it’s a red flag. Hiring managers see it and think: this person didn’t bother to research us.

That might sound harsh, but it’s the reality of a job market where personalization matters. According to Indeed surveys, 72% of hiring managers prefer personalized greetings. When your cover letter starts with a generic salutation, you’re already behind candidates who took five minutes to find the right name.

This guide covers when “To Whom It May Concern” is still acceptable, why it usually isn’t, and what to write instead.

When Is “To Whom It May Concern” Still Acceptable?

There are a handful of situations where this salutation remains defensible:

Legitimate Use Cases

• Truly anonymous applications: The job listing has no company name, no contact information, and no department — and your research turned up nothing. This is rare but does happen with recruitment agencies.
• Formal recommendation letters: When writing a reference intended for multiple unknown recipients.
• Legal or compliance documents: Some formal business communications require neutral addressing.
• Mass correspondence to institutions: When writing to a government body or organization with no identifiable contact.

When to Avoid It

Skip “To Whom It May Concern” whenever:

• The job posting mentions anyone by name, title, or department
• The company has a visible team page, LinkedIn presence, or careers page with recruiter contacts
• You’ve already spoken with someone at the company
• You’re applying through a personal referral or networking connection

The underlying rule is simple: if you could have found a name and didn’t, the salutation tells the recruiter exactly that.

Why Hiring Managers Dislike It

Three reasons “To Whom It May Concern” works against you:

It signals zero research. Hiring managers want candidates who show initiative. A generic greeting suggests you copied the same letter across dozens of applications without checking who would read it.

It feels outdated. The phrase dates back to an era when finding a contact at a company required physical effort. In 2026, with LinkedIn, company websites, and a phone call away, there’s rarely a good excuse.

It creates distance. “To Whom It May Concern” is formal in a way that feels impersonal rather than respectful. Compare it to “Dear Hiring Manager” or “Dear Marketing Team” — both are still professional, but they show you at least identified the role or department.

Better Alternatives (Ranked by Formality)

If you can’t find a specific name, these alternatives are almost always stronger:

Professional and Formal

Salutation	Best For
”Dear Hiring Manager”	The universal safe choice — works across industries
”Dear [Department] Hiring Team”	Shows you identified the relevant team
”Dear Recruitment Team”	Appropriate for large organizations
”Dear [Company Name] Team”	Adds a personal touch without needing a name

Modern and Direct

Salutation	Best For
”Hello [Company] Hiring Team”	Tech companies, startups, creative industries
”Hello [Department] Team”	When the company culture is clearly informal
”Hi there”	Only for explicitly casual environments (use with caution)

Industry Context Matters

The right salutation depends heavily on where you’re applying:

Industry	Recommended Approach
Finance / Law / Government	”Dear [Name]” or “Dear Hiring Manager” — formality expected
Corporate / Enterprise	”Dear [Name]” or “Dear [Department] Team”
Tech / Startups	”Hello [Team]” or first name if known
Creative / Media / Agencies	”Hi [Team]” or “Hello [Company] Team”

Using ResuFit’s AI tools, you can tailor your salutation and entire cover letter to match the tone and expectations of each specific company and role.

How to Find the Right Contact

Before defaulting to a generic greeting, spend 5–10 minutes on research:

1. Check the job listing carefully: The hiring manager’s name sometimes appears at the bottom, in the “apply to” section, or in the email address itself.
2. Search LinkedIn: Look up the company, filter by “Recruiting,” “Talent Acquisition,” or the department name. The person who posted the job is often the right contact.
3. Visit the company website: Team pages, “About Us” sections, and press releases often reveal key personnel.
4. Call the company: A quick call to reception — “Could you tell me who’s handling the hiring for the [position] role?” — works more often than you’d expect.
5. Check the careers page: Many companies list their recruiters with photos and direct contact details.

If none of these yield a result, that’s when you reach for “Dear Hiring Manager” — not “To Whom It May Concern.”

Formatting Your Salutation Correctly

Whichever greeting you choose, get the formatting right:

• Colon or comma: In US English, use a colon after the salutation (“Dear Hiring Manager**:”). In UK English, a comma is standard (“Dear Hiring Manager,**”).
• One blank line between the salutation and the first paragraph.
• Capitalize properly: “To Whom It May Concern” — every word capitalized. “Dear Hiring Manager” — same rule.
• Consistent tone: If your greeting is formal, your letter should match. Don’t start with “Dear Sir or Madam” and end with “Cheers.”

For a complete breakdown of cover letter structure, see our guide to effective cover letter examples and templates.

Strengthen Your Opening Paragraph

A generic salutation puts extra pressure on your first paragraph. Make it count:

• Name the specific role in your first sentence — don’t make the reader guess which position you’re targeting.
• Show company knowledge: Mention a recent achievement, product launch, or company value that connects to your application.
• Lead with your strongest credential: A number, a result, a specific skill — something that earns attention immediately.
• Be direct: Skip the “I am writing to express my interest in…” formula. Start with impact.

Learn more about powerful openings in our article on 5 ways to begin a cover letter that grabs attention.

Regional Differences: US, UK, Australia, Canada

Formality expectations vary across English-speaking markets:

Region	Norms
US (Tech)	“Hi [First Name]” is common; “Dear Hiring Manager” is the safe default
US (Corporate)	“Dear Mr./Ms. [Last Name]” preferred in finance, law, consulting
UK	Higher formality expected; “Dear [Title] [Last Name]” standard
Australia	”Dear [Department] Hiring Manager” strikes the right balance
Canada	Similar to US but with more emphasis on academic titles when applicable

When applying internationally, consider these nuances. A greeting that’s perfectly appropriate in San Francisco might feel too casual for a London law firm.

Common Mistakes to Avoid

1. Using “Dear Sir or Madam”: Almost as outdated as “To Whom It May Concern” and carries the same gendered assumptions. “Dear Hiring Manager” is better in every scenario.
2. Misspelling the name: Getting someone’s name wrong is worse than not using it at all. Double-check on LinkedIn and the company website.
3. Mixing formality levels: A formal greeting followed by casual language (or vice versa) creates a disjointed impression.
4. Forgetting to update: Sending a cover letter addressed to the wrong company is an instant rejection. Always check before you send.
5. Over-personalizing: “Dear John, I loved your podcast episode from last Tuesday” can feel like too much for a cover letter. Keep it professional.

Frequently Asked Questions

Is “To Whom It May Concern” ever appropriate for cover letters?

Rarely. It’s acceptable when you genuinely cannot identify any relevant name, department, or team — which is uncommon in 2026. For most job applications, “Dear Hiring Manager” is a strictly better choice.

What’s the best alternative to “To Whom It May Concern”?

“Dear Hiring Manager” works in nearly every situation. If you can be more specific — “Dear Marketing Team” or “Dear [Company] Recruitment Team” — that’s even better.

Should I use “Dear Sir or Madam” instead?

No. “Dear Sir or Madam” carries the same problems as “To Whom It May Concern” and adds gendered assumptions. Go with “Dear Hiring Manager” or a team-based greeting.

How important is the cover letter salutation really?

It won’t get you hired on its own, but it sets the tone for everything that follows. A personalized greeting signals effort. A generic one signals the opposite. In a competitive job market, these small signals add up.

Conclusion

“To Whom It May Concern” had a long run, but its time as a default cover letter greeting is over. In 2026, hiring managers expect you to do at least basic research — and your salutation is the first proof that you did.

The priority order is clear: a specific name beats a department, a department beats a generic title, and a generic title beats “To Whom It May Concern.” Every step up that ladder improves your chances of getting read.

ResuFit helps you create tailored cover letters for every application — from the salutation to the closing line — so your first impression works for you, not against you.