Why, when to use “To Whom It May Concern”, is an old phrase that was used to address letters and emails to no specific person. It is a broadway used to address professional or formal letters and emails. It is commonly used when the name or title of your recipient is not known. It is used when you’re addressing a letter or email to someone in an organization but you don’t know the right person to address your letter or email.
How To Write “To Whom It May Concern”
Formatting and using the right words is important when using “To Whom It May Concern”. You need to format it correctly. To use the phrase “To Whom It May Concern”, below is how to write it.
- Always capitalize the first letter of each word. For example, To Whom It May Concern. All the first letters for each word are capitalized.
- Always use “Whom” instead of “Who”. This is because “Whom” is more appropriate to use in this context.
- Use a colon after writing the phrase. For example, “To Whom It May Concern”
- After writing the phrase, give a double space before beginning the body of your message
When to use “To Whom It May Concern”
Though “To whom it may concern” is almost not used to address letters and emails in these recent times, it can still be used in certain cases. If you can find the exact person you want to address your letter or email to, it is best to search for the person’s name or role and address your letter or email directly to the person. However, if you intend to send your letter or email to anyone in an organization, you can use “To whom it may concern”.
We are going to look at the ideal cases that you can use “To whom it may concern” to address your letter or email.
10 reasons why you should use “To whom it may concern”
You are lodging a formal complaint with a company
If you are lodging a formal complaint with a company, you are not addressing the complaint to a specific person, hence using “To whom it may concern” is ideal. When you lodge a formal complaint with a company, it really doesn’t matter if that complaint gets to the CEO, administrator, customer service associate, or any other person in the company. The most important thing is that you want the complaint to get to the company and you want it acknowledged and worked on. Who receives the complaint is really of no importance.
Here is an example:
To Whom It May Concern:
I am very dissatisfied and unhappy with the package I ordered from your company. I order a size 42 black shoes as displayed on your website but when I received my package it was size 38 shoes. The shoe I received didn’t size me because it is too small. I am very disappointed with the poor services. I want you to look into this issue and find a solution as soon as possible. If this is not rectified as soon as possible, I would want a full refund.
Thank you,
[Enter your full name]
You are reaching out to a very large company
If you are reaching out to a large company and you are not sure who to contact, you can address your letter using “To whom it may concern”. If you know the official address of the company but you don’t know who to address your letter to, it is ideal to use it. However, you should ensure that you request for the right person to contact in your message. If your letter or email gets to the secretary of the company, the secretary may respond and provide you with the right person to address your letter to.
Here is an example:
To Whom It May Concern:
I will be pleased if I can be directed to the director of marketing. I have some good marketing ideals which I will like to share with him/for that can be very beneficial for your company. I have made extensive research about your organization and I know that it leverages good marketing ideas to reach out to prospects. I have both the knowledge and experience that I’m sure will impact your organization positively. I will like to schedule an appointment with the marketing director so that I can share my ideas directly with him/her. If you will, I would appreciate it if you can provide me with his/her official email address, phone number or name so that I can reach out to him.
Regards,
[Insert your full name]
Introducing yourself to someone you don’t know
If you want to introduce yourself to someone you’ve never met before in an organization, it could be appropriate to address your letter or email using, “To Whom It May Concern.” If you want to transact business with the company or you have a proposal for the company, you may use “To whom it may concern” to address your email. However, ensure that you introduce yourself in your email and also ask for the name of the right person to contact.
Here is an example:
To Whom It May Concern:
I’m John Adams, the sales manager of Acon PLC. Attached to this email is a business proposal that I will like your company to look into. I will also like to be on to the right person in charge. I will appreciate a response as soon as possible.
Kind Regards,
John Adams
Providing feedback
If you are providing feedback for a product or a service, you can address your email using, “To whom it may concern”. This is because feedback is not directed to anyone in particular; hence you don’t need to direct it to any person.
Here is an example:
To Whom It May Concern:
I ordered a pair of shoes last 2 weeks and I received my order within 5 days. I’m very pleased with the shoe and your service. I received my shoe in good condition just as displayed on your website. The customer service is great as I was very satisfied with the timely delivery of my package. Your service is excellent and I give you an excellent rating.
Kind regards
[Insert your name]
Recommendations/reference checks
If you are sending a recommendation or reference for a colleague or relations to a company where you don’t have a specific name to send your reference to, using “To whom it may concern” is ideal. You don’t have to go through the stress of searching for the right person to address your reference email. You don’t need any favors or business opportunity from them, they are the one that requires your thoughts on a candidate. Addressing your reference letter or email with “To whom it may concern” is totally acceptable.
Here is an example:
To Whom It May Concern:
Alex Johnson was an excellent employee during the period he was with us at Bright Spa. He worked with us for 5 years and was dedicated to his duties. He has an excellent relationship with customers. He provides his duties with all diligence and customers always say good things about him. He has been awarded multiple times as the best staff of the month for his excellent performance and dedication to duties.
He has a great personality and I would highly recommend him for the new position in your organization.
Regards,
[Insert your name]
Prospecting
As a salesperson prospecting and reaching out to prospects, it is your duty to make adequate research and know exactly who to address your email to. However, in a situation whereby you have done everything possible to get the details of a prospect but you were unsuccessful, you can address your email using “To whom it may concern”. You can address your email with it but it may not provide good results.
Here is an example:
To Whom It May Concern:
I am the sales director of Azon Tech. We are a company that specializes in developing sales management solutions for companies that are involved in sales processes and customer relations.
I have made an in-depth research about your company and I’m aware that your company will greatly benefit from using our products. I will like to connect and schedule an appointment with the right person in charge so that we can discuss further on this.
Regards,
[Insert your full name]
You are sending multiple copies of the same letter
If you are sending multiple copies of the same letter to different individuals, using this phrase to address your letter could be an ideal thing to do. This is because you may not know the name of everybody you want to send the letters to. To make things easy, you can simply use the phrase to address anyone that receives the letter.
Here is an example
To Whom It May Concern:
This is a general announcement to notify everyone that there will be a general meeting scheduled for tomorrow. The time for this meeting is 9:am – 10:am. Ensure you come early for the meeting.
Regards,
Management
You are placing an advert for a job vacancy
You can use the phrase “To whom it may concern” to address a job vacancy. By using this phrase, you are only giving the opportunity to the people whom the job concerns or who are qualified for the job. You are not addressing anyone specifically but providing an open space for applicants who are qualified for the job.
Here is an example:
To Whom It May Concern:
We are looking to employ the services of a qualified and experienced Sales Manager. He/she will be in charge of our sales dept and ensure the success of our sales team.
Qualifications and experience include:
[List the qualifications and experience that you require from applicants].
Regards,
HR manager
You are sending proposals to random companies
If you want to send proposals to random companies that you don’t know much about, you may use the phrase “To Whom It May Concern“ to address your letter. Since you are not sending the proposal to any specific companies, using the phrase may be helpful.
Here is an example:
To Whom It May Concern:
I am a freelance developer with more than 10 years of experience in software development. I have developed lots of applications for companies in different industries. I have developed productive applications for several companies such as company (X, Y, Z).
Attached are my resume and a proposal for the position of a freelance developer for your company. I will be expecting your prompt response.
Kind regards,
[Insert your full name]
You are sending invites to friends and other people
You can use the phrase “To Whom It May Concern” to address invites to your friends and other people that you don’t know personally. This phrase is of importance because you don’t know the name of everybody. You can’t address every invite to each person; hence using this phrase is ideal.
Here is an example
To Whom It May Concern:
This is a special invite to you for my forthcoming birthday celebration which is on [insert date and time]. I wish to specially invite you. Your presence will be very appreciated.
Kind regards,
[Insert your name]
