If you're sending a less formal correspondence, such as an office memo or meeting announcement, you may choose to use a more casual generic salutation. For example, 'Dear Customer Service Department'. If you're addressing multiple people within a department or you're not sure which member of a team is the primary point of contact, you may choose to include the department name. If you're not sure of the recipient's name, but you know their job title or role, you can use that instead. Otherwise, you may use only their first name. If you're contacting someone for the first time, you may want to address them by title and surname.
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If you know your recipient's name, use a personalised greeting in place of a more generic greeting. Here are a few alternatives to consider before starting a business email or letter with 'To Whom It May Concern':
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In some cases, using this salutation can seem impersonal or unfriendly, such as if you've met the recipient or know their name or job role. This is especially helpful if feedback will need to be addressed by multiple people or departments. But if you're not sure which person in the department reviews feedback, especially if it's a large organisation, it's acceptable to use a generic greeting. If you want to share your feedback or suggestions with an employer, it's usually best to start by submitting your letter to HR. In this case, start your letter with a generic salutation. Sometimes, company websites don't include the name and contact information of the decision-maker you're hoping to reach. If you are in a sales or business development position, you may be responsible for contacting potential clients. This is also an excellent opportunity to ask their name and title so you can be prepared to address them directly in future communications. If you are responding to an automated message from a potential customer and it doesn't include their name, you'll need to use a more generic greeting.
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Introduction to a new or prospective client In some cases, the application may require you to submit your letter through an automated system that doesn't provide any names or titles. If a former colleague asks you to write a letter of recommendation or act as a referral for a job opportunity, there's a good chance they may not know the recipient of the message. Contact referral or recommendation letter If you're unsure, use 'To Whom It May Concern'. Because it's essential to make a positive first impression, avoid guessing the recipient's name. Often, employers use a generic email alias for applications, such as or In this case, it's unclear whether your application will be reviewed by a recruiter, HR leader, hiring manager or multiple professionals. When applying for a job, you may not know who will be reviewing your curriculum vitae, cover letter or application. Here are five situations in which it's appropriate to use this salutation:Ĭontact referral or recommendation letter However, times may certainly arise in which it is still acceptable to use the phrase. It also may indicate a lack of research, in a time when such information is now so readily available. The phrase 'To Whom It May Concern' is no longer popular or widely used as many consider it rather antiquated and extremely formal. Today, it's much easier to find the names of HR managers, department heads and other decision-makers you may be attempting to reach.
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#Letter example to whom it may concern professional#
This greeting was developed before the internet when it was more difficult to identify people's job roles by researching companies, online public directories or professional organisations. For example, if you are writing a cover letter as part of a job application and it's not clear from the job posting who will be reviewing your application, you may choose to start your letter with 'To Whom It May Concern'. Traditionally, the phrase 'To Whom It May Concern' is used in business correspondences when you don't know the recipient's name or you're not writing to one specific person. Why do people use the greeting, 'To Whom It May Concern'? In this article, we cover the background of the phrase 'To Whom It May Concern', tips for when to use it and alternatives you can choose instead. One of the most common professional salutations is “To Whom It May Concern.” With so many alternatives, it can be challenging to determine when it's appropriate to use this greeting and when you should use a recipient's name, title or something else. Whether you're writing an email or preparing a physical letter, it's important to begin every business correspondence with an appropriate greeting.