You're sitting there, cursor blinking on a blank white screen, trying to figure out how to start this email. You don't know the person's name. You don't even know if a human or an algorithm is going to read it first. So, you type out "To Whom It May Concern." Then you delete it. Then you type it again because, honestly, what else are you supposed to do?
It feels stiff. Like a Victorian-era letter found in a dusty attic.
But here’s the thing: To Whom It May Concern still has a weirdly firm grip on professional communication. Even in 2026, where we’re using AI to draft our thoughts and Slack for everything else, this phrase persists. It’s the "safe" option. The default. But is it actually doing you any favors? Or is it just a giant neon sign that says, "I didn't do my homework"?
The Reality of the Modern Greeting
Let's be real for a second. Using this phrase is basically the linguistic equivalent of a shrug. It’s functional, sure. It gets the job done. But in a world where personalization is king, starting a cover letter or a formal inquiry with something so generic can feel a bit cold.
recruiters at places like Google or small, scrappy startups often see hundreds of applications a day. When they see that specific opening, it doesn't necessarily disqualify you, but it doesn't make them lean in, either. It’s neutral. And in a competitive job market, neutral is usually the enemy of progress.
Most people use it because they are terrified of being "too casual." They think "Hi Team" is unprofessional. They worry "Dear Hiring Manager" is too narrow. So they retreat to the old guard.
Why we still use it (and why we shouldn't)
Historically, this was the gold standard. Before the internet made it incredibly easy to find out exactly who works at a company, you genuinely might not have known who was receiving your mail. It served a purpose. It was the "Dear Occupant" of the professional world, but with a suit and tie on.
Today? It's different.
If you're applying for a job, you can usually find the recruiter on LinkedIn in about thirty seconds. If you're filing a complaint, there’s usually a specific department head listed on the company website. Using To Whom It May Concern in these scenarios can come off as a bit lazy. It suggests you couldn't be bothered to look up a name.
When It's Actually Okay to Use It
I'm not saying you should never use it. There are specific, high-stakes moments where it actually makes sense.
Think about a formal letter of recommendation that the person might use for five different jobs. Or maybe you're writing a letter of interest to a massive corporation where the "whom" truly could be any one of fifty people in a general pool.
In legal contexts or very formal business disputes, sometimes the ambiguity is the point. It covers all bases. If you are writing a "cease and desist" or a formal notice to a business entity rather than an individual, To Whom It May Concern is perfectly acceptable. It's safe. It's clinical. It’s exactly what a lawyer would do.
The "Letter of Recommendation" Exception
This is probably the most common valid use case left. If I’m writing a testimonial for a former employee, I don’t know where they’re going to apply. I can't address it to "Dear Apple Recruiter" if they end up sending it to a boutique design firm in Portland.
In this case, the phrase acts as a universal key. It tells the reader, "This message is for whoever has the authority to make this decision." It’s a placeholder. Nothing more, nothing less.
Better Alternatives for the 2020s
If you want to sound like a living, breathing person, you’ve got options. Better ones.
First, try to find a name. Use LinkedIn. Use the company’s "About Us" page. If you find the person is named Sarah, write "Dear Sarah." It’s not "too much." It’s just human.
If you absolutely cannot find a name, go for something that at least acknowledges the context.
"Dear Hiring Committee" is a thousand times better than To Whom It May Concern. Why? Because it acknowledges that a group of people is involved in the process. It feels targeted.
"Dear [Department Name] Team" also works. If you’re writing to marketing, say "Dear Marketing Team." It shows you at least know which door you’re knocking on.
The "Hello" Pivot
Sometimes, you don't even need the "Dear."
A simple "Greetings," or "Hello," followed by the specific role title—like "Dear Search Committee Chair"—bridges the gap between stiff formality and modern professionalism. It’s clean.
How to Format the Phrase (If You Must)
Okay, let's say you've decided. You're going for it. You’re using the classic.
There are actually "rules" for this, believe it or not. You want to capitalize every word. It’s a formal salutation, so treat it like a title.
- To Whom It May Concern: (Use a colon, not a comma. The colon is the "professional" punctuation mark for formal greetings.)
Then, double-space before you start your first paragraph. Keep that first sentence punchy. If you’re using a boring greeting, your first sentence needs to do double duty to keep the reader's attention. Don't start with "I am writing to..." Everyone knows why you're writing. Start with the value.
The Psychological Impact on the Reader
Think about the last time you got a piece of mail addressed to "Resident." Did you feel special? Probably not. You probably felt like one of a million people in a database.
Business communication isn't that different.
When a hiring manager sees To Whom It May Concern, a tiny part of their brain registers that this is a template. It's a "copy-paste" job. Even if the rest of your letter is brilliant, you’ve started from a deficit of personal connection. You're fighting an uphill battle to prove you actually care about this specific role at this specific company.
I’ve talked to recruiters who say it doesn't bother them, but when pressed, they admit that seeing their own name—or even just their department—makes them feel like the candidate did a little extra digging. That "extra digging" is a signal of work ethic.
Navigating Different Cultures
It’s worth noting that this advice isn't universal.
If you are communicating with a company in a culture that prizes high-formality and hierarchy—parts of East Asia or certain traditional European firms, for example—To Whom It May Concern might actually be the safer bet compared to something like "Hi Team."
In these environments, being overly familiar is a bigger risk than being overly formal. If you aren't sure, err on the side of the "old way." It’s better to be seen as a bit stiff than to be seen as disrespectful.
Practical Steps for Your Next Email
Stop. Don't just hit send.
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If you've already typed it out, take five minutes to try and replace it. Go to the company's LinkedIn page. Look at the "People" tab. Search for keywords like "Recruiter," "Manager," or the name of the department you’re targeting.
If you find three people and aren't sure which one it is, you can even use "Dear [Department] Lead." It’s still better.
A Quick Checklist
- Check the Job Description again. Seriously. Sometimes the name of the hiring manager is hidden right at the bottom in the "how to apply" section.
- Verify the tone. If the company website is full of emojis and "we're a family" talk, definitely do not use To Whom It May Concern. It will clash with their entire brand.
- Use a Colon. If you stick with the phrase, use the colon. Small detail, big impact on how "pro" you look.
- Capitalize it. All five words. No exceptions.
Ultimately, your goal is to get read. You want your message to land. While To Whom It May Concern won't necessarily land your email in the trash, it certainly won't be the thing that gets it moved to the "must respond" pile.
The world is getting less formal, but it's getting more personal. Your greetings should probably follow suit.
Actionable Insights
- Audit your templates: If you have a standard cover letter saved on your desktop, change the greeting to a placeholder like [Hiring Manager Name] so you’re forced to look it up every time.
- The 30-Second Rule: Give yourself exactly 30 seconds to find a name on LinkedIn. If you can't find one in that time, use a departmental greeting like "Dear Product Team."
- Match the platform: If you are sending a formal PDF attachment, the old-school greeting is okay. If you are typing directly into an email body, it’s almost always too formal. Use "Dear [Role]" or "Greetings" instead.
- Focus on the first line: If you must use a generic greeting, ensure the very next sentence is hyper-specific to the recipient to prove you aren't a bot.
Communication is about connection. Start with one.