Recruiter-backed alternatives to 'To Whom It May Concern'. Learn how to personalize your cover letter with tailored greetings, and get tips on researching the hiring manager's name to make a strong, professional first impression.
8 months ago • 6 min read
One of the hardest parts of writing a cover letter is getting the greeting right. After all, it’s a letter, so you have to address it to someone.
But who do you address it to? You may have heard that it’s not a good idea to use “to whom it may concern” in your cover letter. But if you can’t use that phrase, what should you use instead?
One easy answer is “Dear hiring manager.” It’s to-the-point and respectful without being as impersonal.
However, if you can find the person’s name, that’s even better— and these days, with all the information available on company websites and LinkedIn, people may expect that if you care about getting this job, you’ll do enough research to learn their name.
In this article, we’ll discuss when you might be able to get away with using “to whom it may concern,” why it’s usually a bad idea, alternatives to this phrase, and how to become an expert researcher to find the name of the person who will be hiring you.
Let’s get started!
when trying to decide if you should start your cover letter with ‘To whom it may concern’" />
Although "To whom it may concern" is seen as as outdated or impersonal in modern job markets, there are specific situations where you may still want to use it:
In academia, where traditions are respected, using "To Whom It May Concern" demonstrates an understanding of and respect for established protocols.
Research the culture of the industry or organization. If their communication typically uses a formal tone, you’re good to go.
When you’re applying to a multinational corporation where you’re not exactly sure who will be reviewing your letter, and the company's communication style is generic. In this case, you can also use “Dear Hiring Manager” or one of the other alternatives we suggest later in this article.
With large organizations, you can use “To Whom It May Concern” or “Dear Hiring Manager” as a safe option when the company structure is complex and you can’t identify a specific person. However, try to at least send your greeting to the department (e.g., "To Whom It May Concern in the Marketing Department").
If the job listing provides no specific contact information and your research yields no results.
It's better to use a generic yet respectful greeting than to guess incorrectly. However, if you can find any information at all, drop the generic greeting like a hot potato.
In certain cultures or regions, formal greetings are still the norm, especially in conservative sectors.
Understand the larger cultural context of the company. In some global markets, "To Whom It May Concern" is still standard practice.
Even though there are a few cases where you can get away with it, the majority of the time using "To Whom It May Concern" is not your best option. Here are some situations where you should avoid it at all costs:
In tech startups or creative fields like advertising or design, where more casual and innovative cultures thrive.
Many modern industries value personality and creativity. Using a generic and formal tone in your cover letter can suggest a lack of effort or research in understanding the company's culture.
If the job listing includes the name of the hiring manager or if you've found the hiring manager through research.
In these cases, not using the hiring manager’s name can come across as lazy or imply that you don’t pay attention to details.
Smaller organizations where teams are closely-knit and the hiring process is personal.
Using a generic salutation in more personal settings can imply a lack of genuine interest in the company and its people— not a great look.
Organizations that value individuality and personal connection, which is often highlighted in their job postings or company culture pages.
A generic greeting may raise red flags with these companies, who often look for candidates who live out their values of personalization and individuality.
To sum up: if you’re not 100% sure that you can use “To Whom It May Concern,” don’t use it.
Even if you need to use a generic phrase, there are way better options for the beginning of your cover letter than “to whom it may concern” in most cases.
Your choice depends on the information you have about the job posting and how comfortable you are with using informal/personal language. Here are some alternatives worth considering:
This is one of the best ways to address the reader of a cover letter when you don’t know the recipient’s name. It’s professional, maintains respect for their role, respects their privacy, and is widely accepted.
If you're applying for a specific role but don't have a name, addressing the cover letter to the job title (or the job title’s supervisor) can work.
While "Dear Hiring Manager" is a more widely accepted way to start, "Dear [Job Title]" is specific and directly addresses the role you’re applying for.
You can use this alternative when you're aware of the job title for which you're applying and the company’s org chart. For instance, "Dear Marketing Manager" when applying for a marketing position.
This one is a good choice when you know the department you're applying to but not the individual. It demonstrates that you've done some research to identify the relevant department.
Use this when you know the specific department you’re applying to but don’t know the name of the hiring manager. For example, "Hello Marketing Department" when applying for a marketing role.
When you want to address a group of people, such as the entire HR team or a department, this option works well. It shows that you recognize the collaborative nature of the workplace and hiring process.
Choose this when you believe your cover letter may be reviewed by a team or multiple individuals within the organization. For example, "Dear ABC Company HR Team."
This is a versatile and friendly alternative that maintains a polite tone (while avoiding assumptions).
Use "Greetings" when you have very limited information about the hiring manager or when you want to maintain a neutral and respectful tone.
If the company you’re applying for has a very casual company culture, and you know that a team will be reviewing applications, you can acknowledge their collective effort with this casual and friendly greeting.
Make sure that the company truly supports a casual approach. In some industries (like finance or law) or more formal companies, this is too informal and may be seen as disrespectful.
For many cover letters, your best bet is to find the name of the person who will actually be reviewing your application. You can often find the hiring manager’s name by following these steps:
Review the job posting or advertisement carefully. Sometimes, the name or contact information of the hiring manager is provided. Look for any details that indicate who you should address your application to.
Visit the company's official website and navigate to the "About Us" or "Contact Us" section. Look for executive profiles, department heads, or a directory that may list the hiring manager's name.
Check the company's social media profiles, especially LinkedIn and Twitter, for any mentions or posts by the hiring manager. They may share updates or insights that can help you identify them. On LinkedIn, search for the company's page and explore employee profiles to identify the hiring manager or relevant department head. Sometimes, LinkedIn profiles include details about their roles.
(Pro tip: before you reach out on LinkedIn, make sure you run your profile through LinkedIn Review so you’re ready to impress your potential future boss!)
Some organizations maintain an online company directory with contact information for employees. Search for this directory on the company's website and see if you can find the hiring manager's name and title.
If all else fails, you can call or email the company's HR department and politely inquire about the name of the hiring manager or the appropriate contact person for the job application.
