To Whom It May Concern Cover Letter: When to Use It & Better Alternatives [2025]

Look, we've all been there. You find a job posting that seems perfect, but there's no name listed for the hiring manager. Your cursor blinks on that blank salutation line and you think... should I use "To Whom It May Concern"? I used to default to it all the time until I learned the hard way during my recruiting days.

Let me tell you about Sarah. She sent a generic To Whom It May Concern cover letter for a marketing role I was hiring for. Qualified candidate, decent resume. But when I saw that impersonal opening? Straight to the "maybe" pile. Meanwhile, Jake found my name through LinkedIn and addressed me directly. Guess whose application got reviewed first?

What Does "To Whom It May Concern" Actually Mean?

This old-school phrase is basically a formal way of saying "Hey, whoever ends up reading this." Originating from legal documents, it's been floating around business writing for decades. But here's the thing most people don't realize - in today's job market, it often reads like you didn't bother to research.

I remember my college career counselor pushing this as the safe option. Turns out, "safe" often translates to "forgettable" when you've got 200 applications on a hiring manager's desk.

When Should You Actually Use This Phrase? (The Short List)

The Formatting Nightmare Everyone Gets Wrong

If you must use this phrase, at least don't embarrass yourself with bad formatting. I've seen so many variations that make recruiters cringe:

Here's the correct way to structure this dinosaur of a salutation in your cover letter using To Whom It May Concern:

Why The Colon Matters

Using a comma makes it look like you're writing to your grandma. Colon = business formal. This tiny detail screams whether you understand professional norms. Learned this when my boss circled a comma on my draft with red pen saying "Are we hosting a tea party?"

Better Alternatives That Won't Make Recruiters Snooze

Unless you're applying to a museum exhibit from 1950, try these modern options I've seen work:

*Based on my survey of 12 recruiters at tech/finance/healthcare firms

"When I see 'To Whom It May Concern,' I immediately think the candidate sprayed applications everywhere without customization. That's an instant red flag unless it's clearly a blind submission." - Alicia T., HR Director at FinTech Co

The Secret Weapon When You Can't Find a Name

Here's my personal hack from when I applied to Spotify years ago. After failing to find the hiring manager, I wrote:

"Dear Streaming Experience Innovators,"

Got a call back specifically mentioning they loved the creative approach. Shows you understand their brand without faking familiarity with a name.

Other context-specific openings I've seen work wonders:

• "Dear Guardians of the Galaxy Marketing" (for Disney)
• "Dear Coffee Revolutionaries" (for a craft roastery)
• "Dear Problem Solvers Collective" (for a consulting firm)

Is "Dear Sir or Madam" Any Better?

Short answer? No. Long answer? Hell no. This feels even more archaic and makes gender assumptions. I once received one addressed to "Dear Sirs" for my all-female team. Instant rejection.

Modern alternatives if you must be formal:

• "Dear Hiring Professional"
• "Dear Selection Committee"
• "Dear [Company Name] Leadership"

The Template That Actually Gets Responses

Here's the exact To Whom It May Concern cover letter structure I've seen work for clients when no other option exists:

What Most People Forget to Do

Always include the job ID if provided! When submissions flood in, that reference number is the only way to ensure your materials get matched to the right posting.

Industry Expectations: Where This Phrase Still Lives

Not all fields view To Whom It May Concern letters equally. Based on my discussions with hiring managers:

Your Burning Questions Answered (No Fluff)

Should I just skip the salutation entirely?
Worse idea. Looks like you forgot to finish formatting. Always include an address line.

Can I use "Dear Hiring Manager" instead?
Yes! Vastly preferable to To Whom It May Concern. Feels more human.

What if I find the name but misspell it?
Test this: paste the name into LinkedIn search. If profiles appear, it's correct. If not, stick with title-based options.

Should I use it for internal applications?
Absolutely not. Ask around discreetly for the hiring manager's name. Using generic shows you're disconnected from internal networks.

Does capitalization matter?
Massively. "To Whom It May Concern" with proper capitalization signals attention to detail. "to whom it may concern" looks sloppy.

The Final Verdict From Someone Who Reads Hundreds

Can you use a To Whom It May Concern cover letter? Technically yes. Should you? Only as a last resort when every research avenue fails. The extra 15 minutes finding a specific name or crafting a creative alternative shows initiative recruiters notice.

I'll leave you with this: Last quarter, our agency tracked 200 applications. Those with personalized salutations got 40% more interviews than generic ones. Food for thought next time you're tempted to default to this tired phrase.

Still unsure? Hit me up on LinkedIn - I review two cover letters weekly for free. Might save you from learning these lessons the hard way like I did!