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What Is The Correct Way To Write To Whom It May Concern?

‘To whom it may concern’, doesn’t this seem unprofessional? Well, back in time, when people didn’t know whom they were supposed to refer, the to whom it may concern letter was what people opted for. To share the literal meaning of ‘to whom it may concern’ – it is a formal salutation which has been used traditionally in business correspondence, when you don’t know whom to refer. As you do not know the name of the specific person you are writing the letter to, you usually fit in the salutation ‘to whom it may concern’.

Writing

To be honest, one of the most effective ways to write a professional letter, is to put in some effort in knowing the name of the person whom you want to refer. To whom it may concern letter shows a bit of laziness and carelessness; whereas, there are times, when you just cannot get the name of the concerned person, in that case, you may write the letter with the salutation of ‘to whom it may concern’.

How To Write To Whom It May Concern

The basic effort to write a letter requires to know the name of the person whom you are writing the letter. If you cannot get the name of the concerned person, then you may use ‘to whom it may concern’. But, ensure to keep the following points in your mind as you write down your letter:

  1. Capitalize every single word of to whom it may concern.
  2. The phrase of to whom it may concern, must be followed with a colon.
  3. As you introduce your letter after salutation, use a paragraph break.
  4. Never use ‘who’ or ‘whomever’ instead of ‘whom’.

How To End A Letter To Whom It May Concern

Letter

When you write a letter with the traditional salutation of to whom it may concern, the ending of the letter must be with ‘Yours faithfully’. As you do not know the person who will be receiving the letter at the other end, ending your letter with ‘Sincerely’, ‘Respectfully yours’ or ‘Respectfully’ would seem appropriate. You may also consider your letter end without any ending salutation.

When To Use To Whom It May Concern

Classically, when you do not know the person whom you are referring your letter to, you use the traditional salutation of to whom it may concern. For instance, if you are writing to an organization, where you cannot find the name of the person who is head of the department that you need to contact, you can go with the to whom it may concern letter. Always try to find out the name of the concerned person, but if you cannot find it anyhow, you can take help of the salutation to whom it may concern.

Scenarios Where You Can Use To Whom It May Concern

Recommendation or reference checks

If you are providing a reference or recommendation for an employee or your colleague, and you do not know the name of the hiring manager, then you can use the salutation of to whom it may concern. As the hiring company only wants your thoughts about the candidate, they do not care about the salutation. It would be easily acceptable.

Complaints in a Company

If you have a complaint to make in a company, you can write a to whom it may concern letter. It shouldn’t be an issue that whether it reaches the administration, HR or CEO. You want to be heard and noticed.

Introductory letter

If you are introducing yourself to an organization or a person whom you have never met before, it wouldn’t be inappropriate to use the traditional salutation of to whom it may concern.

Prospecting

If you are reaching out to your targeted audience, formally you should know the name of the person you are approaching. But in case you don’t know whom you are referring to, you can use the salutation of to whom it may concern.

How To Capitalize To Whom It May Concern

When you are adding the salutation of to whom it may concern to your letter, you must ensure the correct use of the phrase. As your letter might seem unprofessional and insulting if you do not focus on the capitalization of the salutation phrase, to whom it may concern.

The formal and professional manner of stating the phrase is to capitalize each word of the phrase. To Whom It May Concern – is the correct way of addressing the to whom it may concern letter. Ensure the proper capitalization of the phrase, followed by a colon at the end. Furthermore, leaving proper spacing before starting the new paragraph is essential to maintain a professional look of the letter.

Conclusion

Try to find out the name of the person whom you want to write the letter, but in case you cannot get to the name of the concerned person, you can always use the traditional salutation of to whom it may concern, with proper capitalization and spacing.

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