“To Whom It May Concern” is a common phrase used in written communication when the name of the person being addressed is not available. It is also used when there is more than one reader. The phrase is typically used in a professional context on documents such as job applications and formal letters. However, sometimes, it can be difficult to determine how to use “To Whom It May Concern;” and below will teach you how to use it properly.
Formal Letters and Documents
When addressing a letter with “To Whom It May Concern,” the first letter is capitalized, and a colon is placed after it. Place “To Whom It May Concern” at the beginning of the letter, after the date, and before the main message. Since it is a formal phrase, ensure that the tone of your letter remains professional. After the salutation, state the purpose of the letter. Keep the message clear and concise. End the letter with a formal closing such as “Yours faithfully,” or “Sincerely.”
Job Applications and Cover Letters
Use the phrase, “To Whom It May Concern” when you don’t know the hiring managers name. As with formal letters and documents, place the phrase at the top of the letter, after the date, and before the main message. In the next paragraph, briefly introduce yourself, mention the position you are applying for and where you saw the job advertised. Tailor the rest of the letter to the job and the company. Describe your experience, skills, and qualifications relevant to the position. Highlight why you are interested in gaining employment with the company by showing that their mission and values align with theirs. End the letter with a strong closing statement that reiterates your interest and enthusiasm for the position. Finally, add your digital signature.
Requests For References For Work
Like all formal documents, start your reference request letter with the phrase, “To Whom It May Concern.” Place the phrase at the top of the letter, after the date, and before the main message. You will then need to introduce yourself by mentioning your name and explaining that the purpose of the letter is to request a reference. Mention how you know the person and how long you’ve known them. You might have been their manager or worked with them on a project. Ask whether they would be willing to provide a reference and specify whether it is a character or an employment reference.
Express how much you would appreciate their corporation, and that you value their time. State that you are willing to assist them in the reference request writing process by providing the information they need to include. Leave your contact information and ask that they contact you if they need further assistance. To end the letter, thank them and use a formal closing.
Prospecting or Letters To Unknown Recipients
Using “To Whom It May Concern” in a prospecting letter can be slightly more challenging because the aim is to develop a connection with the reader although you don’t know their name. However, the recipient is most likely used to this type of correspondence because the majority of companies do not put the names of their sales manager on their websites. Therefore, using the phrase, “To Whom It May Concern” is the only way to address them.
After writing the salutation, capture the reader’s attention by writing a compelling introduction. Explain your reason for writing, and the value you can bring to them if they collaborate with you. Address the specific needs and pain points of the company and showcase your expertise in your field. At the end of the letter, add a strong call to action explaining what they need to do to take the next step.
“To Whom It May Concern” is a useful phrase to use when writing to an individual and you don’t know their name, or when more than one person is addressed. While it is an acceptable expression, strive for personalization by using the internet to search for the individual’s name. Nevertheless, whether requesting references, addressing hiring managers, or writing a prospect letter, the phrase adds a professional voice to your correspondence.
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