Honestly, most people think To Whomsoever This May Concern is a relic of the 1800s. It sounds like something scrawled with a quill pen by a guy in a powdered wig. But if you’re applying for a visa, writing a character reference, or dealing with a massive corporation where the HR department is a faceless void, you probably need it. It’s the "Swiss Army Knife" of formal greetings.
You’ve probably heard the "modern" advice. Career coaches on TikTok will tell you it’s "lazy" or "outdated." They say you should spend three hours stalking a hiring manager on LinkedIn just to find their name.
Sometimes, that is impossible.
What if you're writing a letter of recommendation for a former employee who hasn't even picked a school yet? You can't address it to "Dear Admission Officer" if they’re applying to six different places. This is exactly where the phrase earns its keep. It is a placeholder for the unknown, and in the world of official documentation, it remains a standard because it is neutral, professional, and—most importantly—safe.
When You Should (and Absolutely Should Not) Use It
Don't use it for a cover letter at a tech startup. Just don't. If the company culture involves bean bags and "coding jams," starting your letter with a phrase this formal makes you look like a robot. In that context, "Hi Team" or "Dear [Company Name] Hiring Manager" is much better.
However, in business and legal contexts, it is a different story.
Think about a landlord-tenant dispute. If you’re writing a formal notice to a property management group that changes staff every three weeks, To Whomsoever This May Concern ensures the legal weight of the document isn't tied to a specific individual who might not even work there tomorrow. According to various legal document standards, a general salutation is often preferred in formal complaints or notices of intent to ensure the document is treated as a "general notice" rather than personal correspondence.
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The Specific Use Cases
- Employment Verification: When a bank asks for proof of income for a mortgage, your HR department isn't going to write a personal letter to every loan officer. They’ll use this phrase.
- Character References: If you're vouching for someone's integrity for a court case or a professional certification, the recipient is often a "board" or a "committee," not a person.
- Travel and Visas: Some consulates specifically request "To Whom It May Concern" letters regarding employment status or travel permission for minors.
- Public Complaints: Writing to a city council or a massive utility company? You don't know who’s going to open that envelope.
The Grammar Debate: Whomsoever vs. Whom
Let’s get nerdy for a second. Is it "To Whom It May Concern" or "To Whomsoever This May Concern"?
"Whomsoever" is basically the "super-formal" version of "whom." In modern American English, it’s rarely used outside of legal contracts and very traditional ceremonies. If you use "whomsoever," you are leaning hard into the "Old World" formality. "To Whom It May Concern" is the standard version that 99% of people use today.
Grammatically, "whom" is the objective case. Since it follows the preposition "to," it has to be "whom," not "who." If you write "To Who It May Concern," you're going to annoy every English major in a fifty-mile radius.
Why Recruiters Secretly Hate (and Love) It
Recruiters are split.
If you’re applying for a creative role, using a generic greeting suggests you didn't do your homework. It feels like a mass-produced "spray and pray" application. Laszlo Bock, the former Senior VP of People Operations at Google, famously emphasized that personal touches matter in the hiring process.
But here is the nuance: if the job portal doesn't list a name, and the company website is a cryptic landing page, using To Whomsoever This May Concern is infinitely better than "Dear Sirs" (which is sexist) or "To the Boss" (which is weird).
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It signals that you understand professional boundaries. It’s the "khaki pants" of greetings—it’s never the most stylish choice, but it’s rarely a disqualifying one.
How to Format the Letter Properly
If you're going to use it, you have to do it right. Don't bury it.
The phrase should be at the very top, left-aligned, usually in bold or followed by a colon.
To Whom It May Concern:
I am writing this letter to verify that [Name] has been employed with [Company] since 2019...
Also, capitalization matters. In a formal context, every word in the salutation is typically capitalized. It looks like a title because, in a way, it is.
Modern Alternatives That Feel Less Stiff
If you’re staring at the screen and "Whomsoever" just feels too heavy, try these:
- Dear Hiring Team: (Great for startups)
- Dear [Department Name] Manager: (Shows you at least know which wing of the building you're talking to)
- Greetings: (A bit casual, but safe)
- Dear Search Committee: (The gold standard for academic or non-profit roles)
The key is matching the "vibe" of the organization. If you’re writing to the Department of Motor Vehicles, stick with the formal stuff. If you’re writing to a boutique marketing agency, maybe dial it back.
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Actionable Insights for Your Next Letter
Knowing when to use To Whomsoever This May Concern is about situational awareness. It’s a tool, not a rule.
- Audit the recipient first. Look at the "About Us" page. If there are photos of people in hoodies, use "Dear [Company] Team." If the page is full of people in suits with titles like "Managing Director," the formal route is safer.
- Check the "Instructions to Applicants." Seriously. Some government or corporate roles specifically tell you how to address your letter. If they ask for a general salutation, give it to them.
- Focus on the substance. A "perfect" greeting won't save a bad letter. If you’re writing a reference, be specific about dates, achievements, and character traits. The "Whom" matters way less than the "What."
- Always use a colon. In formal business English, salutations end with a colon (:), not a comma (,). It’s a small detail, but it’s the kind of thing that makes you look like a pro.
- Proofread the "Whom." Double-check you haven't written "Who." It’s the most common mistake and it’s an easy way for an eagle-eyed HR person to toss your letter in the "no" pile.
The reality is that business communication is evolving. We are moving toward a more conversational, direct style. But as long as there are bureaucracies and legal requirements, there will be a place for To Whomsoever This May Concern. It’s the ultimate safety net for when you just don't know who’s on the other side of the screen.
Keep your letters clear, your formatting consistent, and only use the "Whomsoever" if you're prepared to back it up with a very serious, professional tone throughout the rest of the document.