You’re staring at a blank screen, aren’t you? Honestly, we’ve all been there. You need to write a formal recommendation, a complaint, or maybe a verification of employment, but you have zero clue who is actually going to open the envelope. It’s annoying. You want to be professional, but you don’t want to sound like a Victorian ghost. That is exactly where a to whom it may concern letter example becomes your best friend.
Some people say this greeting is dead. They’re wrong. While it's definitely better to address a specific human being—shout out to LinkedIn for making that easier—sometimes the information just isn't there. Maybe it’s a massive HR department. Maybe it’s a generic "Admissions Committee." In those moments, you need a fallback that doesn't make you look lazy.
The Reality of Using This Salutation
Most career coaches, like those at The Muse, will tell you to avoid "To Whom It May Concern" if you can. I agree. If you can find a name, use it. But let’s be real: sometimes you’re writing a character reference for a former tenant or a general letter of interest for a company that hasn't posted a specific job yet. In those cases, "Dear Hiring Manager" feels a bit presumptuous, and "To Whom It May Concern" is the standard. It’s safe. It’s like wearing a navy suit to an interview; it might not be flashy, but it won’t get you kicked out of the room.
The trick isn't just the greeting. It's the structure. A bad letter feels like a form you filled out at the DMV. A good one feels personal, even without a name at the top.
Why the Greeting Still Exists
Business has changed. We’re all on Slack and Zoom, and everything feels way more casual than it did twenty years ago. Yet, the legal and formal side of the world—think banks, courts, and huge corporate HR machines—still moves at a glacial pace. They expect a certain level of decorum. If you’re submitting a formal grievance or a proof of residency, using a casual "Hey guys" is going to get your paperwork tossed in the bin.
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To Whom It May Concern Letter Example: The Employment Verification
Let’s look at a common scenario. Say a former employee, let’s call him Marcus, is applying for a mortgage. The bank needs proof he worked for you. You don’t know who the loan officer is. You don't have time to find out.
Illustrative Example:
To Whom It May Concern,
This letter is to confirm that Marcus Reed was employed at Horizon Tech from January 2022 through March 2025. During his tenure, he served as a Senior Analyst. Marcus was a full-time employee earning an annual salary of $85,000.
His work ethic was consistently high, and he left the company in good standing. If you require further verification, please contact our HR department at 555-0199.
Sincerely,
Jane Doe
HR Director, Horizon Tech
See? Short. To the point. It does the job without any fluff. You aren't trying to win a Pulitzer here; you’re trying to move a process forward.
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Breaking Down the Mechanics
Notice a few things about that example. First, the capitalization. You capitalize every word in "To Whom It May Concern." It’s a formal title. Second, the colon. You use a colon (:) after the salutation, not a comma. A comma is for your grandma; a colon is for business.
Don't overthink the opening. "This letter is to..." or "I am writing to..." is perfectly fine. People try to get fancy with "Please be advised that..." but honestly? It sounds stiff. Just say what you’re there to say.
When to Pivot Away from the Standard
If you are applying for a job, you should try everything in your power to avoid this phrase. Research by Jobscan suggests that personalized cover letters have a much higher engagement rate with recruiters.
Try these instead:
- Dear [Department Name] Hiring Team
- Dear [Job Title] Search Committee
- Dear Recruitment Manager
But—and this is a big but—if the job posting is for a massive government agency or a giant utility company, and there is absolutely no name attached, go back to the to whom it may concern letter example logic. It is better to be formally distant than to guess a name and get it wrong. Nothing kills an application faster than addressing it to "Mr. Smith" when the hiring manager is actually "Ms. Jones."
The Character Reference Scenario
This is where the "To Whom It May Concern" greeting actually shines. Usually, when you write a character reference, you're giving it to the person you're recommending. They might hand it to five different landlords or three different volunteer coordinators. You can't write a new one every time.
In this context, the letter needs to be broader. You aren't talking about a specific task; you're talking about the person's soul (sorta).
Illustrative Example:
To Whom It May Concern,
I have known Sarah Jenkins for over seven years, both as a neighbor and a community volunteer. I am writing this to attest to her reliability and integrity.
Sarah has managed our neighborhood watch program with incredible attention to detail. She is the kind of person who shows up ten minutes early and stays an hour late. I’ve seen her handle difficult situations with a level head and a genuine sense of empathy. I recommend her for any position or responsibility she seeks without any reservation.
Best regards,
Robert Vance
Formatting Matters More Than You Think
In 2026, aesthetics are everything. Even a formal letter needs to look "clean." Use a standard font like Arial or Calibri. Size 11 or 12. Don't use Times New Roman unless you want to look like you're still using a typewriter from 1994.
Block formatting is your friend. This means everything is left-aligned. No indenting paragraphs. It looks sharper and it’s easier to read on a phone screen—which, let’s be honest, is where most people are going to see it first.
The Most Common Mistakes
People mess this up all the time. The biggest mistake? Being too wordy.
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If you can say it in three sentences, don't use six. Busy people hate reading. They want to scan the letter, get the gist, and move on. Another mistake is forgetting your contact info. If you're writing a to whom it may concern letter example for a professional reason, you must include a way for them to verify it. A phone number or a professional email address is non-negotiable.
Also, watch your tone. You want to be "professional," not "robotic." There is a difference. A robot says "The aforementioned individual utilized their skillset." A professional says "They used their skills to help the team."
Modern Alternatives for Specific Situations
Sometimes "To Whom It May Concern" feels just a bit too cold. If you're writing to a small startup or a creative agency, you can loosen the tie a bit.
"Dear [Company Name] Team" is a solid middle ground. It feels inclusive. It acknowledges that there are people behind the brand, but it doesn't force you to guess which person is reading your email.
For formal complaints, "Dear Customer Service Manager" is usually better. It directs your frustration (or praise) toward a specific department. It says, "I know who is responsible for this."
The Legal Side of Things
Wait, why are we still doing this in the age of AI and instant messaging? Because of the "Paper Trail."
A letter starting with "To Whom It May Concern" is often a legal placeholder. In disputes or official documentation, it serves as a "To any interested party" notice. It’s an open-ended statement of fact. If you’re writing a letter regarding a lost check or a notice of intent, that formal language protects you. It shows you followed the standard protocol.
Putting It All Together
If you’re still unsure, just follow this basic template. It’s the "Little Black Dress" of business writing. It works everywhere.
- The Header: Your name, address, and date.
- The Greeting: To Whom It May Concern: (Remember the colon!)
- The Hook: Clearly state the purpose of the letter in the first sentence.
- The Meat: Provide the necessary facts or anecdotes. Keep it to one or two short paragraphs.
- The Closer: Offer a way to follow up.
- The Sign-off: "Sincerely" or "Best regards," followed by your name.
That’s it. Don't add a "P.S." and don't ramble about your weekend.
Final Thoughts on Professionalism
Using a to whom it may concern letter example isn't a sign that you're out of touch. It’s a sign that you respect the formality of the situation when specific details are unavailable. It’s a tool in your belt. Use it when you must, but always keep an eye out for a way to make a more personal connection if the opportunity exists.
Business communication is mostly about reducing friction. If this greeting helps you get a letter sent so you can move on with your day, then it’s the right choice. Stop overthinking the "perfect" opening and focus on the "clear" message.
Practical Next Steps
- Audit your recipient list: Before you hit "send" on that "To Whom It May Concern" letter, spend exactly five minutes on the company's "About Us" page or LinkedIn. If you find a name, swap it out.
- Check your punctuation: Ensure you used a colon after the greeting. It’s the smallest detail, but it’s the one that marks you as someone who knows the rules.
- Keep it brief: Cut your draft by 20%. Look for "fluff" words like "very," "really," or "just."
- Update your contact info: Make sure your signature includes your current phone number and a professional-looking email address.
By following these steps, your letter will stand out for its clarity and professionalism, regardless of who ends up reading it.