Best Alternatives to "To Whom it May Concern"

Have you ever felt uneasy starting an email or letter with ‘To Whom It May Concern’?

You’re not alone. I remember the first time I had to write a formal complaint to a company whose HR contact wasn’t listed. I hovered over the keyboard, dreading that cold, faceless opener. It felt distant, impersonal—and frankly, outdated. As someone who now works closely with copywriters and HR professionals, I’ve learned that the right opening line can set the tone for the entire message.

In a world increasingly focused on personalisation, writing “To Whom It May Concern” is like knocking on a door and running away. It doesn’t invite a conversation, and it rarely leaves a good impression. Whether you’re applying for a job, submitting a complaint, or writing a reference letter, there are smarter and more human ways to start your message.

This article will walk you through practical, respectful alternatives that not only improve your writing but also help you build a better rapport with your reader.

Why Avoid “To Whom It May Concern”?

Before diving into alternatives, let’s understand why this phrase is increasingly falling out of favour:

⚠️ It Feels Impersonal

“To Whom It May Concern” implies you didn’t bother to find the right person. It suggests a lack of effort or care.

⌛ It’s Outdated

Once a staple of business letters, this phrase now feels like it belongs in a 1990s office manual.

💬 It Hinders Engagement

Research shows that personalised greetings improve response rates by up to 26% (Source: Experian). Why miss that opportunity?

✉️ It Can End Up in the Bin

Many hiring managers have said outright that applications using “To Whom It May Concern” feel generic and are more likely to be skimmed over.

When Is It Still Acceptable to Use?

Despite its flaws, the phrase can still be used when:

You’re writing a formal document that will be read by multiple parties.
The recipient truly cannot be identified despite genuine effort.
It’s required by company or legal formatting.

But even in these cases, there are often better options.

The Best Alternatives to “To Whom It May Concern”

1. Use a Specific Name

Best For: Job applications, complaints, and business enquiries

If you can find the name of the person you’re contacting, use it—even if you’re unsure of their exact title.

Examples:

Dear Ms Ahmed,
Hello Dr Khan,
Dear Chris Thompson,

Tip: Use LinkedIn, company websites, or even call reception to ask.

“When applicants take the time to find my name, it shows initiative and genuine interest,” says Hannah Ross, Head of Recruitment at BrightEdge.

2. Use a Job Title or Department

Best For: When you know the department but not the person

Examples:

Dear Hiring Manager
Dear Customer Support Team
Hello Admissions Office

Why it works: It still shows you’re directing your message thoughtfully.

3. Use a Professional, Yet Friendly Opening

Best For: Emails or letters where tone matters

Examples:

Good morning,
Greetings,
Hello,

Note: This works well when you’re replying to a general email or contact form submission.

4. Use Context-Specific Greetings

Best For: Unique situations

Examples:

Dear Editor,
Hello Board of Directors,
Dear Review Committee,

Contextual accuracy makes your message feel targeted and intentional.

5. Use Neutral, Polished Options When in Doubt

Best For: Cases where you absolutely can’t find a name

Examples:

Dear Sir or Madam
Dear Team,
To the [Company Name] Team,

Note: These are still better than the anonymous “To Whom It May Concern”.

How to Find the Right Person’s Name

Here are a few methods I personally use when writing formal emails or proposals:

LinkedIn Search: Use filters to find people by job title at a company.
Company Website: Check the “About” or “Team” page.
Email Format Guessing Tools: Tools like Hunter.io help you guess email addresses based on domain formats.
Call and Ask: A quick, polite call can go a long way.

Personal Example: A Before and After

Last year, I applied for a freelance writing gig. The job post didn’t include a contact name, so I searched the agency’s website. I found their content lead on LinkedIn, noted her name (Emma Tan), and wrote:

Subject: Enthusiastic Writer Excited to Join Your Team
Dear Emma Tan,
I came across your opening for a copywriter and felt genuinely excited…

Result? She replied within 24 hours, mentioned how much she appreciated the personal touch, and we ended up working together for six months.

FAQs

Is “Dear Sir or Madam” any better?

Slightly—but it’s still not ideal. It’s dated and gendered. If possible, address someone by role or department.

What if I get the name wrong?

A good-faith attempt is better than none. Most people will appreciate the effort, even if you get the title slightly off.

Can I just use “Hi”?

“Hi” is acceptable in casual professional contexts, like internal emails or replies to someone you’ve already contacted.

Should I use a colon or comma after the greeting?

In British English, a comma is standard: Dear Mr Smith,

Takeaway: Show Effort, Get Results

Replacing “To Whom It May Concern” with a more thoughtful opener isn’t just about language. It signals effort, respect, and professionalism.

Action Steps:

Always check for the recipient’s name or department.
Use professional, context-based greetings when in doubt.
Match your tone to the situation—polished but human.

Small tweaks make a big difference. The right salutation can open more doors than you think.

What greeting do you use when you don’t know who you’re writing to? Have a favourite phrase that works like a charm? Let me know in the comments below.