Is “To Whom It May Concern” Still Okay When Applying for a Job?
Job applications can feel intimidating, especially when you’re unsure how to address the hiring team. One common phrase that still appears in cover letters and emails is “To Whom It May Concern.” It sounds formal, but is it outdated? And how do employers actually view it?
In this article, we’ll explore when it’s appropriate to use this phrase, what to say instead, and how a thoughtful greeting can make a stronger impression.
Why People Use It in Job Applications
Many jobseekers resort to general salutations when they don’t have enough information about the hiring manager. “To Whom It May Concern” has traditionally served that purpose. It’s polite, neutral, and shows you’re addressing someone respectfully—even if you don’t know their name.
In certain formal documents, like recommendation letters or character references, this greeting still appears from time to time. However, when you’re writing directly to apply for a job, a more personalised approach is often expected today.
When It’s Acceptable to Use
Although it’s no longer the preferred choice in most job applications, there are still situations where using a general salutation may be appropriate:
- The job listing does not mention a contact name or department.
- You are submitting your CV to a general HR email address.
- You are applying to a large company with no clear hiring point of contact.
- You’re making a cold approach or enquiry without a specific role in mind.
In such cases, it’s better to use a professional greeting than leave it blank or guess incorrectly. However, there are stronger alternatives available.
Better Alternatives to Consider
If you want to make a memorable impression, a personalised greeting helps your application stand out. Even when you don’t have a specific name, there are modern alternatives that sound friendlier and more targeted.
Some good examples include:
- “Dear Hiring Manager”
- “Dear [Job Title] Recruitment Team” (e.g., “Dear Marketing Recruitment Team”)
- “Dear Human Resources Department”
- “Dear [Company Name] Careers Team”
These alternatives are professional but feel more directed and relevant than the traditional “To Whom It May Concern.”
Why a Personalised Greeting Matters
Personalisation shows effort. Hiring managers notice when a candidate has taken the time to research who they’re writing to. Even if the message is short, using the right name or title helps create a connection from the first line.
It also demonstrates that you’re detail-oriented and proactive—qualities that employers value in potential hires.
By contrast, general greetings may suggest a copy-paste approach. While they aren’t necessarily wrong, they don’t add the same level of impact to your application.
How to Find the Right Contact Person
If you’re applying online and the job ad doesn’t include a name, try these methods to uncover the right contact:
- Check the job posting thoroughly. Sometimes the name is hidden in the footer or contact section.
- Visit the company’s website. The “Team” or “About Us” page may list department heads or HR staff.
- Use LinkedIn. Search for “[Company Name] + HR Manager” or “[Company Name] + Hiring Manager” to find relevant contacts.
- Call the company. If appropriate, make a polite call to ask who’s in charge of recruitment.
Even if you don’t find the exact name, these steps show initiative and can help you frame a more precise salutation.
Sample Email Greetings Based on Context
Here are a few examples of how to start your job application email or cover letter depending on what information you have:
If you know the hiring manager’s name:
Dear Ms. Aisha Tan,
If you know the department only:
Dear Marketing Recruitment Team,
If it’s a general HR address:
Dear Hiring Manager,
As a last resort:
To Whom It May Concern,
Remember, the goal is to match your greeting to the level of information you have. When in doubt, choose the most specific yet respectful option available.
Final Thoughts
Using “To Whom It May Concern” when applying for a job isn’t wrong—but it isn’t ideal either. In today’s job market, a personalised approach can help you stand out in a crowded inbox. While there are situations where this phrase might be necessary, it should be your fallback, not your first choice.
Taking a few extra minutes to research the company and tailor your greeting can reflect your professionalism and increase your chances of getting a response.
