“To Whom It May Concern” Is Out: Here’s What to Say Instead

Why you should avoid “To whom it may concern”

“To whom it may concern” was once considered a formal way to address your cover letter, but today it comes across as outdated and impersonal.

In an era where a few minutes of research can usually reveal the name of the hiring manager or at least the right department, defaulting to “To whom it may concern” can make your application feel generic and miss a valuable opportunity to connect with the reader.

6 ways to open your cover letter that aren’t “To whom it may concern”

Here are six professional alternatives you should use instead:

1. Dear/Hello [Full Name],

This is the gold standard for addressing a cover letter when you know the hiring manager’s name.

If the job posting lists a contact name or if you can find the hiring manager through the company’s website or LinkedIn, this is the greeting to use. “Dear Jordan Smith,” or “Hello Jordan Smith,” feels professional, direct, and immediately shows that you took the time to tailor your application.

2. Dear [Mr./Ms./Mrs./Miss] [Last Name],

This slightly more formal variation is a safe, respectful choice, especially if you work in a more traditional industry.

For example, “Dear Mr. Johnson,” or “Dear Ms. Patel,” works well when you know the person’s last name but want to maintain a polished tone.

Just be sure to use the correct title, and when in doubt, default to Ms. rather than assuming Mrs. or Miss. Avoid using gendered titles altogether if you’re unsure of the person’s preferences, but otherwise this format shows professionalism and courtesy.

3. Dear [Job Title],

If you can’t find the right name, you can also refer to the reader by their job title:

Dear Office Manager,

This approach is professional and direct but still feels more tailored than a generic greeting. It shows that you’ve taken the time to consider who’s likely to be reading your application, even if you can’t track down their name.

4. Dear [Department] Head/Team,

If you’re unable to find a specific name but know which department the role falls under, you can address your cover letter to the department head or team:

Dear Accounting Department Head,

Dear Marketing Team,

This greeting shows that you’ve at least narrowed your focus and made an effort to address the right part of the organization. It’s more specific than “To Whom It May Concern” and signals that you understand the company’s structure and who might be making the hiring decision.

5. Dear Hiring Manager,

Sometimes you won’t be able to find any details about the hiring team online. In these cases, “Dear Hiring Manager,” is a safe and professional fallback.

6. Dear [Company or Department] Hiring Team,

When you want to keep your greeting professional but slightly more personable, addressing the collective hiring team can be a great choice:

Dear SEO Hiring Team,

Dear ABC Company Hiring Team,

This greeting acknowledges that multiple people may be involved in the hiring process. It’s especially useful when applying to larger organizations or departments where hiring decisions are often made collaboratively.

When “To whom it may concern” is still acceptable

While “To whom it may concern” has largely fallen out of favor for modern cover letters, it remains a professional standard in specific formal scenarios. If you are drafting a document that will be read by multiple unknown parties or is intended for a neutral institutional record, this traditional greeting is still your best option.

One of the most common uses is for formal recommendation letters. Since these are often given to candidates to share with various unknown recipients, addressing a specific individual is impossible.

Frequently asked questions

Here are answers to some of the most common questions we get about cover letter greetings:

How do I find the hiring manager’s name?

If the job description doesn’t provide a contact name, your first step should be LinkedIn. Use the company’s page to access the “People” tab and filter by keywords like “[Department] Manager” or “Talent Acquisition.” Cross-referencing these names with the company’s “About Us” or “Team” page on their official website can confirm you have the right person.

How formal should my greeting be?

The appropriate level of formality for your greeting often depends on the specific industry culture. In US tech startups and creative agencies, a more relaxed “Hi [First Name]” is frequently acceptable and aligns with a modern, casual workplace.

Conversely, traditional corporate sectors such as finance, law, and consulting in the US still prioritize formal address, making “Dear Mr./Ms. [Last Name]” the preferred choice for a professional first impression.

Geographic location also dictates the expected tone of your cover letter. While many US-based companies are moving toward informal language, UK corporate environments typically maintain higher standards of formality. In these regions, a traditional “Dear [Title] [Last Name]” is often expected.

Before choosing your greeting, research the company’s “About Us” page or social media presence to gauge their brand voice and ensure your level of formality matches their internal culture.

How important is a cover letter greeting really?

Your cover letter greeting won’t be the determining factor in whether or not you’re hired, but getting it right shows attention to detail. Don’t let a generic opening like “To whom it may concern” hurt your chances.