How to use "to whom it may concern"

What Does "to whom it may concern" Mean?

• Pragmatic function: greeting
• Literal vs. conventional meaning: The literal meaning addresses whoever might be responsible or interested. Conventionally, it signals a formal, impersonal communication.
• Register: formal

How to Use It

• Typical social context: Used in formal letters, applications, or announcements where the specific recipient is unknown or irrelevant.
• Formality level and relationship between speakers: Very formal; used when the sender has no prior relationship with the intended audience.
• Expected response or follow-up: Depends on the content of the letter; a response is expected if a request is made or information is provided.
• Can it stand alone or does it need a continuation? It needs a continuation; it's a salutation, not a complete message.

Real-World Examples

These examples are sourced from to whom it may concern on Ludwig.guru.

""To whom it may concern," the first began." — The New York Times

"To whom it may concern: I'm writing on behalf of Joey Whatever." — The New York Times

"But I have an official normal one, To whom it may concern." — The New Yorker

"To whom it may concern: you may be interested to know that there is no period after Dr in any of the Dr Pepper brands." — Massachusetts Institute of Technology

"The note, addressed "to whom it may concern" described how Wauthier had become demoralised by what he called a new, more aggressive tone at Zurich." — The Guardian - Business

Examples sourced from https://ludwig.guru/s/to+whom+it+may+concern

Similar Phrases and Alternatives

Phrase	Context
Dear Sir or Madam	Very formal; often used in business correspondence.
Dear Hiring Manager	Specific to job applications when the hiring person is unknown.
To the relevant party	Formal, but slightly less traditional.
Greetings	Can be used in slightly less formal contexts, but still generally impersonal.
Hello	A generic greeting suitable when unsure of the recipient's name or title, but less formal.
Dear colleagues	Use within a company when the recipient is unknown.
Attention: [Department Name]	When sending a letter to a specific department.

Common Mistakes

• Using it in informal settings makes the communication sound overly stiff and unnatural.
• Assuming it implies a personal connection; it emphasizes the lack thereof.
• Learners often use this phrase in informal contexts or when the recipient's name is known, making it sound overly formal or impersonal.

Quick-Reference Summary

Expression	Social Function	Register	Typical Context
To whom it may concern	Formal greeting	Formal	Letters, applications, and announcements where the recipient is unknown.

FAQs

If I receive a letter starting with "To whom it may concern," am I expected to reply differently than if it had a named recipient?

A reply is expected based on the content of the letter, not the salutation. The use of "to whom it may concern" simply indicates that the sender doesn't know who specifically will handle the matter, but it doesn't change the need for a response if one is warranted. Treat the letter as you would any other formal communication requesting a reply.

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Is "to whom it may concern" used the same way in British English as in American English?

Yes, "to whom it may concern" carries the same meaning and level of formality in both British and American English. It's a standard formal salutation used when the recipient's name or title is unknown in both dialects.

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I know the recipient's name but am unsure of their title. Is it still appropriate to use "To whom it may concern?"

No, if you know the recipient's name, it's better to use "Dear [Name]" even if you don't know their title. Using "to whom it may concern" when a name is known can seem impersonal or even dismissive. If unsure of the gender, you can use "Dear [First Name] [Last Name]".