When do you use 'to whom it may concern'?

What it means: A formal salutation used when you don't know who will read your letter or email — or when multiple people might read it and you want to address all of them.

• Reference letters ("to whom it may concern, I am writing to recommend...")
• Formal complaints to an organisation when you don't have a name
• Legal or official correspondence with unknown recipients

When it's not ideal: In most modern professional communication, "to whom it may concern" can be replaced with something better. A brief LinkedIn search or a call to reception can usually get you a name.

• "Dear [Name]," — always best if you know it
• "Dear Hiring Manager," — job applications to unknown recipients
• "Dear Sir or Madam," — formal, gender-neutral
• "Hello," — casual and acceptable in many modern contexts

The grammar note: "Whom" is correct here — it's the object of the concern. "Who it may concern" is technically incorrect but widely seen.

Tags: formal writing, business writing, letters, professional English