To Whom It May Concern Letter Sample and Format – Correspondence is a matter that requires careful attention. It is about how you deliver your intention most politely and adequately so that it can be well-accepted by the recipient. When it comes to business correspondence, letter in a variety of types is made and sent for different purposes. One of the letter types is To Whom It May Concern Letter.
Regarding this, it cannot be denied that many people still do not have a clear perception of the definition, how to, and when to use this kind of letter. Generally, this is a salutation letter which is made when you do not have a specific name to whom you are writing. In other words, you do not know correctly to which person you are writing the letter.
How Do You Write a Letter Beginning with To Whom It May Concern?
Writing a business letter is not easy, especially if you are not accustomed to it. Most of the letters have specific rules, guidance, and format that you have to follow. Not only does it make the letter understandable, but it also functions to reflect your professionalism.
When you are going to write a To Whom It May Concern Letter, you need to consider some important things. Make a professional business letter by paying attention to:
This letter comes with a certain form that you have to follow, for instance, capitalization, space, word choice, and others.
Even though you do not exactly know to whom you are writing, giving appropriate closing is a must. For To Whom It May Concern Letter, you may use “Yours faithfully” phrase to close the letter politely.
How Do You Use To Whom It May Concern Letter Format?
As it relates to business correspondence, there is specific guideline how to write a letter with To Whom It May Concern. Understanding the rule allows you to write proper and formal To Whom It May Concern Letter. Therefore it will be well-accepted and appreciated.
There are several tips when it comes to making the letter. A letter beginning with this phrase needs your attention on some aspects, such as:
- Capitalizing the first letter from each word is necessary.
- “Whom” is a must and you cannot simply change it to Who or Whomever.
- Make sure to put a colon afterword “Concern” instead of a comma.
- Use double space after the colon to begin message body.
This is the format you have to follow when writing To Whom It May Concern Letter. Aside from making your business letter looks professional; it can create a good first impression.
Why Do We Write To Whom It May Concern?
Ideally, you will write a letter to the specific person or name. However, the business realm can be very unpredictable, including the correspondence. Sometimes, it is just impossible to find a specific name on a certain position.
In this case, a general letter that will represent your respect without even knowing the name is needed. That is why you use To Whom It May Concern, a salutation that represents anyone concerning the letter. It sounds like a fair solution both for the writer and recipient.
When to Use To Whom It May Concern Letter Format?
As aforementioned, business letters have various formats according to the types. To Whom It May Concern letter also has specific format and rule, primarily related to greetings, position, and appropriate closing. So, when to use the format?
This kind of format can be used to begin an email, letter, or another communication form when you are not sure of who will receive it. This happens typically in business, mostly when you are applying for a specific job and sending a cover letter.
Furthermore, this format is appropriate to use when you make an inquiry, but there is no provided contact or name. To Whom It May Concern is the most appropriate salutation you have to use.
Also, To Whom It May Concern letter is also appropriate for letters of reference/recommendation, formal complaints, letters of introduction, and letters of interest.
Do You Capitalize To Whom It May Concern Letter?
When writing a letter beginning with To Whom It May Concern, many people make a mistake. Unfortunately, this mistake is commonly not realized by the writer. It happens due to the lack of information on how to write the salutation on To Whom It May Concern letter.
According to “To Whom It May Concern” letter format, the salutation must be capitalized on each word. Therefore, you have to write “To Whom It May Concern” instead of “To whom it may concern.” Even though it looks simple, this mistake makes your letter looks unprofessional.
Is It Proper to Use To Whom It May Concern?
In business correspondence, letter salutation is necessary to begin a letter. Dear Sir or Dear Madam is used if you exactly know who will read the letter. In case you do not have an idea who will understand, To Whom It May Concern is appropriate.
To Whom It May Concern letter is permitted in business correspondence; therefore you can refer to this salutation when needed. Make sure to combine with appropriate closing such as Yours faithfully.
What to Write Instead of To Whom It May Concern?
There are some other alternatives to “To Whom It May Concern.” If it is impossible to find the contact name, but you do not want to use this salutation, there are few other choices as your alternatives:
- Dear Recruiter
- Dear Hiring Manager
- Dear Customer Service Manager
- Dear Recruiting Department
Even tough To Whom It May Concern remains valid and appropriate for business correspondence, you may consider the alternatives. This is by the fact that the internet makes everything possible, especially to find the contact’s name or person in a specific position.
Especially when you are applying for a job, finding as much information as you can about the recruiter is highly recommended. Not only does it show your strong will to join the company, but it can also make the first impression. However, it does not mean that To Whom It May Concern letter is inappropriate.