When to Write ‘To Whomsoever It May Concern’ with Samples and Guide

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When to Write ‘To Whomsoever It May Concern’ with Samples and Guide

6
Apr,2020

0

If you’re preparing a physical letter or writing an email, it’s important for every business correspondence to initiate with an appropriate greeting. One of the most used professional salutations is, “To Whomsoever It May Concern.”

“To Whomsoever It May Concern” is a common letter salutation that has been used traditionally in business correspondence when you do not know the name of the recipient or you are not writing to a specific person.

When you could use “To Whomsoever It May Concern”

Here are some situations in which it’s suitable to use this salutation:

1. Cover letter

If you’re applying for a job, then the chances are good that you may not know who will review your cover letter, resume or application. It remains unclear whether a HR leader, recruiting leader, hiring manager or multiple professionals will review your application. So because it’s better not to risk by incorrectly guessing the recipient’s name and start with this salutation.

Sample:

“To Whomsoever It May Concern,”

I am writing to apply for the position (X) posted on your website. Currently I am under the internship with (XYZ) with the role of (role).

[Mention about your resume and qualifications in brief]

I am confident that I can make important contribution based on my prior experience in this industry. I am looking forward your reply.

Thank you for your consideration.

Sincerely

(Your Name)

2. Recommendation letter

If you’re issuing a reference or recommendation letter for a former employee or colleague, Many times the request come through an automated system in which there is no information about the hiring manager.

They don’t want you to research about them or their company, they only expect to get your thoughts about the candidate they’re willing to hire. This would be a suitable time to address with, “To Whomsoever It May Concern.”

Sample:

“To Whomsoever It May Concern,”

Sebastian was a brilliant employee during his three years at (your company name).

He took his work very seriously, he even volunteered for projects which were outside his regular duties, and was our top-performing salesperson for all the three years. I am recommending him for this position.

Regards,

(Your Name)

3. Introduction to a new or prospective client

If you are replying to an automated message from a person who can be your potential customer but it doesn’t include their information, you’ll need to use a more non-specific greeting. It could be appropriate to use, “To Whomsoever It May Concern.” For example, if you received a message with request for a quote, or some info related to your business, you might address your response with, “To Whomsoever It May Concern.”

Sample: 

“To Whomsoever It May Concern,”

I received your request for a price quote for X product. I’ve attached the quote with this email and would be glad to answer any other questions you have.

Also, I’d like to know your name and some more about your business!

Kind Regards,

(Your Name)

4. Prospecting letter

If you are in a sales department and are responsible for conducting an outreach to contact potential clients. Sometimes, company websites don’t provide the name and contact information you’re hoping to reach. In this situation, you may use the generic salutation “To Whomsoever It May Concern”.

Sample:

“To Whomsoever It May Concern,”

I observed that recently your company parted ways with its paper supplier. I work with Rosewood Miffin, a local Scranton paper supplier, and would really like to speak with the individual in charge of paper ordering for your company.

We offer personalized customer service with fast delivery, and I’d like to see if we’re the perfect fit for you.

Best,

(Your Name)

5. Reaching out for large company

If you are trying to reach out to a large company which has a complex organizational structure and you aren’t sure who could be the proper point of contact, in this situation it is appropriate to use, “To Whomsoever It May Concern”.

Sample:

“To Whomsoever It May Concern,”

I looked at your company announcement about the opening of two new co-working spaces on the west coast. I work with Yowel, a sustainable office furniture company in the Tulsa area.

We are bringing out a new line of office furniture pieces that coincide with the opening of your new space. I would like to contact the team member in charge of furnishing your locations and love to discuss the possibility of working together.

Regards,

(Your Name)

6. Company complaints

If you want to Lodge a formal complaint with some company for you it doesn’t matter if that complaint is addressed to a customer service associate, an administrator, or the CEO . Here it provides suitable space to use “To Whomsoever It May Concern”.

Sample:

“To Whomsoever It May Concern,”

I was very disappointed with my purchase from your website. The order I received was not like what was depicted on your website, the colour, the quality and material were all different. I would like to get full refund or the correct product as soon as possible.

Thank you,

(Your Name)

Bonus Points

Although using “To Whomsoever It May Concern” is very convenient to use it is highly advised to not use it frequently. Research about the recipient try to get their info from reliable source as it gives more formal outlook and chances that you will get a reply becomes higher.

Alternative Letter Salutations

“To Whomsoever It May Concern” is considered there are better alternatives you can use for salutations.

 Here are some options:

  • Greetings
  • Hello
  • Hi there
  • Dear Hiring Manager
  • Dear [Department] Name
  • Dear [Department] Manager
  • Dear Recruiter
  • Dear Recruiting Manager
  • Dear Recruiting Manager
  • Dear Human Resources Representative
  • Dear HR Manager
  • Dear Hiring Committee
  • Dear Search Committee
  • Dear Personnel Manager

Using the proper salutation in business communications is very important, it demonstrates strong professionalism and high communication skills. By knowing when to use “To Whomsoever It May Concern” and when to use alternative greetings, you’ll for sure make a positive impression in each letter or email you send.

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