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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