Capitalize To Whom It May Concern - NewBalancejobs
Career Advice Career Basics

Capitalize To Whom It May Concern

To Capitalize To Whom It May Concern, you need to first understand that “To Whom It May Concern” is a lettered salutation traditionally used in business correspondence when you do not have a specific person to write to, or when you do not know the name of the person to whom you are writing.

  Of course, you should do your best to find a contact name to use in your message or inquiry, but sometimes that is not possible.  In such cases, you can use To Whom It May Concern. That’s why you need to first learn how to capitalize to whom it may concern.

  When do you use “To Whom It May Concern” as a greeting?  Is it a modern way to officially greet a professional with a cover letter, business letter, or legal letter?  What is the correct grammatical way to put it in a letter?  These are all great questions that we’ll help answer in this comprehensive guide to that formal greeting.

  How to capitalize to whom it may concern

  Writing “To whom it may concern” or “To Whom It May Concern” is a common question for those who rarely write complaint or inquiry letters.  This is a common greeting and therefore, it is important that the capital letters are correct.  In fact, this confusion is completely understandable.  There is a difference of opinion even with leading method guides.

ALSO READ: Signs You’re About to Be Fired: All you need to know

  The rule for capitalization or to capitalize To Whom It May Concern is that the first word and all names and all titles are in capital letters.  This means that “to whom it may concern” is the correct way to use this greeting.

  The only words that are written in capital letters of their own in the salutation are the first word or any proper names and words indicating a noun that do not upgrade that word to a proper noun.  (This applies to the word “who” in this case).  If this is the case, then we will have to use large pronouns such as “he” or “she”.  However, this is usually only done when referring to a deity and so should not be done in such a salutation.

  This way, the salutation follows the rules for symmetric capital letters like sentences.  Although there is some controversy over the correct way to use the salutation, we conclude that following the instructions outlined by Gregg’s reference guide, To Whom It May Concern, is the correct way to use this salutation.  Having said that, it should be noted that this is only a matter of method and thus there may not be one “correct” method but still a standard in general use.

  Whether you are writing an email or preparing an actual letter, it’s important to start every business correspondence with an appropriate greeting.  One of the most common professional greetings is, “To Whom It May Concern.”  But with so many alternatives, it can be difficult to decide when to use this greeting and when to use the recipient’s name, title, or something else.

  To help you write professional correspondence, consider the following basic information about how to Capitalize To Whom It May Concern, advice on when to use it and what alternatives you can choose instead.

  Why greet people with the phrase “to whom it may concern”

  Traditionally, the phrase “To Whom It May Concern” is used in commercial correspondence when you do not know the name of the recipient or when you are not writing to a specific person.  For example, if you are writing a cover letter as part of a job application and it is not clear from the job advertisement who will review your application, you can choose to start your letter with “To Whom It May Concern.”

  This salutation was developed when it was difficult to define job roles for people by searching for companies, public directories online or professional organizations.  Today, it is much easier to find the names of HR managers, department heads, and other decision-makers you might try to reach.  As a result, this greeting has come to be seen as outdated and outdated.

ALSO READ: How to Repair Your Reputation at Work After a Mistake

  However, you should only include someone’s name if you are absolutely sure that they will receive your email or letter.  Getting your message across to the wrong person might create confusion or appear unprofessional.  In such circumstances, it may be better to use “to whom it may concern” or an alternative phrase.

  When to use “To Whom It May Concern”

1.    Letter of introduction

  When you apply for a job, you may not know who will review your resume, cover letter, or application.  Employers often use a generic application email alias, such as “[email protected]” or “[email protected]”.  In this case, it is not clear whether your application will be reviewed by the hiring officer, the human resources leader, the hiring manager, or several professionals.  Since it is essential to leave a positive first impression, it is better not to risk guessing the recipient’s name incorrectly if you cannot find the point of contact through your search.

  2. Referral call or letter of recommendation

  If a former colleague asks you to write a letter of recommendation or act as a referral for a job opportunity, there is a good chance they may not know who will receive the letter.  In some cases, you may also be required to send your message through an automated system that does not provide any names or nicknames.

  3. An introduction to a new or potential client

  If you are responding to an automated message from a potential customer and don’t include their name, you will need to use a general salutation.  This is also an excellent opportunity to put up their name and surname so that you are ready to address them directly in future communications.


  4. Prospecting letter

  If you are in a sales or business development position, you may be responsible for contacting potential clients.  Sometimes company websites do not include the name and contact information of the decision maker you hope to reach.  In this case, you may want to start your letter with a general greeting.

  5. Company notes or suggestions

  If you would like to share your feedback or suggestions with your employer, it is usually best to start by sending your letter to HR.  But if you are not sure who is in the department responsible for reviewing the comments, especially if it is a large organization, it is okay to use a general salutation.  This is especially useful if the comments will need to be addressed by multiple people or departments.