When you don't know the recipient's name or aren't writing to a specific individual, the phrase "To Whom It May Concern" is traditionally used in business letters. This statement informs those who read your letter that they are being addressed by someone with authority over the matter at hand.
It is customary for individuals writing to government agencies, businesses, and other organizations to include this phrase in their letters to show that they have been authorized to act on behalf of the person they are writing to. For example, when sending a letter to be published in the newspaper, it is customary to write "On behalf of my employer, Mr. Smith, I would like to thank you for considering our proposal." Even if you are not working for an organization and are writing to offer personal assistance, it is still good etiquette to include this phrase. If you fail to include this phrase, others could assume that you are not authorized to act on behalf of anyone else.
Generally, letters should be written on official stationery bearing the logo and contact information for the company or individual you are writing to suggest changes or improvements. However, if you want to be polite yet maintain your anonymity, you can write on your own letterhead and sign your name as a courtesy to those you are writing to.
"To whom it may concern" works well when you don't know the name of your recipient(s) and want to seem courteous, but it's not the best choice in other instances; and in certain cases, it's not a suitable choice at all. Writing "concerns" who might be familiar with your company or organization is poor form because it implies that they are part of "concerns," which they probably aren't.
It's best to use a formal address for any company correspondence because it shows that you respect them enough to refer to them by their title. If you don't know their name, start with their position within the company and work your way up from there. For example, writing to Mr. Smith, Accounting Department, would be correct because accounting is his role at this company. However, writing to Bob from Walmart would be incorrect because even though he works at Walmart, he isn't an accountant and therefore doesn't qualify for a last name.
In general, avoid using first names with people you don't know very well because it makes them feel uncomfortable. It's also inappropriate to use first names with people you do know because it can be seen as disrespectful. Finally, writing using first names is also improper because it prevents others from identifying specific individuals if needed later.
To the individual to whom this pertains, this is a cliche. (An address used when you don't know the name of the person in charge of the type of business you're writing about.) "To whoever it may concern," the letter began. This phrase is effective in letting people know that what you have to say is for everyone's benefit and that it isn't personal.
"To Whom It May Concern" is an outmoded, but still occasionally used, letter greeting, and there are now better ways to begin a letter. The message can also be written without a salutation.
Letter Marriage: To Whom It May Concern: Letter marriage, regardless of who it may affect, is a serious affair that requires due contemplation. It is about how you attain your goal in the most courteous and sufficient manner so that the receiver accepts it.
While "To Whom It May Concern" is an appropriate professional greeting, it is usually preferable to personalize your communication with the recipient's name if at all possible. For example, instead of sending a letter to "Dear Person," write to "Mr. or Ms. X." Also, be sure to include the recipient's address before you send your letter.
It is not necessary to use formal writing style when addressing someone in an informal manner. For example, you can say "Dear Mom" or "Dear Friend" to either your mother or friend. However, it is best to be more formal when communicating with people who hold important positions in your life, such as employees at companies where you work or teachers at schools where you go. In this case, you should use their full name followed by "Dr.," for example, "Dear Dr. Jones."
Writing letters is an effective way to communicate with others. When you write a letter, you have the opportunity to think about what you want to say and how you want to say it. You can also include stories from your life or ask questions. Letters are also useful for expressing emotions. For example, if you are angry with someone, writing a letter can help you cope with that emotion rather than acting on it.
It is appropriate to use at the opening of a letter, email, or other form of communication when you are unclear who will see it. When making an inquiry (also known as a prospecting letter or letter of interest) but do not have the name of a contact person, say "To Whom It May Concern." This indicates that you are writing on behalf of someone else and asks that any replies be directed to your address.
In addition to the opening line, other examples include letters to people who have applied for a job, letter writers who do not know the name of the recipient, and letters to former students. Often teachers will write a note to themselves in order to remember something important about their class topics or subjects they plan to cover in future lessons. These notes are often written to "concern" any students who may read them later. The phrase is also used by doctors when writing letters to patients after performing surgery or giving medical treatments.
Yes. Even if you are emailing your message instead of writing on paper, you should still sign your letter. This shows that you are responsible for what you write and allows others the opportunity to identify you if they receive the letter. Not signing your letter could lead others to believe that you are not responsible for your words or that you do not consider this correspondence to be serious.