When you write a letter to someone you don't know, you use a "to whom it may concern" letterhead. This is a formal way to address the letter and shows that you have made an effort to find out the name of the person you are writing to.
What is the purpose of 'to whom it may concern' letter?
You can write this type of letter when you are looking for a job, when you are starting a new business, or when you want to make a formal complaint. The letterhead lets the person know that they are your main focus and that you have taken the time to find out their name.
When writing a to whom it may concern letter, be sure to include:
- The name of the company or organization
- Your name and contact information
- The purpose of your letter
- Any attachments you may have
You should also be sure to spell the recipient's name correctly and use the correct title (Mr., Mrs., Ms., etc.).
Is to whom it may concern still acceptable?
“To Whom It May Concern” is outdated when it comes to cover letters for jobs. Another greeting formerly used was “Dear Sir or Madam,” but it might be perceived as antiquated. When in doubt, you can use the person’s name if you know it. If you don’t, a generic “To Whom It May Concern” will suffice.
The phrase "to whom it may concern" is still an acceptable way to address a letter when you don't know the name of the person you are writing to. However, using the person's name if you know it is preferred. Still, you shouldn`t be afraid of using "to whom it may concern" if you don't know the person's name. It will still be understood.
How do you send a formal email?
There are a few things to keep in mind when sending a formal email:
- Be sure to include your name and contact information at the beginning of the email.
- State the purpose of the email in the first sentence.
- Keep the body of the email concise and to the point.
- End the email with a polite closing, such as "Sincerely" or "Thank you for your time."
The subject line of such a letter should be: "Formal Request." For instance:
Hello,
My name is _____ and I am writing to make a formal request.
I would like to request the following information:
(List what you are requesting)
Thank you for your time.
Sincerely,
Your name
Like any other email, the body for a formal letter, and to whom it may concern is not an exception, must be clear and concise. Here you will see an example:
Hello,
I am writing to make a formal request. I would like to speak with someone about the possibility of a job opening at your company. I am very interested in the opportunity and have attached my resume for your convenience.
Thank you for your time and I look forward to hearing from you soon.
Sincerely,
Your name
Remember, that the purpose of your signature is to be as formal as the email itself. So, you need to include your full name, job title, and contact information.
How do you begin a formal letter to an unknown recipient?
When you're writing a business letter to an unknown recipient, there are two prevalent salutations. To whom it may concern or Dear Sir or Madam respect the intended reader. Whichever salutation you choose, make sure to use a colon after the salutation and not a comma.
The body of your letter should be brief and to the point. Introduce yourself and your company, state the purpose of your letter and provide any relevant contact information. Thank the reader for their time, and be sure to close with a courteous closing such as Sincerely or Best regards.
Here is a standard example:
Dear __________,
I am writing in regard to ___________. I would like to introduce myself as ____________ from _____________.
We are interested in knowing if you are accepting bids for ____________. If so, we would like to submit our proposal for your review. Please let me know at your earliest convenience.
Thank you for your time,
Sincerely,
____________
What is the best opening sentence for a letter?
As you take a pencil and begin the opening sentence for your letter, take a step back and assess the situation. If you are writing to inquire about a job opening or to follow up on a previous application you have submitted, "I am writing in regard to" will work best. If you don't know the name of the person you are trying to reach, using "Dear Sir or Madam" will be more appropriate. Whichever salutation you choose, make sure to use a colon after the salutation and not a comma.
Here are some of the most common examples:
- It's great to hear from you.
- I'm eager to get your advice on…
- I'm reaching out about…
- I hope you're having a wonderful day.
- Thanks for getting in touch.
- Thanks for the quick response.
The above sentences are quite often used in informal correspondence, such as emails. When writing a formal letter, it is best to be more direct and to the point. For instance:
I am reaching out about the job opening that was listed on your website. I am emailing to follow up on my application for the cook position that I submitted two weeks ago. Can you tell me the name of the person who is in charge of hiring? I would like to apply for the internship that is open for the summer.
Sincerely,
Your Name
What is the proper syntax for addressing an envelope to whom it concern?
The first thing you should know is to capitalize the first letter of each word. The second is including the phrase "To Whom It May Concern" on the front of your envelope. The third is leaving at least four inches of blank space in between your return address and the To Whom It May Concern text.
Here's an example:
- 123 Main Street
- Anytown, CA 90000
- TO WHOM IT MAY CONCERN
- 123 Main Street
- Anytown, CA 90000
Besides, you should always use "Whom" instead of "Who" or "Whomever" because "Whom" is the object of the verb and "Who" is the subject. In the formal letter, it is always best to use the word "Dear" followed by the person's last name. If you don't know their name, you can use "Dear Sir or Madam."
The body of to whom it may concern letter should be brief, polite, and professional. You can either thank the person for their time or express your interest in the job opening. Pay attention to some linking words to make your letter cohesive.
End your letter with "Sincerely, Your name" and type your full name underneath. Sign the letter in blue or black ink. Here are a few of the most common strategies to conclude a business email:
- Kind regards.
- Warm wishes.
- With gratitude.
- Many thanks.
- All the best.
Is to whom it may concern letter considered to be rude?
“To Whom It May Concern” is a great option when you don't know the name of your recipient(s). However, in other situations, it isn't the greatest alternative; and in some cases, it's not even an option.
When you're sending out letters to companies or organizations, it's always best to have a specific name to address the letter to. If there is no specific person in charge of hiring, you can do a little research online or call the company and ask for the name of the person who is responsible for hiring.
If you must use “To Whom It May Concern,” be sure to personalize the letter as much as possible. Demonstrate that you've done your homework about the company, and make it clear why you're interested in working for them. The goal is to get the recipient to read your letter until the very end.
How should you compose a formal complaint letter?
When writing an effective complaint letter, it is important to be clear, concise, and polite. Start the letter by stating your name, address, and contact information. Then, outline the issue in a clear and concise manner. Be sure to provide all the relevant details, including the date, time, and location of the incident.
Make it obvious and succinct. You should describe the situation, what you want to be done about it, and how you would like the situation to be resolved. In some cases, it might be helpful to state what you have lost as a result of the incident.
Tell the person exactly what you want to be done and how long you're willing to wait for a reply. It is important to be reasonable and to keep in mind that the person you're writing to might not be able to solve your problem immediately. However, they should at least be able to provide a timeline for how long it will take to resolve the issue.
End the letter with a polite and professional closing, such as "Sincerely" or "Thank you for your time." You can also include your contact information in case the recipient has any further questions.
Don't compose a frustrated, sarcastic, or hostile missive. It's important to maintain a polite and professional tone throughout the letter. Remember, you might need to speak with this person again in the future.
Finally, make copies of any relevant documents available such as receipts, work orders, and warranties. Here is an example of a formal complaint letter when you don`t know the name of the person you are writing to:
To Whom it May Concern,
I am writing to file a complaint about an incident that occurred on (date). I was at your establishment (location) when the incident took place.
(Describe the situation, what you want to be done about it, and how you would like the situation to be resolved).
If possible, I would appreciate if you could contact me at (phone number) or by email at (email address) so that we can discuss this further.
Thank you for your time.
Sincerely,
Your name
What should you do after receiving the answer for your letter?
When the recipient wrote you back with the answer to your letter, it is important to reply as soon as possible. If you're satisfied with the answer, be sure to thank the person for their time and effort. If you're not happy with the response, or if you need further assistance, you can write back and explain your situation in more detail. It might be helpful to attach copies of any relevant documents, such as receipts or work orders. Remember to stay polite and professional, even if you are upset about the situation. It's important to maintain a positive relationship with the person who is helping you resolve the issue.
Again, here we give an example of your answer to an apologizing letter, where the manager of the company solved all your questions:
Dear Mr./Ms. Last Name,
Thank you for writing back to me and apologizing for the inconvenience that I have experienced. I appreciate the fact that you took the time to speak with me on the phone and that you are looking into the issue.
I am happy to say that all of my questions have been answered, and I am satisfied with the solution. Thank you for your help in resolving this issue.
Sincerely,
Your name