To Whom It May Concern Letter: 21 Powerful Samples & Guide

Understanding the “To Whom It May Concern” Letter

The phrase “To Whom It May Concern” is a formal salutation used in letters and documents when the specific recipient is unknown. While it might seem impersonal, it remains a professional option for situations where you need to address an unspecified audience or department. These letters are often used for general inquiries, reference requests (especially if the recommender doesn’t have a direct contact), or when submitting a general application.

Crafting an Effective Letter

While the opening is standardized, the content of your “To Whom It May Concern” letter should be tailored to its purpose. Be clear and concise in your message, stating your objective and providing relevant information. Always maintain a professional tone and proofread carefully for any errors. Remember to close with a polite sign-off, such as “Sincerely” or “Respectfully,” followed by your name and contact information.

Situations Where It’s Appropriate

This salutation is suitable for various situations, including job applications to unknown hiring managers, general inquiries to customer service departments, requests for information from organizations, and general letters of recommendation where a specific recipient isn’t available. However, if you can find a specific contact person, addressing them directly is always preferred. Use it strategically to ensure your message reaches the intended audience.

Alternatives to “To Whom It May Concern”

While acceptable, explore alternatives if possible. Options include “Dear Hiring Manager,” “Dear Admissions Committee,” or, if you know the department, “Dear [Department Name] Team.” Researching the organization to find a specific contact is always the best approach. Using a direct name demonstrates initiative and shows you’ve taken the time to learn about the company or organization.

Sample 1: General Job Application

To Whom It May Concern,

I am writing to express my interest in potential opportunities at [Company Name]. With [Number] years of experience in [Industry], I possess a strong skillset in [Skills]. I am particularly drawn to [Company Name]’s commitment to [Company Value]. My resume, attached for your review, provides further detail on my qualifications.

Thank you for your time and consideration. I look forward to hearing from you.

Sincerely,

[Your Name]

[Your Contact Information]

Sample 2: Request for Information

To Whom It May Concern,

I am writing to request information about [Specific Topic] offered by [Organization]. I am particularly interested in [Specific Details]. Any relevant brochures, application forms, or website links would be greatly appreciated.

Thank you for your assistance. I can be reached at [Your Phone Number] or [Your Email Address].

Sincerely,

[Your Name]

Sample 3: Letter of Recommendation (General)

To Whom It May Concern,

It is with great pleasure that I recommend [Candidate Name]. I have known [him/her/them] for [Number] years as [Your Relationship – e.g., their professor, their supervisor]. [Candidate Name] is a highly motivated and talented individual with a strong work ethic. During [his/her/their] time with me, [he/she/they] consistently demonstrated [Specific Skills and Qualities – e.g., leadership abilities, problem-solving skills, dedication].

I am confident that [Candidate Name] would be a valuable asset to any organization. Please feel free to contact me if you require further information.

Sincerely,

[Your Name]

[Your Title]

[Your Contact Information]

Sample 4: Complaint Letter

To Whom It May Concern,

I am writing to express my dissatisfaction with the service I received on [Date] at [Location/Service]. Specifically, [Clearly Describe the Issue]. This experience has caused me [State the Inconvenience or Damage]. I am requesting [Desired Resolution, e.g., a refund, an apology, corrective action].

I look forward to your prompt attention to this matter. You can reach me at [Your Contact Information].

Sincerely,

[Your Name]

Sample 5: Cover Letter – Entry Level Position

To Whom It May Concern,

I am writing to express my interest in entry-level positions at [Company Name]. As a recent graduate with a degree in [Your Degree] from [Your University], I am eager to begin my career and contribute to a dynamic organization. My coursework in [Relevant Coursework] has equipped me with a solid foundation in [Relevant Skills].

I am a highly motivated and quick learner, and I am confident in my ability to quickly adapt to new challenges. Thank you for your time and consideration.

Sincerely,

[Your Name]

[Your Contact Information]

Sample 6: Landlord Reference Request

To Whom It May Concern,

I am writing to request a rental reference for [Tenant Name], who was a tenant at my property located at [Property Address] from [Start Date] to [End Date]. [Tenant Name] consistently paid rent on time and maintained the property in good condition. I found them to be a responsible and respectful tenant.

Please feel free to contact me if you require any further information.

Sincerely,

[Your Name]

[Your Contact Information]

Sample 7: Permission Request

To Whom It May Concern,

I am writing to request permission to [State the Request Clearly – e.g., use a copyrighted image, conduct research on your premises]. The purpose of this [Use/Research] is to [Explain the Purpose]. I assure you that [State Any Safeguards or Assurances – e.g., the image will be used responsibly, all data will be anonymized].

Thank you for considering my request. I look forward to your response.

Sincerely,

[Your Name]

[Your Contact Information]

Sample 8: Thank You Letter (General)

To Whom It May Concern,

I am writing to express my sincere gratitude for [What You Are Thankful For – e.g., your assistance, the information provided, the opportunity]. Your [Action/Information] was incredibly helpful and greatly appreciated. It has [Explain the Positive Impact].

Thank you again for your time and consideration.

Sincerely,

[Your Name]

Sample 9: Addressing a Data Breach Notification

To Whom It May Concern,

I am writing in response to the recent notification I received regarding a data breach at [Company Name] on [Date]. I am concerned about the potential impact this may have on my personal information. Please provide details regarding the specific data that was compromised and the steps [Company Name] is taking to mitigate the risks associated with this breach. I would also appreciate information on how I can protect myself from potential identity theft or fraud resulting from this incident.

Thank you for your prompt attention to this matter.

Sincerely,

[Your Name]

[Your Account Number, if applicable]

Sample 10: Addressing a Billing Error

To Whom It May Concern,

I am writing to dispute an error on my bill, account number [Account Number], dated [Date]. The charge in question is for [Amount] for [Description of the charge]. I believe this charge is incorrect because [Explain why the charge is incorrect, providing supporting details]. I have attached a copy of my previous bill as further evidence. I request that you investigate this matter and issue a corrected bill.

Thank you for your time and attention to this issue.

Sincerely,

[Your Name]

[Your Contact Information]

Sample 11: Seeking Clarification on a Policy

To Whom It May Concern,

I am writing to seek clarification on the policy regarding [Specific Policy Area – e.g., remote work, vacation accrual, dress code] as outlined in [Document Name, if applicable]. I am specifically interested in understanding [Specific questions about the policy]. Your clarification on this matter would be greatly appreciated.

Thank you for your time and assistance.

Sincerely,

[Your Name]

[Your Employee ID, if applicable]

Sample 12: General Feedback on a Product or Service

To Whom It May Concern,

I am writing to provide feedback on my recent experience with [Product or Service Name]. [State whether experience was positive or negative]. I particularly [Liked/Disliked] [Specific aspect of the product/service] because [Explain your reasoning]. I believe [Suggestion for improvement, if applicable]. I hope this feedback is helpful in improving your offerings.

Thank you for considering my input.

Sincerely,

[Your Name]

Sample 13: Requesting a Transcript

To Whom It May Concern,

I am writing to request a copy of my academic transcript from [School Name]. My name while attending the school was [Your Name at the time], and my dates of attendance were from [Start Date] to [End Date]. Please send the transcript to the following address: [Mailing Address]. I have attached a copy of my identification for verification purposes. Please let me know if there are any fees associated with this request.

Thank you for your assistance.

Sincerely,

[Your Name]

[Your Contact Information]

Sample 14: Requesting an Exception to a Rule

To Whom It May Concern,

I am writing to request an exception to the rule regarding [State the rule]. I understand the purpose of this rule; however, due to [Explain the specific circumstances that necessitate the exception], I believe an exception is warranted in my case. [Provide any supporting documentation or evidence]. I would be grateful if you would consider my request.

Thank you for your time and consideration.

Sincerely,

[Your Name]

[Relevant Account Information, if applicable]

Sample 15: Inquiry about Volunteer Opportunities

To Whom It May Concern,

I am writing to express my interest in volunteering with [Organization Name]. I am particularly interested in opportunities related to [Specific area of interest, e.g., education, environmental conservation, community outreach]. I have [Mention relevant skills or experience]. Please let me know if you have any upcoming volunteer opportunities and how I can apply.

Thank you for your time and consideration.

Sincerely,

[Your Name]

[Your Contact Information]

Sample 16: Applying for a Scholarship (General)

To Whom It May Concern,

I am writing to express my interest in scholarship opportunities offered by [Organization Name]. I am a [Year in School] at [School Name], majoring in [Major]. I maintain a GPA of [GPA] and am involved in [Extracurricular Activities]. [Briefly explain financial need and educational goals]. I believe a scholarship would significantly help me achieve my academic aspirations.

Thank you for considering my application.

Sincerely,

[Your Name]

[Your Contact Information]

Sample 17: Requesting Accommodation for a Disability

To Whom It May Concern,

I am writing to request a reasonable accommodation due to my [Disability – be general, or specific if comfortable] as per the Americans with Disabilities Act (ADA). I require [Specific accommodation needed – e.g., extended time on exams, a designated parking space, assistive technology]. I have attached documentation from my doctor supporting my need for this accommodation. I am confident that this accommodation will allow me to fully participate and succeed in [Specific activity, e.g., the course, my job duties].

Thank you for your understanding and support.

Sincerely,

[Your Name]

[Your Contact Information]

Sample 18: Requesting a Leave of Absence

To Whom It May Concern,

I am writing to request a leave of absence from [Start Date] to [End Date] for [Reason for Leave – be general if preferred, e.g., personal reasons, medical reasons]. I understand the company’s policy regarding leaves of absence and have [Completed required paperwork/informed supervisor]. I will ensure that all my responsibilities are covered during my absence [Specify how responsibilities will be covered].

Thank you for your consideration.

Sincerely,

[Your Name]

[Your Employee ID]

Sample 19: Appealing a Decision (General)

To Whom It May Concern,

I am writing to appeal the decision regarding [Specifically state the decision you are appealing]. I received notification of this decision on [Date]. I believe this decision is unfair/incorrect because [Clearly explain the reasons for your appeal, providing supporting evidence]. I am requesting that the decision be reconsidered and [State the desired outcome].

Thank you for your time and consideration.

Sincerely,

[Your Name]

[Relevant Account or Case Number]

Sample 20: Requesting a Refund

To Whom It May Concern,

I am writing to request a refund for [Product or Service] purchased on [Date] for the amount of [Amount]. My order/account number is [Order/Account Number]. [Explain the reason for the refund request – e.g., product was defective, service was not rendered as promised, I cancelled within the cancellation period]. I have attached copies of my receipt and [Other supporting documentation, if applicable].

Thank you for your attention to this matter.

Sincerely,

[Your Name]

[Your Contact Information]

Sample 21: Opening a New Business Bank Account

To Whom It May Concern,

I am writing to inquire about opening a new business bank account for [Business Name]. We are a [Type of Business – e.g., limited liability company, sole proprietorship] located at [Business Address]. We are interested in [Specific types of accounts – e.g., checking, savings, business credit card]. Please provide information on the requirements for opening a business account, including necessary documentation and associated fees.

Thank you for your assistance.

Sincerely,

[Your Name]

[Your Title]

[Business Contact Information]