When Is It Appropriate to Use Capitalization to Whom It May Concern?

When writing letters or emails various phrases can be used as an opening. However, it is important to recognize when it is appropriate to use each of these. For instance, to whom it may concern capitalization. This is a phrase that is very common but often misused. If you want to use this capitalization correctly, use the next instructions.

In this article, we will show you what you need to know about the capitalization of to whom it may concern. The first thing will be to define it; you will see a preface of the context of this phrase so you know how it should be used. Later, you will see in what type of documents it is useful and correct to use this capital salutation. In addition, many other tips so that you can write your emails in an ideal way.

  1. What is capitalized to whom it may concern?
  2. In what type of correspondence to use capitalization ‘to whom it may concern?
  3. How to start a formal letter?
  4. When to use ‘to whom it may concern?
  5. Step-by-step guide before using this capitalization
  6. What are the alternatives for this phrase?
  7. Use these guidelines to write your first job application letter at The Talent Point

1. What is capitalized into whom it may concern?

There are many ways to start a greeting when we want to send a letter or an email. One of the most common is “To whom it may concern”, which is frequently used in the aforementioned media to start the greeting. It is used in these media because it contains a more formal nature than other media to communicate with other people.

You can see that this phrase is observed mostly in business correspondence and less quantity in personal correspondence. As we know, this is a friendly way of greeting when writing, but it is not always necessary when writing. There are particular times when you should use this phrase and times when it is best left out.

In most cases where it is appropriate to capitalize all the first letters of each word “To Whom It May Concern” (using to whom it may concern capitalization). It is important to note that there is a general rule that is very good for the use of this phrase. This rule tells us that we should consider this phrase as a substitute for the name of the person we are writing to.

Since the first letter of a name is capitalized, this also applies to the phrase “To Whom It May Concern.” In this way, we note why we must always start the sentence in capital letters. After writing this sentence you must follow with a colon or a comma, followed by a space. Having done this, you should then immediately go to the body of the letter you are composing.

2. In what type of correspondence to use capitalization ‘to whom it may concern?

We can find that there are different types of correspondence where the writer is recommended to start with To whom it may concern capitalization. As stated above, this phrase is more often used for business correspondence as opposed to personal correspondence. We can find these phrases in commercial emails frequently.

Knowing that there are several types of correspondence where this phrase is very easy for us, we must know what they are. The most common types of letters and emails where you can use this greeting are composed of:

  • Cover letters
  • Sales letters
  • Invoices
  • For order confirmation.
  • For a delivery letter
  • Appointment letters
  • For an invitation
  • For a consultation
  • A business note
  • For business faxes
  • In commercial emails
  • For reference letters

3. How to start a formal letter? ‘To Whom It May Concern’ capitalization recommendations

Knowing how to start a formal letter is important because in the business world these are important. Today, many people have trouble starting a formal letter and it is essential to learn how to do it. In today’s digital age, many formal letters must be written or answered to different entities to establish professional contact.

An important quality that we must keep active is knowing how to write a formal letter. An important factor when writing them is to format them correctly and consider to whom the letter is being sent. It is important that you can also know when it is necessary to use this type of formality. This happens because the addressee can have a positive or negative image depending on how it is written.

When writing a formal letter, make sure to use words that are professional, easy to understand, and well-received by the recipient. The formal letter is used to make formal communications. In this type of letter, the header has an address, which contains contact information for the sender. As well as the date and a greeting for the recipient.

It is important to put your personal information in the address of the letter so that the sender knows about the sender. It is important to place a greeting that is formal and there are many options for where to start. Starting with “To Whom It May Concern” is very common in this type of letter. However, good afternoon capitalized would also work for this greeting, just like dear or best regards.

4. When to use ‘to whom it may concern?

There is always confusion about when it comes to using to whom it may concern capitalize or not, therefore; next, you will see some instructions on when to use this phrase.

4.1 Emails or letters in response to potential clients

Currently, the business world is run using emails. Therefore, it is common for customers and suppliers to communicate using this route. If you receive a message from a client or possible client, it is important not to include names or surnames; that is, you must use to whom it may concern capitalization. This is because you do not know whom you are addressing and this will give a formal greeting giving a good image to the company.

4.2 Presentation letter

When you are looking for a job and want to address a human resources team or an employer; initially it is normal not to know the names of the people to whom you are addressing. Therefore, it is the perfect time to use to whom it may concern capitalize. It gives your letter professionalism and formality. A good piece of advice is that if you are not very clear on how to write it, use another capitalization salutation.

4.3 Letter of recommendation

Every person in the world of work will have the opportunity to write a letter of recommendation at some point. It can be to a co-worker or if you are a current employer, to an employee. This type of letter requires professionalism to be able to give a good image to the other person. In addition, likely, you do not know the first or last name of the person you are writing to. Therefore, you should use to whom it may concern capitalized.

However, this is a bit of a particular case because normally, this card is preferred to be a bit personal. That is, it is good that you ask the beneficiary for the name and surname of the person who will receive the letter. In conclusion, this is an opportunity to use to whom it may concern letter capitalization.

4.4 Feedback letter

This is another ideal time to use to whom it may concern letters. Business owners will surely want to make recommendations to employees or comment to another company. As it is not normally known to whom this correspondence is addressed, the phrase to whom it may concern is used. This gives you a guarantee that if, for example, you give it to a group of employees, it is not personal to any of them and everyone can read it.

5. Step-by-step guide before using this capitalization

If the opportunity to use to whom it may concern capitalized presents itself, it is important to use it appropriately. Next, you will see all the important data on how to use this famous phrase.

5.1  Find a job listing

When you are in the process of looking for work, the first thing to do is start reviewing job vacancies. For this, there are many possibilities, it can be online using a website or searching directly on company pages. Many employers or human resources teams often put names on job postings or in emails they send to candidates.

5.2  Use a company website

Many companies use to place the name of their staff on their internet pages. For instance, the hiring manager or department boss you want to join. This information can always be obtained using the staff section or different teams in the area. Another option they have is to search the search bars using a keyword. The information you are looking for should appear there.

5.3 Call the company number

Before writing an email or sending a letter, a very practical option is to look for the company number. If you call, you can take advantage of requesting a job interview or, failing that, ask for the name of the department head or the hiring manager. You can even talk to the person in charge of jobs belonging to the human resources team. Thus, if you do not get an interview by phone, send an email and you already know the name of whom to address it to.

5.4 Start the search using social networks

Currently, almost everyone has a profile on social networks, at least one of them. Even companies have professional profiles on these social networks. Therefore, if you start looking, it is very likely that you will find the name of the person to whom you need to address the email or letter. In addition, it is important that you know what position the person in charge of hiring has so that the search is easier for you.

6. What are the alternatives for this phrase?

Generally, when you need to send a job proposal, you may not know the name of whom you are addressing. It can be for many reasons; for instance, you want to start working in a company but you do not know who is in charge of hiring. For cases like this, there are other phrases apart from the capitalize to whom it may concern. Below are those generic greetings you can use if you want to email someone you do not know their first and last name.

  • Dear recruiter
  • Dear Director of Human Resources
  • Hello Dear Recruiter/HR Manager/Hiring Manager
  • Dear Human Resources/HR Manager
  • Dear Recruitment Committee
  • Cheers
  • Dear (department name)
  • Dear Personnel Manager
  • Greetings, dear sir or madam
  • Dear Recruitment Manager
  • Dear Sir or Madam
  • Hello everyone
  • Dear Recruitment Department
  • Good morning, good afternoon, good night
  • Dear Recruiter of (company name)
  • Dear Director of (name of department)
  • To whom it May concern

Before going to any of these alternatives, it is always good to find the names and surnames of the people in charge of recruiting. People will interpret interest on your part since you spent time looking up the recruiter’s name and title.

7. Use these guidelines to write your first job application letter at The Talent Point

Currently, the way to apply for jobs has changed a lot for the better. It is no longer common to call or go to companies as it was done before. The normal thing is to enter the web pages dedicated to posting job offers or directly on the company sites. There get the emails and compose an email writing and making known your interest in the position.

With this, you will realize the importance of writing a good job application letter. This can make the difference in whether you lose your job or get it without much hassle. If you want to enter a web portal dedicated to the publication of job offers, do not hesitate to visit The Talent Point. You will find all kinds of job packages so you can choose the one that best suits you.

If you are interested in getting a job in the UAE, in a company that is nice and in the area you want; go to thetalentpoint.com. We offer you two possibilities to start your search. The first is by creating a profile with all your description that is attractive to recruiters. The second is that you send an email to [email protected] using all these indications given above. Contact us now!

Kate Williams

Kate Williams
Kate is the Global Strategy Director at Connect Group. She is specialized in company formation, international business expansion and employee relocation. She studied in Southampton (United Kingdom) and moved to the UAE in 2014.