The correct To Whom It May Concern letter format is: your contact details, the date, the greeting “To Whom It May Concern:” with a colon, a short subject line, a body that starts with the purpose of the letter, a closing and your signature.
Use it only when you do not know the reader’s name and cannot find it. Below are 8 sample letters, a format guide and a free builder to write your own. Print it or copy it into your email.
AdvertisementAll samples are fictional. Change the names, dates and numbers to match your own true information.
To Whom It May Concern Letter Format, Step by Step
| Part | What to write | Example |
|---|---|---|
| Your information | Your name, address, phone and email at the top, or company letterhead | Susan Miller, 118 Elm Court, Columbus, OH 43215 |
| Date | The month, day and year you write the letter | November 6, 2026 |
| Greeting | To Whom It May Concern, followed by a colon | To Whom It May Concern: |
| Subject line | Optional. A short line that names the topic and the person | Re: Reference for Marcus Bell |
| Opening | The reason for the letter, in the first sentence | I am writing to give a reference for Marcus Bell. |
| Body | Key facts, dates and one or two examples with numbers | Marcus filled more than 4,000 orders a month. |
| Closing | A polite close and a way to reach you | Sincerely, then your signature and phone number |
Keep the letter to one page. Open with the reason you are writing, give the key facts and end with how to reach you.
8 To Whom It May Concern Letter Samples
Quick jump: VerificationReferenceOther lettersFree To Whom It May Concern letter builder
Verification Letters
Pinecrest Supply Company
450 Industrial Parkway
Columbus, OH 43215
November 6, 2026
To Whom It May Concern:
Re: Employment verification for Marcus Bell
I am writing to confirm that Marcus Bell has worked at Pinecrest Supply Company since March 14, 2021. He holds the full-time position of warehouse associate and works 40 hours a week.
Marcus is in good standing, and our payroll records show steady employment for more than five years. He asked for this letter to support a rental application.
Our human resources office can confirm these details at (614) 555-0142, Monday through Friday, 8 a.m. to 5 p.m.
Sincerely,
Karen Bishop
Human Resources Manager
Pinecrest Supply Company
Cedar County Community College
Office of the Registrar
600 College Drive
Dayton, OH 45402
November 6, 2026
To Whom It May Concern:
Re: Enrollment verification for Olivia Grant
This letter confirms that Olivia Grant is enrolled full time at Cedar County Community College for the fall 2026 semester, which runs from August 24 to December 11, 2026.
Olivia is pursuing an associate degree in nursing and has completed 36 credit hours with a 3.6 grade point average. She asked us to send this letter for an insurance application.
The registrar’s office can confirm these details at (937) 555-0190.
Sincerely,
Linda Harper
University Registrar
Cedar County Community College
Reference and Recommendation Letters
Pinecrest Supply Company
450 Industrial Parkway
Columbus, OH 43215
November 6, 2026
To Whom It May Concern:
Re: Reference for Marcus Bell
I am writing to give a reference for Marcus Bell, who worked for me at Pinecrest Supply Company from March 2021 to October 2026. I supervised Marcus as his operations supervisor for the full five years.
Marcus was dependable and arrived on time for nearly every shift. He filled more than 4,000 orders a month with a 99% accuracy rate and helped train 6 new team members.
He is honest, works well with others and stays calm when schedules change. I recommend Marcus without reservation. My phone number and email are below, and I am glad to answer any questions.
Sincerely,
Daniel Ross
Operations Supervisor
(614) 555-0155
daniel.ross@email.com
Susan Miller
118 Elm Court
Columbus, OH 43215
November 6, 2026
To Whom It May Concern:
Re: Character reference for Marcus Bell
This letter is a character reference for Marcus Bell, whom I have known for eight years as a neighbor and a fellow volunteer. We have worked together at our community food drive every fall since 2018.
Marcus is honest, respectful and generous with his time. He has given more than 120 volunteer hours to community events and often helps older neighbors with yard work and groceries.
He asked for this letter to support a school application. I recommend him without reservation, and I am glad to answer any questions at the number below.
Sincerely,
Susan Miller
(614) 555-0177
susan.miller@email.com
Andrew Collins
Marketing Director
Hillcrest Home Services
72 Market Street
Louisville, KY 40202
November 6, 2026
To Whom It May Concern:
Re: Recommendation for Emily Carter
I am writing to recommend Emily Carter for office management roles. Emily worked on my team at Hillcrest Home Services for four years and managed our scheduling, vendor orders and customer records.
She cut our scheduling errors by 40% and trained 3 new staff members on our booking system. Her calm, organized style kept a busy office on track.
Emily would bring the same skill and steady care to your team. I can be reached at (502) 555-0163 or andrew.collins@email.com.
Sincerely,
Andrew Collins
Marketing Director
Hillcrest Home Services
Other To Whom It May Concern Letters
Thomas Reed
2250 Ridge Road
Charlotte, NC 28202
November 6, 2026
To Whom It May Concern:
Re: Double charge on my internet service account
I am writing to report that Greenfield Internet charged my account twice for October service. Two payments of $89.99 posted on October 3, 2026.
I ask that you refund the extra $89.99 to my original payment method and send a written confirmation. My bank statement is available if you need it.
I have been a customer for six years and would like to settle this quickly. I can be reached at (704) 555-0128 or thomas.reed@email.com.
Sincerely,
Thomas Reed
Jason Wright
940 Lakeview Drive
Madison, WI 53703
November 6, 2026
To Whom It May Concern:
Re: Question about your summer internship program
I am writing to ask whether Harbor Point Marketing Group offers a summer internship program and how to apply. I am a junior studying marketing and have managed social media accounts for two student clubs, growing one to 2,500 followers.
Could you tell me the application deadline, the usual length of the internship and the best person to contact? I would bring strong writing and design skills to your team.
I can be reached at (608) 555-0114 or jason.wright@email.com. Thank you for your time.
Sincerely,
Jason Wright
Karen Ellis
1816 Willow Lane
Tampa, FL 33602
November 6, 2026
To Whom It May Concern:
Re: Authorization to pick up my vehicle
I am writing to authorize my sister, Rachel Adams, to pick up my 2019 Honda Civic from your service center on November 10, 2026. I will be out of town that day.
Rachel will bring a photo ID and will sign for the vehicle. The repair estimate of $412 was approved by phone on November 3, and I have paid the deposit.
If you need to confirm this authorization, call me at (813) 555-0166.
Sincerely,
Karen Ellis
Free To Whom It May Concern Letter Builder
Step 1. What kind of letter are you writing?
Step 2. What is the letter for?
Step 3. Tap the lines you want to include. Three to five is plenty.
Step 4. Click any text in the letter and type to make it yours.
Replace the names, company, dates and numbers with true information. Keep the letter to one page, open with its purpose and add a real phone number or email at the end.
Pinecrest Supply Company
450 Industrial Parkway
Columbus, OH 43215
Pinecrest Supply Company
450 Industrial Parkway
Columbus, OH 43215
Susan Miller
118 Elm Court
Columbus, OH 43215
November 6, 2026
To Whom It May Concern:
Re: Employment verification for Marcus Bell
Re: Reference for Marcus Bell
Re: Character reference for Marcus Bell
I am writing to confirm that Marcus Bell has worked at Pinecrest Supply Company since March 14, 2021. He holds the full-time position of warehouse associate and works 40 hours a week.
I am writing to give a reference for Marcus Bell, who worked for me at Pinecrest Supply Company from March 2021 to October 2026. I supervised Marcus as his operations supervisor for the full five years.
This letter is a character reference for Marcus Bell, whom I have known for eight years as a neighbor and a fellow volunteer. We have worked together at our community food drive every fall since 2018.
Marcus asked for this letter to support a job application, and the details above come from our payroll records.
Marcus asked for this letter to support a rental application, and I am glad to share what I know about him.
Marcus asked for this letter to support a school application, and I am glad to share what I know about him.
Marcus is dependable and has arrived on time for nearly every shift.
He is honest, and I have trusted him with cash, keys and private information.
He works well with people of every age and background and helps the whole team succeed.
When he sees a problem, Marcus fixes it or brings it to the right person without being asked.
He communicates clearly and treats people with respect.
He stays calm when schedules change or a busy day gets stressful.
Marcus takes responsibility for his work and finishes what he starts.
He treats neighbors, coworkers and customers with courtesy and respect.
He has grown steadily in his role and now helps train new team members.
He has given more than 120 volunteer hours to community events.
I recommend Marcus without reservation.
My phone number and email are below, and I am glad to answer any questions.
Sincerely,
Karen Bishop
Human Resources Manager
(614) 555-0142
karen.bishop@email.com
Daniel Ross
Operations Supervisor
(614) 555-0155
daniel.ross@email.com
Susan Miller
(614) 555-0177
susan.miller@email.com
To save your letter: press Ctrl+P (Windows) or Cmd+P (Mac) and choose Save as PDF. Only the letter prints. To copy it, select the text inside the letter and press Ctrl+C or Cmd+C.
When to Use It and What to Use Instead
The phrase is correct and widely accepted, but it works best when no name is available. Writing guides such as Job-Hunt and Business Writing Blog suggest using a name whenever you can find one, and a role or team name when you cannot. Reference letters sent without a named contact, character references for an unknown reader and complaints to a company are the usual good uses.
| Situation | Greeting to use |
|---|---|
| Reference, character or verification letter with no named reader | To Whom It May Concern: |
| Cover letter or job email | A name if you can find one, or Dear Hiring Manager: |
| School application | Dear Admissions Committee: |
| Complaint with no contact name | To Whom It May Concern: or Dear Customer Service Team: |
| Short email | A name, or Hello, then open with your purpose |
To find a name, check the job posting, the company website or LinkedIn, or call the company and ask who handles the request.
Stronger Wording for Your Letter
Open with the purpose and give facts a reader can check. These swaps make the letter clearer and more useful.
| Instead of | Try |
|---|---|
| I hope this letter finds you well. I want to talk about a reference. | I am writing to give a reference for Marcus Bell. |
| He is a good worker. | He filled more than 4,000 orders a month with a 99% accuracy rate. |
| Call me if you want. | I can be reached at (614) 555-0155 and am glad to answer any questions. |
| To whom it may concern, | To Whom It May Concern: |
Mistakes to Avoid
- Using it when a name is easy to find. A name makes your letter more personal.
- Skipping the colon. In formal American English, end the greeting with a colon and capitalize each main word.
- Burying the purpose. Say why you are writing in the first sentence.
- Vague praise. Replace “good worker” with dates, numbers and examples.
- Typos. Proofread twice and read it aloud.
To Whom It May Concern Letter Checklist
Tick each item as you finish. Your letter is ready when the counter reaches 10.
Frequently Asked Questions
What does To Whom It May Concern mean?
It is a formal greeting used when you do not know the name or title of the person who will read your letter. It means the letter is for anyone with a reason to read it.
How do I format a To Whom It May Concern letter?
Use the standard business letter format: your name and address, the date, the greeting To Whom It May Concern followed by a colon, an optional subject line, a short body, a closing such as Sincerely and your signature with your contact details.
Should I use a colon or a comma after To Whom It May Concern?
In formal American English, use a colon. Capitalize every main word of the phrase. If your school or employer has its own style guide, follow it.
When should I use To Whom It May Concern?
Use it when you truly do not know who will read the letter and cannot find out, such as reference letters, character references, verification letters and complaints sent to a company without a contact name.
When should I not use To Whom It May Concern?
Do not use it when you can find a name. For cover letters and emails, find the hiring manager’s name on the job posting, the company website or LinkedIn. If you cannot, use a role such as Dear Hiring Manager.
What can I use instead of To Whom It May Concern?
Use a name when you can find one. Otherwise use a role or team, such as Dear Hiring Manager, Dear Admissions Committee or Dear Customer Service Team.
How long should the letter be?
One page, usually three short paragraphs. State the purpose in the first sentence, give the key details next and end with how to reach you.
Should I sign a To Whom It May Concern letter?
Yes. Print the letter, sign above your typed name and add a phone number or email so the reader can check the details. For an email, a typed name and contact line are enough.
Is To Whom It May Concern outdated?
It is still correct and widely accepted, but it is best saved for cases where no name is available. A letter addressed to a real person usually feels more personal.
Can I use To Whom It May Concern for a recommendation letter?
Yes. It is common for recommendation and reference letters, because the writer often does not know who will read the letter. Name the person you are recommending in the first sentence and give true, specific examples.
Conclusion
A good To Whom It May Concern letter is short, formal and clear. Start with the purpose, give true details and add a way to reach you. If you can find the reader’s name, use it, then use the builder above to write your letter.
Related Reading
- Driver reference and recommendation letters
- Cleaning lady reference and recommendation letter samples
- Letter stating that I am not working
- Thank you letter and email for interview invitation
Sources: Job-Hunt, When and How to Use “To Whom It May Concern” (February 2022) and Business Writing Blog, Is “To Whom It May Concern” Still OK to Use? (August 2026). All sample letters are fictional.