Email Addressing: Avoid “To Whom it May Concern…”
I have several of my own sites. Email inquiries come through each site’s contact form or are sent to me directly after acquiring, or as I like to say, “farming,” my address somewhere out there.
Greetings = Impression
As a seasoned online marketer, I know that having my websites clearly reflect the human behind the curtain makes my presentation more personal. This approach allows people to connect with me on a one-on-one level, so with minimal effort, you can quickly determine it is just me.
PRO-TIP
If you have a website, never make your primary email address visible. This only facilitates increased spam. Instead, create a specific email address, such as contact@, hello@, website@. Then, you can retire it if need be due to spam levels or misuse.
My sites are so me, and I include a photo of yours truly on the About page, which is just one little click away from any page on each site. That is if one were to look…
You can quickly determine that I am the one behind the website. Therefore, it is not a stretch to assume I would be the person who would respond to your email question or inquiry. So, what do you think is implied when I receive an email addressed to “To Whom It May Concern”?
If through my contact form, that reflects that we are going from site to site, looking for the contact form, copying and pasting, and then on to the next. Or you are using a bot. This approach also tells me you do not respect my time.
Contacting me this way pretty much assures that you are not worth my consideration if you are trying to pitch me on something. You’ve lost trust, as most spammy communications do. You have made it clear that you are not motivated enough to submit a proper inquiry. So tell me, why should I take my time to respond?
Personalization is Personal
When you email any website, especially for an important issue—for example, an employment inquiry — it behooves you to take your time to do it right. Try to look for the person you need to contact by name.
“To Whom It May Concern” relays that you are not concerned about contacting the correct person. You just want to get your request in front of anyone you feel “may” be “concerned” enough to offer assistance.
That certainly does not leave a positive impression. And it reflects your unwillingness to make even a little extra effort. Lack of effort tends to negate the desire to reply.
Then add the “Dear Sir” emails, and I can very quickly determine the serious inquiries from those who just want what they want from me (an answer, an opinion, advice, or for me to use their services).
So, don’t make that mistake by assuming. You know what happens when you assume?
If you cannot find a name to specifically address your inquiry, a simple “Hello” will be much more welcoming than a To Whom It May Concern, which reflects there is actually no concern other than yours.
