Different Business Letter Salutations
In business, relationships build partnerships and loyal customers. When writing a business letter, you establish the relationship from the beginning with the salutation. Whether you are sending business postal letters or email, there are different acceptable methods for addressing the reader in the salutation. Make sure you keep the tone professional and in accord with the professional relationship you have with the recipient.
Use formal salutations when you don't know the recipient, have a lower title or are otherwise subordinate to the recipient. Formal salutations in business letters are traditional and widely accepted. They should be used when you are unsure about how to address the other party.
· Unknown Recipient: There are two traditionally acceptable salutations when you are writing a business letter to an unknown recipient. To whom it may concern or Dear Sir or Madam show respect to anyone who is the intended reader.
· Known Recipient: When sending a letter to a specific person whose name you have, you should start with Dear and use the person's last name. When possible, identify the gender, marital status and professional title. Use the identifiers Mr., Ms., Miss, or Mrs. to define the gender and marital status. When addressing a doctor, use Dr. before the last name. When addressing a professor, use Prof. Identifiers are used between Dear and the last name. For example, Dear Prof. Jones. Don't use a gender identifier if the person has a professional identifier.
· Gender Specifics: There are times you have the person's full name but are unsure as to whether the person is a male or female. Language differences, unique spelling and gender-ambiguous names can create confusion. Don't guess. When unsure about the gender of the recipient, forego the gender identifier and use the full name. For example, Dear Jan Jones.
If you are on equal terms with the recipient or have a long relationship that qualifies you to be friendlier, you can use a semiformal salutation. This is the same as you would send to a friend for a birthday party reservation but gives a tone that matches how you communicate with the person in real life.
· Group Recipients: If using a mail merge program, it is possible to send the letter and have the salutation adjusted based on each individual. However, there are times when a letter is sent to an entire group and not individualized. In this case, identify the group collectively. For example, Dear attendees, Dear colleagues or Dear team are acceptable.
· Individual Male or Female: In a less formal letter, Dear is still used but with the person's first name. No identifiers are needed. Again, this should be in cases where you are already on a first name basis with the recipient. For example, Dear Joe works if you don't call Joe Mr. Jones in person.
· Common Digital Greetings: Email tends to follow more relaxed style guidelines. Once again, determine the relationship and appropriateness of using less formal greetings such as Hi or Good Afternoon. When in doubt, lean on the side of being a little more traditional to avoid annoying someone who could perceive your greeting as a lack of respect. As with everything in business, understand who you are communicating with to make that determination.
Semiformal salutations are used in both postal letters and email correspondence. Email is less formal by nature, and these salutations are used more in email than formal salutations.
It is one thing to choose a salutation that is professional. It is just as important that the salutation matches the tone of the letter. You may be friendly with a person, but if you are outlining terms for a new contract, the letter will be formal. The salutation needs to match the tone and should be traditional such as Dear Mr. Smith. It isn't enough to pick a salutation that feels right. A business letter is constructed for a reason and every part of it, from the salutation to the postscript, is crafted with a purpose.
Taking the time to find out a person's name, title and professional status goes a long way in business correspondence. It shows respect and professionalism. Call the company to speak with a receptionist or other representative and ask who a letter should be addressed to for the subject matter. People are often happy to provide you with the necessary information, although you may run into problems with gatekeepers who are filtering sales correspondence for bosses.
If you can't get the information over the phone, go to the internet and look for a company directory. Use your judgment to decide who the letter should go to. Even if it goes to the wrong person, it is more likely to be forwarded if it doesn't begin with a generic salutation and no name.