Proper Salutation on Business Letters by Kevin Ann Reinhart - Updated September 26, The salutation used on a business letter is an important part of the letter writing process. Proper salutation format reflects the degree of knowledge possessed by the writer and respects the status of the individual to whom the letter is addressed. If the letter is being sent to an official, a more formal style of salutation is warranted.
In business these days, most correspondence is done through email. However, post mail is still used in some industries and with specific kinds of business documents. Tips The proper salutation for business letters depends on the tone of the document, whether it's in print or email and the nature of the message that's being delivered.
How to Choose a Business Letter Greeting Deciding which salutation to use in your business letter depends on a couple of factors. Does it require a formal tone or an informal one?
For example, applying for a job at a company is a formal business transaction and requires a business letter with a formal salutation. Another factor to consider when deciding on the salutation to use is the tone of the whole message.
The salutation is the first part of the business letter that your recipient reads, so it essentially sets the tone for the entire message.
Carefully select your salutation based on the tone you want to convey throughout. Whether you know the person's name, gender, occupation and credentials plays a part in choosing the salutation.
Considering the Format of the Business Letter The salutation you use may also depend on the format of your letter. In addition, the type of letter will also dictate the salutation you use. For example, a business proposal introductory letter sent by post mail may have a much more formal greeting than a company-wide memo sent to an internal list by email.
If the recipient has a gender-neutral name like Alex or Pat, calling the organization and finding out the gender may save you potential embarrassment in the future. If your business letter is in response to a message the recipient has already sent, pay attention to how they signed their name.
If their full name is Cassandra and they signed their letter "Cass," then you might be inclined to address her as "Cass.
Using Gender-Specific Titles In some cases, you may choose to use a gender-specific title as part of your greeting. Some people may not identify as either male or female or may identify as the opposite gender. However, that is generally used in email rather than post mail.
Informal Salutations Less-formal greetings can be used in business environments. However, whether or not they are acceptable will depend on the culture of the organization, the recipient of the letter and the nature of the message.
In organizations where there is no formal hierarchy or small businesses that only have a handful of employees who know each other well, there may not be any need for formal salutations. Take note that even if the culture of the organization is informal, there may be some cases where a formal salutation is required, such as when speaking with a new customer or stakeholder or when applying for a job.
Salutations for an Unknown Recipient Sometimes when writing a business letter, you may not know the name of the recipient. In this case, try to call the organization ahead of time to find out who may be looking at your business letter, and address your note accordingly.
If you are not able to find out the name of the recipient, you can address your business letter with generic salutations such as: Generally, this applies to members of the clergy, medical professionals, academics, military personnel and elected officials.
The colon is the more formal choice, while the comma is used for informal correspondence.Jun 28, · Business owners need to realize that establishing the right tone sets the tone for the entire letter. Start with the salutation.
Limit the salutation options, giving staff the appropriate choices. Business letters are vital, and they are effective ways to communicate with your colleagues, employees and leslutinsduphoenix.com importantly, it sets a good precedent when communicating with current or potential clients.
No matter why you write a business letter, you need to address it to the concerned person with the right salutation. The salutation used on a business letter is an important part of the letter writing process. Proper salutation format reflects the degree of knowledge possessed by the writer and respects the status of the individual to whom the letter is addressed.
Jun 29, · In business, relationships build partnerships and loyal customers. When writing a business letter, you establish the relationship from the beginning with the salutation.
A social business letter is social or personal rather than business-focused; for example, letters of condolence, personal congratulations (for weddings, For the greeting (salutation), you would write this: Dear Captain and Mrs. Smith: In a business letter, the greeting is followed by a colon.
For a personal letter, use a comma. Salutation in a Business Letter. If you know the person's name: You can also write the person's full name. In this case, leave out the title (Mr/Mrs). This way of writing the salutation is very handy if you don't know the gender of the person. Dear Chris Miller.