General Tips for Letter Writing

Salutations

Always try to address your letter to a person by name rather than title. If you must send a form letter or if you can’t find a specific name, you may choose one such as:

Dear Committee Member:

Dear Meeting Planner:

Dear Colleagues:

To All Sales Reps:

To Whom It May Concern:

Dear Sir or Madam:

Dear Madam or Sir:

Dear Purchasing Agent:

If your letter is addressed to a company, the proper salutation is:

Gentlemen or Ladies:

Ladies or Gentlemen:

If your letter is addressed to an organization of only women or only men, use:

Dear Sirs:

Dear Ladies:

Dear Mesdames:

Gentlemen:

Ladies:

If you do not know the gender of the person to whom you’re writing, use one of the following:

Dear Kim Krause:

Dear K. Krause:

After formal salutations, use a colon. After informal salutations, use a comma. Whether you use the first or last name and whether you drop the Dear makes your letter either more or less formal:

Dear Mr. Jones:     (most formal)

Dear Joan:

Dear Jim,

Jim,                       (very informal)