The Differences of Letter between American Style and British
Salutation in a Business Letter
A letter
salutation is a greeting, most often used in formal letters, used to begin the
letter. While choosing the salutations for writing
business letters, one has to take into consideration the seniority of the
person being addressed and the relationship they share. Below are some business
letter salutations etiquette's one has to follow, while writing a formal
business letter.
One of the most commonly used salutation is 'Dear', followed by the name. For instance,
- Dear Mr. Rogers
- Dear Mrs. Williams
If
you know the person's name:
Dear
Ms / Miss / Mrs / Mr / Dr + surname
Dear Mr Miller
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
If
you don't know the person's name:
There
are several possibilities to address people that you don't know by name:
Salutation |
when to use |
Dear Sir / Dear Sirs |
male addressee (esp. in British English) |
Gentlemen |
male addressee (esp. in American English) |
Dear Madam |
female addressee (esp. in British English) |
Ladies |
female addressee (esp. in American English) |
Dear Sir or Madam |
gender unknown (esp. in British English) |
Ladies and Gentlemen |
gender unknown (esp. in American English) |
To whom it may concern |
gender unknown (esp. in American English) |
Dear
Sue
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Punctuation
As far as the punctuation is concerned, in American English a colon
(:) is used after the name, Dear Mr. Miller:
while
in British English, don't use any punctuation mark or use a comma (,) after the
name.
Dear Mr Miller or Dear Mr Miller,
In informal
letters, you can use only the first name sans comma or colon, but in formal
letter you have to include these punctuation marks. If you don't know the
person’s name, but are aware of the gender you can use salutations such as
·
Dear Sir
·
Dear Madam
Note: Abbreviations for Mister,
Misses etc. are usually written without full stops (Mr) in British English and
with full stops (Mr.) in American English.
If you are
not aware about the gender of the receiver you should ideally use the non
existing salutation
·
To Whom it May Concern
·
Dear Sir/Madam
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In case you
want to refer to more than one person, you can either prefer to write their
names followed by commas or just use 'Gentlemen' or 'Ladies' to address them.
If you know the designation of the person in the company, but you don't know
the name, you can use the designation to address the person. An important part
of the formal letter is the closing salutation. You should avoid using
salutations that sound a bit too stuffy or too casual. The key is, the right
mix. Something between too formal and too casual salutations.
·
Kind Regards
·
Best Regards
·
With Appreciation
·
Sincerely
·
Regards
According to
the norms of business letter salutation format if the salutation is followed by
a colon, the closing salutation has to be followed by a colon as well.
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Subject Line in a Business Letter
A
subject line is not really necessary. You may want to use one, however, so that
the reader immediately knows what your letter is about. There are three common
methods to distinguish the subject line from the body of the letter:
·
Use "Subject:"
or "Re:"
·
Type the subject in bold
letters
Type the subject in capital letters
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British
English
The
subject line is usually placed between the salutation and the body of the
letter (with a blank line in between).
American
English
In
American English, the subject line can also be placed between the recipient's
address and the salutation (with a blank line in between).
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