Question: “Recently, my boss was signing paper letters and asked if it is still proper to write “Dear” in the salutation instead of just the person’s name. And for closing is Sincerely and Very Truly Yours passé or is “Regards” OK to use? Should handwritten or typed letters be more formal than correspondence sent via e-mail?” — Naomi
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What I don’t get, is using the word “dear,” which is intimate, for a formal business letter, rather than just the person’s name. Especially when that “Dear” proceeds a last name. Maybe if it’s somebody I’ve actually met, or am now on a first name basis with, then I like Dear Bob: If it’s personal rather than business, or just as personal as business, then Dear Bob, with a comma is fine. But a business letter starting out like Dear Mr. Serious: or Dear Probation Officer: or Dear Robert Q. Serious: I just have a hard time with it and can’t do it. Some strangers might expect that level of respect from a stranger, but then why not insist on being a Dearest? I expect sales departments, credit card offers and the like to all address me as Dear, but not because it’s really correct business as much as it is that they are suck-ups by nature. If it would sell me a new car they start by calling me by Dearest, even if they don’t know me from a hole in the wall. For me it’s just honest to just start out with Mr. Preston: or Ms. J.P. Squashington: Until I can come up with at least one thing I know to be dear or like about them. Unless it’s something like My Dearest King on High, I just don’t get using Dear when it’s just generic business correspondence. So, I just put Mr. Bob Q. Serious:
While it’s easier to encourage proper format in business letters, I find it is much more difficult instilling professionalism in e-mails. Many consider e-mails to be very informal because they are composed and sent out so quickly. However, you need to know your audience and address the e-mail appropriately. I recently came across an e-mail addressed to a company vice president and copied to others that started out “Hey guys.” The person sending the e-mail was not the vice president’s peer. I know I’m old school because I was mortified to see a VP addressed so informally. It’s all a matter of respect and that’s exactly how I explained to the individual why I felft it was inappropriate.
Depending on who I’m writing to in an e-mail, I format it like a letter only when it would seem too informal to do so. Meaning, I’ll put Dear So-and-So, and ending with Best Regards, if the recipient is a high-level professional that I don’t already have a business relationship with. After that, I’ll rely on the tone of the reply. If it’s informal, I’ll be less formal in my later correspondence. If the reply is as formal as my initial e-mail, I will follow along those lines.
For written correspondence, the format is always formal (Dear…. Sincerely…). If my boss wants it to appear less formal, he will let me know in advance.
Erg, don’t you hate when you click submit before proof-reading!
Wow, thanks “old schoolers”! I didn’t know it was supposed to be a colon after the salutation. And I will start using Dear and Sincerely in my e-mails. (I don’t know why I’ve never done it in and e-mail but ALWAYS in a mailed letter).
I agree with Janine regarding salutations, etc. in formal correspondence. However, I view email like a phone conversation. It is informal and mostly used in business to gain or convey information. If I want something written in stone, I document it by sending a formal letter. I may send many short emails to gain the info needed to seal the deal and that is when I send a formal letter. I think that is part of the changing business world.
Anon,
When I type business letter I do use “Dear” and “Sincerly” and Mr. or Ms. Unfortunately, my boss will mark out the Mr. Or Mrs. and put a first name. He wants his his handwritten name and mark out to stay on the letter. More often than not my boss also requests that we close with “Regard”.
Mark,
I also use “Dear” and “Sincerely” in typed correspondence. You are not alone, I don’t use the “Dear” or Sincerely” in e-mails.
I love to read the comments from other ‘old school’ repsonders! I vote for Dear (with a colon) and Sincerely.
I am “old school” also. The current trend to use a comma after the salutation in businss correspondence is driving me crazy. No one today knows that a colon (:) is the proper punctuation!!!
I am “old school” also. The current trend to use a comma after the salutation in businss correspondence is driving me crazy. No one today knows that a colon (:) is the proper punctuation!!!
Yes, correspondence handwritten or typed should be formal.
E-mail, depending on what issues you are addressing may have either a formal or casual approach depending on the content.
My biggest pet peeves are when there is no subject on the e-mail or the text is very large. When their is no subject on the e-mail, I have to put one in when it is something I need to save. It makes it easier if the sender puts the subject in, especially when there are questions regarding an on going issue. Large type is considered a shouting e-mail. Is there anything out there about e-mail etiquette?
Thank you.
Thanks…I totally agree!
It’s not passe, it’s professional.
Wow! Janine what excellent points! Excellent post Janine and very well stated! Wow!
I am from the “OLD” school, I have been around since 1799 (or at least I feel like it!) and I try to be very professional in my letters, I use “Dear” and “Sincerely”, as well.
I find it very informal and unprofessional to receive a letter that says “Dr. C., blah, blah, blah, and ends with regards!” What the heck is that supposed to be! And get this team, the fools that sent me that letter are asking me to buy a product from them! UGH! Sigh! Geez! SIGH!
Thank you.
Dr. StillStanding
I use the following rules:
Dear Sir or Madam: (use if you don’t know who you are writing to)
Dear Dr, Mr, Mrs, Miss or Ms Smith: (use if you know who you are writing to, and have a formal relationship with – VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss)
Dear Frank: (use if the person is a close business contact or friend)
For Closing –
Yours sincerely, (If you know the name of the person you’re writing to)
Best wishes,
Best regards, (If the person is a close business contact or friend)
I work for a surgeon at a large university/medical center. We ALWAYS use “Dear” and “Sincerely” and there’s no question on typing it – don’t forget to spell check. If your boss wants to personalize it a little then he can hand write a slash through the professional name and write in the first name – Dear Dr. Smith / he can cross out Dr. Smith and write in Bob above it in his own handwriting if he knows him personally. E-mails are a different story. He should sign it himself unless you have an electronic signature that looks good.
I work for attorneys and we use Dear and Very truly yours. Anything handwritten is not considered formal. I use Dear as well as Very truly yours even in emails.
Nothing irks me more than receiving a business letter that begins with just my name and ends with Regards. When sending a professional business letter, it should always start with Dear and end with Sincerely or Very truly yours. I think we are getting too lax in the business world — especially as my entire office wears jeans and t-shirts every day to work.
I can’t remember NOT having started with “Dear’ and finished with “Sincerely” for typed (Word) correspondence, although I admit I use neither in e-mails. But I never do that in e-mails. I’ll just use, for example, “John, ” as the salutation and just sign with my printed name without any kind of closing. I’ve never really thought about why I do it this way; maybe because printed correspondence is more formal.