Salutation

Use the same name as the inside address, including the personal title. If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (i.e., Dear Lucy:). In all other cases, however, use the personal title and full name followed by a colon. Leave one line blank after the salutation.

If you don’t know a reader’s gender, use a nonsexist salutation, such as "To Whom it May Concern." It is also acceptable to use the full name in a salutation if you cannot determine gender. For example, you might write Dear Chris Harmon: if you were unsure of Chris's gender.

Names

Although rules have relaxed over the years, it is still important to address someone correctly. This will depend on your relationship with the reader:

· Informal or Neutral: Dear Peter: …

· Formal: Dear Mr. Galanaugh: …

The formal style is reserved for customers, members of the public or people in high authority. Unless a man is entitled to a different style, such as Rev. or Dr., then a man should be addressed as Mr (ie: Mr Grant). Never write out the title in full (ie: Mister Grant’ is wrong). The greeting should always end in a colon (:), not a comma.

When writing to a woman, you need to be aware of her marital status.

· Married women: Mrs Collins

· Status unknown: Ms Peterson

These days some women prefer to use the title Ms because they do not wish to reveal their marital status. Always check which title she has used in previous correspondence. If you’re not sure then the safest option is always Ms.
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)

Business partners often call each other by their first names. In this case, write the salutation as follows: Dear Sue.