Salutation

The salutation is the greeting to the reader of the letter. Use the name and title of the person listed in the inside address.

Dr. Gerald Royster

23 Charlotte Road

Topeka, Kansas 00000

Dear Dr. Royster

Salutations establish a relationship between the reader and the writer which can be either formal or informal. If you know the reader well and desire a casual tone, use an informal salutation. Official business correspondence usually requires a formal greeting, though the current trend is to be more informal. To be very formal, omit the personal dear.

Use either the first name or the last name of the addressee in a salutation, not both. If you do not know whether a woman is a Miss or Mrs. use Ms. If you are unsure whether the person is a man or a woman you may use first and last names:

Dear Lee Jones:

Dear Jean LaFrance:

If you do not know who will be reading the letter, use a salutation that will include all possible readers. For this reason, use a greeting that does not define the reader's sex.

Dear Sir or Madam:

Dear Madam or Sir:

Dear Friend:

Dear Customer:

Dear Staff:

In standard punctuation, a colon is placed after the salutation in a business letter. A comma is used only in a personal letter. Some businesses use an open punctuation style which does not require a punctuation mark after the salutation.

Subject line

A subject line informs the reader briefly about the letter's contents. Many styles are acceptable:

Subject: Computer sales

SUBJECT: Inventory control

Subject—Revised Pricing Policy

Subject: New Credit Guidelines

Subject: Order No. 7176

CONTRACT NEGOTIATIONS

Some companies prefer to use the Latin word re (thing) in place of subject:

Re: Computer sales

RE: Inventory Control

The subject line is located two spaces directly under the salutation:

Dear Mr. Lee:

Subject: Computer sales

Introduction

The opening of a business letter should state the writer's purpose and set the tone for the letter. It should capture the reader's attention and establish a link between writer and reader. The opening should also be brief. Two or three lines is sufficient.

Body

The body of a business letter contains one or more para­graphs that provide detailed supporting facts or further explanation. These points should be developed logically, step-by-step and as clearly as possible. Include all necessary information—but no more—and maintain a positive tone.