How to Address a Person by First Name in Business Letters
In today's corporate culture, knowing when to stick to formalities and when to show a personal touch is an important skill. That holds true for how to dress, how to speak to your boss and how to write a good business letter. One frequently-asked question is when to use a first name in a business letter, and how to do it effectively. Here are a few suggestions.
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Instructions
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Be consistent with titles. If you know the individual well and typically address him by his first name in person, then go ahead and use his first name. The one exception is when sending a form letter, such as an invitation or solicitation. In this case, the most important thing is to address all recipients equally, which would most likely mean using full titles--for example, "Dear Reverend Dr. Joseph Worthington, Esq." When in doubt, err on the side of formality. Giving your letter recipients the opportunity to request a less formal mode of address is another way of being courteous.
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Establish a clear tone. It sends the wrong message if you address a superior by his or her full title in the greeting and then muddle through the body of your letter with a lot of forced wit and rambling sentences. A business letter should be gracious, yet brief and to the point. Avoid humor unless your meaning is absolutely clear and helps to communicate your overall purpose in writing. If, on the other hand, the letter is to someone with whom you already have a good relationship, it may be appropriate to add a personal comment, especially in closing--for instance, "I hope your wife is well, and I'm looking forward to seeing both of you at the annual Christmas party."
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Pay attention to detail. For example, if you decide to include both the sender's address and the inside address, you're increasing the level of formality. Every detail counts, from the quality of paper, to the font, to the choice of hand-lettering or printing on the envelope.
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Tips & Warnings
Without a doubt, knowing how and when to be formal in a business letter can be the difference between success and failure in the world of business. And striking that elusive balance on paper is a step in the right direction.
