How to Address Business Letters with Sir & Madam

Writing business letters requires a level of decorum that you do not see in everyday communication with your friends or relatives. When you are writing to a business contact, especially one that you do not know, you must demonstrate respect and adhere to standards of etiquette. There may be times when you are unsure whether the person to whom you are writing is a man or a woman -- when that is the case, you may avoid using that person's name while still demonstrating courtesy and professionalism.

Instructions

1. Write "Dear Sir" or "Dear Madam" when you know the person's gender but not the name.

2. Write "Dear Sir or Madam" or "To Whom It May Concern" when you do not know the person's gender.

3. End the salutation with a colon, not a comma.

Tips & Warnings

• Whenever possible, use the recipient's name instead of impersonal nouns such as "Sir" or "Madam." If you do not know the name or are unsure of the person's gender, however, do not guess.

References

• Purdue University Online Writing Lab: Writing the Basic Business Letter
• English Plus: Business Letters