Business Etiquette for Addressing Letters
Addressing a business letter can be tricky, especially if you do not already know the person to whom you are writing. As in all areas of business, addressing letters has an etiquette you can adhere to in order to facilitate clear communication and smooth the way for friendly business relationships. Properly addressing business correspondence is an easy task once you are familiar with this etiquette.
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Accuracy
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When addressing a business letter, you should always double-check the spelling of the individual's name as well as the address. A misspelled name can be insulting, while an inaccurate address can prevent the correspondence from ever reaching its destination. If you are not certain how to spell someone's name, look it up on the company's website or call the company receptionist.
Gender
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One common blunder that people make when addressing business letters is to mistakenly address a man as "Ms." or vice versa. Many names are gender-neutral. For example, it is impossible to tell if "Chris Watson" is a man or a woman. In this situation, it is permissible to use the person's entire name rather than risk the wrong salutation. Another option is to ask the company's receptionist if you should address correspondence to "Mr. Chris Watson" or "Ms. Chris Watson." If the individual you are sending your letter to is female, avoid using "Mrs.," especially if you are not sure of her marital status. As a last resort, you can address your letter to "Whom it May Concern."
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First Names
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As a general rule, you should address business letters in a formal manner. However, if you normally address someone by their first name, it will seem awkward if you switch to a formal mode of address in business correspondence. In this case, you may address the letter to them using their first name in the salutation, according to the online writing lab at Purdue University. Of course, envelopes always require first and last names.
E-mail
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Do not let etiquette go by the wayside when sending business correspondence via e-mail. As with business letters, you should use a formal salutation and check to make certain that all of your information is accurate. If the individual responds to you in an informal manner, you can respond in kind, but keep initial contacts businesslike. When using e-mail, double-check the e-mail address to prevent any delays in correspondence.
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References
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