Forms of Address in Correspondence if a Name Is Unknown

Use a pleasant and respectful tone in writing the letter, especially in the absence of knowing a name.

There's an old joke that goes "Call me anything --- just call me." But that's not a good tactic to use when it comes to communicating. Whether you're addressing someone in business or a new neighborhood that just moved onto your street, using titles displays politeness and respect. Most important, proper salutations set an agreeable tone to start the communications off on a good note so the recipient will read your correspondence all the way to the end.

Corporate Business Employees

If you want to communicate with someone in a managerial or executive role with a large company, it is best to at least indicate a title if the name is not known. For example, if you want to send a letter to a corporation to express your pleasure or your displeasure with a product you purchase, start the letter with "Dear C.E.O." To contact a department head or manager about employment opportunities, use a salutation that correlates with their title and the department they head, such as "Dear Marketing Director" or "Dear Customer Relations Director."

Small Business Owner

Use "Dear Owner" or "To the Proprietor" when addressing the owner of a small or independently run business. This would be the proper way to write a letter regarding exceptional service received at a restaurant, or to commend the owner of a dry cleaning business for the fine job that was done to remove stains on a garment. If you are inclined to believe that the business is a partnership, use "proprietors" or "owners" in the salutation. This would be appropriate for a business that you at least know is family owned and operated.

Individuals

It's very common to run into instances when you need to correspond with an individual that you don't know by name. For example, if you contract lawn care services, all you may know is someone cut the grass while you were at work. In cases like this, use a salutation such as "Dear Acme Lawn Service Provider." Let's say you notice a "for rent" sign on a property and want to leave a note indicating your interest to view the apartment and get more information. Address the recipient by using "Dear Property Owner or Manager" to cover your bases in the absence of knowing exactly who will receive your correspondence and what role and relationship they have to the property. In a more casual relationship, such as writing a note or letter to a neighbor or a member of your church, use a salutation such as "Hello" to establish a congenial tone, versus a formal and somewhat cold salutation, such as "To Whom It May Concern."

Groups and Committees

Communicating with groups and committees can seem like a challenge when you don't know names, but there's an easy way to get around that. Address the group "at large." For example, if you're writing to address the entire membership body for a Parents and Teachers Association, start the letter with "Dear PTA Members." If you're writing to the local art museum or zoo to offer services as a volunteer, use "Dear City Arts Administration Staff." If you're seeking to provide housecleaning or landscaping services to homeowners who live in a specific housing subdivision, use a salutation such as "Dear Lakeview Homeowners."

Gender Concerns

In modern day society in the United States, it is improper to use marital titles for women if you do not know their marital status. Women today make personal decisions on whether they want to be referred to as "Miss" or "Mrs." Avoid the risk of insulting someone when writing. To be safe, use "Ms." when addressing a woman and you minimize the chance of offending a female reader.

Another gender faux pas to watch out for is writing to someone that has a name that could be for a man or woman, such as the name "Leslie," which could be a man or a woman. You may have heard the first name in a casual conversation at church, or seen the name posted on a comments board, but without a picture. In this case, the proper etiquette would be to use "Dear Leslie" for the salutation.

References

• Daily Writing Tips; The Perils of Writing to Someone You Don't Know; Maeve Maddox.
• Using English: Formal Letter Writing
• Job Web; Who Are You Calling 'Miss'?; Kathy Woughter
• Emily Post: Guide to Addressing Correspondence