The Etiquette of Using 'Dear' in Professional Correspondence

When entering the realm of professional correspondence, one often grapples with the choice of the salutation to use. Specifically, the term 'Dear' has long been a staple in such communication, evoking a sense of formal courtesy and respect. However, the appropriateness of using 'Dear' can vary based on context and the relationship between the sender and the recipient.

The Historical Context of the Word 'Dear'

The word 'dear' has deep roots in the English language, originating from Middle English 'dere' and Old English 'deire,' which both mean 'precious' or 'beloved.' This term is also related to the High German word 'dyrr.' The use of 'dear' as a noun dates back to the 13th century, evolving to become a widely recognized salutation in various forms of writing. In today's digital age, the choice of salutation remains a matter of careful consideration.

The Appropriate Use of 'Dear'

While using 'Dear' as a salutation is largely accepted and over many years, traditionalists and more modern communicators may have varying opinions on its use. As a professional sender, the term 'Dear' is more of a polite and standard formality.

For instance, the legal perspective often supports the use of 'Dear' in a professional context. A lawyer, in particular, may argue that it sets a tone of respect and formality at the beginning of a letter, which is crucial in professional communication. However, for the closing of a letter, especially in a business context, it is generally recommended to use terms such as 'thanks,' 'regards,' 'sincerely,' or a personalized ending like 'Hope to hear from you soon [Recipient’s Name].'

Formal vs. Informal Salutations

In the world of business, maintaining a balance between formality and modernity is essential. The traditional form 'Dear Mr./Ms./Dr. [Last Name]' or simply 'Dear [First Name Last Name]' are often seen as appropriate. However, in today's fast-paced world, getting past the salutation quickly is also important. After all, most recipients will likely ignore the salutation if the email or letter is seen as too informal or outdated.

For business emails, it is best to maintain a formal approach. However, using 'Dear' is considered outdated, and terms like 'Hi' are too informal. One could use variances such as 'Greetings Mr. Smith' or 'Hello Mr. Smith.' Alternatively, simply starting with the appropriate title, such as 'Hello Mr. Smith,' achieves the same level of formality. Another common practice, especially in team emails, is to begin with the title and department, e.g., 'Dear Customer Service Team.'

Professional Correspondence without 'Dear'

Some professionals argue that the use of 'Dear' is too informal or archaic and prefer a more modern approach. Words like 'Hi,' 'Hey,' or even specific titles such as 'Hi Mr. Smith,' can be seen as more suitable in certain contexts. However, it is crucial to maintain consistency in your communication style, so if you choose to use informal salutations, they should align with the rest of your writing. This ensures a cohesive and professional tone in your correspondence.

Another traditional greeting, 'Dear Sir/Madam,' is a formal yet impersonal choice when you do not know the recipient's gender. This salutation is commonly used in letters addressed to specific individuals where the position is known, but the name, title, or gender is unknown. In this case, starting with a generic title such as 'To whom it may concern' or directly addressing the recipient with their name after an initial greeting can be more personalized and effective.

Conclusion

The choice of using 'Dear' in professional correspondence depends on the context and the relationship between the sender and recipient. While 'Dear' remains an appropriate salutation, it is important to maintain a balance between formality and modernity. This ensures that your communication is clear, respectful, and effective, regardless of the medium or context of the correspondence.