The use of salutation depends on some circumstances.
In general, it is best to consider how you would address the recipient
in person and use that form.
In general, the following rules apply:
1. A Friend Dearest John (personal)
2. Someone you know personally Dear Jean (informal)
3. A colleague or peer Dear Joan ( less formal)
4. An individual Dear Mr/ Mrs/ Ms Jeanne (formal)
Dear Jean Johns (less formal)
5. An entire company or department Dear Sirs
Dear Mesdames (formal)
6. An unnamed recipient, a person of office or a person of unknown sex
Dear Sir or Madam (formal)
The opening line you will use depends on the following considerations: a) the
reason for the letter; b) the formality of the letter; and c) whether it is a reply to a
previous letter or a follow-up letter.
A. First-time Openings
I would like to introduce my company and myself…..
I wonder if you would be interested in …..
We met recently at ….. and you indicated that you might be interested in …..
I am the General Manager of …..
May I take this opportunity to …..
I would like to offer your company …..
You gave me your business card (or details) at ….. and I am writing to give you details
I would like to enquire about …..
B. Follow- up Letters
In connection to your inquiry, we are sending the following …..
With reference to our phone call yesterday…..
With reference to the discussion that took place at the Field Office last week …..
Further to your fax/ letter/ invoice/ email/ dated …..
Following our meeting last week, I am writing to confirm …..
Further to your request for …..
I am writing to confirm our orders as negotiated in our meeting …..
I am confirming your faxed/ emailed quotation on December 20th as acceptable to the company …..
I wish to confirm the points we discussed over the telephone …..
Or you can also start your follow-up letter by saying:
Thank you for your enquiry…..
Thank you for meeting me up last Saturday …..
We appreciate the letter you sent us …..
Thank you for the quotation you forwarded in our email …..
C. SOME OPENINGS IN LETTERS OF GOODWILL
I would like to say how delighted I am…
Congratulations to all your department on…
I would like to offer my personal thanks on…
I am pleased to announce that…
Thank you to all of you who have…
D. LETTER OF DISAPPOINTMENT
I am very disappointed with your lack of effort…
I am writing, with regret, to inform you that…
It is with regret that I must inform you…
E. LETTERS OF APOLOGY
I regret to inform you that....
I regret to announce that...
I am sorry to have to tell you this but...
I regret to say that...
Please accept pur apologies for...
We would like to offer our aplology for...
Our aplologies for the delay in....
I. EXERCISE: Make salutations and introductions for the following letter situations:
1. You are applying for Marketing Manager for XYZ Company. You have been working
as Assistant manager of ABC Company for 7 years, MBA degree holder. You don't know the person to be addressed.
2. You are working for the purchasing department of Chabart Company and you are
requesting for price quotation of Jefflee office furnitures..
3. You are a manager of a small company called Sheville. You are manufacturing office
supplies and you would like to offer your products to MEP Company. The Purchasing
Department Officer in Cage of MEP is Jini Han. Sheville was established 2 years ago and
has been increasing growing fastly in the industry.
4. Your company, Samson Inc., has sent a proposal to CB Corporation offering your
company's printers. You'd like to follow up on the status of proposals.
5. You are an Human Resources Recruitment Staff responding to an applicant's
letter of application. You would like to invite her for an interview.
1. A proposal was submitted to your company by Miss Charis Bartocillo, Sales Manager
of Chabart Co., in response to your request but your company already awarded the
contract to another firm.
Notice of Rejected Bid
We are aware of the great deal of time and work that went
into your bid and therefore, regret to inform you that we
have awarded the contract to another firm. We based our
decision on (reason for rejecting bid)
We will certainly be inviting your firm to bid on our
future projects and thank you once again for your proposal.
2. Make an introduction for a letter asking for apology for overshipment. The
Purchasing Manager of the company who received overshipment is Mr. Sam Son.
We have made an adjustment in your account to reflect this
error and have arranged for (delivery service) to pick up
the excess merchandise on (date) .
We are sorry for the inconvenience this has caused you and
are most appreciative of your cooperation and understanding
in this matter. Thank you for your recent order.
3. Mr. Sam Son is promoted into Chief Executive position at SEMICON Co. This letter
is made in behalf of the Marketing Department.
Congratulations on Promotion 1
I know how hard you have worked to earn the recognition
you presently enjoy at SEMICON , and I feel that
they are very wise in having made their choice.
Please accept our best wishes for your success in your