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Start a formal letter with "Dear" plus the recipient's title and last name: "Dear Ms. Rivera:" or "Dear Dr. Chen:" A colon follows in US business letters. Use "Ms." as the default for women unless you know they prefer otherwise, and never switch to a first name unless the recipient has invited you to.
| Recipient | Salutation | Notes |
|---|---|---|
| Woman, title unknown or marital status unknown | "Dear Ms. Rivera:" | "Ms." is the safe default; it doesn't presume marital status the way "Mrs." and "Miss" do |
| Man | "Dear Mr. Chen:" | "Mr." is standard regardless of marital status |
| Doctorate or medical doctor | "Dear Dr. Patel:" | Use "Dr." over Mr./Ms. when the person holds a doctorate |
| Judge | "Dear Judge Alvarez:" | "Dear Judge" beats "Dear Honorable"; "Honorable" goes on the address block, not the salutation |
| Two people | "Dear Mr. Chen and Ms. Okafor:" | List both; no "and" shortcut with two last names sharing one title |
| Name completely unknown | "Dear Hiring Manager:" | Name the role, department, or company: never "To Whom It May Concern" |
"To Whom It May Concern" was the standard when letters went to faceless departments and nobody could find a name. Today it reads as a signal that you didn't try. In most cases a name is one website visit or phone call away, and making the effort shows the recipient the letter wasn't mass-produced. When you truly can't find a name, address the role instead: "Dear Claims Department:", "Dear Hiring Manager:", or "Dear Customer Service Team:" all land better than the old standby.
In US business letters, the salutation ends with a colon: "Dear Ms. Rivera:" A comma ("Dear Ms. Rivera,") belongs in personal letters, like a note to a friend or relative. British business letters also tend toward the comma. This is a small detail, but people who read business letters for a living notice it instantly, so match the colon to a US business context. If you're writing a personal condolence or thank-you, the comma is correct and the colon would feel cold.
Write to the title: "Dear Director of Operations:" or "Dear City Clerk:" This works well for government offices, insurers, and large companies where the responsible person changes but the role doesn't. If you know the person's full name but not their gender or preferred title, use the full name: "Dear Alex Rivera:" It's neutral and respectful, and it beats guessing wrong between Mr. and Ms. For gender-neutral titles, "Mx." is gaining acceptance ("Dear Mx. Rivera:"), though it's still uncommon in conservative industries, so read the room.
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