354 PUNCTUATION AFTER SALUTATION If the paper needs to be folded three times, it should be folded first transversely, with the bottom edge of the paper carried up and laid about half an inch from the top of the sheet (see 4, above); then it should be folded vertically, from the right, on a line about one third of the way across the sheet (5); the left-hand edge should then be brought over and laid about half an inch to the left of the first vertical fold (5), and held there while the second vertical fold (6) is being made. The letter should be inserted in the envelope with the second vertical fold (6) at the bottom of the envelope, and the folded top (7) next to the back of the envelope. When the recipient opens the envelope with a paper knife, and takes out the letter, he will open the letter right side up. 542. Punctuation after salutation. The proper mark of punctuation after the salutation is the comma (§ 527). The formality or informality of the salutation is not indicated by the punctuation, but by the salutation itself (§§ 544, 545). 543. Abbreviations. Abbreviations are as improper in the business letter as in the personal letter. In writing to a stranger we should be no less courteous than in writing to a friend. For the use of abbreviations, see § 529. ADDRESSES AND SALUTATIONS IN ORDINARY LETTERS ९ 544. Ordinary letters. In the United States the salutation with My dear' (see § 521, N. 1) is generally less intimate than that with 'Dear'; in British usage the reverse is true; this distinction should be observed in foreign correspondence (see the letters in § 519). In business letters it is courteous, in referring to patrons and friends, not to call them Scott, Brown, and so forth, but to give to each his proper title: Mr. Scott, Professor Brown, the Reverend Doctor Dow. I. TO MEN Singular 1. Address: Mr. (Professor, etc.. Use the higher form Plural of a person's title: as, Professor; not Associate Professor' or 'Assistant Professor ') John Scott. 2. Informal salutation: Dear Jack (intimate); Dear Mr. Scott (less intimate); My dear Mr. Scott (least intimate). 3. Formal salutation: Dear Sir; My dear Sir (more formal); Sir (most formal; see § 545). 1. Address: Messrs. Scott and Brown; Messrs. Ginn and Company; Messrs. Brown, Shipley, and Company, Ltd. But with such impersonal forms as G. and C. Merriam Company, The Macmillan Company, The Whittier Paper Company, Messrs. is not used. 2. Formal salutation: Dear Sirs (or, Gentlemen; see Note 2); My dear Sirs (more formal); Sirs (most formal; see § 545). NOTE 1. It is best not to use more than one title in an address: as, Professor James Scott (not Professor James Scott, Ph.D.'); The Right Reverend James Scott (not 'The Right Reverend James Scott, D.D.'). See § 545, XI, N., and § 535. NOTE 2. In ordinary letters both 'Dear Sirs' and 'Gentlemen' are now in common use, with the tendency in favor of 'Dear Sirs'. Originally, the salutation in the singular was the formal 'Sir', the plural of which was 'Sirs' or, more commonly, 'Gentlemen'. After a while the singular 'Sir' progressed to the less formal 'Dear Sir'; but the corresponding plural 'Dear Gentlemen' was not felt to be proper, and the formal 'Gentlemen' continued for some time to be used much more frequently than the less formal 'Dear Sirs'. More recently, however, there has been an increasing use of 'Dear Sirs', as being the appropriate plural to 'Dear Sir'. "It is easy to prophesy that 'Dear Sirs' will oust 'Gentlemen' before long ", says Mr. H. W. FOWLER (see § 460, N.). NOTE 3. Firms composed of both men and women are addressed 'Messrs.', with the salutation 'Dear Sirs'. The masculine forms include the feminine; see § 60, 6, § 118, N., and § 120. For firms composed of women, see § 544, II, III. II. TO UNMARRIED WOMEN Singular 1. Address: Miss Edith Scott (younger daughter); Miss Scott (elder or eldest daughter, without initials). ९ 2. Informal salutation: Dear Edith (intimate); Dear Miss Edith (less intimate); My dear Miss Edith (least intimate). Dear Miss Scott; My dear Miss Scott (less intimate). 3. Formal salutation: Dear Madam; My dear Madam (more formal); Madam (most formal). NOTE. An unmarried woman should ordinarily sign her name in full, Edith Scott'; if she is writing to a stranger, she may put '(Miss)' before it, although this is not necessary. But see To Married Women', Note 1, below. Plural 1. Address: The Misses Scott ('The Miss Scotts' is common in conversation, but is not permissible as an address); The Misses Scott and Brown. 2. Formal salutation: Mesdames (§ 423. This salutation is most formal, and may not be preceded by 'My dear' or 'Dear'). III. TO MARRIED WOMEN Singular 1. Address: Mrs. John Scott. Plural 2. Informal salutation: Dear Mrs. Scott; My dear Mrs. Scott (less intimate). 3. Formal salutation: Dear Madam; My dear Madam 1. Address: Mmes Scott and Brown. (Mmes = Mes 2. Formal salutation: Mesdames. (This salutation is most formal, and may not be preceded by 'My dear' or 'Dear '.) NOTE 1. In social correspondence a married woman signs herself by her own name, 'Emily Randolph Osgood' (not 'Mrs. James B. Osgood'). In business correspondence, if writing to a stranger, she should add, below her own name, (Mrs. James B. Osgood.)'. She is usually addressed 'Mrs. James B. Osgood'. If she is a widow, she signs herself by her own name, with ' (Mrs.)' before it when writing to a stranger; she is usually addressed by her own name, Mrs. Emily Randolph Osgood'. In signing a legal document, a woman (single, married, or widow) uses her own name, 'Emily Randolph', 'Emily Randolph Osgood'. NOTE 2. On her calling card a married woman has 'Mrs. James Barr Osgood' (use the full name; not 'Mrs. James B. Osgood'); a widow may have 'Mrs. James Barr Osgood' or 'Mrs. Emily Randolph Osgood' (the latter avoids confusion). NOTE 3. A business woman should have two kinds of cards: for calling, Miss Jane Day Brown'; for business, 'Jane Day Brown, M.D.' In business Miss Brown should be addressed Doctor Jane Day Brown'. ETIQUETTE IN FORMAL LETTERS TO HIGH OFFICIALS 545. Formal letters. In formal letters to high officials certain points of etiquette should be observed. For example, to begin a letter with 'Sir' and end it with 'Yours sincerely' or the like displays a lack of propriety. The position of the name of the addressee is shown in § 532. For the capitalization of the conclusion, see § 425. (If acquaintance or intimacy warrants, high officials are addressed less formally, or informally; S$ 544, 519-521, 524.) I. TO A DUKE (OR A DUCHESS) Address: To His Grace, the Duke (or, To Her Grace, the Duchess) of Buckingham. Salutation: My Lord Duke (or, Madam). Reference: Your Grace. (This means that in the body of the letter 'Your Grace' is used instead of 'you', and 'Your Grace's' instead of 'your '.) Conclusion: I have the honor to be, my Lord Duke (or, Madam), Your Grace's most devoted and most obedient servant (to a duchess, Your Grace's most humble II. TO AN EARL (OR A COUNTESS) Address: The Right Honorable the Earl -(or, To the Right Honorable the Countess of Salutation: My Lord (or, Madam). Reference: Your Lordship (or, Your Ladyship). (See 1, above.) Conclusion: I have the honor to be, my Lord (or, Madam), Your Lordship's (or, Your Ladyship's) obedient Address: and humble servant. III. TO A FOREIGN AMBASSADOR His Excellency, The Ambassador of Great Britain (of the French Salutation: Sir. Reference: Your Excellency. (See I, above.) Your Excellency's obedient servant. IV. To A GOVERNOR Address: The Honorable The Governor of Tennessee, Salutation: Sir. Nashville. (By law in Massachusetts and New Hampshire, and by courtesy in some other states, 'His Excellency, The Governor of —.') Reference: Your Excellency (used only when the address has His Excellency '). (See I, above.) Conclusion: I have the honor to be, Sir, Your obedient servant. |