The degree of formality to be observed, which is largely dependent on the degree and kind of per sonal acquaintanceship existing between writer and addressee, is the chief consideration. The proper salutations, in an order of increasing formality, are: "Dear John" (in a business letter, permissible only in addressing relatives) ; "Dear Smith"; "Dear Miss Smith," or "Dear Mrs. Smith"; "Dear Mr. Smith"; "My dear Miss (Mrs. or Mr.) Smith"; "Dear Sir" or "Dear Madam" or "Gentlemen"; "My dear Sir" or "My dear Madam"; and "Madam" or "Sir." In the salutation, Dr. is the only honorary title whiChis commonly abbreviated, but this is written out if no name follows the title. It is a general rule that if there is no name following the title, the title should be written out as "My dear Colonel," "My dear Pro fessor." 9. Forms used in writing official written to an official of any kind concerning official business are severely formal in form and tone, unless the writer is personally acquainted with the addressee, in which case the letter conforms to ordinary business practice in respect to the degree of formality that it employs. The address is frequently placed at the bot tom of the letter, on the left. In formal official cor respondence "Sir" is the customary salutation. Titles are always used, and are not abbreviated. Failure to use the correct title distinctly shows either ignorance or neglect of the principles of good form. Honorary degrees may be used. If they appear, they should follow the name and should be abbreviated. Titles of a strictly business nature are written out in full after the name—Mr. John Atkin, General Manager.
While in the formal official letter extreme formal ity in language and make-up is observed, many feel that it is permissible to include a "human touch" in some part of the letter. For instance, in one case in which it was necessary to write a request to all the members of a state legislature, it was found that of two letters which were sent the one that was slightly informal secured a much better response. In the more successful letter, the correct address was used on both the letter and the envelop, but the salutation was changed from the strictly correct "Sir" to "My dear Mr. ." Thus while the address showed plainly that the writer knew the correct form, the less formal salutation suggested that he realized he was address ing an official who was also an individual. Some times this desirable human touch may be given by the use of some informal phraseology.
10. Close of the correspondents prefer to use "Sincerely" rather than "Yours very truly" as the complimentary close of a business letter to a personal acquaintance, for the same reason that "Dear Mr. Smith" is preferred to "Dear Sir." The
use of a concluding phrase, such as "With best wishes," is sometimes desirable; but the tendency is distinctly away from the use of meaningless phrases such, as "We beg to remain" or "We remain." The three forms, "Yours truly," "Yours very truly," and "Very truly yours," are always safe and correct. It is often best to use "Respectfully yours" or "Yours respectfully" in addressing a person of superior rank, especially in official correspondence. "Cordially" and "Faithfully" are reserved by most people for use in social letters. "Yours for success" or for anything else, is seldom, if ever, a desirable form of complimentary close. There is a tendency, also, to do away with all participial endings, such as "Hoping _ that you will see your way clear to accept this offer, we are." Direct forms of the verb, such as "Will you not accept this offer by return mail?" or "We hope you will," etc., are more effective.
Plenty of space should be allowed for the signature when it is placed between the complimentary close and the firm name, or title. The title should be given unless it appears on the letterhead. When the writer has no title, it is best, if he would avoid individual responsibility before the law for what he says in the letter, to sign the firm name first, and below it his own name, preceded by "Per" or "By," preferably "By." The signature should not be preceded by a title, unless the writer is a woman; an unmarried woman may use "Miss" in parenthesis before her name. A married woman may sign her name—Mary Brown—and be neath it write her full married name, in parenthesis — (Mrs. John Lathrop Brown) .
11. Reader's point of treatment of mechanical form is, of course, not complete. It would be impossible to make it so within a limited space. It is advisable to be informed on this subject. The addressee expects good form as a matter of course, just as he expects correctness in grammar and rhetoric.
It is well to remember that a conventional form now and then undergoes a change of usage. For example, many business men now prefer to use "My dear Mr. —" rather than "Dear Mr. in writ ing a business letter to a personal friend, while "Dear Sir," which for a while fell into disuse, is today used a great deal, as in former years. It is advisable for the correspondent to keep informed on these and other tendencies of usage. If the letter is sent in re ply to one that has been received, it is often best for the writer to use the same salutation as that used in the letter which he is answering. If the letter is not written in answer to another, it always is safest to err on the side of formality rather than on the side of informality.