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Salutation Line.

There’s a lot to say about this short line because it can do much to set the tone for your message. First and foremost, if you misspell or mistake the recipient’s name, you’ve lost your credibility, no matter how well the rest of your letter is written.design Set two lines down from the inside address, the greeting begins with the word “Dear” followed by a courtesy title (Ms., Mr., Dr.); the reader’s last name; and ending with a colon (Dear Mr. Garcia:). You’ll see commas sometimes, but the preferred punctuation is a colon. If you are on a first-name basis with your reader, there’s no harm in writing “Dear Al” or “Dear Tracy.” Don’t include a full name in the salutation (Dear Katherine Lee:). This gives your letter the awkward appearance of a mechanical mail-merge rather than the formal but personalized look, you are seeking to achieve. We’ve all gotten heaps of mass mailings in our lives and tend to associate them with trash cans and recycling bins—not the response you want.design, However, there is an exception to this rule. When writing to people you don’t know who have names that might be male or female, omit the courtesy title and use both first and last names. Your reader is likely to understand that you are writing “Dear Lee O’Connor” or “Dear Terry Arness” to avoid giving offense.design You ought to try to find out the name of the person you are addressing through phone inquiries and Internet research. But let’s face it; sometimes you will be told just to send it to the committee chairperson or managing editor, or to an even less specific designation, like the Selections Committee or Human Resources. In that case, do as you have been advised. There may be a change in personnel in the offing or other reasons for addressing a title (“Dear Managing Editor”) or a group (“Dear Selections Committee”). You shouldn’t, however, use “To Whom It May Concern” or “Dear Sir or Madam,” which are the equivalent of writing “Dear Anybody.” We can think of one exception to this rule, which is when you are writing a letter of recommendation and giving it to the person to use as she pleases. Because you can’t know who will receive it, you should keep your salutation nonspecific.design Message. Letters don’t have a prescribed length, although most are no more than one page. If what you need to say takes only a few lines, then, by all means, the body of your letter should be a few lines long. (In that case, be sure to center the letter on the page so that it doesn’t look top-heavy.) If you have much to say, then your letter may be three or more paragraphs, and possibly be written on two pages. We discuss style and tone later in this chapter, but here are a few strategies to remember while you write.design • Keep your message simple and direct. • Organize the information so your reader doesn’t have to hunt for details. • State your purpose for writing in the first sentence. Include an important or persuasive detail in the first paragraph.design