Address at work: “Dear Sir or Madam” – how formal does it have to be?

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Unsure about how to address them?

Which one is correct depends on the environment and age (symbolic image)

Photo: Donatella Loi / plainpicture

SPIEGEL:

In my interview request via email, I addressed you as "Dear Mr. Lösel."

Was that appropriate?

Lösel:

Of course it always depends on the perspective.

Personally, I would have used “Dear Mr. Lösel” because the communication takes place in a professional context.

Then I always start with the highest form of greeting.

SPIEGEL:

So from your point of view, age doesn't play a role?

After all, we are only a year apart.

Lösel:

That’s right.

At the latest when Generation Y entered the world of work, a first-name culture and a generally relaxed form of address were established.

This also has to do with the rise of social media: If you had written to me on Instagram, for example, I would have been surprised to hear “Dear” – simply because communication there is not so formal.

SPIEGEL:

What about “Dear Sir or Madam”?

Many people probably find it antiquated to be addressed in this way, and not just on Instagram.

Lösel:

That certainly applies to many younger people - but not to older people.

And I think that the older ones don't always have to follow the younger ones.

The goal should be to meet each other on equal terms.

And with “Dear” a 50-year-old could feel taken by surprise because the generation is shaped differently.

This requires some sensitivity.

SPIEGEL:

If "Dear" doesn't fit and "Dear" feels too pretentious: What would be alternatives in a professional or university context?

Lösel:

I would actually always use “Dear” or “Dear” when speaking to someone for the first time.

Only when you know each other a little can you switch to “Hello” or “Good day,” “Good morning,” or “Good evening.”

Generations Y and Z certainly switch from formal to more casual approaches more quickly than their elders.

SPIEGEL:

Do you think that's bad?

Lösel:

No, if it's not too loose.

I am also convinced that “Dear Sir or Madam” will not die out in the next ten years.

It is far too deeply anchored in our language for that – and is, by the way, recommended in DIN standard 5008.

This is a set of rules for communication in the office and administrative areas.

SPIEGEL:

I assume you would also recommend the formal salutation in an application letter?

Lösel:

Yes, but it's best to have a specific contact person.

This shows that you have already dealt with the company beforehand.

SPIEGEL:

Does this also apply to a young, newly founded start-up?

Lösel:

There are certainly exceptions.

When applying, it helps to look at the company's website beforehand.

If a casual language style is practiced there and a first-name culture is part of the image, then a “Hello” and the name are also acceptable.

Nevertheless, you can't go wrong with "Dear" - not at a start-up, and especially not at a government agency.

SPIEGEL:

However, many companies and authorities are beginning to gender, also to include non-binary people.

They are not addressed with the “Dear” salutation.

Lösel:

Gender is not a given standard and there are different opinions about it.

If you want to change gender or are in an environment where it is already the order of the day, you could use, for example, “Dear participants” or “Dear employees”.

If you want to give the name, you can delete Mr. or Mrs. and simply add the first name: “Hello, Jonathan Lösel.”

SPIEGEL:

Now you are deviating from your own rule.

Lösel:

That's right, in this setting and if I'm addressing an individual, I would deviate from the rule.

SPIEGEL:

The traffic light government is planning to remove the doctorate from the name field on passports and ID cards so that there are no irritations during border controls.

Instead, the title should probably go to the back.

What about salutations? Should I also mention all of her titles in an email to my professor?

Lösel:

The title is officially part of the name, so I would also say here: always mention it upon first contact.

If the contact person leaves out the title when saying goodbye, you can also leave it out in the answer.

SPIEGEL:

You just spoke about sensitivity in communication.

How can this be developed?

Also regardless of the address.

Lösel:

By reading between the lines.

I wouldn't rush ahead too quickly with loose language.

Instead, you should pay attention to whether the other person writes in a very professional and distant manner or whether they let some closeness shine through.

For example, someone writes about the weather or wishes they had a crazy time at Carnival, something like that.

This can then be easily addressed in the answer, for example by wishing you a lot of fun at the celebrations or better weather before saying goodbye.

SPIEGEL:

And what's the best way to say goodbye?

Lösel:

“With kind regards” is read less and less often.

I suggest “kind regards”, “best regards”, “best regards”, “many greetings from XY”, “sunny greetings” or “with warm recommendation”.

SPIEGEL:

So the farewell is less important than the salutation and you can be more casual?

Lösel:

For me it is more important that both remain in the same language style.

Anyone who starts with “Dear” and ends with “Goodbye, your George” is more likely to cause confusion.

But it tends to be easier to leave a personal note when saying goodbye.

SPIEGEL:

What about “best regards” – too distant?

Lösel:

I often use that too, but only with third-party contact when a business relationship has already been established.