First names and Titles

If your correspondent uses your first name, then by all means use theirs. But, should you be the first to do so? Many people do not want such immediate informality in a business situation, especially in the international arena. Business people in many countries find the friendly nature of Americans, for example, somewhat over-bearing at first.

Options

1. If you initiate the contact and want to keep it formal, use title (Mr., Ms, with or without the abbreviation period.) If you want to be informal, it's your decision, being the first to write, but be ready to switch if your correspondent replies formally.

2. For international e-mail, err on the side of caution and write formally.

3. Or, send your first message without salutation. “Dear Friend,” “Hi Neighbor” and such, is not recommended for business. If you are not sure what to use, use nothing. “Dear Webmaster” is okay, if you are sure you are writing to the webmaster.

4. When replying, be guided by your correspondent's signature. If they have signed a single name (probably their given name), you may address them accordingly. If both given and family names are used, it is safest to reply formally. Men might reply to men with given names, and women to women, but a man should not reply to a lady using her first name only unless it is clear that he is invited to do so, especially internationally.

5. Some business communications quickly take on the flavor of a personal chat - in which case, first names are appropriate. Others remain on a formal level - in which case, retain the formal address.

6. Consider age and rank, too, if it can be discerned from the correspondence. Outside North America, people in a position of authority and people of mature years expect a certain deference from their juniors.