When there is a colon after the salutation and a comma after the complimentary close this is called?

Punctuation Styles :

PUNCTUATION STYLES The most common punctuation style in business letters is called open punctuation. It is easy to remember because no punctuation at all is required in the heading, inside address, salutation or closing. The full block format letter above is written with the open punctuation style. Some offices prefer mixed punctuation. If you are using this style, the only punctuation is a colon after the salutation and a comma after the complimentary close. The sample block format letter is written with mixed punctuation. An older style of punctuation is occasionally seen. It is called closed punctuation. Closed punctuation requires… • A comma after each item in the heading and inside address • A period after the last item in the heading and inside address • A colon after the salutation • A comma after the complimentary closing • Closed punctuation is shown in the modified block format letter above. Most organizations have a policy about which format and punctuation style will be used on company correspondence. Of course, you will follow company guidelines, but if you have a choice, you may use any of the three formats combined with any of the three punctuation styles.

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A business letter is a formal letter. Unlike a résumé or cover letter, it can be more than one page, and is likely to contain six parts:

1. The Heading

The heading contains the return address with the date on the last line. Sometimes it is necessary to include a line before the date with a phone number, fax number, or e-mail address. Often there is a line skipped between the address and the date. It is not necessary to type a return address if you are using stationery with the return address already imprinted, but you should always use a date. Make sure the heading is on the left margin.

Example:

Ms. Jane Doe 543 Washington St Marquette, MI 49855 Tel: Fax: Email:

June 28, 2011

2. Recipient’s Address

This is the address you are sending your letter to. Be sure to make it as complete as possible so it gets to its destination. Always include title names (such as Dr.) if you know them. This is, like the other address, on the left margin. If a standard 8 ½” x 11” paper is folded in thirds to fit in a standard 9” business envelope, the inside address should appear through the window in the envelope (if there is one). Be sure to skip a line after the heading and before the recipient’s address, then skip another line after the inside address before the greeting. For an example, see the end of this sheet for a sample letter.

3. The Salutation

The salutation (or greeting) in a business letter is always formal. It often begins with “Dear {Person’s name}.” Once again, be sure to include the person’s title if you know it (such as Ms., Mrs., Mr., or Dr). If you’re unsure about the person’s title or gender then just use their first name. For example, you would use only the person’s first name if the person you are writing to is “Jordan” and you do not know whether they identify as male, female, or non-binary.
The salutation always ends with a colon.

4. The Body

The body is the meat of your letter. For block and modified block letter formats, single space and left justify each paragraph. Be sure to leave a blank line between each paragraph, however, no matter the format. Be sure to also skip a line between the salutation and the body, as well as the body and the close.

5. The Complimentary Close

The complimentary close is a short and polite remark that ends your letter. The close begins at the same justification as your date and one line after the last body paragraph. Capitalize the first word of your closing (Thank you) and leave four lines for a signature between the close and the sender’s name. A comma should follow the closing.

6. The Signature Line

Skip at least four lines after the close for your signature, and then type out the name to be signed. If you are printing this letter out and sending it by mail, you will sign your name in pen. This line will include your first and last name, and often includes a middle initial, although it is not required. You may put your title beforehand to show how you wish to be addressed (Ms., Mrs., Dr.).
The signature should be in blue or black ink.

7. Enclosures

If you have any enclosed documents, such as a resume, you can indicate this by typing “Enclosures” one line below the listing. You also may include the name of each document.

Format and Font

Many organizations have their own style for writing a business letter, but here are some common examples.

Block

The most common layout for a business letter is called a block format. In this format, the entire letter is justified to the left and single spaced except for a double space between paragraphs.

Modified Block

Modified block is another popular type of business letter. The body of the letter and the sender’s and recipient’s addresses are left justified and single spaced. However, in this format, the date and closing are tabbed to the center point.

Semi-Block

The least used style is called a semi-block. In it each paragraph is indented instead of left justified.

Font

The standard font for business letters is Times New Roman, size 12. However, fonts that are clear to read such as Arial may be used.

Sample Letter {NOTE: your name goes only at the bottom} Your Return Address (no abbreviations for Street, Avenue, etc.) Your City, YC [your two letter state abbreviation] zip Date (write out either like June 4, 2004 or 4 June 2004) First and Last Name of the Person to whom you are writing Address City, ST zip Dear Mr./Ms. Whomever: In the first paragraph, introduce what you are writing about and what you want from them. In the subsequent paragraphs, explain the nature of your problem and what they can do for you. Be non-combative and straight to the point. In the last paragraph, be sure to thank the recipient for their time and efforts on your behalf. Also, let them know that you will contact them or that they can contact you with any questions. Sincerely yours, {four spaces so that your signature may appear here} Jane Doe

Kathryn from Hershey, Pennsylvania, wrote asking a question I should have answered a long time ago. Kathryn wants to know whether this punctuation is correct:

Dear Ms. Gaertner-Johnston;

What do you think? Is a semicolon correct after the greeting? How about a comma or a colon?

The semicolon is dead wrong. It is NEVER correct after a greeting. Never in a letter and never in an email.

Kathryn said she started using the semicolon unconsciously, and hers is the only explanation I can imagine for the widespread incorrect use of the semicolon in salutations.

Here's the correct punctuation: a comma for a personal letter, a colon for a business letter, and either punctuation mark in an email. (The colon is formal.) But remember: Dear isn't required in email, even when writing to a stranger. Try one of these two openings if you want to sound professional without using Dear:

Hello, Ms. Gaertner-Johnston.

Ms. Gaertner-Johnston, I found your website, and . . .

If you want to sound friendly with a stranger, try these:

Hi, Lynn.
Hi Lynn, (English teachers don't like this choice. They want a comma between Hi and the name.)Hello, Lynn. Greetings, Lynn.
Lynn, thanks for the . . .

I've written a lot about greetings and salutations. If you want more examples, use the search term salutations in the search box on this blog.

And now I've written enough for someone on vacation. The lightning has passed, the pavement is dry, and the pool is open again!

Lynn
Syntax Training

Email continues to be the predominant form of business communication, yet many business climates are becoming even more casual. What’s the best way to start a message? How formal or informal should your email salutation be?

The best answer: It depends.

An email opening consists of a greeting and a name. It can set a formal, respectful tone or an informal, friendly tone.

Dear Mr. Lee:
Good morning, Brad.
Hi Brad!

A follower of my blog questioned whether to include a comma between an informal greeting and the person’s name:

Hi Brad or Hi, Brad.
Hello Brad or Hello, Brad.
Good morning Brad or Good morning, Brad.

I hopped online and visited several grammar sites. They agreed on the convention of inserting a comma between the greeting and the name:

Hi, Brad.
Hello, Brad.
Good morning, Brad.

Here are four sites with recommendations for email greetings and how to punctuate them:

1) grammarly.com

In business emails, the most formal way of ending a salutation is with a colon. So instead of “Dear Ms. Johnson,” you should write “Dear Ms. Johnson:”

However, this caveat follows:

In some cases, it might not be a faux pas to use a comma at the end of the salutation. You might write a business email where the utmost formality is not necessary, and in that case, the colon is not required.

2) businesswritingblog.com

Yes, you need to use a comma between the person’s name and the greeting. The reason is “direct address.” We use commas to show that we are talking to the reader, not about the reader.

Hello, Rene.
Danny, thank you for your thoughtful message.
Congratulations, Michael!
I am writing to you, Kathryn, with some sad news.

Never use a comma after the greeting Dear: Dear, Claudio:

3) grammarunderground.com

In very formal circumstances, you could follow your salutation with a colon. For example:

Dear Mr. Smith:
Dear Professor Jones:

When the salutation in your email starts with Hello or Hi, you should put a comma before the name of the person you’re addressing. It is also an accepted practice to put a comma after the name of the person you’re addressing.(*) For example:

Hi, Michael,

Thanks for paying for dinner last night.

Using a colon (instead of a comma) after such an informal salutation would not be an error, but it would be unusual.

(*) However, I have seen many informal salutations that use a period at the end:

Hi, Michael. Hello, John. Good morning, Mrs. Vincent.

4) erinwrightwriting.com

The difference between the comma and the colon might seem insignificant, but it actually reflects the level of formality in your message. There is a common misconception that commas should never be used after salutations. That’s just not true. Commas can be used after informal salutations that include an adjective such as “Dear.” The trick is that you have to decide if your message is formal or informal.

Letters and emails to family are pretty much always informal:

Dear Mom and Dad,

Thank you for the birthday gift!

However, the level of formality in business letters and emails will depend on your work environment and your personal relationship with the recipient.

The consensus:

As you can see, you have choices. Here’s my summary:

If your email has a formal tone, use Dear and a colon at the end your email salutation. Dear Ms. Watson:
If your email has an informal tone, insert a comma between the greeting and the name, and use either a comma or a period at the end of the greeting. Hello, Kathy, (followed by your message) or Hi, Kathy. (followed by your message).

If you want to set a tone of excitement in an informal email, you might want to end the greeting with an exclamation point. Hi, Brad! But use this mark sparingly.

Known as The Ruthless Editor, Kathleen Watson has nearly three decades of experience in both corporate and academic writing and editing. Her free weekly blog, Killer Tips from The Ruthless Editor, is full of practical tips on word and punctuation use. This material was posted there on Dec. 13, 2016. For more tips on word use and misuse, check out her book Grammar for People Who Hate Rules: Killer Tips from The Ruthless Editor.