Letter Etiquette Guide

Different countries have established conventions for letter formatting. Using the appropriate format shows cultural awareness and professionalism.

American Business Letter Format:

• Sender's address at top (or letterhead)


• Date below sender's address


• Recipient's address


• Salutation: "Dear Mr./Ms. [Name]:"


• Body with single-spaced paragraphs


• Closing: "Sincerely," or "Best regards,"


• Typed name with signature above

British Business Letter Format:


• Similar to American but with variations:


• Date format: 15 January 2024 (not January 15, 2024)


• Salutation without colon: "Dear Mr Smith" (not "Dear Mr. Smith:")


• Closing depends on salutation:

- "Dear Sir/Madam" → "Yours faithfully"
- "Dear Mr/Ms [Name]" → "Yours sincerely"

German Business Letter Format (DIN 5008):


• Very structured and formal


• Specific margins and spacing requirements


• Reference line with date and subject


• Formal address including titles


• "Sehr geehrte(r)" (Most honored) as standard greeting


• "Mit freundlichen Grüßen" (With friendly greetings) as closing

French Business Letter Format:


• Highly formal and elaborate


• Full titles and courtesy phrases


• Date and place: "Paris, le 15 janvier 2024"


• Formal opening: "Monsieur" or "Madame"


• Elaborate closing formulas expressing respect

Japanese Business Letter Format:


• Extremely formal with specific seasonal greetings


• Hierarchical address format


• Humble language (keigo) showing respect


• Seasonal references and health inquiries


• Complex closing formulas

Chinese Business Letter Format:


• Formal titles and proper forms of address


• Respect for hierarchy and age


• Auspicious opening phrases


• Careful attention to saving face


• Formal closing with respect expressions

Key International Considerations:

Dates:


• US: MM/DD/YYYY (01/15/2024)


• Most of world: DD/MM/YYYY (15/01/2024)


• International standard: YYYY-MM-DD (2024-01-15)


• Spell out dates to avoid confusion

Addresses:


• Research proper address formats for each country


• Include country name in capital letters


• Use local language for addresses when possible


• Include postal codes in correct position

Titles and Names:


• Use appropriate titles (Dr., Prof., Ing., etc.)


• Understand name order conventions


• Some cultures put family name first


• Ask about preferred forms of address when uncertain

Signatures:


• Some countries require handwritten signatures for legal validity


• Digital signatures may not be accepted everywhere


• Company seals/stamps may be required in some cultures