Dear Sir or Madam: Why Old-Fashioned Openings Are Hurting Your Letters
- LetterLab
- Oct 23, 2025
- 3 min read
Modern letter-writing etiquette that actually gets you read — not rolled eyes
If you still open with “Dear Sir or Madam,” you’re not alone. It’s polite, traditional — and decades out of date.
In a world where people text emojis to HR and CEOs reply on LinkedIn, outdated greetings quietly cost you credibility.
This guide shows how to start a formal letter in the UK without sounding robotic, and the small wording tweaks that raise your response rate.
Why “Dear Sir or Madam” No Longer Works
In the age of fountain pens and filing cabinets, “Dear Sir or Madam” was safe. Today it sounds cold and impersonal.
According to Grammarly’s etiquette guide, modern readers prefer greetings that feel human — even in business.
Using a name or role (“Dear Hiring Manager”, “Dear Customer Relations Team”) shows research and effort. A little curiosity beats an empty phrase every time.
How to Start a Formal Letter in the UK (Without Sounding Robotic)
Whether you’re writing a job application, complaint, or request, your first line sets the tone.
1. Use a Specific Name When Possible
Spend two minutes on the company’s website or LinkedIn.
“Dear Ms Ahmed” shows initiative — “Dear Sir or Madam” shows guesswork.
2. Use a Department or Role If You Can’t Find a Name
If no names appear, clarity beats stiffness:
“Dear Housing Complaints Team” or “Dear Customer Support Manager.”
They feel directed rather than recycled.
3. Skip “To Whom It May Concern”
Even worse than “Sir or Madam.” It reads like a Victorian court notice.
Try “Dear HR Department, regarding the Flexible Working Policy.”
4. Match the Tone to the Purpose
A complaint should sound firm yet fair; a job application, professional but warm.
For tone guidance, see GOV.UK’s official style guide, which favours plain English over pomp.
What a Modern Opening Looks Like
❌ Dear Sir or Madam, I am writing to inform you of my dissatisfaction regarding.
✅ Dear Customer Services Team, I’m contacting you about a recent issue with my order on 3 June.
Same information — completely different energy. The second feels direct and genuine, far more likely to earn a real reply.
Why It Matters More Than You Think
First impressions count.
A study by the University of Cambridge Language Centre found that tone judgements form within the first 12 words of a message.
If your greeting feels outdated, the reader expects the rest to be stiff or templated.
Modern openings do more than sound fresh — they build trust and engagement.
Small Updates, Big Impact
Refreshing your letters isn’t just about greetings.
Try:
Shorter sentences.
Replace “I am writing to inform you that…” with “I wanted to let you know…”
Cut filler like “I hope this letter finds you well.” (No one ever replies “It didn’t.”)
The Plain English Campaign has long promoted clarity over formality — a principle that matters even more in the digital age.
The Modern Letter Formula
Greeting + Context + Purpose
Example:
Dear HR Team,
Following up on my flexible working request submitted on 10 October. I’d appreciate an update on the decision process.
Clean, respectful, and clear — no dust in sight.
When to Still Use “Dear Sir or Madam”
Almost never.
The only exception is a formal government submission or department with no published contacts.
Otherwise, there’s always a better, more human option.
Let’s Modernise Your Letters
If your greetings haven’t changed since your first office job, let’s update them.
At LetterLab, we specialise in modern letter writing for every purpose — from formal business correspondence to personal appeals.
Our writers balance professionalism with personality so your letters get read, remembered, and respected.
Get your outdated letter modernised today — your first 250 words are free.
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