Tag Archive | correspondence

The word regard comes to us from the Old French regarder meaning “to look at.” This definition is still evident in its senses today, which range from “to look upon or think of with a particular feeling” to “respect, esteem, or deference.” When used as a valediction, regards is intended to indicate sentiments of esteem or affection, and often follows kind, warm, or best. Some consider variations such as warm regards ideal for conveying a balanced tone of friendly professionalism.

Avoid Gender-Based Language Traps

Written by Lynn Gaertner-Johnston, Syntax Training

Discussions of gender-based language can become heated and frustrating. Some people want to preserve language they consider traditional and appropriate. Others want to adjust language to fit our current world of work. I fall into that second category, preferring inclusive language and words that do not focus unnecessarily on a person’s gender. I recommend avoiding the language traps below.

1. Avoid “man” words unless you are specifically referring to an adult male. Avoid expressions such as manpower, man hours, and chairman, which focus on men. Instead, use words that include both genders. For example, for manpower, use crew, staff, labor, or personnel. For man hours, use time or work hours. For chairman, choose a word that works for your group, such as chair, chairperson, leader, or convener. Do not be concerned about a word such as manager, which derives from the Latin word for “hand,” or mandate, whose root means “entrust.”

2. Avoid words that communicate a “women-only” category. Use housekeeper rather than chambermaid, and ballet dancer rather than ballerina. Choose server rather than waitress, tailor rather than seamstress, and host or attendant rather than hostess. Baby boomers recall the challenge of remembering to use flight attendant in place of stewardess many years ago, but flight attendant comes to mind instantly now. Actor is appropriate for both genders despite the Academy Award categories of Best Actor and Best Actress. I bet we will soon see Best Male Actor and Best Female Actor Oscar winners.

3. Avoid “Dear Sir” or “Dear Sirs” as a greeting. It excludes the possibility of a woman as your reader. Instead, whenever possible, learn the reader’s name and use it. If you cannot discover your reader’s name, use a generic term such as “Dear Hiring Manager” or “Dear Credit Representative,” or use “Dear Sir or Madam.”

4. Think twice before referring to women as girls or ladies. Girls may suggest that women are not grown up or are immature, and ladies hints at delicacy that may not be appropriate in the workplace. I understand that this issue is controversial, and I encourage you to use terms that fit your industry and company. If you use girls, do you call men boys? If ladies is common usage at your company, do you also use gentlemen? For more on this topic, read my blog post “Women, Ladies, and Girls at Work.”

5. Avoid using the pronouns he and his when you mean anyone—not just a man. For instance, do not write, “A manager should give feedback to his employees.” “His or her” is cumbersome, but the plural form often works well: “Managers should give feedback to their employees.” Read more about this topic in the blog post “His, Hers, Theirs, Yours–Gender-Neutral Language.”

6. Avoid using terms that focus on gender unnecessarily. For example, avoid “male nurse” or “lady animal trainer.” Do not single out a woman employee as a grandmother or a man as a stay-at-home dad. Do not refer to a transgendered individual as “formerly a man” or “used to be female.”

If you feel resistant to the suggestions above, talk with your male and female coworkers about them. Decide whether inclusive rather than gender-based language might work well for your company, your industry, your community, and your customers. Don’t be trapped in gender-based language habits.

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July 7, 2012

in Business
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‘Yours faithfully’ vs ‘Yours sincerely’

When do you write ‘Yours faithfully’ and when ‘Yours sincerely’ in a business letter?

When the recipient’s name is unknown to you:
*	Dear Sir … Yours faithfully
*	Dear Sir or Madam … Yours faithfully
When you know the recipient’s name:
*	Dear Mrs Hanson … Yours sincerely
*	Dear Miss/Ms Hanson … Yours sincerely
When addressing a good friend or colleague:
*	Dear Jack … Best wishes/Best regards
Addressing whole departments:
*	Dear Sirs … Yours faithfull