The Canadian Style has been archived and won’t be updated before it is permanently deleted.
For the most up-to-date content, please consult Writing Tips Plus, which combines content from Writing Tips and The Canadian Style. And don’t forget to update your bookmarks!
The form preferred or used by the person being addressed or referred to should be retained if it is known. Otherwise, the following guidelines should be applied in order to ensure uniform and equal treatment of the sexes.
Dear Ms. Samuels:
Dear J. D. Simmonds:
Where the name of the addressee is not known, use the form "Dear Sir/Madam" or "Dear Madam or Sir."
Dear Members of the Rotary Club:
To the Consumer Relations Department:
To whom it may concern:
An alternative is to use the memo format and omit the salutation.
See also 10.17 Salutation or greeting.
When the names of a woman and man are mentioned together, use parallel language so that men and women are portrayed as equals:
not
or
Ensure parallel treatment of couples:
not
or
Ensure parallel treatment of work associates:
not
Alternate order of reference so that one sex is not always given second place:
In distribution and other lists, use alphabetical order or list according to rank.
© Public Services and Procurement Canada, 2024
TERMIUM Plus®, the Government of Canada's terminology and linguistic data bank
Writing tools – The Canadian Style
A product of the Translation Bureau