Correspondence

Business correspondence is always sent on Wharton letterhead. Only a representative of the Wharton School can distribute communications under the Wharton School name.

 

In This Section

 

Tips for Business Correspondence

  1. State the purpose of the letter early, preferably in the first paragraph.
  2. Incorporate Wharton values that relate to your initiative or goal.
  3. Know your audience. It will help you customize the communication to their interests/concerns.
  4. Research the topic thoroughly. If you do not understand the topic, it comes through in the writing.
  5. Write in simple, clear, direct language. Remain consistent throughout the piece. Do not overstate or use vague language. For the most part, do not use contractions, exclamation points, or other infromal elements.
  6. Know your speaker. For writing in someone else's "voice": If possible, meet with the individual or department on whose behalf you are writing to discuss the communications objective. Be sure to note the key points and gather any phrases that are unique to the person's manner of speech. The information communicated, even if it is in someone else's voice, should be clear and direct.
  7. Edit carefully. Eliminate words and phrases that do not advance the main idea of the communication. Be sure sentences and paragraphs transition logically from one to the next.
  8. Include an action item in each communication, as applicable.

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E-mail Signature

Your e-mail signature is a representation of the Wharton School. The information within this block must always be consistent, professional and, up-to-date.

Your Wharton e-mail signature should contain only official University information: title, department/office name, the name of the school (the Wharton School, University of Pennsylvania), and e-mail/phone must be present in your signature. Office address and website URL are optional.

Insert an extra line break between the body of your e-mail and your signature (see example below). This will make your e-mail easier to read and your contact information more legible.

The e-mail signature should be set:

  • to any font size between 9 - 12 points.
  • in black, or a darker grey.
  • in one font style throughout.
  • in a non-decorative font (e.g., Arial, Helvetica, Verdana, Trebuchet, Georgia, Times).

Also...

  • Only the information presented in the example below may be included in the signature.
  • Do not include events or products promotions/advertisement of any kind.
  • No other personal or non-university information may be included in the signature.
  • It is not recommended to add any logos (i.e., an image of a logo), as they are recognized as attachments and often removed by mail servers.
  • When adding a URL, remember to link the text.


Example:

Sincerely,
Jane Wharton


Jane Wharton
Title
Program Name / Department Name

The Wharton School
University of Pennsylvania
320 Steinberg Hall - Dietrich Hall (optional)
3620 Locust Walk (optional)
Philadelphia, PA 19104 (optional)

+1.215.898.1272 phone
+1.215 573.5288 fax
jane.wharton@wharton.upenn.edu e-mail
www.wharton.upenn.edu website (optional)


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Forms of Address


Academics, College, or University
Addressee Address Salutation
Dean Dean Full name Dear Dean Last name
President President Full name Dear President Last name
Professor Professor Full name Dear Professor Last name

Clerical and religious orders
Addressee Address Salutation
Archbishop, Eastern Orthodox The Most Reverend
First name,
Archbishop of Place name		 Your Eminence
Archbishop, Roman Catholic The Most Reverend
Full name,
Archbishop of Place name		 Your Excellency
Archdeacon, Episcopal The Venerable Full name,
Archdeacon of Place name		 Dear Archdeacon Last name
Bishop, Episcopal The Right Reverend
Full name,
Bishop of Place name		 Right Reverend Sir or
Dear Bishop Last name
Bishop, other Protestant The Reverend Full name Dear Bishop Last name
Bishop, Roman Catholic The Most Reverend
Full name,
Bishop of Place name		 Your Excellency or
Dear Bishop Last name
Cardinal His Eminence First name
Cardinal Last name		 Your Eminence
Clergyman/woman, Protestant The Reverend Full name or
The Reverend Full name, D.D.		 Dear Mr./Ms. Last name or Dear Dr. Last name
Dean of a Cathedral, Episcopal The Very Reverend
Full name,
Dean of Place name		 Dear Dean Last name
Monsignor The Right Reverend
Monsignor Full name		 Dear Monsignor
Patriarch, Greek Orthodox His All Holiness
the Patriarch of Place name		 Your All Holiness
Patriarch, Russian Orthodox His Holiness
the Patriarch of Place name		 Your Holiness
Pope His Holiness The Pope Your Holiness or
Most Holy Father
Priest, Roman Catholic The Reverend Full name or
The Reverend Full name,
S.J. (or other order)		 Dear Reverend Father or
Dear Father
Rabbi, man or woman Rabbi Full name or
Full name, D.D.		 Dear Rabbi Last name or
Dear Dr. Last name

Government officials
Addressee Address Salutation
Ambassador, U.S. The Honorable Full name,
The Ambassador
of the United States		 Sir/Madam or Dear Mr. /
Madam Ambassador
Ambassador to the U.S. His/Her Excellency
Full name,
The Ambassador of
Place name		 Excellency or Dear Mr. /
Madam Ambassador
Secretary General, United Nations His/Her Excellency
Full name,
Secretary General of the United Nations		 Dear Mr. / Madam / Madame Secretary general
United Nations Representative, U.S. The Honorable Full name,
United States Representative
to the United Nations		 Sir/Madam or Dear Mr. / Ms. Last name
United Nations Representative, foreign His/Her Excellency
Full name,
Representative of
Place name
to the United Nations		 Excellency or My dear Mr. /
Madam Last name
Assemblyman/woman The Honorable Full name Dear Mr. / Ms. Last name
Associate Justice, U.S. Supreme Court The Honorable Justice
Full name		 Dear Sir / Madam or
Justice Last name
Cabinet member The Honorable Full name,
Secretary of Department name		 Sir/Madam or Dear Mr. /
Madam Secretary
Chief Justice, U.S. Supreme Court The Honorable Full name,
Chief Justice of the
United States		 Dear Mr. /
Madame Chief Justice
Commissioner The Honorable Full name Dear Mr. / Mrs. Last name
Governor The Honorable Full name,
Governor of State name		 Dear Governor Last name
Judge, federal The Honorable
Full name, Judge,
United States District Court		 Dear Sir/Madam or
Judge Last name
Judge, state or local The Honorable
Full name, Judge of the
Court of Place name		 Dear Judge Last name
Mayor The Honorable Full name,
Mayor of Place name		 Dear Mayor Last name
President, U.S. The President Dear Mr. / Madam President
President, U.S., former The Honorable Full name Dear Mr. / Madam Last name
Representative, state The Honorable Full name,
State name House of Representatives		 Dear Mr. / Ms. Last name
Representative, U.S. The Honorable Full name,
United States House of Representatives		 Dear Mr. /
Mrs. Last name
Senator, state The Honorable Full name,
The State Senate, State Capital		 Dear Senator Last name
Senator, U.S. The Honorable Full name,
United States Senate		 Dear Senator Last name
Speaker, U.S. House of Representatives The Honorable Full name,
Speaker of the
House of Representatives		 Dear Mr. / Madam Speaker
Vice President, U.S. The Vice President
of the United States		 Sir / Madam or
Dear Mr. / Madam Vice President

Military and naval officers
Addressee Address Salutation
All ranks Rank Full name,
USA / USN / USCG / USAF /
USMC / USPHS / NOAA		 Dear Rank Last name

Professions
Addressee Address Salutation
Attorney Mr./Ms. Full name,
Attorney at law or
Full name, Esq.		 Dear Mr. / Ms. Last name
Dentist Full name, D.D.S. Dear Dr. Last name
Physician Full name, M.D. Dear Dr. Last name
Veterinarian Full name, D.V.M. Dear Dr. Last name


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For additional information, concerns, or support, please contact the Communications Office.
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My Guidelines

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Templates & Resources

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