Writing guidelines
For more writing guidelines, please go to the translation guide for guidelines for English texts and translations.
Salutation
Use a gender-neutral form of address whenever possible. For official announcements and communications, automated messages, forms and policy documents, the following applies:
- Respect people’s preferences in address. If necessary, ask people for their preferences.
- For automated communications, choose a neutral form of address.
- Use gender-neutral salutations and forms of address in communication to groups (Dear visitor, Dear colleagues).
- Use gender-neutral job titles.
- Only ask for people’s former gender (e.g. in forms) when truly necessary.
Gender-neutral alternatives to gendered forms of address
| Situation | Advice |
|---|---|
Formal and automated communicationMessages directed at groups |
Gender-neutral address
|
| Dear Sir, Dear Madam, Dear Sir or Madam, Dear Ladies and Gentlemen, |
Dear student, Dear colleague, Dear participant, Dear reader, Dear user, Dear candidate etc. |
Formal communication directed at one individual |
Full name/initials, or title |
| Dear Mr Van Leiden, Dear Mrs Van Leiden, Dear Ms Van Leiden, Dear Dr Van Leiden Dear Prof. Van Leiden Dear Ms Van Leiden |
Dear M.A. van Leiden, Dear Marijn van Leiden, Dear Professor Van Leiden Dear Dr Van Leiden |
Informal personal communication |
Preferred name |
| Dear Marijn, | Dear Marijn, If preferred name is not known Dear student, Dear colleague, |
See also the guide Tips for gender-inclusive communication