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In this section of the magazine, we give you a glimpse of the questions posed to us by students and teachers alike. You may find that you’ve had the same queries yourself, or that your students keep coming up with similar questions. But if you feel that you still have a few more lexical questions that you’d like to get off your chest, fill in this form and we'll get back to you!

This month the answers are provided by Elizabeth Potter, freelance lexicographer and author of the articles on 'Word Formation' and 'Metaphor' in the Macmillan Essential Dictionary.

Your questions answered
Miss / Ms / Mrs or Mr?
I would like to know what the correct naming format is for emails in UK and US English? Also, please can you tell me when the first name is used? What is the significance of using the surname? When should we use Miss / Ms / Mrs / Mr? What should we use when we do not know the gender of the recipient? Is it the same for both UK and US English?

Since emails are a relatively new form of communication, there are no tried and tested formulae for how they should be written, as there are for business letters, for example. In fact, I think it’s fair to say that there is no correct naming format for emails, but that they tend to be informal. A quick glance through the emails in my inbox reveals the following range of greetings:

Dear Ms Potter
Dear Liz
Hello Liz
Hi Liz
Hello there
Hi there
Hi
Liz
Dear All
All
[No greeting]

An initial contact from someone who had never met me but knew my name began Dear Ms Potter, but by the second email this had changed to Dear Liz and then Hi Liz, so even when formality is used, it quickly gives way to informality.

I think it’s fair to say that if you know the name of a person but have never met them, then you can use their surname and title in the first email you send them (using Mr for men, Ms for women, since it is unlikely you will know their marital status; or another title such as Dr if appropriate). However, it is equally acceptable to use their first name if you know it: I wouldn’t object to being addressed as Dear Liz by someone who didn’t know me. If you don’t know the gender of the recipient I would suggest that a plain Hello is the safest option.

In subsequent emails, I would suggest that Hello or Hi plus the person’s name is a safe option; obviously if you know the person well you can use more familiar forms of address, up to and including no form of address at all.

As for ending the email, the most common sign-off, I think, is Best (short for Best Wishes) followed by your first name. I would only use my full name when writing to someone I didn’t know for the first time. You can also use formulae such as Regards, Yours, Best wishes or All the best (this last sounds quite cordial to me, so I use it when I want to sound friendly or appreciative).

As far as I’m aware there are no differences in usage between UK and US English.

Changing channels

Could you let me know which form you would choose – a, b, c or d - in the following situation?

You are watching television. Someone else comes in and changes
a. channel
b. the channel
c. channels
d. the channels.
You say: ‘Hey, don't do that, I'm watching!’

Traditional grammar says that ‘change trains / jobs’ is the only correct usage, but 'channel' seems to be an exception.

I would say he changes channels (generally from one to another) or he changes the channel (from the particular one I was watching to another one). I might say he changes channel. I would never say ‘he changes the channels’.

You could say: I was studying English, but I changed course and now I'm studying History; this is because you changed from one specific course to another. You might also say: Many students change courses / It is possible to change courses during the first month of term; here you are not specifying from which course to which course, so you use the more general plural (though you could also say: Is it possible to change course?).

I think that grammar books never cover all the possibilities, because there are just too many of them. At best, they give useful generalisations that you can follow.


To read more questions and answers, go to the Index page.