Formal Salutations

Overview

Formal salutations are designed to represent formal communications. For this reason, formal titles will always be used in order to set the correct tone for the message. Informal salutation conventions such as first names, preferred names, and other name types are optional and applied judiciously. For formal salutations Name Suffixes are used for the head of household (except where they might appear redundant), last names are always used, and other options can be used depending on the need. In general, the mixture of “included” elements and “optional” configuration elements in the salutations are designed to represent the typical needs of Formal communications.

Modifying Salutation Configuration Options

salutation detail

Formal Salutations can be modified and adjusted to function as needed. School administrators are able to switch on or off certain fields for the particular salutation. Once changes are made to the salutation configuration, a salutation refresh will apply the new configuration to all people / households.

Below is a list explaining every data point that is potentially a part of a formal salutation. This list indicates whether a certain field is either included, optional, or not an option for Household Formal salutations, or Person Formal salutations. If the field is marked “included,” it will be a part of a Formal salutation in that context. If the field is marked “optional,” then in Salutation Configuration, there is an “Options” switch for that field, and the switch is in fact functional. If the field is marked “not an option,” it will never be a part of the salutation.

For example: the “Options” switch for “display first name” will turn on or off the display of a first name in a Household formal salutation, but First Name will never be a part of a Person formal salutation.

 

FieldHouseholdPersonMeaning/use/example
TitleIncludedIncludedMr., Mrs., etc.
Display First NameOptionalNot an optionFirst name will never be a part of Person Formal
Use Preferred NameOptionalNot an optionCan optionally be used to override First Name
Display Middle NameOptionalNot an option
Display Middle InitialOptionalNot an option
Use Middle as Preferred FormatOptionalNot an optionWhen the “preferred name” and “middle name” are the
same text, this setting is optional for HH salutations.
The format is different depending on gender. For males,
the format is {first initial}. {middle} {last}. For females,
the format is simply {middle} {last}. Display first and
display middle need to be turned on as well, and if both
spouse names are expected, “force both names” and/or
“display female first” must be turned on.
Last NameIncludedIncludedThe “Display last name” switch is not functional as it is
only optional in Informal salutations.
Name SuffixIncluded (in
specific scenarios)
Not an optionThe Head of Household’s suffix alone will display in a
Household salutation only if the Salutation is configured to
display first names (see “Display First Name” above) unless
the Head of Household’s title is “Dr.” and the suffix is “M.D.”
as that would be redundant. For example: “Mr. John Abbott
Esq. and Mrs. Eleanor Abbott”. Suffix will never be a part of
any Person formal salutation.
Display Maiden NameOptionalNot an optione.g. “George and Cindy Allen Abbott” where “Allen” is
Cindy’s maiden name.
Append Preferred NameNot an optionNot an option
Display Male FirstOptionalNot an optionDisplay male’s name first regardless of Head of Household.
Display Female FirstOptional (in
specific scenarios)
Not an optionIf the Head of Household is male and the spouse is female;
and if the spouse and head of household have different last
names or if the spouse is a Dr; then the switch is optional
for Household salutations.
Example 1: “Dr. Eleanor Abbott and Mr. John Abbott”
because the female spouse is a Doctor.
Example 2: “Mrs. Emily Dryden and Mr. Charles Pierce”
because they have different last names. If Emily and
Charles shared the last name “Pierce”, the “display female
first” switch would not be functional in a formal salutation
and their HH salutation would have the Head of Household
name display first.
Force Both NamesOptionalNot an optionTypically, for Household salutations where spouses have
the same last name, the last name displays once.
Append HS Graduation YearOptionalOptionalAppend 2-digit Grad Year, e.g. “John Smith ’09”
Append College Graduation YearOptionalOptionalAppend 2-digit Grad Year e.g. “John Smith ’13”
Use Four Digit Graduation YearOptionalOptionalIf Grad Year is used, displays 4-digits e.g. “John Smith 2013”
Append AttributesNot an optionNot an optionThe detailed attributes would never be appropriate for a
formal salutation, so this switch is not functional for
formal salutations.
Acknowledge Alumni OnlyNot an optionNot an optionAcknowledging an alumnus/a only would never be
appropriate for a formal salutation, so this switch is
not functional for formal salutations.

For more information on configuring salutations, see the Salutations Overview article.