Since we don’t need to write letters very often anymore, the practice is fast becoming extinct. Emails, Facebook, Twitter, and instant messaging allow us to communicate constantly. However, there are still circumstances in which writing a letter is appropriate, so it’s wise to understand when and how to do so.
This page describes various letter types, from casual to formal ones, and how to write each one. On this page, we discuss how to write letters that will be sent via postal service, not email. Never send the majority of the letters listed on this page via email. The only exception is when applying for a job, in which case you should include a formal letter with your covering email.
- Commence with your contact information. …
- Include the date. …
- Add the recipient’s contact information. …
- Start with the most appropriate greeting. …
- Use the most professional form of the recipient’s name. …
- Begin the letter with an agreeable tone. …
- Open with the purpose of writing the letter.
What to include when starting a professional letter
When starting a letter in a professional capacity, you should usually include the following things:
How to start a professional letter
The proper way to start a professional, business, or cover letter can demonstrate that you have excellent written communication skills and make you appear as professional as you possibly can. Use the steps below as a checklist when starting a formal letter:
1. Commence with your contact information
In the top left or right corner of a formal letter, you should place your full address. This could be either your home address or your workplace address, depending on the type of letter you are writing. Before your address, put your name, and after the address, put your email or phone number.
2. Include the date
Include the date the letter is being written following your address and any other necessary contact information. After your contact information, omit a line, and type the date here. You should use the full date, e. g. the month, day and year.
3. Add the recipients contact information
Following that, you must include the recipient’s full name, title, and address. Start a new line for each new piece of contact information and place it on the left side of the letter. For example, you would write the following:
Dr. Steven Smith
ABC Company
123 Stone Drive
San Diego, CA 34567
4. Start with the most appropriate greeting
You should start the letter with “Dear,” if not always, as the salutation. You might want to start your letter with “Greetings,” “Hello,” or something similar in some circumstances. If a greeting seems out of place, you can also start the letter with just the recipient’s name and title.
5. Use the most professional form of the recipients name
Use the recipient’s name in its most formal form whenever possible when addressing the recipient of a professional letter. This should contain both their last name and title. In some circumstances, you might want to include the recipient’s first and last names. For example, you would write “Dr. Julie Jones” or simply “Dr. Jones. “.
6. Begin the letter with an agreeable tone
No matter why you are writing the letter, try to start it with a conciliatory statement. This will increase the likelihood that the reader will be receptive to what you have to say and help them start reading your letter on a positive note. If you want to start a letter with a friendly tone, say something like, “I hope this letter finds you well.” “.
7. Open with the purpose of writing the letter
You should then get to the point of your writing after a pleasing opening sentence to avoid wasting your readers’ time. Clearly state the purpose of the letter to your recipient using formal language. You might write, “I am writing to invite you to speak at my company’s annual convention in May. “.
What not to include when starting a professional letter
A professional letter should contain a number of things, but there are also a number of things to omit when writing a business, cover, or other type of professional letter. These include the following:
Informal greetings
Several salutations are inappropriate when composing a formal letter. “Hello,” “Hey,” “Good Morning/Afternoon,” “Hey There,” or any variation of these greetings are acceptable.
Outdated titles
When you are unsure of the contact person, you shouldn’t use dated titles even though you won’t always be able to include the recipient’s name. Avoid titles like “To Whom It May Concern” and “Dear Madam or Sir” whenever possible. “.
An honorific if the gender of the recipient is unknown
In some circumstances, you may know the contact person’s name but not their gender. For instance, names like “Ryan” or “Dylan” can be used by either men or women. In this case, simply do not include an honorific (e. g. “Mr. ” or “Ms. “) before the recipient’s name and only their first and last names.
Tips on how to start a letter
When starting your next business letter, bear the following hints in mind:
Examples of greetings for a professional letter
All of the opening salutations listed below are suitable for use in business correspondence:
Writing in English – How to Start Any Letter
FAQ
What is a good way to start of a letter?
…
The following is information typically included in the header:
- Your first and last name.
- Your contact number.
- The best email to reach you.
How do you start a letter instead of dear?
To start personal letters, always use the salutation “Dear.” Follow “Dear” with your recipient’s name and a comma. Think about how you normally speak to your recipient and how you address them. You could use salutations like “Dear Stephanie,” “Dear Grandma,” or “Dear Mr.
