Everyone should know how to write a letter, whether a business inquiry, email, personal letter, or letter-format social media post. Letter writing is a useful skill, not only for communicating clearly, but also for making a good impression—especially a first impression.
Below we explain how to write a proper letter, no matter the type you need. We’ll cover the correct format for a formal letter, such as a cover letter or job inquiry, as well as tips for writing a personal letter, with some helpful examples of each. Polish your letter writing. Grammarly helps you communicate confidently
Whether you’re crafting a cover letter for a job application, writing to a business contact, or reaching out to catch up with an old friend, knowing how to start off a letter is key to making a great first impression. Those opening lines set the tone and flow for your whole message In this comprehensive guide, we provide pro tips and examples to master the art of powerful greetings and intros that will grab your readers’ attention
Perfecting Your Letter Greeting
Your salutation or greeting is the first chance to connect with your reader. Follow these best practices to nail it:
Match the Greeting to Your Relationship
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Close contact: Use first name only for someone you know very well (Hi John)
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Professional contact Use Mr/Ms + last name if you don’t know them well (Dear Ms Chen)
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Unknown gender: Use full name without Mr/Ms if unsure (Dear Sam Morgan)
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No contact name: Use title if you can’t find a name (Dear Hiring Manager)
Check Spelling of Names
One typo can make a terrible first impression! Double and triple check any names
Use a Colon After Mr/Ms
Always include punctuation like Mr. Smith: or Ms. Lee,
Stay Formal With Strangers
Avoid informal greetings like “Hey” or “Good morning” unless you know them well.
Greeting Examples for Different Relationships
Casual with close friend:
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Hi Tom!
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Hey girl!
Professional with work colleague:
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Dear Mr. Chen:
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Hi Janice,
Job letter with unknown hiring manager:
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Dear Hiring Manager:
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To Whom it May Concern:
Letter to unknown company:
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Dear Customer Service Department:
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To the hiring team at XYX Company:
Letter with unsure gender contact:
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Dear Taylor Johnson:
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Hello Jesse Williams,
Formal letter greeting:
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Dear Ms. Sarah Howard:
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Good morning Ms. Jones,
Craft an Impactful Opening Paragraph
Your greeting sets the stage, but the opening paragraph is your chance to hook the reader. Make your intro shine with these tips:
State Your Purpose Upfront
Don’t leave them guessing why you’re writing. Be clear about your purpose right away.
Keep It Concise
You have just a few sentences to capture attention before they disengage. Don’t ramble.
Be Personalized
Include any mutual connections or personalized details to relate to the reader.
Add Flair
Use an interesting quote, question or factoid to creatively introduce your topic.
Set the Tone
The opening paragraph establishes the voice for your entire letter, so set an appropriate tone.
Examples of Engaging Opening Paragraphs
Catchy question hook:
Have you ever received a handwritten letter and felt a rush of excitement? In our digital age, this simple pleasure is becoming rare, but….
Relevant quote hook:
“There is something special about receiving mail that’s just for you.” That thought from author Richelle Mead perfectly captures why I’m reaching out to you today…
Story hook:
Twelve years ago, you wrote me a recommendation letter for my first internship. I still remember how your encouraging words gave me the confidence to launch my career. Now I have an opportunity to pay it forward…
Striking fact hook:
Did you know that 79% of hiring managers say a thoughtful thank-you letter can bolster your job application? I wanted to be sure you received this note thanking you for the interview on Monday…
Direct purpose statement:
I am writing in response to your advertisement seeking a Marketing Manager for XYZ Company. With over seven years of experience driving growth for consumer brands, I believe I am an excellent fit for this position.
Personalized connection:
John Smith suggested I contact you regarding the open Product Manager role. As a colleague of yours from State University, John thought you would be able to provide valuable insight on the position and hiring process.
Whether reaching out to potential employers, networking contacts, old friends or anyone else, a thoughtful greeting and engaging introduction will get your letter off to a powerful start. Use these pro tips to make great first impressions and capture your readers’ attention. With a compelling opening, your message and purpose will shine through right from the start.
How to write a formal letter in AMS style
For the most part, AMS style uses the same rules and guidelines as block style, including enclosures, so you can follow the steps above regardless of the style you use. However, there are two major differences in AMS style that you need to be aware of:
- Don’t leave a blank line between the sender’s full address and the date. The date comes directly underneath the address.
- AMS style always uses a subject line in place of or before the salutation. The subject line should be written in all caps and summarize the content of the letter in no more than a single line, such as “YOUR PRESENCE IS REQUESTED AT SCOTLAND YARD.” As with salutations, leave a blank line before and after the subject line.
Step 3: Write the body of the letter
This is where you write your message. The body of the letter follows the normal rules of grammar, so write it as you would any other formal document. The one exception for full block style is that you do not indent the first lines of paragraphs.
Unlike personal letters, formal letters are straightforward and direct, so don’t be afraid to get straight to the point. Some formal letters are only a sentence or two long, although others can go on for paragraphs if there’s a lot of information to convey. The important thing is that you stay focused and avoid tangential topics.
Although different company cultures have different communication standards, it’s a safe bet to avoid casual phrasing and jokes; some even advise against using contractions. It should go without saying, but don’t use slang, profanity, or other inappropriate language.
If your letter covers a lot, it’s best to include a closing paragraph at the end to summarize everything the recipient needs to know. As always, don’t forget to edit and proofread the body of the letter before sending.
How to Write a Letter
How do you start a letter?
Start your letter with an appropriate greeting, as listed above. After your greeting, begin your first paragraph, which is usually an introduction that lets the reader know who you are and what you are writing about. If you have a mutual acquaintance who referred you to the reader, you should mention them at this time.
How to write a professional letter?
When it comes to writing professional letters, greeting the recipient appropriately is crucial. The opening sets the tone for the rest of the letter and can impact how the reader perceives the message. Below are some common greeting styles to use depending on the situation.
How do you open a letter without a ‘dear’?
If including “Dear” makes you uncomfortable, then you can always leave off the “Dear” and just open the letter with the recipient’s title and name. For example, you could simply open with “Mr. Parker,” and then follow with your opening line.
How do you address a letter in a formal letter?
In a formal letter, the standard salutation is “Dear” followed by the recipient’s title and last name. Begin your letter with “Dear [recipient’s name]” and add a comma after the name. When you cannot determine the recipient’s name, you may address the letter to their title. The body paragraphs are the main text of the letter.
