After writing the body, the writer can leave space on one line for all signatures by placing a signature line at the left margin and tabbing across to create lines for the other signatures. Another method is to place one or more signature lines under the first, leaving at least two blank lines between signature lines. The name of each person signing the letter should be printed under the assigned signature line.
The signature of the most senior person should always come first, and subsequent signatures should follow in order of decreasing seniority. If the writer is only using one line, the senior person signs on the left, and the others sign on the right. If signing on separate lines, the senior person signs on the top line, while the others sign on the lines below. ADVERTISEMENT
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How to write a letter with two signatures
Heres a list of steps on how to write a letter with two signatures:
1. Prepare the letterhead
Within a letter that has two signatures, the letterhead comprises both individuals names and addresses. The order of the names doesnt necessarily matter, but you may consider putting the more authoritative individuals name first, if relevant. Below both names, you can list the name of the company or organization that the two individuals represent.
2. List the remaining details for the beginning of the letter
Below the company name, you can list the current date, recipients name and recipients job title. Group the recipients name and job title together while leaving the current date by itself. Then, you can begin your salutation by writing “Dear [recipients name].” To establish a sense of respect, you can address them as Mrs., Mr. or Dr. when appropriate.
3. Write the content of the letter
For this step, you can begin writing the content of your letter. Ensure you align all paragraphs to the left and write them without indentations. The first paragraph can state the reasons youre writing. Briefly specify why the document contains two signatures. You can use the subsequent paragraphs to provide additional details about your ideas. Be sure to thank the recipient for reading your letter and ask them to consider your ideas further. Conclude the letter with a valediction like “Best regards” or “Respectfully.”
4. Create two sections for signatures
You can create two sections for signatures below your valediction. Leave a space for the first persons signature and put their name and job title directly underneath this space. Repeat the process for the second persons name. Print your document and have each individual sign their name in the empty space. You can also create a handwritten signature digitally if you have the appropriate word-processing software.
Reasons for writing a letter with two signatures
Here are some common reasons you may write a letter that contains two signatures:
You want to express the ideas of multiple people
Writing a letter that contains two signatures can help you express the ideas of multiple people. You use this document to issue the proper credit for a new business idea or strategy that your team is proposing. The recipient can view the multiple signatures on this letter and immediately know whos responsible for the creation of its content.
You want to show that your idea or proposal has the support of multiple people
A letter with two signatures can help you show the recipient that more people other than you support a particular idea. This can give you a sense of authority and some leverage to use. You may have a better chance of receiving approval for a proposal or otherwise achieving your goals.
You want to communicate a task that requires the approval of more than one person
A letter with two signatures can also help you and your team communicate a task that requires the authorization of more than one person. This letter can express a teams collective approval so that they can send a single letter instead of one document for each team member.
Template of a letter with two signatures
The template below shows you how to format a letter with two signatures:
[Your name]
[Your street address]
[City, state postal code]
[The other writers name]
[The other writers street address]
[The other writers city, state postal code]
[The name of the company or group you both represent]
[The address of the company or group you both represent]
[Current date]
[The recipient name]
[The recipients job title]
Dear [recipient name],
[The first paragraph of your letter can describe why youre writing the letter and why it contains two signatures].
[The second paragraph of your letter can provide additional details regarding your proposals, ideas or plans].
[The third paragraph of your letter can comprise a few sentences thanking the reader and inviting them to take action].
[Closing signoff],
[Your signature]
[Your name]
[Your job title]
[The other signers signature]
[The other signers name]
[The other signers job title]
Example of a letter with two signatures
Heres an example of a letter that has signatures from two different people:
Madison Straid
1234 Keepers Way
Memphis, TN 37501
Theodore Montgomery
5678 Isle Dr.
Memphis, TN 37501
Software & Softsales
1567 Miles St.
Memphis, TN 37501
April 14, 2020
Marc Taylor
Sales manager
Dear Mr. Taylor,
Were writing to request revisions to the client onboarding process to improve customer retention. This letter contains two signatures from the team leaders of Sales Team #12 to better represent the teams collective opinions. Our team has agreed that customer interest is declining once they reach the onboarding phase, so wed like to propose some changes to the process.
To counteract a nearly 40% decline in sales since the beginning of January, wed like to make the onboarding sessions smaller and more individualized. We request the sessions go from 10 clients per session to no more than three clients per session. We believe these smaller sessions can give clients a more personalized experience and numerous chances to ask questions about the various software products we offer. Wed also like to propose more intense training for the onboarding staff so that the onboarding process remains consistent for each customer.
We thank you very much for your time and consideration. At your earliest convenience, please contact one or both of the team leaders of Sales Team #12. We look forward to further discussing how to streamline the customer onboarding process to improve sales.
Respectfully,
Handwritten signature
Madison Straid
Team leader
Handwritten signature
Theodore Montgomery
Team leader
FAQ
How do you format two signatures on a letter?
How do I insert two signatures in Word?
- If you are the second (or other) approver, open the document you’ve received. …
- A Signature Setup pop-up box appears. …
- Double-click your signature line.
- A Sign pop-up box appears. …
- Next, look at the Signing as: field.
How do you write a joint letter?
- Plan the letter together.
- Sit down together during the writing.
- Write line by line.
- Switch off the person writing.
- Use proper pronouns for a joint letter.
- Sign both names at the bottom.
How do you address a letter to two recipients?
