How To Start A Letter

How to Start a Letter in Standard American English

Introduction

The opening lines of a letter set the tone for the entire communication. Whether you’re writing a formal business letter, an informal note to a friend, or an academic essay, starting strong is crucial for capturing the reader’s attention and conveying your intended message effectively. In Standard American English, there are established conventions for beginning a letter that ensure clarity, accuracy, and professional courtesy.

Standard Letter Formatting

Before delving into the specific elements of a letter opening, it’s essential to understand the standard letter formatting. All letters should include the following sections:

• Letterhead (Optional): If you’re writing on behalf of a company or organization, include the letterhead at the top of the page.
• Date: The date line is typically placed one line below the letterhead or on the right-hand side of the page.
• Inside Address: The recipient’s address is written on the next line below the date.
• Salutation: The salutation is the formal greeting that begins the letter body.
• Body Paragraphs: The body of the letter contains the main message and any necessary details.
• Closing: The closing is a formal phrase that concludes the letter and introduces the signature.
• Signature: The signature line includes your handwritten or typed name, as well as any titles or affiliations.
• Enclosures (Optional): If you’re including any additional documents with the letter, list them below the signature line.

Formatting the Letter Opening

The letter opening consists of the date line, inside address, and salutation. Here’s how to format each element correctly:

Date Line

• Write out the month and day, followed by the year. For example, "May 12, 2023"
• If you’re writing a formal letter, use a more traditional date format: "12 May 2023"

Inside Address

• The inside address should include the recipient’s:
  • Name
  • Company or organization (if applicable)
  • Street address
  • City, state, and zip code
• Use proper punctuation and omit unnecessary words like "Attn:" or "To:"

Salutation

• The salutation is the first line of the letter body and is typically a formal greeting followed by the recipient’s name and a colon.
• For formal letters, use "Dear" followed by the recipient’s title and last name: "Dear Ms. Smith:"
• For informal letters, you can use a more casual salutation like "Hi [Recipient’s name]," or "Hello [Recipient’s name],"

Choosing the Appropriate Salutation

Selecting the right salutation depends on the nature of the letter and your relationship with the recipient. Here are some guidelines:

• Formal Salutations:
  • For unfamiliar or professional recipients: "Dear Mr./Ms./Dr. [Last Name]:"
  • For company or organization representatives: "Dear [Company Name]:"
• Informal Salutations:
  • For friends or acquaintances: "Hi [Recipient’s Name]," or "Hello [Recipient’s Name],"
  • For family members: "Dear [Relationship] [Recipient’s Name],"

Additional Tips

• Always double-check the spelling and punctuation of all names and addresses.
• Use high-quality paper and a clean envelope.
• If you’re handwriting the letter, write legibly in dark ink.
• Avoid using abbreviations or slang in the opening lines.
• Proofread the entire letter carefully before sending it.

FAQ

1. Can I use a comma after the salutation?

• Yes, a comma is typically used after the salutation. For example: "Dear Ms. Smith,"

2. What should I do if I don’t know the recipient’s gender?

• When the recipient’s gender is unknown, use a gender-neutral salutation such as "Dear [Recipient’s Last Name]," or "Dear Hiring Manager."

3. Can I start the letter with "To whom it may concern"?

• "To whom it may concern" is an acceptable salutation for formal letters when the recipient is unknown or unspecified. However, it’s generally preferred to address the letter to a specific person if possible.

4. What if I need to address multiple recipients?

• For multiple recipients, list their names on separate lines below the salutation:
  • "Dear Mr. Smith, Ms. Jones, and Dr. Anderson,"

5. Is it appropriate to start an email with "Dear" or "Hi"?

• In email correspondence, it’s common to use a more casual salutation like "Hi [Recipient’s Name]," or even omit the salutation altogether.

Conclusion

Starting a letter in Standard American English is essential for making a positive first impression and conveying your message effectively. By following the established conventions outlined in this article, you can ensure that your letters are clear, accurate, and professional. Remember to proofread your letter carefully before sending it to ensure that it meets the highest standards of communication.