Formal letters, also known as business letters, are meant to develop professional relationships with the recipients. Whether the formal letter is a letter of introduction or a business proposal, using the correct tone and avoiding typos will give the right impression to the recipients. When writing a letter for multiple recipients, the goal is to make each recipient feel respected. Taking a few minutes to open the letter with a warm greeting will set the tone in the formal letter.
Start the letter by placing your contact information at the top right corner of the page. List your address and your e-mail address on this corner. A line below your contact information type out the name of the company you are addressing. Since the letter will be meant for multiple people, simply state the title of the company and not each person's name.
Open the letter with the words "Dear Valued Client." An opening line such as this creates a warm, professional atmosphere for the letter. If all of the recipients of the letter work for the same company and all of the recipients are aware of the group letter you may open with the words "Dear Associates of" followed by the company name.
Begin the letter by clearly stating what you want to discuss. If you are discussing a business proposition you could say "I have some fantastic ideas for services I can offer you through my statistics business." Get straight to the point so all the recipients know why they are receiving the letter.
Stay on topic throughout the letter. Offer specifics about your larger goals or propositions. Keep the language professional, avoid using contractions or slang terms.
Close the letter with the words "Yours Sincerely" followed by your signed name underneath the closer.
Always edit the letter before sending it to anyone.
Tips and warnings
- Always edit the letter before sending it to anyone.