How to Start a Letter: Expert Tips & Examples

The beginning of a letter, often called the salutation or greeting, sets the tone for the entire message. Choosing the right salutation depends heavily on your relationship with the recipient, the purpose of the letter, and the overall level of formality you aim to achieve. A poorly chosen greeting can create an awkward or even offensive first impression, potentially undermining the effectiveness of your communication. Therefore, carefully considering your options is crucial for establishing a positive and productive exchange. We’ll explore different approaches for diverse scenarios, providing clear examples and practical guidance to help you craft the perfect opening for every letter.

Navigating the complexities of letter writing can feel daunting, particularly when you’re unsure about the appropriate level of formality. Starting with a strong and well-suited salutation not only demonstrates respect and consideration but also paves the way for clear and effective communication. Whether you’re writing a formal business letter, a heartfelt thank-you note, or a casual message to a friend, understanding the nuances of salutations is essential. This guide will equip you with the knowledge and tools to confidently begin any letter, ensuring your message starts on the right foot and achieves its intended purpose. We will provide multiple examples and use-case scenarios to help you pick just the right opening for all of your letter writing endeavors.

Formal letters require a level of professionalism and respect. They are commonly used in business correspondence, legal documents, and official communications. Here are some effective formal letter openings:

1. “Dear Mr./Ms./Dr. [Last Name],”: This is the most common and widely accepted formal salutation. Use it when you know the recipient’s name and title. If you are unsure of the recipient’s gender, use their full name.
2. “Dear [Full Name],”: This is a slightly less formal option, suitable when you know the recipient’s name but want to maintain a professional tone.
3. “To Whom It May Concern,”: Use this only when you do not know the recipient’s name. It’s often considered impersonal and should be avoided if possible. Try researching the relevant person to address the letter to directly.
4. “Dear Sir or Madam,”: Similar to “To Whom It May Concern,” this is used when the recipient’s name is unknown. It’s becoming less common and can sound outdated.

Examples of Formal Letters:

1. Example 1: Job Application Letter
   

   
   Dear Mr. Johnson,
   
   I am writing to express my interest in the Marketing Manager position at Acme Corporation, as advertised on LinkedIn. My experience in…
                           

2. Example 2: Complaint Letter
   

   
   Dear Ms. Davis,
   
   I am writing to express my dissatisfaction with the recent service I received at your establishment on July 10th.  Specifically…
                           

Semi-formal letters strike a balance between professionalism and a more personal touch. These are suitable for situations where you have some acquaintance with the recipient but need to maintain a degree of respect. These are often used when you know the recipient somewhat but not well enough for an informal greeting.

1. “Dear [First Name] [Last Name],”: This is more approachable than using a title but still maintains a level of formality.
2. “Hello [Mr./Ms./Dr. Last Name],”: A slightly warmer alternative to “Dear.”

Examples of Semi-Formal Letters:

1. Example 1: Thank You Letter (Professional Contact)
   

   
   Dear Susan Miller,
   
   Thank you for taking the time to speak with me yesterday about the project.  I found our conversation very insightful...
                           

2. Example 2: Letter to a Professor
   

   
   Hello Professor Smith,
   
   I am writing to follow up on our discussion in class regarding the upcoming assignment. I wanted to clarify…
                           

Informal letters are used when writing to friends, family, or close colleagues. They allow for a more relaxed and personal tone. The level of familiarity allows for a more casual and friendly opening.

1. “Dear [First Name],”: A classic and friendly option.
2. “Hi [First Name],”: A more casual and contemporary greeting.
3. “Hello [First Name],”: Similar to “Hi,” but slightly more formal.
4. “Hey [First Name],”: The most informal option, suitable for very close friends and colleagues. Use with caution in professional contexts.
5. “[First Name],”: Dropping the greeting altogether can work if you know the person incredibly well, or continuing from an email chain. Use with discretion.

Examples of Informal Letters:

1. Example 1: Letter to a Friend
   

   
   Hi Sarah,
   
   How are you doing? I wanted to tell you about my trip to Italy…
                           

2. Example 2: Letter to a Family Member
   

   
   Dear Mom,
   
   Just wanted to see how you are and if you needed anything from the store...
                           

When you’re unsure of the recipient’s gender, it’s crucial to avoid making assumptions. Here are some gender-neutral options:

1. “Dear [Full Name],”: This is the safest and most professional approach.
2. “Dear [Job Title],”: If you know the recipient’s job title, you can use it in place of their name.
3. “To Whom It May Concern,”: Use only as a last resort.

Examples of Addressing Unknown Gender:

1. Example 1: Letter to a Department Head
   

   
   Dear [Full Name],
   
   I am writing to inquire about...
                           

2. Example 2: Cover Letter when Hiring Manager is Unknown
   

   
   Dear Hiring Manager,
   
   I am excited to submit my application for...
                           

Certain situations call for specific greetings. Here are some examples:

• Thank You Letters: “Dear [Name],” is appropriate, followed by a specific mention of what you are thanking them for.
• Condolence Letters: “Dear [Name],” or “Dearest [Name],” are both suitable.
• Letters of Recommendation: “Dear [Name],” followed by a statement of your relationship with the person you are recommending.
• Cover Letters: “Dear Mr./Ms./Dr. [Last Name],” or “Dear Hiring Manager,” if the name is unknown.

Examples of Specific Situations:

1. Example 1: Thank You Letter
   

   
   Dear [Name],
   
   Thank you so much for your generous gift...
                           

2. Example 2: Condolence Letter
   

   
   Dearest [Name],
   
   I am so sorry to hear about...
                           

Avoiding these common mistakes will ensure your letter starts off on the right foot:

• Misspelling the Recipient’s Name: Double-check the spelling of the recipient’s name before sending the letter.
• Using the Wrong Title: Ensure you use the correct title (Mr., Ms., Dr., etc.). If unsure, use their full name.
• Using Inappropriate Language: Avoid slang or informal language in formal letters.
• Being Too Familiar: Don’t use overly familiar greetings with people you don’t know well.
• Generic Greetings: Avoid using “To Whom It May Concern” if possible. Try to find the recipient’s name.