Letter Format For Official Use Page 2
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2Letter Format for Official Use
Always begin a salutation with Dear [name],
5. Salutation
This is a sign of formality (not intimacy!) in English.
For most letters, use the following:
• For men: Dear Mr. X,
• For women : Dear Ms X, (in most cases) OR Dear Mrs. X , (if
you know she's married and prefers this)
* Even if you know the reader well, do not use the first name in
official letters.
For impersonal letters (rare)
When you do not know or cannot find the name of your reader, you
may use the following:
Dear Sir or Madame,
•
For very formal letters - to an Ambassador
Letters to an ambassador should use the following salutation:
For a man : Dear Mr. Ambassador,
•
For a woman : Dear Madame Ambassador,
•
For either a man or woman: Your Excellency,
•
6. Body Format
Identify paragraphs by indenting (click TAB at the beginning of the
paragraph) AND by adding an extra line between paragraphs, or by
adequate space between paragraphs.
7. Closing
For most letters , you should use Yours sincerely or Sincerely yours
For impersonal letters beginning ‘Dear Sir or Madam',
•
close with Yours Faithfully,
For extremely formal letters beginning
•
‘Dear Mr./Madame Ambassador,’
close with “I remain,
Yours Sincerely,*
*Please note the use of spacing and punctuation.
8. Your Name &
Several lines below the closing, type your full name. Remember to
Signature
sign your letter before sending it.
9. Your Job Title &
In the line immediately below your typed name, type your job title,
Department
Department and office/section/unit.
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