Formal Correspondence:
* Salutation:
* To whom it may concern: Use this when you don't know the specific recipient.
* Dear [Title] [Last Name]: Use this when addressing someone by their title (e.g., "Dear Dr. Smith," "Dear Mr. Johnson").
* Dear [Full Name]: Use this if you know the recipient's name but want to be formal.
* Opening Paragraph:
* State your purpose clearly and concisely. For example, "I am writing to inquire about..." or "This letter is to formally request..."
* Refer to a previous communication if applicable. For example, "Following our conversation on [Date], I would like to..."
Informal Correspondence:
* Salutation:
* Hi [Name]: Use this for friends and family.
* Hey [Name]: Use this for casual acquaintances or close friends.
* Subject Line: In emails, a descriptive subject line can be enough to open the conversation (e.g., "Catching up," "Quick question").
* Opening Paragraph:
* Start with a friendly greeting and a casual reference to a shared interest or recent event. For example, "How are you doing?" or "Hope you're having a good week!"
* Dive straight into your topic if the correspondence is brief. For example, "Just wanted to ask..." or "Thinking about..."
Tips for All Correspondence:
* Be professional and courteous, even in informal communications.
* Proofread carefully before sending.
* Tailor your opening to your audience and purpose.
* Consider the overall tone you want to convey.
Examples:
* Formal Letter: "Dear Mr. Johnson, I am writing to inquire about the availability of your company's [Product/Service]."
* Informal Email: "Hey Sarah, Just wanted to see if you're free for coffee next week."
* Professional Email: "Subject: Meeting Request - Project XYZ. Hi John, I'd like to schedule a meeting to discuss the progress of Project XYZ."
By carefully considering these factors, you can start your correspondence in a way that is both effective and appropriate.