A letter with a solid prefix can leave a great impression on the recipient. Sometimes, it can be difficult to compose a letter opening and what to say in the first few lines, whether it's a personal letter, a business letter, or a job application letter. If you need to learn the correct letter format or think of a memorable way to start a letter, there are some specific rules and strategies that can help.
Step
Method 1 of 3: Starting a Private Mail
Step 1. Write your address on the top right side of the page
For personal letters, place the address at the top right of the letter paper. This arrangement makes it easy for the recipient to reply to your letter because he or she doesn't have to look up addresses or save envelopes.
There is no need to enter your name in the address field. Just write the full address or PO Box on the first line, then write the city and postal code on the next line
Step 2. Include the date after the address
The date is very important to include so the recipient knows when you wrote the letter. The existence of a date is also very useful if the recipient wants to save the letters he received for later organized by date. Place the date after the address line.
Write the date first, then the month and year. For example, April 22, 2016. For letters in English, this means using the appropriate date format, starting with the month, then the date and year, as follows, “April 22, 2016”
Step 3. Greet the recipient
Next, clear one line and start writing from the left of the page. Begin a personal letter with "Dear" or "Dear.", or other appropriate personal greeting. Then, write the recipient's name and a comma.
Think about how you usually call the recipient when speaking in person. For example, you can greet with, “Dear Stephanie”, “Dear. Mr. Tompi”, or “Dear Grandmother”, depending on your usual greeting
Step 4. Ask questions
For personal letters, such as to friends or family, a question prefix is a common approach. You can start the letter with a question to show interest in the recipient's activities or news.
For example, open a letter with the question, "How are you?" or “How was your new school?” or "Is Grandma any better?"
Step 5. Convey that you are interested in something the recipient has said or done
Another way to start a personal letter is to express an interest in the contents of the recipient's previous letter, such as a recent accomplishment, a great vacation, or a problem he or she is having.
For example, you could write, "Congratulations on your award" or "You had a great holiday" or "I'm sorry to hear about your unpleasant experience at school."
Method 2 of 3: Starting a Business Letter
Step 1. Write down your address
The full address must be placed above the letter. Don't put your name before the address, but feel free to include your email address and/or phone number under the mailing address if you prefer.
You can put the address on the left or right side
Step 2. Enter the date
After writing down the address and other desired contact information, skip a line and include the date. Write the full date with month and year.
For example, April 22, 2016.”
Step 3. Place the recipient's address on the left side
The recipient's name and full address should be written on the left side of the business letter page. Place the address after the date separated by one line.
Skip again one line after the address. The opening greeting (“Dear.” or “To the Person Concerned”) is placed on the next line
Step 4. Determine if the greeting “Dear” is appropriate for your purposes
The greeting "Dear" is the standard opening in English letters and is also often used in Indonesian letters, but is not always appropriate. For example, “Dear” seems very personal for a letter of complaint or business correspondence.
- Think about who the letter is addressed to and whether using “Dear” is appropriate for your purposes. If you want to get to know the recipient better, such as forming a team for a project, perhaps “Dear” can be used.
- If you're not comfortable, forget the greetings section and open a direct letter with the recipient's name and title. For example, simply write “Mr. Prihantoro”, and continue with the opening line.
- Alternatively, use “To Whom It May Concern”, but it feels more distant and very formal. Use this opening phrase only if you don't know the recipient's name.
Step 5. Think about how you would greet the recipient
Before writing the recipient's name, think about how best to greet them. In most cases, a business letter should address the recipient formally, such as using his or her title. You can also consider how the recipient greets you in his letter, and your relationship with him.
- Consider the recipient's title and position. If the recipient has a special degree or position, state it. For example, for a letter to a doctor, start the letter with “Dear. Dr. John". For a general, start the letter with, “Dear. General Wiranto". People who have a PhD or LLD at the end of their name should also be addressed as Dr.
- Double-check the mail you responded to. If your letter is written in response to another letter, check how you are addressed to decide how to greet the recipient. For example, if the letter you receive begins with “Dear. Mrs. Yohana", means you should also start with "Dear. Mr/Mrs/Brother _”.
- Think about how well you know the recipient. You can also consider the level of relationship with the recipient to determine the greeting in the letter. Do you usually say hello by first name? Or, do you use a title when greeting him? Remember that even if you've called by name in the past, it may be too informal in a business letter. If in doubt, choose a formal one, such as Mr/Mrs/Dr.
Step 6. Use a pleasant tone
Whoever the recipient is, always use a pleasant tone to increase the likelihood that the recipient will open up to your message. Even if you write down a complaint or other unpleasant need, never start a letter with a harsh word or demand. Instead, express good wishes for the recipient or congratulate him on his accomplishments.
For example, if you want to start off on a friendly note, say, "I hope you are well" or "Congratulations on your promotion."
Step 7. State your requirements
A business letter should start with a friendly opening, but it's equally important to state the intent of your letter clearly and directly. You can tell the reason for the letter by using a common template like “Here I am…”
You can customize the opening sentence to suit various needs. For example, start a letter with the words, “I hereby declare that we have common interests” or “I hereby file a complaint” or “I hereby propose a partnership between our companies”
Method 3 of 3: Starting a Job Application Letter
Step 1. Use the business letter format to write the address and greet the recipient
Writing a job application letter can use the same rules as a business letter.
- Write your address on the top right or left. Don't include the name, just the address.
- Enter your email address, personal website address, and/or phone number on the next line.
- Skip one line.
- Include the date with the month written in letters. For example, April 22, 2016.
- Skip one more line.
- Write a greeting, such as "Dear." or “To the Person Concerned”.
Step 2. Include a summary of your achievements
You can start your cover letter with something simple, such as "I hereby apply for position X". However, if you want a slightly different approach, you can start with a summary of your best achievements. This summary can grab the hiring manager's attention and increase your chances of being interviewed.
For example, start with, “In the last five years, I have doubled sales and expanded my reach to the nearest three provinces.” You can also continue with experience, education, specialized training, and other qualifications that match the position you are applying for
Step 3. Express enthusiasm
In a job application letter, the passion that is put on paper can also increase the chances of being interviewed. Hiring managers may be impressed by your dedication to the job.
For example, “I was excited when I saw this job ad because I am a big fan of your company.” Then, go on to explain what you like about the company, why you are so dedicated to the job, and why you are a good fit for the job
Step 4. Enter the relevant keywords
Keywords can help if you're going to be competing with a lot of people. Mentioning keywords at the beginning of the letter can increase the chances of your application being noticed, especially if those keywords indicate that you are a suitable candidate.
- Good keywords to include are those that are mentioned in the job, such as specific skills or experience you have. For example, start your cover letter with, “In my five years of experience as a sales manager, I gave regular presentations, developed successful sales strategies, and wrote many sales scripts for employees.”
- You can also name the person who referred the position to you. The name might catch the hiring manager's attention and ensure you get an interview. For example, “I learned of this vacancy from our department head, Dr. Susanto".
