However, when you need to address several people in the same business letter, there are certain rules that are good to follow. Keep in mind that you might need to completely drop the names for expediting purposes, but business etiquette may require you to list certain people before others. For example, if you were writing a letter to the owners of a company, you would begin with Mr. and Mrs. Smith because this is the correct way to address only two people.
You can also use first names or last names alone as necessary. For example, if you were writing to the president and vice president of a company, you could simply write to "Mr. and Ms. Jones" or even just "President and Vice President Jones".
In addition, it is acceptable to refer to individuals as "you" rather than "he or she". For example, if you were writing to multiple employees about a change in the workplace schedule, you could start the letter by saying something like "You will now work on Tuesdays and Thursdays."
Finally, be sure to include your name and address at the top of every letter you send out. This ensures that anyone who does not receive a response will know how to contact you with any additional information they may need.
It's actually rather straightforward, believe it or not. Simply begin with "Dear Mr./Mrs./Ms." and end with the addressee's last name. When you need to address numerous persons in the same business letter, however, there are some guidelines to follow. Start with the person who is responsible for making the decision you are seeking, followed by the rest of the addressees.
For example, if you are writing to several department heads at your company to request a budget increase, start with the head of the division or department that can make the decision and then include the others in the letter.
If you are writing to all the shareholders of a corporation, start with the president or another high-ranking official and then list the other individuals below him/her. If there is no one specific to whom you are sending the letter, use the word "everyone" or some similar term to indicate that the letter is meant for more than one person.
As long as you follow these simple rules, you will be able to write effective business letters.
The first thing to remember is that your letter must be written in a formal manner.
After the subject line, which should be typed or printed in large letters, put the names of the individuals you're writing to right after the word "Re:" (for "re:"). So, if you were writing one letter to five different people, it would look like this: re: John Smith, Jane Doe, Mary Johnson, Paul Jones, and David Coolidge.
If you have a question about how many people to write to or what their titles are, simply follow your instinct. You can always send a second letter if necessary.
It is not required to use the person's full name before sending the letter. A short form of the first name is sufficient as long as it is not ambiguous. For example, "Mr. John Smith" is correct, but not "John Smith Jr." Although this may seem like a small detail, it can make a difference when trying to reach someone who has more than one title or position at a company.
In a business letter, write the first person's name, followed by a comma, then their position in the firm following the comma. Write the following person's name, title, and so on on a new line. If feasible, provide all names. If you're mailing the letter to a single address, make an effort to include all names. If not, at least mention why you can't include some people.
In a personal letter, use the first person only. If you don't know any of these people personally, start the letter with "Dear " and sign it with your own name.
Address letters to multiple persons by writing out each address separately and placing a comma between each address. Use quotation marks around each address when addressing more than one recipient.
Example: Dear Sarah, Joe, and Jane,
Here's what my address looks like: Sarah Roth, c/o The Company, 2nd Floor, 123 Main Street, Anytown, MI 48109. You can see that I have included her name and agency relationship with The Company before mailing my letter to her office address. If I had been sending both a business and a personal letter, I would have placed a comma between the two addresses.
When writing multiple addresses, be sure to leave enough space between them. Otherwise, you will need to write over someone else's name or add a suffix such as Jr or III to indicate the correct spelling.
It is OK to address a cover letter to more than one individual, but only if you are certain that you must do so. The majority of cover letters should be directed to a single person. If you are not sure how to address the letter, we recommend using our template as a guide.
No, it is not recommended to use a generic cover letter. Each letter should include some type of personalization such as your name or organization's name. Our template includes space for you to add your own personal information. This will make each letter unique and provide a better opportunity for an applicant to be selected for an interview.
Yes, using your current job title in your cover letter is acceptable. Recruiters understand that many people seek new jobs and will treat this as a first step toward finding employment.
Sure, but make sure that it contains all the necessary information. Our template should help you create a good cover letter quick enough for most situations.
Generally speaking, yes.