How to start a formal letter
A formal letter opens with the recipient’s name and a colon or comma. If you know the name, use “Dear Mr Khan,” “Dear Ms Rivera,” or “Dear Dr Okafor,”. If you do not know the name, use “Dear Sir or Madam,” or address the role, such as “Dear Hiring Manager,”. Follow the greeting with a clear opening line that states your purpose: “I am writing to apply for…” or “I am writing to enquire about…” Keep the tone polite and get to the point quickly.
How to start an informal email
Informal emails are warmer and more relaxed. Common openings include “Hi Sam,” “Hello Priya,” or simply “Hey,” for close friends. After the greeting, a friendly opening line helps set the tone: “Hope you’re doing well,” “Thanks for getting back to me,” or “It was great to see you last week.” You can then move into the reason for writing in a natural, conversational way.
Letter salutations and greetings
The salutation is the greeting line. For formal writing, “Dear [Title] [Surname],” is the safe standard; “To whom it may concern,” works for very formal letters with an unknown recipient. For semi-formal messages, “Dear [First name],” strikes a friendly but respectful note. For informal notes, “Hi” or “Hello” followed by a first name is perfectly acceptable. Match the greeting to your relationship with the reader and to how formal the situation is.
How to end a letter: sign-offs and closings
The closing should mirror the formality of your opening. In British English, use “Yours sincerely,” when you opened with the person’s name, and “Yours faithfully,” when you began with “Dear Sir or Madam.” In American English, “Sincerely,” is the standard formal close. For semi-formal messages, “Kind regards,” or “Best regards,” work well. Informal emails can end with “Thanks,” “Cheers,” “Best,” or “Talk soon,”. Leave a line, then add your name — and your full name and contact details for formal letters.
Example letter and email templates
Formal job application (opening and closing): “Dear Hiring Manager, I am writing to apply for the role of … … I would welcome the opportunity to discuss my application. Yours faithfully, [Full name].”
Complaint letter: “Dear Sir or Madam, I am writing to raise a concern about … I look forward to your response. Yours faithfully, [Full name].”
Thank-you email (informal): “Hi Alex, Thanks so much for … It really made a difference. Best, [First name].”
Apology email (semi-formal): “Dear Ms Lee, I’m sorry for … and I’ll make sure it doesn’t happen again. Kind regards, [Full name].”
Frequently asked questions
How do you start a formal letter?
Open with “Dear” followed by the person’s title and surname and a comma — “Dear Ms Rivera,”. If you do not know the name, use “Dear Sir or Madam,” or address the role, such as “Dear Hiring Manager,”. Then state your purpose in the first line.
What is the difference between 'Yours sincerely' and 'Yours faithfully'?
In British English, use “Yours sincerely” when you began the letter with the recipient’s name (“Dear Mr Khan”), and “Yours faithfully” when you began with “Dear Sir or Madam” because you did not know the name. A quick memory aid: never pair two words starting with S — “Sir” goes with “faithfully.”
How do you end an informal email?
Informal emails can close with “Thanks,” “Best,” “Cheers,” or “Talk soon,” followed by your first name. Keep it warm and brief — the sign-off should match the friendly tone of your greeting.
What greeting should I use if I don't know the recipient's name?
Use “Dear Sir or Madam,” for a formal letter, or address the role directly — “Dear Hiring Manager,” or “Dear Customer Service Team,”. “To whom it may concern,” is also correct but sounds more distant, so prefer a role-based greeting where you can.