Letter Salutations


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What is a proper salutation? What is a closing salutation? Download this Letter Salutation and Writing template now, and save yourself time and effort!


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What are common salutations for a letter? What can I say instead of sincerely?

We provide a perfect guide on how to compose a professional letter that fits your needs! Since the introduction of email, a lot has changed in the professional way of communication. Surely, showing respect for the recipient is still one of the most important elements of a formal business letter. 

This Modern Business Letter template can help you find inspiration on how to create a professional email or letter. This Modern Business Letter covers three different types of common letter formats: fully block format, modified block format, and semi-block format. The salutation is an important part of a letter. The choice of the right salutation depends on whether you know the person you are writing to and how formal your relationship is.

Very formal (for official business letters):

  • To Whom It May Concern: Use only when you do not know to whom you must address the letter,  for example, when writing to an institution.
  • Dear Sir/Madam, Use when writing to a position without having a named contact.
  • Dear Mr {{Male Name}}, Use when you have a named male contact.
  • Dear Ms {{Female Name}}, Use when you have a named female contact; do not use the old-fashioned Mrs.
  • Dear Dr {{Name}}, Use when writing to a named doctor.
  • Dear Prof {{Name}}, Use when writing to a named professor.
  • Dear {{Name}}, Type the whole name when you are unsure of the recipient’s gender.

Less formal but still professional (business letters)

  • Dear colleagues, Use when writing to a group of people.
  • Dear {{Female Name}}, Use when writing to a named female.
  • Dear {{Male Name}}, Use when writing to a named male.

Informal (personal letters)

  • These salutations should be used with people you are close to, as they might offend others.
  • Hello guys, Use when writing to a group of people you know very well.
  • Hi, Use when writing to one or more people you know very well.
  • There should be a comma after the salutation and a colon after “To Whom It May Concern”.
  • No full stop is needed after Mr, Ms, and Dr.
  • The form Mrs is outdated.
  • Avoid the exclamation (!) in salutations.

What is the Full Block Format?
The most common layout of a professional business letter is known as Block Format (or ‘Full block’). It is the easiest format to use and simplest to set up in your word processing program. Using this format, the entire letter from beginning to the end of the letter, including your contact information, the date, the employer’s contact information, the body of the letter, and the greeting and closing, signature, is all left-justified. Also, in block format, the content on the page is single-spaced, except for a double space between each paragraph (as well as space above and below the date, above and below the salutation and signature). This gives a clean and professional look to your letter. The block format is perfect for a cover letter created to accompany a resume as part of a job application. Keep reading to learn more about block format cover letters and review examples and templates. 

What is the Modified Block Format?
Another commonly used letter format is known as the modified block format, in which the body of the letter and the sender's and recipient's addresses are left justified and single-spaced. However, the difference with a Block format, is that in Modified Block format, the date and closing, have a tab to the center point of the letter, and that is where you begin to type. It is more suitable to use this format on less formal occasions. 

What is Semi-Block Format? 
The last and less commonly used letter style is the Semi-Block format. It is like the modified block style except that each paragraph is indented instead of left-justified. Semi-block letters are like 'Modified block' letters, with the exception the paragraphs are indented. Modified semi-block business letters are considered a little less formal than full-block letters.

Therefore, when formatting your letter, make sure to use this business letter format template to ensure you structure and communicate in a professional. Feel free to download this intuitive template that is available in several kinds of formats or try any other of our basic or advanced templates, forms, or documents. Do not try to reinvent the wheel every time you are facing a challenge. Consider learning from others that have gone through the same challenge before you. 

As you know, communicating in a professional manner will get you respect and will bring you new opportunities in life and business. Therefore, we support you by providing this Formal Business Letter Writing template and you will see you will save time and increase your effectiveness. Please note this template is provided for guidance only. Letters and other correspondence should be edited to fit your personal situation.

Download this Letter Salutation and Writing template now, and save yourself time and effort! You will see completing your letter has never been easier. Best of luck!


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