In the realm of written communication, the ability to effectively address multiple recipients within a single letter is a valuable skill. Whether you’re conveying important information, extending an invitation, or requesting assistance, crafting a letter to two individuals without titles requires careful consideration of etiquette and clarity. By adhering to a few key principles, you can ensure that your letter conveys your message professionally and respectfully.
To begin, consider the format of your letter. Opt for a formal business letter format, which typically includes your contact information, the date, the recipients’ contact information (if known), and a subject line. In the salutation, address both individuals by their full names, followed by the appropriate honorifics (e.g., Mr., Ms., Dr.). For instance, you could write: “Dear Mr. Smith and Ms. Jones.”
Throughout the body of your letter, maintain a consistent and formal tone. Use clear and concise language, avoiding technical jargon or colloquialisms. When referring to both recipients, use the plural form of pronouns and verbs (e.g., “you” instead of “you” or “your” instead of “yours”). This helps to create a sense of inclusivity and ensures that both individuals feel equally addressed. Additionally, strive to be brief and to the point, providing only essential information.
Addressing the Letter Properly
When writing a letter addressed to two persons, it is essential to address them correctly to maintain a professional and respectful tone. Here are the key considerations for proper addressing:
Format of the Address
In the opening lines of the letter, the names of the two recipients should be mentioned in the order of seniority or importance. Use a formal and respectful salutation, such as “Dear Mr./Ms. [Recipient 1] and Mr./Ms. [Recipient 2]”.
Punctuation and Formatting
After the salutation, a colon (:) should be used to separate the names from the body of the letter. The names should be written on separate lines, with a comma (,) separating them. For example:
“`
Dear Mr. Smith and Ms. Jones:
“`
Honorifics and Titles
When addressing individuals with specific titles or honorifics, such as “Dr.”, “Professor”, or “Honorable”, include these titles before their names. For example:
“`
Dear Dr. Smith and Ms. Jones:
“`
Joint or Individual Letters
If the letter is intended to be addressed to both recipients jointly, use the phrase “and Mr./Ms. [Recipient 2]” after the first recipient’s name. However, if the letter is intended for each recipient individually, use separate salutations and paragraphs for each person. For example:
“`
Dear Mr. Smith:
Dear Ms. Jones:
“`
Using a Formal Salutation
Start with “Dear” and the Recipients’ Last Names
Begin the salutation with the word “Dear” followed by the last names of both recipients. For example, “Dear Mr. Smith and Ms. Jones.”
Comma Separation
Separate the recipients’ names with a comma. The last name of the second recipient should be preceded by “and”. For example, “Dear Mr. Smith, and Ms. Jones”
Formal Titles
If the recipients have formal titles, use them instead of their personal names. For example, “Dear Dr. Smith and Professor Jones”.
Table: Formal Salutations for Different Recipient Combinations
| Recipient Combination | Salutation |
|---|---|
| Two men | Dear Mr. Smith and Mr. Jones |
| Two women | Dear Ms. Smith and Ms. Jones |
| One man and one woman | Dear Mr. Smith and Ms. Jones |
| Three or more recipients | Dear Mr./Ms. [Last Name of First Recipient], [Last Name of Second Recipient], and [Last Name of Third Recipient] |
Introducing the Subject Matter
When initiating a letter addressed to multiple individuals, it is crucial to establish a clear and concise introduction to set the tone for the communication. Begin by acknowledging each recipient by their respective names, denoting their formal titles or positions if appropriate. Clearly outline the purpose and scope of the letter, providing an overview of the topic under discussion. This introductory paragraph should effectively capture the attention of the readers and lay the foundation for a comprehensive understanding of the subject matter.
Considering the Salutation
The salutation, also known as the greeting, serves as the formal address to the individuals being addressed. In a letter addressed to two or more persons, it is customary to use the plural form of the salutation, such as “Dear Messrs./Mesdames” followed by the surnames of the recipients. For instance, “Dear Mr. Smith and Ms. Jones” or “Dear Drs. Roberts and Wilson” would be appropriate salutations.}
Structuring the Letter’s Body
Paragraphing
The body of the letter should be organized into distinct paragraphs, with each paragraph focusing on a specific aspect or detail related to the subject matter. Clear transitions between paragraphs ensure a logical flow of information and enhance readability. Transitions can be achieved through the use of connective words and phrases, such as “moreover,” “in addition,” or “consequently.” By dividing the letter into logical sections, the writer can effectively present the information in an organized and coherent manner.
Stating the Purpose of the Letter
In the opening paragraph of your letter, clearly state the main reason for writing. Be specific and concise, ensuring that the recipients have a clear understanding of your purpose.
Use direct language and avoid beating around the bush. For example, instead of writing “I am writing to inquire about your services,” you could say “I am writing to request information on your accounting services.
In some cases, you may need to provide some background information or context. However, keep this brief and to the point. Remember, the goal is to get straight to the point and let the recipients know why you are writing.
Example
| Original | Revised |
|---|---|
|
I am writing to you today to express my interest in the open position at your company. I have been following your company for some time now and I am impressed with your commitment to innovation and customer service. |
I am writing to apply for the open position of Business Analyst at your company. I have been following your company for some time now and I am impressed with your commitment to innovation and customer service. |
In the revised example, the writer has removed the unnecessary introductory sentence and gotten straight to the point.
Drafting the Body of the Letter
Formal Salutation
Begin the letter with a formal salutation that addresses both recipients. For example, “Dear Mr. Smith and Ms. Jones.”
Introduction
Start the letter with a brief introduction that sets the purpose of the letter. Clearly state the reason for writing to both recipients.
Body Paragraphs
Organize the body of the letter into clear paragraphs, presenting your key points in a logical order. Ensure each paragraph focuses on a specific topic and provides supporting evidence or details.
Joint and Individual Concerns
Consider the concerns or perspectives of each recipient separately. If necessary, address specific points or requests to each person individually. This demonstrates that you have considered their unique roles or interests.
Closing Paragraph
Summarize the main points of the letter and reiterate the purpose of writing. Conclude with a polite closing phrase, such as “Thank you for your time and consideration.”
Joint and Individual Call to Action
If appropriate, include a call to action that addresses both recipients jointly and provides specific instructions or requests. If applicable, consider including a separate call to action for each person based on their specific responsibilities or roles.
Additional Considerations
| Consideration | Example |
|---|---|
| Use clear and concise language | “We request that you approve the budget increase.” |
| Maintain a professional tone | “Please find enclosed the contract for your review.” |
| Proofread carefully before sending | “Thank you for your kind consideration of our proposal.” |
Introducing the Recipients
Begin by formally addressing the first recipient by their full name including any titles or designations, such as “Mr. John Smith” or “Dr. Jane Doe.” Include a comma after their name and then introduce the second recipient in the same manner. For example: “Dear Mr. John Smith and Dr. Jane Doe”.
Opening Paragraph
Present the purpose of your letter in the opening paragraph. Briefly state the main reason for writing, being clear and concise. Avoid using vague or overly general language.
Body Paragraphs
Organize your letter into separate paragraphs, each covering a specific topic or point. Use clear and specific language, providing relevant details and examples to support your claims.
Including a Closing Paragraph
The closing paragraph should summarize the main points of your letter and provide a final statement to either request a response, offer assistance, or express appreciation. It should also restate the names of both recipients to ensure clarity.
Example of a Closing Paragraph:
| Example: |
|---|
| “Thank you for taking the time to consider my request. I look forward to hearing from you regarding this matter.
Sincerely, |
Using a Formal Closing
When writing a professional letter to two or more persons, it is imperative to use an appropriate formal closing. Here’s a detailed guide to using a formal closing in such cases:
1. Joint Salutation:
In the salutation that opens your letter, address both recipients’ names together. For example: “Dear Mr. John Smith and Ms. Mary Jones.”
2. Separate Closings:
If you prefer separating the closings for each recipient, use their respective titles and surnames. For instance: “Sincerely, Mr. John Smith” and “Sincerely, Ms. Mary Jones.”
3. Joint Closing with Salutation:
You can also use a joint closing that references the joint salutation. For example: “Sincerely as stated above” or “Best regards to both of you.”
4. Plural Formal Closing:
For a letter addressed to multiple recipients of the same gender, use a plural formal closing. For example: “Sincerely yours” or “Respectfully yours.”
5. Specific Closings for Certain Professions:
In some professions, specific closing phrases are used. For instance, in the medical field, it is common to close with “Respectfully in health” or “Sincerely in medicine.”
6. Company Letterhead:
If you are writing on company letterhead, the closing may already be printed, in which case, you do not need to add another closing.
7. Respectful and Appropriate Language:
When selecting a formal closing, ensure that it is respectful, appropriate for the context, and reflects the level of formality required for the situation. Be mindful of the relationship between the sender and recipients, as well as the purpose of the letter.
| Relationship | Appropriate Closing |
|---|---|
| Formal business acquaintances | Sincerely, Respectfully, Best regards |
| Colleagues or clients | Sincerely yours, Best wishes, Thank you |
| Subordinate to superior | Respectfully, Sincerely, Yours respectfully |
| Unfamiliar recipients | Respectfully, Yours truly, With kind regards |
Proofreading and Editing
Once you have finished writing your letter, it is important to proofread and edit it carefully before sending it off. This will help you to catch any errors in grammar, spelling, or punctuation. Here are some tips for proofreading and editing your letter:
Check for errors in grammar, spelling, and punctuation.
The easiest way to do this is to read your letter aloud. This will help you to catch any errors that you might not have noticed when reading silently.
Make sure that your letter is formatted correctly.
This includes using the correct font, size, and spacing. You should also make sure that your letter is properly aligned and that there are no typos.
Check for consistency in style and tone.
Your letter should be written in a consistent style and tone. This means using the same level of formality throughout the letter and avoiding using slang or informal language.
Check for clarity and conciseness.
Your letter should be clear and concise. This means using simple language and avoiding unnecessary details. You should also make sure that your letter is well-organized and easy to read.
Get feedback from others.
If possible, ask someone else to read your letter and give you feedback. This can help you to identify any areas that need improvement.
Use a spell checker.
A spell checker can help you to catch any spelling errors that you might have missed. However, it is important to note that spell checkers are not always 100% accurate, so it is still important to proofread your letter carefully.
Proofread your letter again before sending it.
Once you have made all of the necessary corrections, proofread your letter one last time before sending it. This will help you to catch any final errors that you might have missed.
Sending the Letter
To ensure the delivery and reception of your letter, follow these guidelines:
1. Use a Clear Envelope
Choose an envelope that is large enough to accommodate your letter and any enclosures without folding or wrinkling.
2. Address the Envelope
Write the recipients’ names, titles, and addresses on the center of the envelope. Use dark, legible ink.
3. Use Proper Postage
Affix the appropriate postage to the top right-hand corner of the envelope. Consult your local post office for accurate postage rates.
4. Seal the Envelope
Seal the envelope securely with tape or moisture to prevent it from opening in transit.
5. Mail the Letter
Take the letter to a post office or mail it from a mailbox. Track the letter if necessary to ensure delivery.
6. Request a Return Receipt
Consider requesting a return receipt to verify that the letter was delivered to the intended recipients.
7. Keep a Copy
For your records, make a copy of the letter before sending it. Store it in a safe place.
8. Provide a Contact Address
Include your return address in the top left-hand corner of the envelope so the recipients can contact you if needed.
9. Use a Professional Envelope
To make a positive impression, consider using a professional-looking envelope with a company logo or design. Choose a color or style that reflects the nature of your letter.
| Envelope Size | Letter Size |
|---|---|
| Letter | 8.5″ x 11″ |
| Large Letter | 11.5″ x 15″ |
| Flat | 9″ x 12″ |
Follow-Up Procedures
Once you have sent your letter, it is important to follow up to ensure that it has been received and the recipients have had time to consider your request. Here are some steps to follow for effective follow-up:
- Phone Call: Consider calling the recipients a few days after sending the letter to inquire if they have received it and to answer any questions.
- Email Reminder: Send a brief email a week or two after the initial letter to remind the recipients of your request and provide any additional information.
- In-Person Visit: If appropriate, schedule an in-person meeting to discuss your request in more detail and build rapport with the recipients.
- Social Media: Reach out to the recipients on LinkedIn or other professional networking platforms to connect and reinforce your message.
- Thank-You Note: Send a handwritten thank-you note after the recipients have responded to acknowledge their time and consideration.
- Revise and Resend: If you do not receive a response within a reasonable time frame, consider revising your letter to improve its clarity or relevance and resend it.
- Legal Counsel: In cases where the matter is urgent or requires legal action, consult with an attorney for advice and potential further steps.
Additional Follow-Up Tips
- Be polite and respectful in all your follow-up communications.
- Use a professional and formal tone, even if you have a close relationship with the recipients.
- Keep your follow-up messages brief and to the point.
- Proofread your messages carefully before sending them.
- Be persistent but avoid being overly aggressive or pushy.
- Document all your follow-up efforts, including dates, times, and any responses received.
- Consider using a CRM (Customer Relationship Management) system to track your follow-ups and manage your communication.
| Follow-Up Method | Timeline |
|---|---|
| Phone Call | A few days after sending the letter |
| Email Reminder | A week or two after the initial letter |
| In-Person Visit | As appropriate, based on the nature of the request |
| Social Media | Within a few days of the initial letter |
| Thank-You Note | After the recipients have responded |
How To Write A Letter Addressed To Two Persons
When writing a letter addressed to two people, there are a few things to keep in mind. Here are some tips:
- In the salutation, include both names. For example, “Dear John and Mary,” or “To Whom It May Concern.”
- Use inclusive language throughout the letter. For example, instead of saying “you,” say “you both” or “all of you.”
- When signing the letter, include both names. For example, “Sincerely, John and Mary” or “Best regards, John and Mary.”
People Also Ask
How do I format the salutation in a letter addressed to two people?
In the salutation, include both names. For example, “Dear John and Mary,” or “To Whom It May Concern.”
What should I include in the body of the letter?
In the body of the letter, use inclusive language throughout the letter. For example, instead of saying “you,” say “you both” or “all of you.”
How do I sign the letter?
When signing the letter, include both names. For example, “Sincerely, John and Mary” or “Best regards, John and Mary.”
