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Letter writing is an art in itself that can determine whether your words will be taken seriously or ignored. Whether you're writing a cover letter, a letter to a friend, or simply an email to a colleague, it should always start with a well-written introduction that grabs the reader's attention and forces further reading.Learning how to approach the recipient, how to write an attention-grabbing opening line, and how to write an interesting introduction will all help you write a letter worth reading.

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1. Find out exactly to whom the letter should be sent. A personal salutation will grab a person's attention much faster than a generic salutation. In addition, it shows that you are able to find crucial basic information, such as the name of the person you are writing to.
   • If you're writing a cover letter or any other type of business letter, take a few minutes to find out the recipient's name. Usually, with a little research, you will find the name of the human resource manager, a human resource coordinator or the manager with whom you will have the interview. If you can't find the information on the internet, a polite phone call can often clarify who to address your letter to.
   • In general, it is best to avoid a salutation such as "Dear Sir / Madam". Such a salutation is not at all personal, so the reader will not be impressed, which means that your letter may not be remembered if it is read at all.
     • For example, imagine that you are the one hiring people and you receive two letters - one with the salutation "Dear Sir / Madam" and the other with your specific name. Which applicant do you expect who will do his job better and is therefore worth hiring?
2. If you can't find the exact name of the person you're writing to, don't get annoyed! Sometimes this information is intentionally concealed. In those cases, "Dear Sir / Madam" is acceptable.
   • For example, if you're sending a letter of recommendation or a formal letter to someone at a company whose name you don't know, it's okay to use a generic salutation such as "To Whom It May Concern".
3. Start your letter with a correct salutation. If you know who you are writing to, it is simply "Dear * name of the person *". With a few exceptions, a specific person is always addressed.
   • If you are writing to someone important such as a government official, professor or religious figure, use the specific form of address for that position.
     • For example, if you are writing an Authorized Rabbi, your salutation should be "Dear Rabbi * Last Name *" or "Dear Rabbi"; if you write the President of the United States, your salutation is "Dear Mr. President."
     • Most business titles do not require a special form of address; "Dear Chief Executive Officer Bill Gates" is an example of a rather poor and stilted sounding form of address. Lawyers and legal officers are important exceptions.
4. Double check the spelling of your recipient's name. A misspelled name is very offensive and, above all, very sloppy.
   • Not only be careful with foreign-sounding names and job titles, but also be familiar with the ones you can easily spell wrong if you are negligent. Even if you don't know the difference between, say, John Smythe and John Smith, both families will probably take such a mistake quite seriously.
   • Be careful about using job titles as a form of address. Using the wrong job title can be considered very offensive. For example, a similar-sounding job title such as "Assistant Regional Manager" and "Assistant Regional Manager" can be confusing.
5. Start with an attention-grabbing opening line. The opening line of a letter draws attention and sets the tone for the rest of the letter. Compare writing a letter to fishing and think of the fishing bait in the opening sentence. You want to entice the reader to then catch him or her using that opening line.
   • When you're writing a cover letter, you want your letter to stand out from all the countless other cover letters you compete with. For example, by highlighting your most unique and interesting achievements at the beginning of your letter, you will ensure that you are sure to be noticed and that you will hopefully have convinced the reader so that he or she wants to learn more about you.
   • Avoid using hackneyed or awkward phrases in business letters. Part of the art of letter writing is using the right words. Remember that the recipient has probably already read a lot of letters like yours. Try to stand out!
   • Avoid phrases such as "Hello. My name is ... "," I'm writing this letter because ... ", or" I was thinking of writing ... ". These are common, but unnecessary - your name is already mentioned on the letter, the reason you write should be clear and no one reads your mind - they read what you write.
6. Prove yourself in the first paragraph. The first paragraph is a continuation of your remarkable opening line. Sometimes one sentence is all you need to complete the first paragraph.
   • Try to generate interest through the first paragraph. Your first paragraph is sort of a trial version of the rest of your letter - if the reader doesn't like your first paragraph, he or she may not be reading the rest of your letter. Start powerfully! For example, if you are writing a cover letter and want to list your achievements at work, don't start with your least important achievements - the reader may have stopped reading before reading your most important achievements!
   • In business letters and cover letters, be very clear in your first paragraph about what you can do for your recipient and why you are writing.
     • When you write a leading sentence, such as "I am a very experienced computer store employee and I know a lot about computers," it will appear to the reader as meaningless that does not interest the reader. A piece like "With my years of experience I can contribute to the success of your computer store. I can use my expertise to give tailor-made advice to any type of customer "is much more specific and sounds like something the reader needs and which makes him or her fascinated and read on.
7. Establish your connection in the first paragraph. This is especially important for business letters, where the reader has limited time, so your letter may not even be read. Your first paragraph should state who you are and the purpose of your letter. If applicable, you can mention a previous conversation or contact to refresh the reader's memory so that it is clear who you are again. You can state who referred you. Obviously, you have to make it clear how great you are, but be careful not to let it be taken as boasting.
   • For example, a statement such as "I am writing in response to our conversation on June 20 regarding the deal across the bridge" states very specifically the subject of the letter. Statements like these are very helpful for readers - They include details of previous contact and kindly remind you what the contact was about, making your letter a continuation of a previous conversation, rather than a sudden and possibly irrelevant interruption.
   • Cut to the chase. Nobody wants to read overly long-winded texts - and why make it difficult to read when writing a letter to someone you need something from?
   • Try to make your first paragraph concise and easy to read, as well as interesting. If this sounds difficult, well… now you know why letter writing is an art in itself!

Tips

• Omit a salutation ("Dear So and So") for routine and informal correspondence. Examples include letters sent within a company or personal emails, memoranda and formal reporting.
  • A letter is different from a memorandum, an announcement, or an open letter because it is addressed to one person. For example, if you are writing a request addressed to a lot of different people you want them to do, or an announcement that something has happened or is about to happen, consider changing the format of the message.
• If you send an important letter, make a copy. For whatever reason you want to have a copy for yourself, as soon as your letter has been sent, it will be gone, so it may be smart to have a copy made.
• Informality has two sides - It can improve or ruin your letter. An informal tone can make your letter stand out and help get your point across, but it can also come across as unprofessional and frivolous. It just depends on your recipient. If you are unfamiliar with your recipient, know that informality can be risky.
• It is very useful if you can express important things in a few words, especially in a business context. For applicants, the ability to communicate well and concisely in your cover letter is your first test. For these letters, take extra time to make sure you fully master the basics, such as using a correct salutation.