A Guide to Writing A Formal Letter to Multiple Recipients

If you’re in a situation where you need to write a formal letter to multiple recipients, the first thing you should do is plan. The letter will be crafted smoothly and professionally if you follow the tips shared in this article.

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When Do You Address a Letter to Multiple Recipients?

You need to understand what circumstances require that you send a letter to multiple recipients. Usually, a letter is to several persons when it involves the following:

• Sending business letters to prospective customers and vendors alike.
• Addressing individuals within your workplace.
• Appealing for funding from partners or prospective investors.
• Making significant changes to your business.
• Making legal changes as it concerns clients and investors.
• Communicating a piece of information with your employees.
• Updating your clients and customers on new development.

Format for Writing a Formal Letter to Multiple Recipients

When writing to multiple recipients, you will want to choose the best format popular with the group.

For most groups, an email format works well. For others, a typed note is more appropriate. It is up to to to understand your audience and pick a suitable form.

The format below will guide you when writing a formal letter to multiple recipients.

1. Address

Write your address or use company letterhead. The date should come after the sender’s address. The recipient address should follow. If your letter addresses two recipients, you can type both addresses side by side or one on the other.

However, typing all the addresses might give your letter an unappealing look when you have three or more recipients. It is best to omit the addresses in this case.

2. Subject

Avoid using multiple subjects within a letter. If you need to address your letter to multiple recipients, the letter is to accomplish a particular goal.

The content of your letter should cover only what has is on the subject. By sticking with the subject, you will avoid letting your message gets drowned by too many topics. 

3. Salutation/Greeting

• When addressing less than five individuals, a perfect greeting is “Dear,” followed by their titles and names and ending with a colon. For example, Dear Ms. Grace, Mr. Kelvin, and Dr. Joshua:
• If your letter is directed to a team in the workplace, you may use a generalized salutation. For example, Dear Administrative Department, Dear Publicity Unit.
• When addressing a large group of people, the salutation should be general. For example, when you need to send a memo to your clients or customers or address your colleagues at work. An ideal salute is Greetings, Dear Colleagues, Dear Friends.

4. Body

• Use general terms: If you are addressing your letter to a group, you will need to use words that addresses a group. Do not write as if writing to an individual.
• Stick to simple sentences: Since you’re addressing different people, you want everyone to understand your message clearly. An easy way to achieve this is to stick to using simple sentences and avoid complicated vocabulary.
• Consider accuracy: You do not want to mislead your audience. You will need to check your facts and ensure you deliver accurate information to your audience.
• Formality: Be formal and professional in your tone. You’re addressing several people, be courteous but do not use slang or any language that may are inappropriate.

5. Complementary Close

As with other formal letters, the appropriate complementary close to use is “Yours faithfully” or “Yours sincerely” followed by your name and designation.

To Wrap Up

A letter to multiple recipients becomes necessary when you need to send the same message to several people. Writing such letters can be challenging—especially if you’re unsure where to start. This article will guide you through the entire process.