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When writing a formal letter, whether for business or academia, it is important to use titles and names correctly in an effort to look and sound more professional. Addressing a person with the official title will instantly give your letter an air of professionalism. Once you memorize a few simple rules of using titles with letters, you'll be able to utilize titles correctly whenever you write an official letter within your company, to a professor or any other professional endeavor.
Type the person's name two lines underneath the date on the left-hand corner. If you're addressing the letter to someone who holds a position within a company, write their name followed by their company title, such as "Jane Smith, Director of Education." Include the person's title on this line if they hold a position, such as Doctor, Rabbi, Father, Sister or Reverend. For this line, it is not necessary to use titles such as "Mr." or "Mrs."
Write the person's company and address directly underneath his name.
Type up your salutation line. This should include Mr., Miss, Mrs., Ms. or any other title, such as Doctor, Rabbi, Father, Sister or Reverend. For women, use the salutation she prefers, however if you are unsure, write Ms. If you are not sure of the gender of the person you're writing to, it is acceptable to write the entire name such as "Dear Jamie Parker."
Write the body of your letter. When finished, skip four lines and type your name, with your official title underneath such as "Assistant to the Director." You do not have to address yourself as Mr. or Ms. Only include a title in front of your name with higher titles, such as Doctor, Reverend, Father, Sister or Rabbi.
Add your address or any contact information underneath your name.
Writing since 2008, Fiona Miller has taught English in Eastern Europe and also teaches kids in New York schools about the Holocaust. Her work can be found on Overstock.com, ConnectED and various other Web sites. Miller holds a B.A. in French from Chapman University and an M.A. in educational theater from New York University.