Letter Paragraphs: Professional letter paragraphs should be relatively concise. The first paragraph may include a brief friendly opening and a concise explanation of your reason for writing. The second paragraph (and any subsequent paragraphs) should expand upon your reason for writing. The final paragraph should restate your reason for writing and, if applicable, state your plan of action (or request some type of action be taken by the reader).
However, before using a general salutation (or leaving off a salutation), try to find out the name of the person you are contacting. If you are applying or inquiring about a job and the hiring manager’s name is not included on the job listing, you might look up the title of the employer or hiring manager on the company website. If there is a contact number, you might also call and ask an administrative assistant for the name of the hiring manager. If you are sending a different type of letter, you can still look up the person’s name on the company website, or speak to an administrative assistant or contact at the company for the name of the person you are trying to reach.