For an electronic version of your memo, send out a link: Near the top of the screen, click Share. These response letters can be either official or unofficial. Be concise and keep the language positive throughout. When deciding which salutation to use, you should consider whether, and how well, you know the person. Be sure to revise the sample to fit your particular situation. Formal letter of application (for a job) If you don't know the person you're writing to, you can start with "Dear Sir / Madam". Send a link to your memo. Use the body paragraph and conclusion to break down your information. Use a standard business letter format and tone. There are a variety of memo template styles available to explore.