How to Sign a Group Letter

Group letters must be signed in an organized way.

A group letter addresses concerns of an entire group, perhaps employees or sometimes, on a political level, a group of organizations. As if writing a letter from a group perspective weren't difficult enough, the group members also have to decide how to sign the letter. Whatever you do, don't close a business letter with a slew of illegible and random signatures. Not only will the recipient be unable to decipher who actually signed the letter, he will probably question the professionalism of the people with illegible penmanship.

Things You'll Need

• Computer
• Printer
• Blue- or black-ink pen

Instructions

Signing Your Group Letter

1. Type your group letter. Make a list of the people signing the letter. Arrange them in alphabetical order or from highest to the lowest ranking people. Add several blank lines below the closing salutation (i.e., "sincerely", "best regards", "respectfully," etc.).

2. Make sure that your word processor is set to "left-align" and "single space." Type the name of the first person on your list. Below that type in his position with the name of his company on the same line and, if desired, on the next line add contact information. This grouping of information is known as a signature block.

3. Add three blank lines and then type in the next person's name on one line, her position and place of work on the following lines, etc. Triple space between each person or organization's signature block.

4. If the list of signers is especially long, consider setting up blocks in rows of twos, side by side. Align your first block at the left margin and your second block at the center margin, and triple space between rows.

5. Have each person sign his name in blue or black ink directly above his name.

6. Alternately, list people's names with a comma, and then their positions, or their organizations' name, and include an attachment with descriptions of people and organizations that signed the group letter. This is a format more typically used in letters to Congress about specific causes with extensive lists of supporters

References

• Daily Writing Tips: How To Format a US Business Letter
• NASA Procedural Requirements: Letter Formats: Signature Blocks
• Integrated Publishing: Joint Letter
• Library Copyright Alliance: Group Letter