1. In the sample letter, fill in your personal information. " It's an extension of letter-writing etiquette, that refers to material or information added after the letter has been signed.Here are the rules for paragraphs in the body of a formal letter. In the first paragraph, you should say clearly who you are and why you are writing. Standard and easily understood forms are preferable, and they should be uniform throughout a job. A. Phase I: Set the Market. This phase begins with identifying unit position vacancies and officers available to move and ends with. Intheblanks form required for any matter originating and electronically filed in Supreme or Surrogate's Courts in Richmond County.