how to write a formal letter with address

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How to address a letter for business and job applications

1. Add your contact information

2. add the recipient’s name, 3. include a title, 4. add the company’s name, 5. use the exact street address, put your contact info at the top, include the date, write the recipient’s address, use a salutation, how do you address a letter to someone you don’t know, include a colon or comma.

First impressions are important and often the first time you have contact with someone in business is through an email or letter. When it comes to business letter writing , you are excorpprea5epected to start with an appropriate greeting and follow certain rules.

Most people know to end a letter with “sincerely” or “best wishes,” but how do you start one? Whether you’re sending a cover letter or email message, it’s crucial to get it right.

We have prepared a list of do’s, don’ts, tips, and tricks used by professional email marketers, CIOs, and office workers. So, if you want to find out how to properly write and address a professional letter , keep reading below.

5 Things you need to include in an envelope

Want to ensure that your letter gets to the right person? You need to address the envelope correctly. There are several standard rules to follow, especially when you send a letter to a big company with various departments.

Very few people today send letters in envelopes; however business correspondence still relies on it and it can be important if you’re applying for jobs. If you want your letter to be delivered to the right person follow these steps:

If you don’t have a preprinted envelope, on the first line put your name, your company’s name , street address , and zip code in the upper left corner.

Print it at the top line of the address block centered in the middle of the envelope, a few lines below your information.

If you know the person’s job title , write it on the second line . If you don’t have this information, put the name of the department instead.

In the next line , list the name of the company or organization where the person works. Without this information on the envelope, your letter may not be delivered to the correct person.

The company’s address should be placed in a single line. If it’s too long, write the address in two different lines but ensure the street name is in the first address line , and remember to include the zip code too.

How to address a formal letter

Formal and informal letters are two very different things. If someone is expecting to be contacted in a formal way, it’s important that you adhere to this. Here is a step-by-step guide that will help you master the art of official correspondence and improve your writing skills.

The person you’re writing to must know who you are and how to respond to you, so don’t forget to add your contact info including your full name , return address , zip code, and phone number at the top left-hand side of the page. This is extremely important because you don’t want to lose any opportunity of hearing back from the person.

If you don’t put this information on a cover letter , for example, you could harm your chances of getting your dream job before you’ve even started.

This is a super easy step but an important one. Check your calendar and add the date just below your contact details. This will serve as a reminder to the person you’ve written to and let them know they need to reply in good time.

This is a simple but still crucial detail. Place the person’s address in the upper left-hand corner of the letter, a few lines below the dateline. Here is a helpful example you can use for formatting your business letter properly:

Whether you’re preparing a reference letter or business email, formal greetings or salutations are essential for all types of both online and offline correspondence. So, let’s have a look at some do’s and don’ts in choosing the right one.

Choose a traditional business letter greeting for example:

“ Dear Sir or Madam ”
“ Dear Mr . or Mrs”
“Hello [Name]” (if you know the person)
“Hi [Name]” (if you know the person)

Although the salutation “ Dear” sounds too formal and a bit old-fashioned nowadays, it’s still perfect for any business letter . If you know the gender of your recipient, use “ Dear ” followed by a person’s title (Mr., Ms.) and their last name:

“Dear Ms. Partridge, …”

If you know only a full name , use it without a title. For example:

“Dear Monica Partridge, …”

Use any informal greetings like “ Hey! ”, or “ what’s up ”. This is not appropriate for a formal letter . Also avoid the term “ to whom it may concern ” , this is less personal that “ dear sir or madam ”.

Your recipient’s full name may not be available, especially if you’ve written to someone who works in an organization you have never worked with before. We recommend trying to do a bit of digging to try and find the appropriate person’s name . It will mean a lot more to them if you’ve made this effort and can address them properly.

You can always call the company and request this information. Another practical approach is to search online via Facebook or LinkedIn . You want to make a good first impression after all.

After the greeting, make sure you put a comma or colon. For example:

“Dear Monica Partridge , ”

Some people think that a comma works better in business correspondence . Others prefer to put a colon. It’s a personal preference, so go with your favorite and stick to it so all letters you send are consistent.

There are many different ways to format a letter depending on what you’re aiming to do. But when it comes to addressing a business letter , there is a standard way of doing things. Stick to the format we’ve suggested above and you will be able to correspond in a professional way and build strong business relationships.

If you’re interested in corporate English training or business English writing courses , to learn a language with your team, discover Preply Business.

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Al is a qualified English teacher with more than 12 years of experience. He personalizes his classes to a learners' individual needs, be it IELTS or TOEFL preparation, intensive everyday conversational classes, Business English or job interview preparation. Al's methodology is to conduct intensive, personalised courses to meet the exact requirements of every student. He loves teaching and cherishes the moments when he sees how much his learners have improved.

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A Beginner’s Guide to Writing a Formal Letter Sample That Leaves an Impression

In today’s digital age, writing a formal letter may seem like a lost art. However, there are still many situations where a well-crafted letter can make a lasting impression. Whether you’re applying for a job, requesting information, or expressing your gratitude, knowing how to write a formal letter sample is an essential skill. In this guide, we will walk you through the steps of creating an impactful letter that leaves a lasting impression.

Understanding the Purpose and Format of a Formal Letter

Before diving into the writing process, it’s important to understand the purpose and format of a formal letter. A formal letter is typically used for official or professional correspondence. It follows a specific structure and includes specific elements such as the sender’s address, date, recipient’s address, salutation, body paragraphs, closing, and signature.

The purpose of a formal letter is to convey important information or make requests in a professional manner. It should be clear and concise while maintaining proper etiquette and tone. Understanding these fundamental aspects will set you on the right path for writing an effective formal letter sample.

Gathering Information and Planning Your Letter

To begin writing your formal letter sample, start by gathering all relevant information. This includes the recipient’s name and address as well as any additional details necessary for your specific purpose (e.g., job title if applying for employment). Having this information at hand will ensure that your letter is addressed correctly and tailored to its intended audience.

Next, plan out the structure of your letter. Consider what key points you want to communicate and how you can organize them logically within your body paragraphs. This planning stage will help you maintain focus throughout the writing process and ensure that your message comes across clearly.

Writing Your Formal Letter Sample

Now it’s time to put pen to paper (or fingers to keyboard) and start writing your formal letter sample. Begin with a concise and professional salutation, addressing the recipient by their appropriate title (e.g., Mr., Mrs., Dr.) followed by their last name. Avoid using informal or generic greetings as they can undermine the formality of your letter.

In the introduction, clearly state the purpose of your letter in a professional and engaging manner. Capture the reader’s attention by highlighting the importance or relevance of your message. This will encourage them to continue reading and give weight to your request or information.

In the body paragraphs, provide detailed explanations, supporting evidence, or examples related to your purpose. Use clear and concise language while maintaining a polite tone throughout. Break up your content into paragraphs to make it easier for the reader to follow along.

Closing Your Formal Letter Sample

As you approach the end of your letter, it’s essential to conclude it with a strong closing statement. Restate the main points of your letter briefly and express any necessary gratitude or intentions moving forward. Sign off with an appropriate closing phrase such as “Sincerely” or “Best regards,” followed by your full name and signature.

Before sending out your formal letter sample, take some time to review it for any errors or inconsistencies. Ensure that all names, addresses, dates, and other details are accurate. Proofread for grammar and spelling mistakes as well.

In conclusion, writing a formal letter sample that leaves an impression requires careful planning, attention to detail, and proper etiquette. By understanding the purpose and format of a formal letter, gathering relevant information, planning its structure, carefully crafting each paragraph with clarity and professionalism in mind, and concluding on a strong note with proper proofreading – you can create an impactful piece of correspondence that will make a lasting impression on its recipient.

This text was generated using a large language model, and select text has been reviewed and moderated for purposes such as readability.

How to Address a Letter

Last Updated: June 24, 2024 Fact Checked

This article was co-authored by Tami Claytor and by wikiHow staff writer, Danielle Blinka, MA, MPA . Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification. There are 11 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 995,662 times.

Whether you’re sending a personal or business letter, you want to make sure you’re addressing it correctly so it arrives to its recipient. Additionally, you likely want to avoid accidentally offending your recipient by using the wrong title. Fortunately, addressing a letter correctly is a simple process. All you need is your name and address, your recipient’s preferred title, and your recipient's name and address.

Letter Template

Writing an Address on an Envelope

Step 1 Put your name and address in the top left corner of the envelope.

Tyler Hamilton
123 Scenic Drive
Houston, TX 77007

Step 2 Write your recipient's full name in the middle of the envelope.

If you’re writing to a couple, provide both of their names unless they prefer to be addressed as Mr. and Mrs.
For a family, write out the family name for a casual letter, such as “The LaCour Family.” If you’re sending a formal letter to a family, write the parents on the first line with their titles, then write the children’s names on the line below the parents. You might write, “Mr. Micah and Ms. Sarah Smith” on the first line and “Callie, Mindy, and Seth” on the second line.

Step 3 Include the company name on the next line for a business letter.

You might write, “University of Houston” or “Bayou Enterprises.”

Step 4 Put the recipient’s street address or P.O.

As an example, you’d write “Laurel Avenue” rather than “Laurel Ave.” in a business letter or formal.
If you’re writing a personal letter , it’s okay to write “Hamilton St.” or “Liberty Ln.”

Step 5 Write an apartment or office number on the address line or below it.

You might write: 123 Liberty Lane Apt. 3. or 555 Laurel Avenue Suite 44.

Step 6 Include the city, state, and zip code below the street address.

For instance, you'd write, "Orange, TX 77630."

Tip: Each zip code has an extra 4-digit code that comes after it. You can find the extra 4 digits by typing the zip code into the USPS website. If you write these digits on your envelope, your letter will arrive at its destination faster.

Step 7 Write the country name after the address for an international letter.

You might write, “USA” or “UNITED KINGDOM.”

If you’re mailing a letter internationally, use an international stamp for correct postage.

Choosing the Right Title for Your Recipient

For instance, you’d write Ms. Veronica Johnson or Miss Alyson Meyer.

Tip: If you're writing a casual letter, you typically don't need to worry about using titles.

You’d write, “Mr. Todd Smith.”

Step 3 Omit the title if their gender is unknown or they're gender neutral.

You might write, "Dear Lisa Jensen."

Variation: Some people who are gender neutral prefer to use the title Mx. Use Mx. if you know the person you're writing to prefers this title.

Step 4 Use your recipient’s professional title if they have one.

You might write “Dr. Ashley Matthews and Mr. Sam Matthews,” or “Honorable Kennedy Jones.”

Tip: If you aren’t sure about someone’s title, it’s okay to refer to them by a higher title to be on the safe side. For instance, let’s say you’re writing a letter to a college professor. It’s okay to use “Dr.” as their title even if you’re not sure they have a doctorate.

Step 5 Use a job title or “To Whom It May Concern” if the recipient is unclear.

You might write, “Dear Human Resources Manager” if you’re applying for a job. If you aren’t sure there is a human resources manager, you could write, “To Whom It May Concern.”

Variation: You might also use the name of the department you’re writing to if you're not sure about the recipient's name or their job title.

Formatting the Top of a Formal Letter

Step 1 Write your first and last name in the upper lefthand corner of the letter.

When addressing a casual letter to a friend or loved one, it’s alright to use a shortened form of your given name or a nickname, such as “Chuck” or “Shorty.”
Some versions of the classic business letter call for the sender’s name to go in the signature at the bottom of the letter rather than at the top of the return address. Both formats are acceptable—go with whichever one you prefer. [15] X Trustworthy Source Purdue Online Writing Lab Trusted resource for writing and citation guidelines Go to source

Tip: Feel free to put your formal title before your first name if you’re a doctor, elected official, or member of the clergy. In this case, you would write, “The Reverend Ichabod Sneed” instead of just, “Ichabod Sneed.”

You can also put your official title or position on a separate line below your employer's name if you think it will be helpful to your recipient.

Variation: If you've decided to wait until the signature to give your name, the name of your company or business will go on the first line of the sender's address.

Step 3 List your street address on the line below your name or company name.

Don't forget to include your apartment or office number after your street address, if applicable, as in, "2529 Cypress Row, Apt. 5D."
Your address line lets your recipient know where you’re writing from, and also gives them a precise location to which they can address a letter of their own if they wish to write you back.

Step 4 Put your city, state, and zip code beneath your street address.

Unlike the city and state, the state and zip code should be separated using only a space: "Santa Carla, California 95000."

If you want to provide both your work and personal phone numbers, put the second number on a new line and use the prefixes “Work:” and “Cell:” to make it clear which is which.
There’s no need to give your phone or email if you’re writing a message you don’t necessarily expect to get a reply to, such as a letter to the editor or a complaint to one of your local politicians.

If you composed your letter over the course of multiple days, use the date on which you completed it.
While it's not strictly necessary, including the date places your letter within a certain time frame, which can be helpful if it contains time-sensitive information.

Step 7 Write your recipient’s name on a new line below the date.

If your recipient is female and doesn't have a formal title, be sure to use her preferred mode of address (“Ms.”, “Mrs.”, or “Miss”) to avoid seeming presumptuous. If you’re not sure what she ordinarily goes by, the safest choice is always “Ms.” [22] X Trustworthy Source Purdue Online Writing Lab Trusted resource for writing and citation guidelines Go to source
Double-check the spelling of the person’s name to make sure you get it right. Misspelling someone’s name could be perceived as negligent at best and disrespectful at worst.

Step 8 Specify your recipient’s job title if you’re writing a business letter.

Keep in mind that you’ll only need to incorporate a title line if your reason for writing has something to do with your recipient’s position or occupation.

Tip: If you don’t know the person’s formal title, simply substitute the name of the department or division in which they work.

Step 9 Include the name of the company your recipient works for in a business letter.

This line isn’t reserved exclusively for the names of companies and businesses. It can also be used to institutions, such as, “The University of Alabama” or “Hollingsworth Museum of North London.”

Look back over your address lines before mailing your letter to ensure that they’re correct. If you happen to get the street name or postal code wrong, your letter may not get where it needs to go.
When addressing an international letter, tack on a final line with the name of the country written in all capital letters. [26] X Trustworthy Source Purdue Online Writing Lab Trusted resource for writing and citation guidelines Go to source

Expert Q&A

Reader Videos

No punctuation is required in any part of the various addresses in your letter, aside from commas separating the names of cities and states and at the end of your salutation and closing. Thanks Helpful 5 Not Helpful 1
Professional emails and formal letters sent as digital attachments should follow the same format as traditional handwritten letters. Thanks Helpful 4 Not Helpful 1
Make sure the addresses printed on the envelope match the ones you listed inside your letter. Thanks Helpful 2 Not Helpful 0

↑ https://www.usps.com/ship/letters.htm
↑ https://wmich.edu/writing/rules/addresses
↑ https://www.today.com/home/how-address-envelope-t156576
↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/index.html
↑ https://nmu.edu/writingcenter/parts-business-letter
↑ https://www.hunter.cuny.edu/rwc/repository/files/business-and-professional-writing/business_letter_handout-major-rev.pdf
↑ https://edu.gcfglobal.org/en/business-communication/how-to-write-a-formal-business-letter/1/
↑ https://writingcenter.unc.edu/tips-and-tools/business-letters/
↑ https://www.grammarly.com/blog/business-letter-format/
↑ https://writing.wisc.edu/handbook/assignments/businessletter/
↑ http://www.hunter.cuny.edu/rwc/repository/files/business-and-professional-writing/business_letter_handout-major-rev.pdf

About This Article

To address a letter, first put your first and last name in the upper left hand corner of the page. If you’re sending the letter as part of your job, include the name of your company on the second line. Then, list your street address on the next line, followed by your city, state, and zip code under that. If your letter is work-related, include your email and/or phone number on the next line. Next, skip a line and write the date. Skip another line and write the recipient’s full name. For a business letter, include the recipient’s job title on the next line, followed by the name of their company on the line under that. Finally, write the recipient’s address on the following two lines. To learn more about formatting salutations, keep scrolling! Did this summary help you? Yes No

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Format of a Formal Letter

Help with formatting formal and business letters. A summary of writing rules including outlines for cover letters and letters of enquiry, and formal abbreviations.

How to Write a Formal Letter

There are times in life when you will probably want to write a formal letter instead of an informal letter or email. These include cover letters for job applications, letters of enquiry, letters of resignation, legal correspondence and many more. In these situations it's important that you follow the expected format.

Use a formal letter format

Layout is a crucial aspect of professional writing. It sets the tone and communicates the seriousness of the content within.

The Power of Proper Formatting: The layout of your letter speaks volumes! Ensure it's professional and communicates your message effectively.

The example formal letter shown below shows you a general outline for a formal or business letter. Further information about each part can be found after the image.

English Writing Skills

Our writing skills section offers key insights, tips, and exercises to enhance your skills. Discover how to harness the power of the written word to effectively express your ideas.

Follow formatting rules and conventions

When writing a formal or business letter, there are certain rules and conventions that need to be followed. These rules ensure that the letter maintains a professional tone and is easily understood by the recipient.

You must try to write as simply and clearly as possible, and avoid making the letter longer than necessary. Remember not to use informal language like contractions.

Keep your letter's content concise, clear, and relevant. Every word counts!

How to start a formal letter

The return address should be written in the top right-hand corner of a formal letter. This will usually your address, but could be any other address to which a reply should be sent.

Add the address of the person you are writing to. The recipient's address should be written on the left, often starting below your address. If you are going to print and post the letter using a windowed envelope, make sure you align this address with the clear plastic window.

There is no strict rule about the placement of the date, but it can be placed on either the left or right side of the page after the recipient's address. Write the month as a word.

The tip to starting a formal English letter is to greet the person you're writing to in the correct way. This is known as the 'Salutation'. If you know the name of the person you're writing to then use 'Sir' or 'Madam' here, otherwise write their full name, including their title. Remember, try not to be too informal or casual.

Salutations Set the Tone! - Greet your recipient appropriately, whether you know their name or not.

a) If you do not know the name of the person you are writing to, use the following form (it is always advisable to try to find out a name):

Dear Madam, Dear Sir, Dear Sir or Madam,

b) If you know the name , use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the family name only. If you are writing to a woman and do not know if she uses Mrs or Miss , you can use Ms , which is for both married and single women.

Dear Mr Jenkins, Dear Ms Hamers, Dear Mrs Hutchins, Dear Miss Davis, Dear Dr Green, Etc.

In the past, English formal letters had a variety of intricate salutations based on the social status and relationship between the writer and the recipient. For example, letters to clergymen might begin with "Reverend Sir" or "Most Worthy Sir."

If you want help with writing any kind of letter, please feel free to ask us in our discussion forum. Our teachers and experts will be able to help answer any questions you might have.

How to write the letter body

The body content should be clear, concise, and relevant to the purpose of the letter. It should not include any unnecessary information or informal language.

Be direct and try to keep it as brief as possible, often between three or four paragraphs in total.

The first paragraph should be kept short and is designed to introduce you and to state the purpose of the letter- to make an enquiry, complain, request something, etc. The paragraph or paragraphs in the middle should contain the relevant information behind the writing of the letter. Most letters in English are not very long, so keep the information to the essentials and concentrate on organising it in a clear and logical manner rather than expanding too much. The last paragraph should state what action you expect the recipient to take- to refund, send you information, etc.

How to end a formal letter

Just as there are conventions about creating the salutation, there are also rules about how you close or sign-off your letter. If you do not know the name of the person, end the letter using 'Yours faithfully'. If you know the recipient's name, use 'Yours sincerely'.

Sign your name, then print it underneath your signature using capital letters (or type it). If you think the person you are writing to might not know whether you are male of female, put your title in brackets after your name. Optionally, it can also be helpful to include your phone number and email address.

Now that you've completed the first draft, read if over from start to finish and check for any errors in grammar and spelling. Make sure it reads well and that the recipient will understand what the letter is about.

Proofreading is Key! - Before sending, always check for errors. A well-proofed letter showcases attention to detail.

In the 18th and 19th centuries, it was common for formal letters to have long and ornate closing statements. An example might be: "I remain, Sir, with the most distinguished consideration, your most obedient servant."

Free formal letter template download:

This sample formal letter template can be a useful tool for ensuring that all necessary information is included in the correct format.

Abbreviations Used in Letter Writing

There are several abbreviations that are commonly used in professional letters. From "AKA" to "TBD", getting to know these common abbreviations will help to keep your letters sharp.

Outline: A Covering Letter

A covering letter accompanies your CV or resume when applying for a job. It should include information about the applicant's qualifications, experience, and interest in the position. This is a simple formal letter example that uses a fairly conventional layout of the paragraphs.

Opening Paragraph Briefly identify yourself and the position you are applying for. Add how you found out about the vacancy. Paragraph 2 Give the reasons why you are interested in working for the company and why you wish to be considered for that particular post. State your relevant qualifications and experience, as well as your personal qualities that make you a suitable candidate. Paragraph 3 Inform them that you have enclosed your current CV and add any further information that you think could help your case. Closing Paragraph Give your availability for interview, thank them for their consideration, restate your interest and close the letter.

Outline: A Letter of Enquiry

A letter of enquiry is sent when you are approaching a company speculatively, that is you are making an approach without their having advertised or announced a vacancy. It's an example of a basic business letter, and should include information about the applicant's qualifications, experience, and interest in the company.

Opening Paragraph Introduce yourself briefly and give your reason for writing. Let them know of the kind of position you are seeking, why you are interested and how you heard about them. Paragraph 2 Show why their company in particular interests you, mention your qualifications and experience along with any further details that might make them interested in seeing you. Paragraph 3 Refer to your enclosed CV and draw their attention to any particularly important points you would like them to focus on in it. Closing Paragraph Thank them, explain your availability for interview and restate your enthusiasm for their company and desire to be considered for posts that might as yet be unavailable.

What is MLA letter format?

This refers to the guidelines recommended by the Modern Language Association for writing and formatting letters in a uniform and professional manner. This format is commonly used in academic settings, such as when writing cover letters for research papers or submitting correspondences to scholarly journals.

The primary purpose of following MLA format is to ensure clarity, consistency, and proper organisation in written communication. The format includes specific guidelines for elements such as the heading, date, recipient's address, salutation, body paragraphs, closing, and signature. By adhering to these guidelines, writers can effectively convey their ideas while maintaining professionalism and adhering to academic standards.

More information: Using MLA Format

What is APA letter format?

The APA format recommended by the American Psychological Association is a standardised way to structure and present written correspondence in the field of psychology and other social sciences. It outlines specific guidelines for fonts, margins, spacing, and citation style to ensure consistency and clarity in academic communication.

This format is widely used in research papers, professional letters, and manuscripts, aiming to provide a cohesive and professional appearance. The format emphasises readability and organisation by including a clear heading, concise and formal language, and proper referencing. Additionally, it includes specific guidelines for the placement of addresses, dates, salutations, subject lines, body paragraphs, and signatures, allowing writers to maintain consistency and professionalism in their correspondence.

Overall, the APA format serves as a tool to enhance communication within the academic community and ensure that ideas and information are conveyed accurately and effectively.

More information: Using APA Format

What is Chicago letter format?

Chicago letter format is a specific style of formatting business letters that is commonly used in the United States. It follows a set of guidelines to create a professional and visually appealing document.

The format typically starts with the sender's contact information, including the name, address, phone number, and email address. This is followed by the date on which the letter is written, and then the recipient's contact information, including their name, title, company name, and address.

An appropriate salutation is used to address the recipient, after which the body of the letter is typically divided into paragraphs, with each paragraph conveying a distinct idea or point. It is crucial to maintain a polite and formal tone throughout the letter.

It is common to include a complimentary closing, such as "Sincerely" or "Best regards," followed by the sender's name and title. Lastly, the sender's initials may be included, along with any enclosures or attachments.

The Chicago format ensures that business correspondence is clear, organized, and professional, allowing for effective communication between parties.

More information: The Chicago Manual of Style Online

Final Thoughts

We hope you have found this comprehensive guide useful. Mastering the art of writing this type of letter is an essential skill in both professional and personal contexts. The ability to communicate effectively and appropriately through a formal letter can open doors and facilitate important conversations. By understanding and applying the principles outlined here, you can ensure your formal letters are clear, concise, and convey your message effectively.

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The Simplest Rules About How to Address a Letter

Updated: January 17, 2019

Published: November 14, 2018

Nowadays, we communicate primarily through direct message and email, even in the workplace. In this era of fast-paced digital communication, letters often seem unnecessary and even antiquated.

In these instances, a poorly addressed letter can signal a lack of professionalism, or even apathy. To ensure you're leaving the best first impression, take a look at the proper way to address a letter.

How to address a letter

A letter should include your name, address, phone number, and email. You'll also want to provide the current date, as well as your recipient's name, title, company address, phone number, and email. We'll show you exactly how to format that information below .

How to Address a Letter

First Name Last Name

Your Address

Your City, State Zip Code

Your Phone Number

Contact Name

Company Name

City, State Zip Code

How to Address Your Recipient

It's critical you address your recipient professionally in the letter, even if you know them well. To do so, include a Ms., Mrs., Mr., Professor, or Dr. title before their first and last name. If you don't know their gender identity, simply include their first and last name. Additionally, include a "Dear" before their name.

If you aren't sure who will receive the letter, do your best to figure it out. If it's a cover letter, perhaps you can email your recruiter and ask for the hiring manager's name, or do some research on LinkedIn. However, if you truly can't figure out who the recipient is, simply address the letter with one of these greetings:

To Whom It May Concern
Dear Hiring Manager
Dear Human Resources Manager

At the end of your letter, conclude with a "Sincerely". If the letter is hard copy, leave a space for your handwritten signature, and then below that, type your first and last name.

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How to Address a Business or Professional Letter

Letters & Emails
Skills & Keywords
Salary & Benefits
Job Listings
Job Interviews
Cover Letters
Career Advice
Work-From-Home Jobs
Internships
How to Address a Letter

Letter Greeting Examples

Finding a contact person.

When You Don't Have a Contact Person

How to Address the Envelope

Professional communication skills.

In this era of texting and direct messages, it's sometimes hard to remember everything you learned in school about writing formal letters. You might go years in your career without having to write more than a professional-looking email . However, professional letter writing is an important skill when you're job hunting, career networking, or sending other business-related correspondence.

When it comes to job searching, you need to pull out all the stops in looking professional. Casual just won't do when you're trying to impress a hiring manager and stand out from your competition. The first thing a potential employer sees is how the letter is addressed, so following the proper rules of addressing a letter or professional correspondence is essential for your career-related and business communications.

First and foremost, when you’re writing a letter or sending an email message for employment or business purposes, it's important to use formal language when addressing the individual you are writing to unless you know them extremely well.

If you’re unsure if you should use a formal or casual (first name) form of address, err on the side of professionalism and use the formal designation.

How to Address a Letter: Mr., Dr., Ms., or Mrs.

The appropriate title to use when writing to a man is Mr. For a woman, use Ms., even if you know the addressee's marital status. Ms. is more professional than Miss or Mrs , which may appear to be outdated.

For a medical doctor or someone with a Ph.D., use Dr. as a title. Alternatively, you can also use “Professor” if you are writing to a university or college faculty member.

If you don't know the gender identity of the person you're addressing, use a gender-neutral greeting and simply include their first and last name, e.g., "Dear Tristan Dolan."

Many letter salutations are appropriate for business and employment-related correspondence, including:

Dear Mr. Smith
Dear Ms. Markham
Dear Kiley Doe
Dear Dr. Haven
Dear Professor Jones

Follow the greeting with a colon or comma, then use a line break and start the first paragraph of your letter. For example:

Dear Mr. Smith:

The first paragraph of the letter.

Alison Czinkota Â© The Balance 2018

You don't need to know the name of the person you're addressing, but it doesn't hurt, and in fact, it can make a positive impression especially if you're trying to score a job interview. Using a name can be a challenge as employers often fail to provide a contact name in a job advertisement, especially on large job search sites.

It’s worth trying to find the contact person because taking the time to discover that person's name will demonstrate personal initiative. It also shows an attention to detail that will speak well for you when your resume is being reviewed.

The best way to find the name of a contact at the company is to ask. If you're networking your way into a position, ask your network contact for the name and email address of the best person to talk to about the position. Barring that, call the main number of the company and ask the receptionist for the name and contact information of the human resources (HR) manager in charge of hiring (or the head of the such-and-such department, etc.).

If neither of those methods works, you can often uncover the information you're seeking by doing a little internet sleuthing. Start with the company's website and look for listed personnel. You'll often see an HR contact on the personnel page or company directory.

If that doesn't yield results, it's time to hit LinkedIn and do an advanced search for job titles and company names. In the process, you might even find another connection to the person you're looking for. That’s never a bad thing when you're trying to get a human being to look at your resume.

Sample Letter With a Contact Person

FirstName LastName Your Address Your City, State Zip Code Your Phone Number Your Email

Contact Name Title Company Name Address City, State Zip Code

Dear Mr./Ms. LastName,

I’m writing regarding your university’s upcoming student career networking event. I am interested in reserving a booth because we are looking to hire two new designers.

The name of our company is Blue Fox Designs, and I would like to connect with some of your design and art students who will be graduating this year. We focus on contemporary home interior design and decoration.

Please let me know if you have room at your event. You can email me at myname@anemail.com or call my cell phone at 555-555-5555.

Signature (for a hard copy letter)

Your Typed Name

When You Don't Have a Contact Person

If you don't have a contact person at the company, either leave off the salutation from your cover letter and start with the first paragraph or use a general salutation . For example:

To Whom It May Concern
Dear Hiring Manager
Dear Human Resources Manager
Dear Sir or Madam ( be careful about using this one, it can sound antiquated )

Follow the general salutation with a colon, just like this:

Dear Hiring Manager:

Sample Letter Without a Contact Person

I am writing to inquire about the possibility of any job openings at Woodlynn Publishing. Specifically, I’m looking for a position as an administrative assistant. I have six years of experience as an administrative assistant at Wedgewood Realty in North Grove, but I’ll be moving to your area next month so I’m seeking a new position.

If you do have any opportunities available, please let me know. I’ve attached my resume for your consideration. My current manager, John Anderson, and two of my colleagues are very willing to provide references to attest to my qualifications.

You can contact me at myname@myemail.com or by phone at 555-555-5555. I look forward to hearing from you.

Use a business-sized (#10) envelope for all mailed correspondence, folding your letter into thirds.

Your return address ( name, street address, city, state, and zip code ) should be on the top left of the envelope.
Ensure that the recipient's name and address ( contact person, company, street address, city, state, and zip code ) are centered on the envelope.
Put the postage stamp on the top right corner of the envelope.

Properly addressing a business or professional letter isn’t a skill you’ll only need when you’re searching for jobs. Once you're employed, there will be times when you'll need to write letters that require formal addresses and salutations .

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Guide to Addressing Correspondence

Address book, cup of tea and stationery at the ready, you start addressing invitations for your husband’s fortieth birthday party. All of a sudden you realize you are in a potential etiquette minefield. Jane and John are married, but she does not want to be addressed as “and Mrs. John Kelly;” Sam and Sue are not married, but live together; and Tanya is separated but not yet divorced. What are the correct forms of address for each of these invitations? Simply refer to our handy list and take the mystery out of addressing your social correspondence correctly.

Mx. Is the universal title that can be used by anyone. It is gender non-identifying. Even if you identify specifically with a gender you may still use Mx. and you may see Mx. used when the sender is unaware of your title.

Addressing a Man

Mr. is the title designated for an adult man age 16 or older. Short for Mister or Monsieur in french.

The abbreviated plural for Messieurs is Messrs. While some are under the assumption that Messrs. is used for brothers, it is actually used to indicated multiple gentleman (or also multiple companies ie Messrs. Sotheby) Messers. could also be used to indicate two married men. We suggest that you ask male couples if they prefer to be Mr. and Mr. Smith or the Messrs. Smith.

Addressing a Woman

Maiden name.

Ms. Jane Johnson

Miss Jane Johnson*

*Usually ‘Miss’ is for girls under 18

Married, keeping maiden name

Married, uses husband’s name socially.

Mrs. John Kelly Mrs. Jane Kelly* *Nowadays this is acceptable Ms. Jane Kelly

Separated, not divorced

Mrs. John Kelly Mrs. Jane Kelly Ms. Jane Kelly

Mrs. Jane Kelly Ms. Jane Kelly Ms. Jane Johnson (maiden name)

Mrs. John Kelly* *If you don’t know the widow’s preference, this is the traditional and preferred form Mrs. Jane Kelly Ms. Jane Kelly

Addressing a Couple

Married, she uses her husband’s name socially.

Mr. and Mrs. John Kelly

NOTE: Traditionally, a woman’s name preceded a man’s on an envelope address, and his first and surname were not separated (Jane and John Kelly). Nowadays, the order of the names—whether his name or hers comes first—does not matter and either way is acceptable. The exception is when one member of the couple ‘outranks’ the other—the one with the higher rank is always listed first.

Married, she prefers Ms.

Mr. John Kelly and Ms. Jane Kelly Ms. Jane Kelly and Mr. John Kelly *Do not link Ms. to the husband’s name: Mr. and Ms. John Kelly is incorrect

Married, informal address

Jane and John Kelly John and Jane Kelly

Married, she uses maiden name

Mr. John Kelly and Ms. Jane Johnson Ms. Jane Johnson and Mr. John Kelly

If you can’t fit the names on one line: Mr. John Kelly and Ms. Jane Johnson *Note the indent, either name may be used first

Unmarried, living together

Mr. John Kelly & Ms. Jane Johnson Note: Use one line

A woman who outranks her husband: elected office, military rank

The Honorable Jane Kelly and Mr. John Kelly

If you can’t fit both names on one line (note indent): The Honorable Jane Kelly and Mr. John Kelly

A woman who outranks her husband: professional or educational degree

Dr. Jane Kelly and Mr. John Kelly

Both are doctors (PhD or medical) and use the same last name

The Doctors Kelly (omit first names) Drs. Jane and John Kelly / Drs. John and Jane Kelly Dr. John Kelly and Dr. Jane Kelly / Dr. Jane Kelly and Dr. John Kelly

Both are doctors (PhD or medical), she uses her maiden name

Dr. Jane Johnson and Dr. John Kelly Dr. John Kelly and Dr. Jane Johnson

Ms. is the default form of address, unless you know positively that a woman wishes to be addressed as Mrs.

Professional designations—use only for business

Jane Kelly, CPA

Note: Do not use Ms. or Mr. if using a professional designation. Socially, drop the professional designation and use Mr., Ms., or Mrs.: Ms. Jane Kelly

Esquire: Attorneys and some court officials

Jane Kelly, Esquire

Note: If using Esquire, do not use Ms. or Mr. In conversation or socially, ‘Esquire’ is not used; use Mr. or Ms.: Ms. Jane Kelly

Attorney at Law

Ms. Jane Kelly Attorney at Law

Note: This is an alternative to ‘Esquire’ for attorneys. Use Mr. or Ms. and use two lines with no indent.

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How to Address a Letter

As a finance professional , your written communication skills are critical for building and maintaining relationships with clients, partners, and colleagues. Whether you are sending a formal business letter , a job application, or a personal thank-you note, knowing how to address your letter correctly is essential for creating a positive first impression.

In this article, we will provide a step-by-step guide on how to address a letter professionally and appropriately.

Start with the Date and Your Contact Information

Before you begin addressing the letter, it's important to include the date and your contact information at the top of the page. This information should be aligned to the left-hand side of the page, and it should include:

The date (written out in full, e.g., "April 21, 2023")

Your full name

Your job title (if applicable)

Your company's name and address

For example:

April 21, 2023

Investment Banker

ABC Capital

123 Main Street

New York, NY 10001

Address the Recipient Appropriately

The way you address the recipient of your letter depends on their position and relationship with you. If you are unsure of their gender or preferred title, it is always best to use their full name and avoid using gender-specific titles like "Mr." or "Ms."

For a formal business letter to someone you have never met:

If you are sending a formal business letter to someone you have never met, use their full name and professional title (if applicable) . For example:

Dear Jane Doe,

Chief Financial Officer

XYZ Corporation

456 Park Avenue

New York, NY 10002

For a formal business letter to someone you have met:

If you have met the recipient before but do not know them well, it's appropriate to use their full name and professional title . For example:

Dear John Smith,

For a personal or informal letter:

If you are sending a personal or informal letter to a friend or colleague, you can use their first name only . For example:

Use the Correct Salutation

The salutation is the opening line of your letter, and it should always be followed by a colon . The appropriate salutation depends on the relationship between you and the recipient.

For a formal business letter:

Use "Dear" followed by the recipient's professional title and last name. For example:

Dear Dr. Doe:

Use "Dear" followed by the recipient's first name. For example:

Write the Body of the Letter

The body of your letter should be clear, concise, and easy to read. Use short paragraphs and bullet points where appropriate to break up the text and make it more visually appealing. Remember to keep your language professional and avoid using slang or colloquialisms.

Use the Correct Closing

The closing is the final sentence of your letter, and it should be followed by a comma. The appropriate closing depends on the tone and formality of the letter.

For a formal business letter: Use "Sincerely" or "Yours truly" followed by a comma.

For a personal or informal letter: Use "Best regards" or "Warm regards" followed by a comma.

Sign Your Name

After the closing, leave several blank lines before typing your name . Use a legible font and type your full name. If you are sending a hard copy of the letter, sign your name in ink above your typed name.

Proofread and Edit

Before you send your letter, it's important to proofread and edit it carefully. Look for spelling and grammar errors, typos, and formatting issues . Make sure the tone and language are appropriate for the intended recipient and that all necessary information is included.

Let's say you are writing a cover letter for a job application to a private equity firm. The correct way to address the letter would be:

Dear Hiring Manager,

Private Equity Firm

Dear Hiring Manager is an appropriate salutation for a formal business letter to someone you have not met before, and it avoids the use of a gender-specific title.

Addressing a letter may seem like a small detail, but it can have a significant impact on the way your message is received. By following these steps and using appropriate language and formatting, you can ensure that your letter is professional and effective.

Remember, the key to successful written communication is to keep it clear, concise, and professional. Through these guidelines, you can create letters that are well-received and effective in achieving your communication goals.

Business 101

Write a Formal Letter in Five Easy Steps

Knowing how to write a formal letter is important for your academic and professional career. We’ve made formal letter-writing easy. All you have to do is follow the steps below.

White text over yellow background reads "writing a formal letter." (Formal letter how to write, formal letter in English)

Writing a Formal Letter Is Simple

Write your name, contact information, and date.
Add your recipient’s name and contact information.
Then, move on to the greeting and the body.
End your letter with a complimentary close.
Send your letter.

What Is a Formal Letter?

A formal letter is a letter—or correspondence—written for a professional or academic setting.

Types of formal letters include:

Cover letter
Inquiry letter
Legal letter
Letter of intent
Reference letter
Resignation letter

As you can see, there are several reasons you may find yourself writing a formal letter . If you don’t know how to write one, don’t panic. Below, we’ll go over the five easy steps of writing a formal letter .

How To Write a Formal Letter

Formal letters are easy to write, all you have to do is follow these steps:

1. Write Your Name, Contact Information, and Date.

To start your formal letter , write your name, contact information, and date on the left-hand side of the paper. Skip a line before the date so that it looks like this:

Photo of sample formal letter. (formal letter how to write, formal letters in English)

2. Write the Recipient’s Name and Contact Information.

Add another space, and then the recipient’s name and contact information.

Photo of Formal Letter Sample. (Formal letter how to write, formal letter in English)

3. Write the Greeting and the Body.

After writing the date and the recipient’s contact information, open with a greeting. Formal letters begin with “Dear” and the name of the person receiving your letter. If you don’t know the name, write the job title or department. Only use “To Whom It May Concern” as a last resort.

The most common formal letter format is block style: single space and left justify each paragraph.

Dear Fiona Fernandez,

Note that the comma comes after the name.

When writing the body of a formal letter , remember to be brief and stick to the point, avoid contractions, and proofread your text. Regardless of what type of formal letter you’re sending, the last thing you want to do is send one riddled with errors.

If you want to be certain your writing is free of spelling and grammar mistakes, LanguageTool’s online editor can check your writing as well as offer stylistic improvements and formatting suggestions.

4. End Your Letter With a Complimentary Close, Your Name, and Signature

You’ll want to end your formal letter with a complimentary close. The most common complimentary close for a formal letter is “Sincerely.” Other closes include:

Respectfully,
With appreciation,

The comma comes after the complimentary close, and only the first word is capitalized. After the complimentary close, leave a space for your signature, and then type your name below it.

5. Send Your Letter

You can send your formal letter in multiple ways. One, by folding the letter into a stamped and addressed envelope and sending it in the mail. Or two, by sending it as an attachment in an email. Keep in mind that you may follow these same steps to write the letter as a formal email instead, without including the date and contact information.

Close up photo of man with envelope in his hands. (Formal letter how to write, tips for writing a letter)

Writing Formal Letters

There’s no way around it. Knowing how to write a formal letter is important. When the time comes, and you find yourself having to write one, just follow these steps to write an excellent formal letter.

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How to Write an Address: A Complete Guide

Hannah Yang

Whenever you mail a letter, you need to write the address correctly. If you format the address incorrectly, your mail might get delivered to the wrong destination.

That’s just one situation in which you’ll need to know how to write an address. You may also need to write your address in the header of a resume, to fill out legal forms, and countless other situations.

If you’re trying to write an address, you’ve come to the right place. This article will give you a complete guide to formatting an address and provide examples of common address formats.

What Is an Address?

What are the address formats for mailing a letter, what are the address formats for specific types of addresses, should you use abbreviations in an address, address examples, conclusion on how to write an address.

An address consists of all the information that a mail carrier needs to identify a location.

Addresses contain some or all of the following pieces of information:

The recipient’s name
The organization’s name, if necessary
Building number
Street name
Suite number, apartment number, or P.O. box number, if necessary
City, town, or village
State or territory
Postal code

It’s important to include all the information that the post office needs to identify the correct location, without including any extraneous information. If you add any extraneous lines or words, it will be harder for others to figure out what the actual address is.

When you mail a letter in the US, you’ll need to include both the recipient’s address and the sender’s address. Let’s look at how to format each one.

Mailing Address Format

Whenever you mail a letter, you need to put the recipient’s address at the center of the envelope. This is where the postal courier will look to figure out where to deliver the letter to.

If you’re writing to a recipient in the US, you should include the following pieces of information, in this order:

The recipient’s name on the first line. You can choose whether or not to include a title, such as Ms. or Dr.
The recipient’s building number and street name. Also include a suite number, apartment number, or P.O. box number on the second line, if necessary
The recipient's city, state, and postal code on the final line

The address should consist of three lines of text, one for each of the bullet points above.

You only need to include a suite or apartment number if you live in a building where multiple individuals or families share the same building number. That way, couriers can figure out which specific apartment to deliver the mail to.

When you write the postal code, you can write out either the five-digit ZIP code (e.g. 98052), or the five-digit ZIP code with the area-specific four-digit suffix (e.g. 98052-1134). Including your full postal code will help couriers deliver your package more quickly.

Return Address Format

The term “return address” refers to the address of the person sending a letter or package. The reason you need to include your own address on any letter or package you send is so the postal service knows where to return the mail if they’re unable to deliver it. You should place your return address on the upper left corner of the envelope.

If you live in the US, you should include the following pieces of information, in this order:

Your name on the first line. You can choose whether or not to include a title, such as Ms. or Dr.
Your building number and street name. Also include a suite number, apartment number, or P.O. box number on the second line, if necessary
Your city, state, and postal code on the final line

Just like with the mailing address, the return address should be three lines of text, one for each of the bullet points above.

The guidelines to follow when writing an address often depends on the specific type of letter you’re writing. For example, if you’re sending an international letter to a country outside of the US, you may need to format your address differently.

Let’s look at some of these specific guidelines.

Business Address Format

When you’re sending mail to a business address, you may need to include some additional information that you wouldn’t include for a personal letter.

That’s because the courier may need to know the company name, as well as the name of the specific person within the company you’re writing to.

Here’s the information you need to include in a business address:

The recipient’s name. You can precede this name with the word Attention or ATTN, followed by a colon. You can choose whether you want to include any relevant professional titles, such as Ph.D. or Esq.
The name of the recipient’s company or organization
The company’s building number and street name
The company’s floor or suite number, if necessary
The company’s city, state, and postal code

International Address Format

If you’re mailing a letter outside of the US, you’ll need to adhere to the format of the country you’re sending the letter to. That way, the postal service within that country will know where to go.

In general, these are the pieces of information you should include in an international address:

The name of the recipient’s house, if their home has a specific name
The recipient’s building number and street name, if their house does not have a specific name
The recipient’s city, town, or village
The recipient’s county
The recipient’s postal code
The recipient’s district, if necessary
The recipient’s country

To be safe, you should always double-check the address format of the specific country you’re mailing to.

When you write your return address on international mail, you should format it the same way you usually would. In addition, you should include your own country at the bottom of the return address.

Resume Address Format

When you write a professional resume, you should include your address at the top of your resume. You can either include it in your header or add it in the top left corner.

The good news is that you should use the same format for writing an address in a resume that you would use for writing a letter. Include all the same information you would use for a return address.

One-Line Address Format

Sometimes, you may need to write an entire address in a single line of text.

In this case, you should include all the same information that you would include in a multi-line address. The only difference is that you’ll need to replace each line break with a comma when you write an address on one line.

Make sure to include a comma after each of these elements:

The person’s name
The street address
The apartment number or suite

It’s perfectly acceptable to use abbreviations when writing an address—in fact, it’s often expected.

Here are some common abbreviations you should know:

Apartment: Apt
Boulevard: Blvd
Parkway: Pkwy

You should also abbreviate all the US states with a two-letter code. For example, you would write CA for California or DE for Delaware.

To help you understand what a correctly formatted address should look like, we’ve included some examples you can refer to.

US Address Examples

Here’s an example of a domestic residential address in the US:

John Smith 5480 7th Ave San Francisco, CA 94112

Here’s an example of a US address with an apartment number:

Ms. Mary Green 2211 Edgewood St, Apt 2 Boston, MA 02124-1331

One-Line Address Examples

Here’s how you would write each of the above addresses on a single line:

John Smith, 5480 7th Ave, San Francisco, CA 94112 Ms. Mary Green, 2211 Edgewood St, Apt 2, Boston, MA, 02124-1331

Professional Address Examples

If you’re writing a business letter, don’t forget to include the organization’s name. Here’s an example:

Attn: Rachel Long, CEO The Greatest Writers’ Organization 780 English Avenue, Floor 8 Seattle, WA 90199

International Address Examples

Here’s an example of an address in Canada:

Jacob White 423 Second Street NE Montreal, QC H3Z 2Y7 Canada

(In this case, Montreal is the city, QC is the province, and H3Z 2Y7 is the postal code.)

Here’s an example of an address in Great Britain:

Harry Brown 87 Blackstone Street London EC1Y 8SY England

(In this case, London is the city, and EC17 8SY is the postal code.)

There you have it—a complete guide to writing an address correctly! Here’s a quick recap:

An address should include everything a mail carrier needs to identify the recipient’s location
It’s expected that you’ll use standard abbreviations, such as St for Street
The guidelines may be different for international addresses, so always double-check each country’s guidelines

Lastly, make sure you write your address in clear and legible handwriting, so your mail can be delivered efficiently.

Be confident about grammar

Check every email, essay, or story for grammar mistakes. Fix them before you press send.

Hannah Yang is a speculative fiction writer who writes about all things strange and surreal. Her work has appeared in Analog Science Fiction, Apex Magazine, The Dark, and elsewhere, and two of her stories have been finalists for the Locus Award. Her favorite hobbies include watercolor painting, playing guitar, and rock climbing. You can follow her work on hannahyang.com, or subscribe to her newsletter for publication updates.

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Sat / act prep online guides and tips, how to address an envelope (photos included).

General Education

Addressing an envelope to mail a letter isn’t really a common task anymore. (Thanks, email!) But there’s always a chance a situation might pop up where you need to know how to properly address a letter envelope. Everything from sending out wedding invitations to paying bills requires you to know how to address envelopes.

If you don’t know how to address an envelope, you’re in the right place! This article will tell you everything you need to know about addressing an envelope if you’re sending letters in the United States . In this article, we’re going to cover the following info:

A full explanation of how to address a letter envelope
A detailed example of how to write address on letter envelopes (photo example included!)
Descriptions of how to address letters in specific circumstances, including PO boxes, apartment addresses, and overseas letters to the U.S.

Are you ready to learn how to address an envelope? Then let’s get started!

How to Properly Address an Envelope: The Basics

Addressing an envelope is pretty simple once you understand the overall format. Let’s start with the most basic thing you need to know about how to address an envelope: which part of the envelope you write on !

An envelope has a front and back side. The front of an envelope is blank, and the back of an envelope has a flap and seal. You write and place your stamps on the front of an envelope.

Once you’ve checked to make sure your envelope is in the right position, you’re ready to start addressing it. So what is the proper address format for a letter? There are three components to addressing an envelope: the recipient’s address, the return address, and the postage. We’ll start with explaining how to address letters to recipients in the U.S. and cover how to address letters to Canada later.

The recipient's address goes in the center of your envelope, right in the red square. (FYI: there won't be a red square on your actual envelope.)

Writing the Recipient’s Address

The recipient’s address is the address that you want your letter to be sent to. You write the recipient’s address horizontally and vertically centered, or right in the middle of the front side of the envelope. To write the recipient’s address properly, you need the following information:

The recipient’s full name
The recipient’s street address
The recipient’s city, state, and zip code

When you write the three parts of the recipient’s address, each part listed above gets its own line. A properly formatted recipient’s address will look like this on an envelope:

Mortimer Smith 1234 Street Name St. City, State Zip Code

In the example address above, you see that the recipient’s name appears on the first line of the address. Below that, you write the recipient’s street address. On the bottom line, you write the recipient’s city and state, separated by a comma, and the recipient’s zip code at the end.

This is how you write the recipient’s address on an envelope when the recipient just has a basic residential address. We’ll talk more about how to write more complicated addresses (like apartment buildings and PO boxes) a bit later.

The return address on your envelope should be in the top left corner. (Basically it should end up where the red square is on this example!)

Writing the Return Address

The return address is the other main piece of a properly addressed letter . The return address is typically the same as the sender’s address. It’s called the return address because if the recipient can’t receive the letter for some reason, it will be returned to the sender. That way your letter--or your bill!--doesn’t just disappear.

Most of the time, the return address will be your home address. The return address should be written in the upper left hand corner of the front of the envelope. Like the recipient’s address, the sender’s address is broken down into three pieces that are written on separate lines. The sender’s address should usually look like this:

Mickey Mouse 90 Main Street Orlando, Florida 32825

So, just like the recipient’s address, the return address should include your name or the sender’s name on the first line, the sender’s street address on the second line, and the sender’s city, state, and zip code on the third line.

The stamp on your envelope should go in the same spot as the stamp on this one. Just make sure you're using the correct postage!

Adding Postage

You probably already know that sending letters costs money in the form of stamps or other postage. If you’re mailing a letter from home, you’ll need to purchase stamps to add to your letter to cover the cost of mailing it. Most of the time, you can purchase stamps when checking out at the grocery store or from your local post office.

When mailing standard letters within the United States, you usually only need to include one Forever stamp . Bigger envelopes or packages may require additional postage.

So where do you place stamps on an envelope? Stamps should be placed in the upper right hand corner of the front of an envelope . People usually try to place the stamp pretty close to the edges of the envelope.

Some people prefer to mail letters directly through the post office. If you choose to do this, you can take your letter to the post office and have them handle the postage. When the post office adds postage to your letter and mails it for you, you’ll just pay the post office instead of buying stamps.

Keep in mind that the number and type of stamps you’ll need depend on what you’re mailing. An average letter will require a different number of stamps than a manila envelope full of heavy documents. If you’re ever unsure about how many stamps you should put on your envelope or what the best way to mail your letter is, you can always call and ask your local post office or check the USPS website .

Sending a letter to Canada? Follow the special instructions below.

How to Address a Letter to Canada

You may have a situation where you need to address a letter to Canada. Addressing a letter to Canada is very similar to addressing one to a U.S. recipient, but there are a couple of differences you need to know.

There are four lines that you need to include in the recipient’s address for a letter to Canada :

The street address
The city, province, and postal code
The name of the country

So a letter envelope addressed to a recipient in Canada would look like this:

David Rose 567 Walnut Street Toronto ON MSV 1J2 Canada

Now, let’s talk about how this Canadian address is different from a U.S. address. First, Canada has provinces instead of states. This means you’ll need to know the Canadian province that the recipient lives in. In the example address above, “Toronto” is the city in Canada where the recipient lives, and “Ontario” is the province.

Postal codes also look a little bit different in Canadian addresses. In this example, the postal code, “MSV 1J2” appears at the end of the third line of the address. Unlike U.S. postal codes, Canadian postal codes include both letters and numbers. Be sure to pay close attention when writing the postal code to ensure the letters and numbers are in the correct order. If you aren’t sure which province the recipient lives in or what their postal code is, you can look it up on the USPS website or the Canada Post website .

Finally, the name of the country should be written on the fourth and last line of the recipient’s address. If you’re sending a letter to Canada, just write “Canada” on the fourth line! That’s the last step to writing the recipient’s address on a letter to Canada.

You’ll also need to include a return address in the upper left hand corner of your envelope. It should be formatted just like the return address on any other letter: your name appears in the first line, your street address in the second line, and your city, state, and zip code in the third line.

The only major difference in writing the return address on a letter to Canada is that you will also need to include your country on the fourth and last line . So if you’re writing from the U.S., you will simply write, “United States” on the fourth line.

The last thing you’ll need is postage . Postage rates from the U.S. to Canada can vary based on the size and weight of the letter and the location you’re mailing to and from. To find out the correct number of stamps or cost of postage, use the Canada Post Rate Calculator .

How to Write Address on Envelopes: Picture Example

When it comes to how to address an envelope, having a visual example can help you know you’re getting it right. Here’s an example of what a correctly addressed envelope looks like:

This example includes the recipient’s address, return address, and location of postage. You can use the spatial layout of this example as a guide too. The return address and recipient’s address on your envelope should be in about the same place as the ones you see in this example.

4 Other Examples of How to Fill Out an Envelope

Now that you know the basics of how to address an envelope, let’s look at some specific types of addresses. Formatting addresses for mailing can differ depending on the type of residence of your recipient and where you’re mailing from. We’ll cover the basics of how to write an envelope address for PO boxes, apartment buildings, businesses, and U.S. recipients from overseas senders below.

How to Address a Letter to a PO Box

When it comes to how to write an address on an envelope for a PO box, there are a few things you need to know. A PO box, or post office box, is a lockable box that’s located in a post office . Some people choose to receive their mail at PO boxes, and some countries only use PO boxes to deliver local mail. If your recipient has a PO box, you have to include that info in the address on the envelope.

To address an envelope to a PO box, you’ll replace the street address information with the PO box number . If you’re writing the address with a PO box on an envelope, it should look like this:

Lara Jean Covey PO Box 123 Portland, OR 97214

In the example above, the PO box and the box number replace a normal street address. Including the correct PO box number ensures that your letter gets to the right place!

How to Address a Letter to an Apartment Building

To properly address an envelope to an apartment building, you need to include the street address, the building number, and the recipient’s unit number.

When addressing an envelope to a recipient who lives in an apartment, the address should look like this:

Rachel Green 90 Bedford St, Building A, Apartment 2 New York, New York 10014

In this example, the street address appears on the second line, followed by the apartment building number and the number of the recipient’s apartment unit.

With all of that information, addresses for apartments can sometimes be a little long. If you can, try to fit all of the information about the street address, building, and apartment number on the second line. If it gets too long, move the building and apartment number to the third line.

If you aren’t sure about how to write the recipient’s address, you can always call their apartment complex to get this information, or check with the U.S. Postal Service.

How to Address a Letter to Someone in an Office Building

Correctly addressing an envelope to a person at a company ensures it will end up in the right hands. When addressing an envelope to someone who works in an office building, you need to include a couple of extra elements on your envelope.

When writing out the recipient’s name and address, you should include the abbreviation “Attn” followed by a colon before the recipient’s name, like this:

Attn: Michael Scott

“Attn” stands for “attention,” which means that the letter should be brought to that person’s attention within the company!

Below the company name, include the name of the recipient on the next line. The company’s address goes on the line below that. The company’s delivery address will most likely include the company’s street address and the suite number of the recipient. On the fourth and final line, write the city, state, and zip code.

The full recipient address on a business envelope should look like this:

Dunder-Mifflin Paper Company, Inc. Attn: Michael Scott 1725 Slough Avenue, Suite 4 Scranton, Pennsylvania 18505

You may see something like “C/O" in front of the recipient’s name instead of “Attn” in some examples. That’s okay: the “C/O" means “care of,” and it works exactly the same way as “Attn.” Both “C/O" and “Attn” will ensure your letter goes to the right recipient when you’re sending a letter to a business address.

The return address on a business envelope should read exactly like the return address on regular mail. And when it comes to postage, check with the U.S. Postal Service. If you’re mailing larger envelopes, you might need multiple stamps or postage.

How to Address a Letter to Someone in the U.S. From Overseas

If you’re mailing a letter to the U.S. from another country, you have to include a couple of extra elements on your envelope. The main things you need to include on an envelope to someone in the U.S. from overseas are the name of the country and international postage.

An address on an envelope to someone in the U.S. from overseas should look something like this:

Olivia Pope 1111 Pennsylvania Avenue Washington, D.C. 20500 U.S.A

So when you write a letter to a U.S. recipient if you’re out of the country, you include the recipient’s name in the first line, the street address in the second line, and the city, state, and zip code in the third line. The one additional thing you must include is the name of the country in the fourth line of the address.

What about if you need to mail a letter from the U.S. to another country? Depending on the mailing service you’re using, there may be additional forms you need to fill out in order to send your letter. You can find out the requirements for mailing to different countries by checking the USPS Global Express website . You might consider using a service that assigns tracking numbers to letters and packages. That way you can ensure your letter arrives at its destination successfully.

You also need to include the right kind of postage for international mailing. You can purchase international stamps from your post office. These are the kind you will need to send international mail to the U.S. You can find out the correct postage for your letter by checking the USPS postage rates and prices website . Global Forever international postage stamps currently cost $1.20 apiece.

What’s Next?

One type of letter you may have to address during your college application process is a letter of recommendation . You can learn all about letters of recommendation in this article !

Not all letters of recommendation are equal, though . Here’s an example of what a great letter of recommendation should look like .

Did you know you may need letters of recommendation for your job search, too? Here’s a rundown of what a professional letter of recommendation looks like ...and helpful tips about asking for them.

Ashley Sufflé Robinson has a Ph.D. in 19th Century English Literature. As a content writer for PrepScholar, Ashley is passionate about giving college-bound students the in-depth information they need to get into the school of their dreams.

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3 Examples: How to Write an Email with an Attachment

By Status.net Editorial Team on June 22, 2024 — 4 minutes to read

We’ve all been there – you need to send an important email with an attachment, but you’re unsure of the best way to do it. This article will walk you through the process of writing an email with an attachment, using plenty of examples and easy-to-follow steps.

Attaching Your Files

Step-by-step guide to attaching files.

Compose a new email by clicking the “Compose” or “New” button in your email client.
Look for the “Attach Files” option. You’ll usually find it as a paperclip icon.
Click the “Attach Files” option, which will then open a file browsing window.
Select the file(s) you want to attach and click “Open” or “Attach.”

Specific Scenarios and Examples

Attaching an invoice for a client.

Dear [Client’s Name], I hope this email finds you well. Please find the attached invoice for the recently completed Project (…). The total amount due is $1,000, payable within 30 days of receipt. If you have any questions or concerns, please don’t hesitate to contact me. Thank you for your prompt attention to this matter.

Sending a Job Application with Attachments

Applying for a job typically requires attaching a resume and cover letter. To ensure your application gets the attention it deserves, craft a tailored subject line, such as Application for [Job Title – Your Name] . In the email body, keep it succinct while showing enthusiasm for the position. Express interest in the job and briefly explain why you’re a strong candidate.

Dear [Hiring Manager’s Name], I hope this email finds you well. I am writing to apply for the [Job Title] position, as advertised on [Job Board/Company Website]. With my experience in [relevant skills or industries], I am confident in my ability to contribute to [Company Name]. Please find attached my resume and cover letter for your consideration. I am looking forward to the opportunity to discuss my qualifications further. Thank you for considering my application.

Dispatching Event Invitations with Visuals

Event invitations often benefit from including visual elements to catch the recipient’s attention.

Dear [Recipient’s Name], You’re cordially invited to join us for [Event Name] on [Date] at [Time]! The event will be held at [Venue], and we have a fantastic evening planned, full of surprises. Kindly see the attached image for further information and a sneak peek of what to expect. Please RSVP by [Date] to confirm your attendance. We can’t wait to see you there!

(It’s also helpful to include any relevant information in the body of the email, in case the recipient cannot see the image.)

Frequently Asked Questions

How can i make sure my boss notices the file i’ve attached in my email.

To ensure your boss notices the attached file, mention the attachment clearly in the subject line and in the body of the email. You can use phrases like “Attached: [File Name]” in the subject line or “Please find the attached [Description of the File]” in the email body.

What’s the best way to describe files I’m sending over via email?

Include the file’s name, type (e.g., PDF or Word document), and a brief description of the file’s contents. This helps the recipient understand what to expect when opening the attachment and reduces confusion.

How should I respond to an email that requires me to attach a document?

When responding to an email that requires an attachment, start by acknowledging the request. Then, include the requested document as an attachment and mention the attachment in the email body. Also, provide some context about the content of the file. You can use phrases like “As requested, I’ve attached [File Name].”

Can you give me tips for attaching a file to an email on my phone?

Locate the attachment option in your email app, usually found at the bottom or top of the screen, indicated by a paperclip icon.
Select the desired file from your device and confirm the file selection in your email app.
Double-check the attachment has been added by looking for the file name in your email draft.

How do I write a coherent email when applying for a position with an attachment included?

Start with a clear subject line that includes the job title and your name.
Address the recipient professionally and maintain a polished tone throughout the email.
Introduce yourself and your intentions for applying for the position in the opening paragraph.
Mention the attached documents (e.g., resume or cover letter) and explain their contents.
Express your enthusiasm for the position and thank the recipient for considering your application.
Close with a professional sign-off (e.g., “Sincerely” or “Best Regards”).

What are some professional yet friendly phrases to indicate I’ve attached a document to an email?

“Please find the attached [Description of the File].”
“I’ve included [File Name] for your reference.”
“Attached to this email, you’ll find [Description of the File].”
“Kindly refer to the attached [File Name] for more information.”
2 Detailed Examples: How To Write a Professional Email
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COMMENTS

How To Address a Formal Letter Step By Step (With Template)
Line 2: The company they work for, if you are writing a formal business letter. Line 3: The company's street address. Line 4: The city, state and ZIP code. Line 5: The country if you are writing to someone in a different country. Line 6: Their phone number and/or email address.
How to Address a Letter: Addressing a Letter 101
Write your address, then the date you're writing the letter, and then add your recipient's address all on the left. You'll find a lot of businesses use this format in their formal letters. If you are using an indented paragraph format in your letter, align your address and the date to the right. Start your recipient's address on the ...
How to Address a Formal Letter
If your letter is addressed to the team of people, you may use the team or department name, for example "Dear Hiring Team:". 2. Use Sir or Madam if you do not know the recipient's name. "Dear Sir," "Dear Madam," or "Dear Sir or Madam" are all perfectly acceptable salutations for a formal letter.
How to Write a Formal Letter: Formatting, Tone & Templates
To write a formal letter, start in the top left corner. Write the sender's name or business, then write their address on the next line and their phone number one line below that. Skip one line, then write the date out, like "November 16th, 2015." Skip another line, then write the recipients name, job title, and address on their own respective ...
How To Formally Address a Letter to a Business (With FAQ)
1. Start with the header. Addressing a business letter starts with an appropriate heading at the top left side of the page, followed by a professional salutation. A typical heading for a business letter includes: Your full name. Your address. Your city, state and zip code. The best phone number to reach you.
How to Address a Letter (With Template, Tips and Examples)
For example, if you're writing a letter to apply for a grant, you want to include the date to reference the letter in the future. Leave a full line of space after dating the letter to make the address easier to read. 3. Include the recipient's contact details. Write the recipient's contact information below the date.
How to Address a Letter for Business: Our Expert Guide
2. Add the recipient's name. Print it at the top line of the address block centered in the middle of the envelope, a few lines below your information. 3. Include a title. If you know the person's job title, write it on the second line. If you don't have this information, put the name of the department instead. 4.
A Beginner's Guide to Writing a Formal Letter Sample That Leaves an
Before diving into the writing process, it's important to understand the purpose and format of a formal letter. A formal letter is typically used for official or professional correspondence. It follows a specific structure and includes specific elements such as the sender's address, date, recipient's address, salutation, body paragraphs ...
4 Ways to Address a Letter
4. Put the recipient's street address or P.O. box directly below their name. Write the number of the street address first, followed by the street name. Spell out the entire street name rather than abbreviating it if you're writing a business or formal letter. Additionally, capitalize the first letter of each word.
Formal Letter Format: How to Write a Formal Letter
4) Use the right greeting or salutation. The tip to starting a formal English letter is to greet the person you're writing to in the correct way. This is known as the 'Salutation'. If you know the name of the person you're writing to then use 'Sir' or 'Madam' here, otherwise write their full name, including their title.
The Simplest Rules About How to Address a Letter
It's critical you address your recipient professionally in the letter, even if you know them well. To do so, include a Ms., Mrs., Mr., Professor, or Dr. title before their first and last name. If you don't know their gender identity, simply include their first and last name. Additionally, include a "Dear" before their name.
How To Address a Formal Letter
1. Add your contact details. The primary details that you need to supply in the address section are your name and your address, which is also known as the return address. When you're using the modified block format, you need to place this section in the top right-hand corner of the document.
How to Address a Business or Professional Letter
How to Address a Letter: Mr., Dr., Ms., or Mrs. The appropriate title to use when writing to a man is Mr. For a woman, use Ms., even if you know the addressee's marital status. Ms. is more professional than Miss or Mrs, which may appear to be outdated. For a medical doctor or someone with a Ph.D., use Dr. as a title.
How To Address An Envelope or Letter
Mr. and Mrs. John Kelly. NOTE: Traditionally, a woman's name preceded a man's on an envelope address, and his first and surname were not separated (Jane and John Kelly). Nowadays, the order of the names—whether his name or hers comes first—does not matter and either way is acceptable. The exception is when one member of the couple ...
How to Address a Letter: A Simple Guide for Business Professionals
Use the Correct Closing. The closing is the final sentence of your letter, and it should be followed by a comma. The appropriate closing depends on the tone and formality of the letter. For a formal business letter: Use "Sincerely" or "Yours truly" followed by a comma. For a personal or informal letter: Use "Best regards" or "Warm regards ...
How To Address A Formal Letter
Here is how you should address an envelope. — Write Return Address. First, you should write your return address in the upper left hand corner of the envelope. This should include the sender's name and full address. If the postal service is unable to deliver the letter, they will return it to you at this address.
Formal Letter Format
Congratulations! You have finished the first part of the letter, and can move on to writing out the recipient's information. 3. Recipient's name and address on a formal letter. The recipient's information (the person you are sending the letter to) should always be formatted along the left-hand side of the letter.
How To Write a Formal Letter
1. Write your name and contact information. In the upper left-hand corner of the letter, include your name or your company's name. Follow it with your address in the lines below. 2. Include the date. Next, make sure to include the date of the letter in the upper left-hand corner.
Writing a Formal Letter—A Quick Guide
1. Write Your Name, Contact Information, and Date. To start your formal letter, write your name, contact information, and date on the left-hand side of the paper. Skip a line before the date so that it looks like this: Always start your formal letters with your name, contact information, and date. 2.
How to Write an Address: A Complete Guide
The recipient's building number and street name. Also include a suite number, apartment number, or P.O. box number on the second line, if necessary. The recipient's city, state, and postal code on the final line. The address should consist of three lines of text, one for each of the bullet points above.
How to Address an Envelope (Photos Included!)
You write the recipient's address horizontally and vertically centered, or right in the middle of the front side of the envelope. To write the recipient's address properly, you need the following information: The recipient's full name. The recipient's street address. The recipient's city, state, and zip code.
How to write a formal letter
Beginning and ending your letter. Beginning: Most formal letters will start with 'Dear' before the name of the person that you are writing to. You can choose to use first name and surname, or ...
3 Examples: How to Write an Email with an Attachment
Address the recipient professionally and maintain a polished tone throughout the email. Introduce yourself and your intentions for applying for the position in the opening paragraph. Mention the attached documents (e.g., resume or cover letter) and explain their contents.
How to Address an Envelope for 8 Different Cases and Occasions
For formal letters and invitations, include titles and the partner's first and last name. For informal occasions, such as holiday greeting cards, just the recipient names are appropriate. Mr. and Mrs. Harold Green or Harold and Christy Green Addressing an Unmarried Couple at the Same Address. When in doubt, go the formal route.
Addressing guidelines
Postal Box addresses with civic address and additional delivery information should contain: The addressee (first line) Additional delivery information (second line) Civic address (third line) Postal Box number and station information (fourth line) Municipality name, province or territory, and postal code (fifth line)

How to address a letter for business and job applications

1. Add your contact information

5 Things you need to include in an envelope

How to address a formal letter

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A Beginner’s Guide to Writing a Formal Letter Sample That Leaves an Impression

Understanding the Purpose and Format of a Formal Letter

Gathering Information and Planning Your Letter

Writing Your Formal Letter Sample

Closing Your Formal Letter Sample

How to Address a Letter

Letter Template

Writing an Address on an Envelope

Choosing the Right Title for Your Recipient

Formatting the Top of a Formal Letter

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Format of a Formal Letter

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Abbreviations Used in Letter Writing

Outline: A Covering Letter

Outline: A Letter of Enquiry

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Final Thoughts

The Simplest Rules About How to Address a Letter

How to address a letter

How to Address a Letter

How to Address Your Recipient

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