How to Address a Letter Properly: Everything You Need to Know

In the corporate world, a professional connection can lead to a long-term partnership or enable you to improve customer retention. When it comes to writing a business letter or how to address a letter, you are supposed to begin with an acceptable greeting. Most people know they are going to end a letter with “sincerely” or “best wishes,” but how do you begin one? If you send a cover letter or an email, professional greeting must always be provided!

To assist you how to address a business letter, whether formal or informal, we have come up with several tips and tricks used by experienced marketers, CEOs and office staff. The notion how to address a formal letter can vary in the different ways we are going through. Let us begin with some helpful tips on how to address an envelope.

How to Address an Envelope

In order to address a letter properly, you must aware of the following pieces of information about ‘who is the recipient’ and what your recipient address is; in addition, you must be undoubtful of the correctness of your exact address.

1. Name and Address in the Top Left Corner of the Envelope

address a letter

It is necessary to put your own address on the letter so that it can be returned to the post office if it cannot be sent. Utilize your pen or pencil to write your name in the top left corner of your envelope. Write your street address/P.O. Box. under your name. Below your street address, enter your area, state, and zip code.

2. Recipient’s Full Name in the Middle of the Envelope

address a letter

Provide the preferred title of the person, like Mr., Ms., or Dr. while writing letter address. Then, write their first and last name, capitalizing on the first letter of each name.

If you are writing to a pair, give them both names unless they want to be addressed as Mr. and Mrs. For a family, write a family name for a casual letter. If you send a formal letter to a family, write the names of the parents on the first row, then write the names of the children on the line below the parents.

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3. Company Name on the Next Line for a Business Letter

address a letter

If you are writing a personal letter, you do not have to write the business name. Nevertheless, it will help your letter hit the right person in a company if you compose a letter for work. Put the name of the organization on the line below the name of the recipient.

4. Recipient’s Street Address or P.O. Box

address a letter

Write the street address number immediately, followed by the street name. Write the full name of the street instead of abbreviating it if you are writing a business letter or a formal letter. In addition, capitalize on the first letter of each word.

5. Apartment or Office Number on the Address Line


Some addresses include an apartment/flat number or an office number. To make sure that your letter reaches, always provide this information right after the name of the street or on the line below. Mark an apartment as “apt.” or “apartment.” Put “office” or “suite” if you send a letter to the workplace.

6. City, State, and Zip Code

address a letter

Just below the street address, write down the area, followed by a comma. Then place the state and the zip code. Be sure to capitalize the city and the state.

7. Country Name after the Address for an International Letter

address a letter

You just need to add the country if you send foreign mail. If so, please enter the name of the country where your recipient resides directly below their address. State the name or abbreviation of the nation using all capital letters.

8. Postage Stamp in the Top Right Corner

address a letter

The postal service cannot distribute the mail unless you have the postal service. Apply a stamp to the top right corner of your package/envelope to make sure it hits its target point/destination.

Format of Formal Letter

Addressing a letter particularly a formal letter entails you to consider certain notions beforehand; you must ponder over ‘how to write address on a letter’, for this you need to know how to write your address and your recipient’s address properly. Here are some of the crucial tips and steps you need to follow if you are seeking how to address a letter to a company.

1. First and Last Name in the Upper Left-Hand Corner of the Letter

address a letter

Use the absolute, unabbreviated form of your name whenever you write a formal or professional letter. If you have a common name, or if you assume there is a risk that you may be mistaken with somebody else, you may also add your middle initial or other distinguishing attribute, such as the “Jr” suffix.

2. Name of Your Company on the Next Line

address a letter

If you deliver your letter as part of your work, the name of your boss should be on the line immediately below your name. In this way, your recipient will know who you depict right off the bat and why you may be writing.

3. Street Address

address a letter

Writing ‘to and from on a letter’, you begin with the street number, then provide the street name. Make sure to spell out the full name of the street on your address line. Specifically, you can put, “Mulberry Lane,” not “Mulberry Ln.”

4. City, State, and Zip Code

address a letter

Write the name of the city first, then add a comma. Write your state and zip code just after comma. Be certain to capitalize both your city and your state, and spell it out appropriately.

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5. Phone Number and/or Email Address

address a letter

It is better to include your phone number or email address so that your recipient has some way of contacting you. If you wish to provide both pieces of information, first mention your phone number, then enter your email address on a new line.

6. Recipient’s Name on a New Line

address a letter

Sticking to this letter address example, the next step is to include the name of recipient. If you do not know the full name of the person, use only their last name, along with a suitable title, such as “Mr.”, “Dr.” or “Chancellor.” You may also state the title of your recipient in addition to their full name for a more formal or pious effect.

7. Recipient’s Job Title If It Is a Business Letter

address a letter

Use the next line to recognize the location of your recipient, workplace, department or special authority. The title line is based on the identification details contained in the name line.

8. Name of the Company Your Recipient Works For

address a letter

On the line below the title of your recipient, provide the full name of their boss or the particular organization they serve. This helps guide your letter to the right person in the right department. It also means that your letter is a formal letter.

9. Recipient’s Full Address

address a letter

In a business letter, you will use the address of your recipient, and in a personal letter, you will just use their home or private address. Be certain to place the city, state, and zip code on a different line under the street address.

10. Write the Date

address a letter

Leave a space after your address to write the date you are writing your letter. Enter the full name of the month, then the numerical day and year. For example, you would write “September 4, 2020” contrary to “Sept. 5, 2020” or “9-4-20”.

address a letter

Here you go! A holistic form of a letter is given above for you to have a crystal clear insight of how to address a formal letter. In addition to be insightful of the letter address format, you would understand other mandatory constituents; this will, in a nutshell, will address your confusion on ‘how to address a letter.

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