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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.
If you don’t know how to address a letter, you’re in luck because it’s a straightforward process once you know what to include and how to format it. In this article, we’ll cover how to address a letter in four simple steps, and we’ll share some examples of letter formats so you can see how it’s done.
Formal letters always begin with an address that includes sender and recipient contact information, the date and a salutation. Knowing how to address a formal letter is important for professional or official communications.
It’s not just about ensuring your mail arrives on time — it’s about accuracy, clarity, and understanding the conventions that make our postal system work seamlessly. In this guide, you’ll learn the correct way to write an address in over 21 specific scenarios in the U.S. and abroad.
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.
This article will give you a complete guide on how to write an address and provide examples of common postal address formats.
1 Start by putting your contact information at the top. This longstanding rule makes sense: you want the person you’re addressing to readily know who you are, where you’re coming from, and how they can respond to you.
If you are writing an address in the body of a letter, use punctuation. Example: Please send mail to Jessie Santana, 4325 W. Palm Beach Rd., San Francisco, CA 94116. If the article or the existing discussions do not address a thought or question you have on the subject, please use the "Comment" box at the bottom of this page. Share Tweet Email.
To address a formal letter, use the salutation “Dear” and then the person’s title and surname, for example “Dear Mr. Smith.” Alternatively, if you don’t know who the recipient of the letter will be, use a general salutation, such as “To whom it may concern” or “Dear Sir or Madam.”
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: