How to Address a Letter Properly
How to Address a Letter, Following proper etiquette is essential, whether addressing a letter to someone you know or sending one to a company. The goal is to make the recipient feel comfortable with you and ensure your letter gets to the right place.
To do this, you must address the envelope correctly and include your sender’s contact information in the upper left corner. This includes your name, company name, street address or P.O. Box, city, state, and zip code.
The Salutation
The salutation is the first word in the letter and sets the tone for what follows. The appropriate greeting for your letter depends on two critical factors: the person you’re writing to and the occasion.
When addressing a letter, it is standard practice to use an honorific and name, such as “Dear,” followed by the recipient’s title or first or last name (if you know them well). Include a courtesy title if you don’t know the person well enough to address them by first name.
In addition to the traditional form of greeting, there are many other alternatives. Most of these are more informal than the traditional forms of “Dear.”
German requires all or most specific salutations in letters, although abbreviations are permitted. The most common are Sehr geehrter Herr Dr. Schmidt or Sehr geehrte Frau Prof. Kramer, which can be substituted for the full titles if necessary.
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The Address
Whether you send a greeting card or write an official business letter, the address is essential to the correspondence process. The correct address ensures that your message is delivered correctly and helps your recipient get the most out of your communication.
The first line of an address consists of the house or property number (civic number), followed by the street name and apartment, unit, or suite number (if any). If you have a suffix on your street name, such as a “Lane” or “Block,” include that.
The second line of an address contains the postal code and province abbreviation. In Canada, the postal code comes in a letter-number-letter-space-number-letter-number format; if you need help writing it, see Canada Post’s addressing guidelines.
The Envelope
The envelope is a flat piece of paper that contains the material to be sent and is sealed by an opening or flap. It sends letters, greeting cards, and other paper-based mail.
Envelopes are often made of cardboard, paper, or plastic and come in various sizes and colors. They can be plain or printed with the recipient’s name and address.
They can also be stamped, tied with a ribbon, or embellished to add style. Various envelope types are available, but they all have one thing in common: They must be addressed correctly to ensure the letter reaches its destination safely and properly.
Generally, the guidelines for addressing an envelope are simple and easy to follow. However, many unique situations and occasions can make addressing more complex. To help you avoid confusion, we’ve compiled a list of helpful guidelines below.
The Closing
When writing formal letters, ending them with a proper closing is crucial. This can make or break your impression on your recipient and help establish a tone for future correspondence.
The closing of your letter should follow the same formatting rules as the rest. Start the closing on the same line as the last sentence in the body of the letter and capitalize the first word. Leave four lines of space between the closing and your printed name if you plan to sign the letter.
“Sincerely,” “Warm regards,” and “Yours truly” are all closes that work well for business letter closings. They all balance a business letter’s professional and personable tone and are ideal for cover letters, job inquiries, and other forms of formal communication.
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