How To Address a Formal Letter

how to address a letter

How To Address a Letter (With Template, Tips, and Examples)

Letters are formal, semiformal, or informal documents for conveying important information to contacts. When preparing one, you typically need to write an address that outlines who your intended recipient is. Learning to address a letter correctly can help show your written communication skills and set the tone for your message. In this article, we explain how to address a letter, provide examples, a template, and tips to make an address informative, and discuss addressing an envelope.

Learning how to address a letter is important because it introduces you and indicates who the letter’s recipient is. As your contacts may receive many letters daily, you want to address yours correctly to get their attention. Addressing a letter correctly can also help you make a good impression on the recipient because it’s typically the first aspect they read. For example, including a hiring manager’s name in the address shows you researched them before writing the letter.

If you send a letter through an individual or company, you also want to learn how to address the envelope correctly for them to know where to deliver it. For example, if you’re sending a physical copy of your letter to a mentor in another city, addressing the envelope can help the courier know where to deliver the letter.

How to address a letter in four steps

1. Start with your contact information

Before you write your letter, you want the recipient to know or remember you. This way, they can better understand the message you want to convey. Writing your contact information is also important if your recipient wants to connect with you after reading your letter. For example, suppose you’re applying for a job. Including your contact information helps the hiring manager understand how to contact you if you qualify for the next hiring stage. Write the following details as your contact information in the address:

2. Write the date

Next, write the date you sent the letter. Include this information in full by writing the month in words and noting the day and year in numbers. Writing the date is important for record-keeping. 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. You can research this professional online or connect with a contact individual if you need more information on who the recipient is. For example, if you’re writing a letter advocating for an environmental policy, you may contact a local authority or visit the government’s website for the information you need. Include the following information in this section:

4. Write a salutation

Including a greeting helps to convey your intended tone. For example, if you’re writing to a company requesting financial support for a program or event, you want to show professionalism with the salutation you use. Similarly, you can use a personal greeting if you’re writing to a contact you met at a social event. Evaluate who your recipient is to determine the appropriate greeting to use. Common examples of professional salutations to consider include “Dear,” “Hello,” or “Hi.”

Follow this information with the recipient’s title and name. For example, if you’re writing to a physician, you may start with “Dr.” More common titles include “Mr.” and “Ms.” Confirm the recipient’s preferred title if writing it in your letter is important. Otherwise, you may include only their full name. While you may use the phrase “To Whom It May Concern,” depending on your letter’s purpose, researching the recipient can help establish a connection with them.

Why is it important to address a formal letter correctly?

How to address a letter correctly is an important skill to learn, as a well-formatted address section conveys that you’re professional, precise and conscientious. You’ll typically use a formal letter for business, official and important matters, such as when you’re applying for a job or sending a formal thank you note after a job interview. Consequently, it’s important that you make a good impression and draw attention to your letter by using the correct format and providing error-free content, both in the address section and the body of the letter.

If you’re posting a letter, the address section is important as it supplies the address of the recipient. However, convention dictates that you still add this section even if you’re using a digital format and emailing your letter. Although the address isn’t necessary for delivery to the correct physical address in such an instance, this section still includes important information such as sender and recipient names, job titles and telephone numbers. It may also be useful for both parties to have a record of the other’s physical address details.

Specific Examples for How to Address a Letter

When addressing letters, remember to use the appropriate format and titles for the occasion at hand. There are many different occasions for writing a letter that will utilize different formats for addressing and sending. Use these examples for how to address a letter in order to visualize the above steps in action:

When you use standard conventions for addressing your letter, you can guarantee that your letters are well-received by your recipients. Follow our address etiquette guidelines to answer any other questions you may run into when drafting your letters.

how to address an envelope

  • Avoid abbreviations when addressing your letters. For example, common road names should read “Lane,” “Avenue,” “Street,” and so on. States should be written out as well.
  • If you’re addressing your letter in handwriting, make sure that you are writing legibly and with blue or black ink. Design an envelope that even the postal office will be impressed by! You can make addressing your letters a little easier by adding custom return address labels which will save you time writing.
  • When addressing a letter on behalf of a business, use the company’s office address.
  • Add an extra special touch to your outgoing mail. Using personalized stationery will add a creative element to your message and show just how much thought you put into your letter.

Don’t forget to have fun addressing your letters. Sending your thoughts on paper can be exciting and stress-free now that you have all the tips and tricks you need. If you’re looking to elevate your letters even more, use our guide on how to create formal address labels to help you customize your letter with style.

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7 Best Boarding Schools in India (2019) With Fees, Location & All Details

The Envoy Group

The Envoy Group

Therapeutic Boarding Schools don’t generally post their tuition online because they want to discourage you from falling into the temptation of price shopping. The reality is that the cheapest program is not necessarily going to do the most good for your struggling teen. Paying for a good therapeutic program is certainly a sacrifice, but you need to ask yourself, “If my son or daughter were to die tomorrow, what will I wish I had done?” Unfortunately, over the years we have heard several heartbreaking stories where parents did not act in time to help their teen.

The cost of a therapeutic or residential boarding school is usually dependent on the level of care needed. Residential boarding schools tend to cost less than therapeutic boarding schools because they do not offer therapeutic services from trained professionals, while therapeutic boarding schools tend to cost more (though not always) due to their employment of master’s degree level therapists, higher levels of safety precautions, and more staff equipped and trained to handle emergency situations.

If your teen is struggling with depression, ADD, anger, minor drug use, or is struggling at school, a residential boarding school may be a good fit for your teen. A structured and positive environment built to prevent teens from heading down the wrong path is usually enough to get them back on track.

However, some teens need full supervision or lock-down facilities. If your teen is a runaway risk, has threatened or hinted at suicide, is at risk of harming themselves, has participated in major drug or alcohol abuse to the point of near damage to body or mind, or has been diagnosed with ODD, RAD, OCD, PTSD, an anxiety disorder, anorexia or bulimia, bipolar disorder, or any major behavioral disorder, a therapeutic boarding school may be absolutely necessary for your teen.

The Lawrence School, Sanawar

Founded by Sir Henry Lawrence in the year 1847, The Lawrence School in Sanawar is undoubtedly one of the top boarding schools in India that follows the CBSE pattern. It is a co educational school and has one of the best teaching faculties among the list. The school is located on Sanawar Hills, which are at a one hour distance from Chandigarh, and a six hour drive from New Delhi.

Another Uttrakhand entry on the list of India boarding schools, Woodstock is a non-profit organisation which holds Christian minority status in India. This is a co-educational institution which was established back in 1854 in the small hill station of Landour near Mussoorie. It was initially managed as a girl’s only school but became a coeducational institution in 1928.

Annual Expenditure: One of the most expensive ones on the list of boarding schools in India, you will have to spend anywhere between 14,50,000 and 16,70,000 Rupees annually for your child’s education here. This fee is non inclusive of the one-time establishment fee of 4,00,000 and a refundable security deposit of 2,00,000 Rupees.

Are state boarding schools sponsored by independent schools?

Only a very few schools do have close links with some of the UK’s top independent schools. Wellington Academy is sponsored by the independent school Wellington College, and Holyport College is sponsored by Eton College, with students being able to use some of Eton’s facilities.

Most importantly, state boarding schools cannot and do not charge for education, as this cost is covered by the state. Class sizes may be larger than an independent school and more in line with state day schools, which can have anything from 22-29 students. They may have slightly shorter holidays than independent schools; many schools that offer Saturday morning lessons will have shorter terms than state day schools.

Are state boarding schools regulated and inspected?

The boarding facilities, pastoral care and the quality of teaching is inspected by Ofsted regularly, and there is an Ofsted boarding inspection every three years. These reports are can be viewed online.

In most state boarding schools, the majority of children are day students – but many of them enjoy an extended day alongside the boarders. Some schools, such Gordon’s School charge a compulsory ‘day boarding’ fee of several thousand pounds to all day students, which covers after-school activities. Others, such as Wymondham College, will offer free day places for students who attend only for normal school hours attendance, and charge a day ‘boarding fee’ for students who want to stay for breakfast, dinner, extra-curricular activities, and study support.

Day students can enjoy the benefits of boarding life while still sleeping in their own bed every night and without paying boarding fees. They get access to the specialist teaching, sport and arts facilities found at an independent school, a broad extra-curricular programme, and the opportunity to stay at school for an extended day to complete prep/homework.