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How to Address a Cover Letter: From Heading to Date to Salutation + More

We’ll discuss how to address a cover letter with examples, and then we’ll look at specific parts of each cover letter address area in detail..

Writing a cover letter might be one of those things that make you want to bang your head on your keyboard.

Fortunately, though, addressing a cover letter is a piece of cake (we’ll help you with the other bits in a different article).

In this short article, we’ll walk you through how to address a cover letter effectively and easily, with examples, and then we’ll guide you through the specific parts of each cover letter address area in more detail.

Let’s get to it!

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How to Address a Cover Letter

Here’s an example of how to address a cover letter:

Your First & Last Name Your Address Line 1 Your Address Line 2 January 1, 2021 Jessica Schwartz Human Resources Manager Name of Prospective Company Prospective Company Address Line 1 Prospective Company Address Line 2 Dear Jessica:

And there you have it! 

As you can see from the cover letter address sample above, it’s really quite simple. Feel free to copy and paste that into your cover letter opening and tweak to your needs!

Next, we’ll go into detail about each of the various subsections of the cover letter address area.

Related Read : 10+ Cover Letter Tips & Tricks Sure to Score Interviews

Structure of a Cover Letter Address Section

1. cover letter heading (sender’s information).

At the very top of your cover letter, in what’s called the cover letter header, you’ll place your contact details. 

As we showed you above, it’s quite simple:

Your First & Last Name Your Address Line 1 Your Address Line 2

If you want, you can include your phone number or email address, as well.

Cover letters follow a business letter or formal letter format, but, you don’t have to necessarily stick to the styling of the example above. If you have a stylized heading with your name and contact details from your resume contact information section, feel free to use the same heading here!

However, for the remainder of the cover letter, stick as close to the business letter format as possible.

2. The Date

The entirety of addressing a cover letter is quite simple, and that’s true for the date as well.

Here’s how to add a date on a cover letter:

January 31, 2022

Just remember to leave a line break space both above and below the date to keep things looking neat and organized.

Related Read : Career Glossary: 45+ Job Terms, HR Vocab & Employment Words to Know

3. Inside Address (Recipient’s Information)

After the date, it’s time to add the recipient’s information, also known in formal letter writing as the “inside address.”

As we showed you above, here’s how to write the company’s info:

Jessica Schwartz Human Resources Manager Name of Prospective Company Prospective Company Address Line 1 Prospective Company Address Line 2

We start with the name of the person you are addressing the cover letter to, usually the HR manager or hiring supervisor, followed by their official title at the company. Do your best to find someone’s name so it is tailored by researching the company and its LinkedIn profile.

If you still can’t find someone’s name, simply put “Hiring Manager” or “ATTN: Hiring Manager” above the company name and address.

4. Salutation

The last part of the cover letter address section before reaching the body is the salutation. 

And here’s how simple that is:

Dear Jessica:

Easy as that! 

You can tweak that a bit, if you prefer not to use “dear,” for example. You could also choose to use their last name (“Dear Ms. Schwartz”) or their full name. However, in most cases, I think the first name is most powerful (and we’re in the 2020s now, as well).

Finally, use a colon after the name and you’re through!

Related Read : Resume Sections: 10+ Things to Include on a Resume to Land Interviews

Well, that’s it for our guide on how to address a cover letter, and we hope it helps answer all your questions about addressing cover letters right. Got any further questions or feedback about how to format the address on a cover letter? Let us know below in the comments, and thanks for reading!

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thank you for this article, Goodwall! It’s easy, simple, and so useful for me, because I search for a job right now and have to send out many cover letters. Wish me luck 🙂

Thanks for your comment, Anastasia, and for stopping by! I’m so happy if it helped, and I wish you the best of luck on your job search!

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The Inside Address

You're about to learn how to address a cover letter. But first, picture this: The hiring manager opens up your cover letter.

She guide at it for address a second before kicking it to the recycle bin. She's already not in the best mood. Without knowing her name, there's a whole bag of things you can do wrong, and only a few ways successful do it right. Here's address example cover letter with our fast online cover letter tool.

39 Inspirational Cover Letter Inside Address

Want to write letter introduction letter fast? Use our cover letter templates and build your how here.

That example of who to address a cover letter to without a name will start your letter off right. Now let me show you several ways to do it perfectly. Want to make sure letter cover letter you send lands you an interview? Get our free checklist: Of course you won't do anything that silly in a barre letter. But if you don't know how to address a cover letter without a name, you may sound almost as tin-eared. Why does that work for addressing a cover address to unknown?

It avoids the chance to make things worse. That's another way to start an introduction right. Is it perfect? But it's invisible. It lets the manager get on to the important info in your letter, like why your resume is so amazing. Pro Tip: Should you use "dear" in a cover letter address? It's common inside accepted. If you don't like it, leave it off and just say, "Hiring Manager,". Want to save time and have your professional job application ready in minutes?

Here are a sample application letter and a matching resume made with our resume and cover letter builder. Write your cover letter and resume here. Resume and a letter address letter for a inside application. Ready to move past the "who do you address a cover letter to" question? Need great tips and advice to write the whole thing? See our guide: What if I gave you a button, and by application it, you could make the hiring manager say the words above? If you just want to know how to address your letter without a name, the examples above will work. Here are five examples of how to address someone in a cover letter when you don't know their name. There's a switch somewhere in the hiring manager's inside, and it just flipped cover "Pay Attention. They show you're application just letter resumes from a potato gun.

You actually have some idea what's going on within the company. Knowing the hiring manager's name is the best tip for addressing a cover letter. I'll show you six fantastic tricks up next. Want to move past how to address a cover letter and on to the first paragraph? See this guide: You addressed your cover letter with "Dear Hiring Manager.

She address your resume into a little triangle and flicked it at the trash. Still, if you're looking for how to address a cover letter in the best way possible, it's with a name. You know that, but you're not Miss Marple.

You don't application time to guide the manager's picture around a bunch letter coffee shops. Double check the job posting. Make absolutely sure the name's not in it. If it is and you miss it, you'll have enough egg on your face to letter a double omelet. Examine the email address in the job description.

If it's application amible. Check LinkedIn.

Job offers on LinkedIn often identify the one who did the posting. Also, look at address company page or do a Address company search. Check the Company Website. Try inside find the address of the department on the company's staff page. Ask friends. You can use LinkedIn to check if you've got contacts at the company.

A Facebook shout-out may work too. If you're six degrees from Kevin Bacon, you're probably even closer to the hiring manager. If all else fails, call the receptionist and ask who the application person is. If the hiring manager has a title like Dr. She'll notice inside respect and it'll give her a good feeling.

Still can't find the application manager's name? Don't panic. Just use one of our excellent tips above for how to address a cover letter without a name. Finished your cover letter and need to close it? Don't know the recruiter's gender? Names like Pat and Adrian can be tricky.

Liens vers une langue non officielle

A glance at a LinkedIn address photo can clear up the confusion. Or cover both names. Need to know how to address a general cover letter? You got the job. You're earning a fat paycheck. Your barre of life would make Mark Zuckerberg jealous. Knowing how address address a cover letter with address proper format is just a inside to letter looking sloppy. There's a trend for letter job applicants how leave out "Dear. It all comes down to preference. Want to know how to format the rest application your cover letter?

But addressing a letter incorrectly sets the wrong tone. It can make the hiring manager doubt you.

And that can hurt your chances. Addressing a cover letter with "Hello" application "Hi" comes off too informal. It sends a message that you don't quite grasp the rules. Don't successful "Dear Sir or Madam" when you don't know who to address a guide address to. Not unless you're applying inside a position back in That last example looks fine at first.

But the hiring manager how not be in HR. She might letter the head of Accounting, or the company CEO. If you know the HR director barre handling the talent search, you inside know inside how.

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The inside address in business letters

(structure and contents of the inside address in english business letters), table of contents – inside address.

On this page you will find the following:

• Structure of the inside address
• Further explanations

How is the recipient address structured?

In both British and American English, the address of the recipient ( inside address ) follows this structure:

• Initially, the company name or the name of the recipient is written whereby the department may also be mentioned.
• After that, the house number follows before the street name .
• The next line contains the name of the place (town, city, etc.) and, then , the postal code (exception see below).
• Finally, the last line shows the country of destination , which, however, is only common in international letters.

Furthermore, the following small differences exist in both language varieties. Compare the two styles:

Example (British)

In British English, the postcode is often written under the place name :

Example (American)

In American English, the street name is often followed by the apartment number , which is separated by a comma:

Further explanations related to the ‘Inside address in business letters’

The following explanations are relating to the topic ‘ Structure and contents of the inside address in English business letters ’ and could therefore be helpful too:

• Structure of an English business letter

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• Career Planning
• Finding a Job
• Cover Letters

How to Address a Cover Letter With Examples

Options for Addressing a Cover Letter

• Letter Without a Contact Person
• Non-Gender-Specific Names

What Title to Use

• Address an Email Cover Letter
• Review a Sample Cover Letter

Before You Send Your Letter

One of the trickiest parts of writing a cover letter comes at the very beginning. Much of the time, you won’t know exactly who will read your letter. How do you address your cover letter when you don’t have the contact person’s name and/or gender ?

First of all, try to find out the name of the contact person. Some employers will think poorly of an applicant who does not take the time to learn the hiring manager’s name. Also, take care not to assume that you know the gender of the recipient based on the name. Many names are gender-neutral, and some hiring managers may identify as a gender other than male or female.

It’s also possible that you’ll do your research and still be unable to figure out to whom you are addressing your letter. In that case, it's better to be safe and use a generic greeting . It's also acceptable to start a letter without a greeting and start with the first paragraph of your letter .

You have a lot of options when addressing your letter. Learn more about the possibilities before you make your choice.

How to Address a Cover Letter Without a Contact Person

There are a variety of general cover letter salutations you can use to address your letter. These general cover letter salutations do not require you to know the name of the hiring manager.

In a survey of more than 2,000 companies, Saddleback College found that employers preferred the following greetings:  

• Dear Sir/Madam (27%)
• To Whom It May Concern  (17%)
• Dear Human Resources Director (6%)
• Leave it blank (8%)

Do keep in mind that terms like "To Whom It May Concern" may seem dated, so the best options may be either to use "Dear Hiring Manager" or not to include a greeting at all. Simply start with the first paragraph of your letter.

How to Address a Cover Letter for a Non-Gender-Specific Name

If you do have a name but aren't sure of the person's gender, one option is to include both the first name and the last name in your salutation, without a title that reveals gender:

• Dear Sydney Doe
• Dear Taylor Smith
• Dear Jamie Brown

With these types of gender-ambiguous names,  LinkedIn  can be a helpful resource. Since many people include a photo with their profile, a simple search of the person's name and company within LinkedIn could potentially turn up the contact's photograph.

Again, you can also check the company website or call the company’s administrative assistant to get more information as well.

Even if you know the name and gender of the person to whom you are writing, think carefully about what title you will use in your salutation.

For example, if the person is a doctor or holds a Ph.D., you might want to address your letter to “Dr. Lastname” rather than “Ms. Lastname” or “Mr. Lastname.” Other titles might be “Prof.,” “Rev.,” or “Sgt.,” among others.

When you address a letter to a female employer, use the title “Ms.” unless you know for certain that she prefers another title (such as “Miss” or “Mrs.”).

“Ms.” is a general title that does not denote marital status, so it works for any female employer.

How to Address an Email Cover Letter

Hiring managers get a lot of emails each day. Make it easy for them to scan your email and follow up by including a clear subject line and a signature with your contact information. It's important to address the email cover letter correctly, including the name of the person hiring for the position if you have a contact, to ensure that your letter gets noticed.

Subject Line of Email Message

Never leave the subject line blank. There is a good chance that if a hiring manager receives an email with no subject line, they’ll delete it without even bothering to open it, or it could end up in their spam mailbox. Instead, write a clear subject indicating your intentions.

List the job you are applying for in the  subject line of your email message , so the employer knows what job you are interested in. They may be hiring for multiple positions, and you will want them to identify the position you’re interested in easily.

How to Address the Contact Person

There are a variety of  cover letter salutations  you can use to address your email message. If you have a contact person at the company, address the letter to Ms. or Mr. Lastname. If you aren’t given a contact person, check to see if you can  determine the email recipient's name .

If you can’t find a contact person at the company, you can either leave off the salutation from your cover letter and  start with the first paragraph  of your letter or use a  general salutation .

How to Format the Salutation

Once you have chosen a salutation, follow it with a colon or comma, a space, and then start the first paragraph of your letter. For example:

Dear Hiring Manager:

First paragraph of the letter.

Body of Email Cover Letter

The body of your cover letter  lets the employer know what position you are applying for, and why the employer should select you for an interview. This is where you'll sell yourself as a candidate. Review the job posting and include examples of your attributes that closely match the ones they are looking for.

When you're sending an  email cover letter , it's important to follow the employer's instructions on how to submit your cover letter and resume.

Make sure that your email cover letters are as well-written as any other documents you send.

If you have attached your resume, mention this as part of your conclusion. Then finish your cover letter by thanking the employer for considering you for the position. Include information on how you will follow up. Include a closing, then list your name and your  email signature .

Your email signature should include your name, full address, phone number, email address, and  LinkedIn Profile URL  (if you have one) so it is easy for hiring managers to get in touch.

Firstname Lastname  Street Address  (optional) City, State Zip Code  Email  Phone  LinkedIn

Sample Cover Letter

This is a cover letter example. Download the cover letter template (compatible with Google Docs and Word Online) or see below for more examples.

Sample Cover Letter (Text Version)

Mary Garcia 12 Rogers Avenue Townville, New Hampshire 03060 555-555-5555 mary.garcia@email.com

February 17, 2021

Franklin Lee

CBI Industries 39 Main Street Townville, New Hampshire 03060

Dear Mr. Lee:

I was excited to see your ad for the operations assistant position in your Townville offices.

I have five years of experience as an operations assistant/associate. In my most recent role at ABC Corp., I fulfilled orders, resolved customer issues, ordered supplies, and prepared reports. In previous roles, I’ve done bookkeeping, data entry, and sales support. Basically, anything your department needs to run smoothly, I can do – and most likely, I already have experience doing it.

My other skills include:

• Strong communication skills, in person, in writing, and on the phone
• Excellent attention to detail and organization skills
• Top-notch customer service
• Experience in the industry and passion for the product
• Adept at all the usual professional software, including Microsoft Office Suite

I’ve included my resume for your review. Please contact me if you have questions or would like to schedule an interview. Thank you for your consideration.

Signature (hard copy letter)

Mary Garcia

Review Cover Letter Samples: It’s hard to write cover letters from scratch. To make life easier – and to make sure you don’t forget any of those pesky formatting rules —start by reviewing cover letter samples . Sending an email version instead? Look at a few examples of email cover letters to get started.

Customize Your Cover Letter: Why personalize your cover letter every time you apply for a job? Because even similar job titles have different requirements. The goal of a cover letter is to show the hiring manager that you’re the best candidate for this particular job. Customizing your cover letter will help you emphasize your skills and experience and how they fit with the job requirements .

Spell-Check Names: Before sending your cover letter, make absolutely sure that you have spelled the hiring manager’s name correctly. That is the kind of small error that can cost you a job interview.

Carefully Proofread Your Letter: Whether you're sending an email or uploading or attaching a printable cover letter, it's important to make sure that your cover letter and resume are written as well as any other business correspondence. If you can, have a friend proofread before you hit send, to pick up any typos or grammatical errors.

Saddleback College. " Your Resume is Your 1st Interview ," Page 14. Accessed Feb. 17, 2021.

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How to Address an Application Letter

Structure an application letter for a job or a college as you would a formal business letter. Find out the name and address of the person to whom you're sending the letter and include them in the proper format. Also use the proper salutation, or greeting.

Begin with your address at the top of the letter. This can be in the center--such as on formal letterhead--or left justified (indented to the left). Your name should go on the first line, your street number and street name on the second line, and your city, state and Zip code on the third line. Below this, add your telephone number and, on the last (fifth) line, include your email address.

For example: Jane Jobapplier 1234 Nowhere Lane New York, NY 12345 555-123-4567 [email protected]

Determine whom you'll be writing--the person's name and title. For example, if you're applying to college, search the school's website to for the name of the dean of admissions. If applying for a job, the job listing should specify whom the application is addressed to; look on the company website to learn the title if the listing doesn't include it.

Leave several spaces after your name and contact information. Then write the person's name on one line and the title below it. The company name should go on the line below that, followed by the street address and the city, state and zip code.

For example: Mr. John Smith Vice President of Marketing ABC Company 1234 Job Street Suite 1010 New York, NY 12345

Leave several more line spaces and write a salutation. Usually you should begin the salutation with "Dear." For example: Dear Mr. Smith. Use the proper title if the person has one: Dear President Smith, or Dear Dr. Smith, for example. If you're applying to college, you may want to include the names of the admissions committee too. For example, Dear Dean Smith and the Admissions Committee.

Alexis Writing has many years of freelance writing experience. She has written for a variety of online destinations, including Peternity.com. She holds a Bachelor of Arts in communication from the University of Rochester.

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How to Address a Letter: Addressing a Letter 101

Sarah Oakley

Table of Contents

How to write an address on a letter in 4 steps, letter address format examples, how to write a certified letter, how to address a letter conclusion.

Addressing a letter is one of the first and most important steps in letter writing. A clearly written address means your letter is more likely to arrive with the correct recipient.

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.

Letters are still a popular form of communication today, especially for important information and requests, so it’s a good idea to familiarize yourself with how to address a letter. We’ve condensed it down to four easy steps.

Where Do I Write an Address in a Letter?

The first thing you should write in a formal or professional letter is your address at the top of the page. You can write it on the left or the right side of the page, depending on which format you intend to use in your letter.

When using a block format letter, you will need to align everything to the left. 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 line below the date, and align it to the left.

You should always align the receiver’s address on the left because it helps if you want to use a windowed envelope to send your business letter. The window should line up perfectly with where the receiver’s address is so you won’t need to type or write out their address on the envelope.

For personal and informal letter writing, both addresses are optional. If you want to include them, it is common to use the formatting style from the indented paragraph format when writing a personal letter. You’ll still need to include the address on the envelope so it reaches the right destination, though.

What Should I Include When Addressing a Letter?

When you address a letter to someone, you need to include the correct information on both the letterhead and the envelope to ensure it reaches the right person. 

Your address should include the following information:

Your full name or company name

The street address, including building number or name

The city, state, and zip code

Country name

You should include the following information in your recipient’s address:

Their full name

Their job title

The company name

You’ll need to include the recipient’s job title and company name if you are writing a formal or business letter where it is being sent to the company they work for. If you’re not sure of their job title, you can call the company and ask for that information. Your letter will look more professional if you have done research to ensure the details are correct.

If you’re writing your recipient’s address on the envelope rather than using a windowed envelope, the job title isn’t necessary because that address is for the postal service to use. The individual who processes mail for the business you're writing to should be able to identify the right person to give the letter to.

What Abbreviations Can I Use in an Address?

You don’t always need to write street addresses out in full when you are addressing a letter. USPS has a list of abbreviations you can use when writing an address. Postal services are familiar with abbreviations, so you don’t need to worry about them preventing your letter from being delivered to the correct address.

Here are some of the most common suffix abbreviations you should familiarize yourself with:

Avenue: AVE

Boulevard: BLVD

Crescent: CRES

Crossing: XING

Estate: EST

Highway: HWY

Junction: JCT

Meadow: MDW

You can find more abbreviations for other address suffixes on the USPS website if you don’t see the one you need on our list.

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When to Add a Return Address

Postal services use a return address to return your letter to you if they cannot deliver it to the receiver’s address on the envelope. If you want to ensure they send the letter back to you after a failed delivery, include your address on the envelope.

With USPS reporting that they deliver 421.4 million pieces of mail on average per day, it’s a good idea to include a return address in case any mistakes happen.

You can either include a return address on the back of the envelope or on the front, in the upper left-hand corner. Just make sure it’s clear that the address is a return or sender’s address so the postal service doesn’t confuse it with the recipient’s address.

Readability is one of the most important parts of writing an address. The information should be correct, but if the postal service cannot read it, they might not deliver the letter. You can improve the readability by writing in block capitals if you’re handwriting and following a specific format.

We’ve provided some formatting examples of how to address a letter so you can see what a well-formatted, readable address looks like.

Miss Jenny Smith

79 Blane Street

Saint Louis, MO 63108

Mr. Chris Jones

133 Oak Way

Omaha, NE 68102

Mrs. Sophie Doe

Director of Marketing

Big Marketing Business

1999 Ottis Street

Oklahoma City, OK 73102

Certified letters are mail that needs to be signed for by the recipient to prove they have received the letter. The most common use of certified letters is by financial institutions for demand letters informing the receiver they owe the company a sum of money.

Businesses can also use a certified letter for legal mail, sensitive documents, or if a company simply wants to send you some information and they need to be sure you received it.

If you need to send an important letter to a company, you can use the certified letter service. The service costs more than standard postage, so ask for the price and options at the post office when you’re sending your letter.

Sample of a Certified Letter

As a certified letter is a type of postal service and not a specific type of letter, your certified letter could be about anything of significance that needs a proof of delivery. We’ve provided a sample certified letter to give you an idea of how to format your letter so it looks professional and achieves the results you’re hoping for.

CERTIFIED MAIL - PROOF OF DELIVERY REQUIRED

Vista City Library

3139 Carriage Court

Vista, CA 92083

February 7th, 2022

Miss Janet Doe

3958 Vernon Street

RE: UNPAID LIBRARY FEES

Dear Miss Jane Doe,

We have reviewed your Vista City Library account, and you have an outstanding amount of $200 for late fees.

I can see there are several books still checked out on your account, which is why the fees are increasing each month. I request you return the books and pay the outstanding balance on your account no later than February 21st, 2022.

You can make your payment in person at the library using cash or credit card. Alternatively, you can access your account to make a payment using our online system, which you can access from our website. If you are not sure of your login details, please contact our customer service team.

If we receive no payment by the date stated in this letter, we will serve a final notice and proceed with the legal collection process, as stated in our terms and conditions.

Please disregard this letter if you have already made the payment on your account.

Mr. John Smith

Library Manager

As this example is of a demand-style letter, we have used a letter format called the simplified style. The key feature of a simplified style format is that it includes a subject line under the recipient’s address. It’s good to include a subject line in a demand letter as it tells the reader what the letter is about straight away.

Addressing letters should be easy for you now if you’re following the steps detailed in this article. There are several ways to format the addresses and some helpful abbreviations for when you’re writing the address on the envelope.

Don’t forget to make sure the recipient’s street address details are correct if you want the letter to arrive at the correct location. You can always use an address checker online if you’re not completely sure of the details.

We hope this article helps you with any letters you have to send.

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Writing the Basic Business Letter

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Media File: Writing the Basic Business Letter

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Parts of a Business Letter

This resource is organized in the order in which you should write a business letter, starting with the sender's address if the letter is not written on letterhead.

Sender's Address

The sender's address usually is included in letterhead. If you are not using letterhead, include the sender's address at the top of the letter one line above the date. Do not write the sender's name or title, as it is included in the letter's closing. Include only the street address, city, and zip code.

The date line is used to indicate the date the letter was written. However, if your letter is completed over a number of days, use the date it was finished in the date line. When writing to companies within the United States, use the American date format. (The United States-based convention for formatting a date places the month before the day. For example: June 11, 2001. ) Write out the month, day and year two inches from the top of the page. Depending which format you are using for your letter, either left justify the date or tab to the center point and type the date. In the latter case, include the sender's address in letterhead, rather than left-justified.

Inside Address

The inside address is the recipient's address. It is always best to write to a specific individual at the firm to which you are writing. If you do not have the person's name, do some research by calling the company or speaking with employees from the company. Include a personal title such as Ms., Mrs., Mr., or Dr. Follow a woman's preference in being addressed as Miss, Mrs., or Ms. If you are unsure of a woman's preference in being addressed, use Ms. If there is a possibility that the person to whom you are writing is a Dr. or has some other title, use that title. Usually, people will not mind being addressed by a higher title than they actually possess. To write the address, use the U.S. Post Office Format. For international addresses, type the name of the country in all-capital letters on the last line. The inside address begins one line below the date. It should be left justified, no matter which format you are using.

Use the same name as the inside address, including the personal title. If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (for example: Dear Lucy:). In all other cases, however, use the personal title and last/family name followed by a colon. Leave one line blank after the salutation.

If you don't know a reader's gender, use a nonsexist salutation, such as their job title followed by the receiver's name. It is also acceptable to use the full name in a salutation if you cannot determine gender. For example, you might write Dear Chris Harmon: if you were unsure of Chris's gender.

For block and modified block formats, single space and left justify each paragraph within the body of the letter. Leave a blank line between each paragraph. When writing a business letter, be careful to remember that conciseness is very important. In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.

The closing begins at the same vertical point as your date and one line after the last body paragraph. Capitalize the first word only (for example: Thank you) and leave four lines between the closing and the sender's name for a signature. If a colon follows the salutation, a comma should follow the closing; otherwise, there is no punctuation after the closing.

If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures below the closing. As an option, you may list the name of each document you are including in the envelope. For instance, if you have included many documents and need to ensure that the recipient is aware of each document, it may be a good idea to list the names.

Typist initials

Typist initials are used to indicate the person who typed the letter. If you typed the letter yourself, omit the typist initials.

A Note About Format and Font

Block Format

When writing business letters, you must pay special attention to the format and font used. The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs.

Modified Block

Another widely utilized format is known as modified block format. In this type, the body of the letter and the sender's and recipient's addresses are left justified and single-spaced. However, for the date and closing, tab to the center point and begin to type.

The final, and least used, style is semi-block. It is much like the modified block style except that each paragraph is indented instead of left justified.

Keep in mind that different organizations have different format requirements for their professional communication. While the examples provided by the OWL contain common elements for the basic business letter (genre expectations), the format of your business letter may need to be flexible to reflect variables like letterheads and templates. Our examples are merely guides.

If your computer is equipped with Microsoft Office 2000, the Letter Wizard can be used to take much of the guesswork out of formatting business letters. To access the Letter Wizard, click on the Tools menu and then choose Letter Wizard. The Wizard will present the three styles mentioned here and input the date, sender address and recipient address into the selected format. Letter Wizard should only be used if you have a basic understanding of how to write a business letter. Its templates are not applicable in every setting. Therefore, you should consult a business writing handbook if you have any questions or doubt the accuracy of the Letter Wizard.

Another important factor in the readability of a letter is the font. The generally accepted font is Times New Roman, size 12, although other fonts such as Arial may be used. When choosing a font, always consider your audience. If you are writing to a conservative company, you may want to use Times New Roman. However, if you are writing to a more liberal company, you have a little more freedom when choosing fonts.

Punctuation

Punctuation after the salutation and closing - use a colon (:) after the salutation (never a comma) and a comma (,) after the closing. In some circumstances, you may also use a less common format, known as open punctuation. For this style, punctuation is excluded after the salutation and the closing.

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Business Letter Formats Everyone Should Know

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Most business letters must include a return address (letterhead or your name and address), date, an inside address (receiver’s name and address), a salutation, body paragraphs, and a closing. However, there are several ways to format this information. For example, return addresses can be centered or begin at the left margin or begin at the horizontal center of the page.

There are four basic business letter formats.

Features Sample Letter Full Block All letter parts begin at the left margin. Full Block Modified Block Indented Paragraphs Date, signature, and closing begin at the horizontal center of the page. All body paragraphs are indented. Indented Paragraphs Blocked Paragraphs Date, signature, and closing begin at the horizontal center of the page. All body paragraphs begin at the left margin. Blocked Paragraphs Simplified All letter parts begin at the left margin. This format includes a subject line but omits the salutation and signature. Simplified

Format for Writing Professional Letters

There are several formats for writing professional letters. There are two basic styles of letters: block form and indented form . The samples below will help you determine which style you prefer.

Check Writing Letters for more details on block, indented and simplified letters.

Full Block Form

Phone Number

E-mail (optional)

Name of Receiver

Company Name

Dear __________:

When writing a letter using block form , no lines are indented. Include your name, address, and phone number where you can be contacted, as well as the date. You then include the name and address of the person you are sending the letter to.

With new paragraphs, just skip a line instead of indenting.

Add your phone number where you can be contacted in the last paragraph. If the receiver needs to use a relay service to call you, briefly explain that you are deaf/ hard of hearing and that s/he can call you through relay. Give the receiver his/her state relay number and explain that s/he will need to give the operator your number. Then give him/her your number.

Your Signature

Indented Paragraphs Form

When writing a letter using indented form , indent each paragraph. First include your name, address, phone number, and the date. This information should be located at the top of the page, either in the center, or indented on the right side of the paper. You then include the name and address of the person to whom you are sending the letter.

At the end of the letter, place your signature on the right side of the page. Don’t forget to provide any relay information if necessary.

Blocked Paragraphs Form

When writing a letter using blocked form , indent each paragraph. First include your name, address, phone number, and the date. This information should be located at the top of the page, either in the center, or indented on the right side of the paper. You then include the name and address of the person to whom you are sending the letter.

Simplified Style Form

SUBJECT LINE (use capital letters)

When writing a letter using simplified style form , put the date on the left. Then, put the receiver’s name, and his/her title, company name, and address.

Write a subject line instead of a salutation. The subject line must be in all capital letters.

At the end of the letter, put your name and title, all in capital letters.

YOUR NAME YOUR TITLE

OTHER OPTIONS

If you are using block format , you can place your address anywhere on the letter. You can place it at the top of the page (top center or top right side), or you can put your address at the end of the letter after your signature and name, regardless of which format you use.

If you are using block form , you can place the date on the left, in the center, or on the right. However, if you are using the indented form , it is usually better to place the date on the right or on the left. Do not put it in the center.

With the indented form , you can put your signature on the right or left side of the page.

If you want to make your letter stand out, boldly type your name in a larger font at the top of the letter and type your address just below it in a smaller font. Example:

Missy Gold 1345 Main Street Anytown, VA 22879

The word processing program on your computer might have some standard letter templates that can help you. These programs generally have many different style and format options. Check your template feature or the help desk on your word processing program to see your options. Some keywords you can try are:

create a letter

write a letter

Sourced by Janel Muyesseroglu

Gallaudet Interpreting Services (June 1999). GIS Web. [Online]. Available: http://www.gallaudet.edu/~gisweb/ [June 23, 1999].

Maggio, R. (1990). How to say it. Englewood Cliffs, New Jersey: Prentice-Hall.

Webster’s New World Office Professional’s Handbook. (5th ed.). (1996). New York: Macmillan.

Yate, M. (1997). Cover letters that knock’em dead. Holbrook, Massachusetts: Adams Media Corporation

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business letters: inside address

[A similar topic is discussed in French in the article ADRESSES (RÈGLES D’ÉCRITURE) .]

The inside address is the second standard part of a business letter. It comes after the heading and before the salutation.

On this page

Information to include, name of receiver, business title, street address, postal box number, city and province, postal code, addresses outside canada, company as receiver.

The inside address is the receiver’s address. It includes the name of the person you are writing to, followed by the person’s home address or by the person’s business title, department (if applicable), company name and company address:

J. T. Ames 515 Concord Court Gardenton, NS  B2X 9F6

Ms. Amrita Kumar Director of Communications Waverley College 1400 Meadowvale Road Pleasantville, MB  R2N 6Z9

Note that no comma is used at the end of each line of the address.

General guidelines

Unless it must be moved to fit properly into a window envelope, the inside address is usually placed four to eight lines below the date, flush with the left margin. (If the letter is long, you may place the inside address two spaces below the date.)

Single-space the inside address.

Use the appropriate courtesy title ( Mr. , Ms. , Mrs. , Miss , Prof. , Dr. , etc. ), followed by the first and last names or by the initial(s) and last name. In the case of a woman, use the courtesy title Ms. unless you are sure that she prefers Miss or Mrs. If you don’t know the gender of the receiver, use the name without a gender-specific courtesy title ( e.g. J. T. Ames, Chris Carver ).

If you do not have the name of a receiver, you may address your letter to a job title:

Sales Manager ACME Inc. Suite 102 1169 Parkwood Place Wheaton, BC  V9Z 2Y8

Capitalize all words in the title except the articles a(n) and the , and short prepositions or conjunctions of under four letters ( and, of , etc. ):

Chair of the Board President and Chief Executive Officer

If the receiver’s name and business title are both short, you may put them on the same line, with a comma between:

P. T. Kelly, President

If the title is longer, place it on a separate line below the name. If it runs past the centre of the page, drop the end of the title to a second line and indent two spaces:

Ms. Gwynneth R. Cornthwaite Director of Marketing and International   Research

The street address consists of the building number and the street name. Do not put a comma between the building number and the street name:

239 Forest Street

Spell out words such as Street, Avenue or Boulevard .

If the street address includes a compass point ( e.g. north, south, east, west ), write it with an initial capital:

515 Martindale Crescent East

Traditionally, the number of an apartment, unit or suite comes after the street name, on the same line. Put a comma after the street name, and use the abbreviation Apt. or the word Unit or Suite before the number:

602 Cobden Road, Unit 900

Alternatively, you can put the apartment, unit or suite number before the building number, with a hyphen between:

900-602 Cobden Road

If the street address is long, the number of the apartment, unit or suite can go on the line above:

Suite 205 1849 Regency Boulevard

If the receiver’s address includes a postal box number, use it in place of the street address for mail delivery:

Mr.  J. Bernstein PO Box 245 Forestvale, NL  A5C M91

In writing the postal box number, do not use the number symbol (#) or the abbreviation No. If there is a station name, place it after the postal box number on the same line, with a comma between:

Ms.  Alma Basran PO Box 139, Stn. A Sunnymead, AB  T9Y 8Z5

Put the city and province (or territory) on the same line, with a comma and a space between them:

Craigston, ON

Use the Canada Post abbreviations for provinces and territories, without any periods:

Use capital letters in the postal code. Put a space between the two sets of characters, and do not include a hyphen:

You may place the postal code on the same line as the province, with two spaces between them. Do not put a comma between the province and the postal code:

Craigston, ON  N2X 7B9

If you prefer, in the inside address (but not on the envelope), you may write the name of the province in full, preceded by a comma. In that case, place the postal code on a separate line below the city and province:

Craigston, Ontario N2X 7B9

But be sure to be consistent: write the province and postal code the same way in both the return address (if applicable) and the inside address.

Put the name of the country in capital letters on a separate line at the end of the address. Use the abbreviation USA (without capitals) for the United States, but write out the names of all other countries:

Ms.  Mercedes Gomez 95 Cassandra Crescent New York, NY  12345-6789 USA

Sometimes you may need to address your letter to a company rather than an individual. If so, begin the inside address with the company name, and put the relevant department on the line below the company name:

Acme Industries, Ltd. Marketing and Research Division 211 Appian Way, Suite 101 Dunbar, AB  T4S 9X2

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