What is the proper way to prepare the address on a business envelope?

First impressions are important and often the first time you have contact with someone in business is through an email or letter. When it comes to business letter writing, you are expected to start with an appropriate greeting and follow certain rules. 

Most people know to end a letter with “sincerely” or “best wishes,” but how do you start one? Whether you’re sending a cover letter or email message, it’s crucial to get it right.

We have prepared a list of do’s, don’ts, tips, and tricks used by professional email marketers, CIOs, and office workers. So, if you want to find out how to properly write and address a professional letter, keep reading below.

5 Things you need to include in an envelope 

Want to ensure that your letter gets to the right person? You need to address the envelope correctly. There are several standard rules to follow, especially when you send a letter to a big company with various departments.

Very few people today send letters in envelopes; however business correspondence still relies on it and it can be important if you’re applying for jobs. If you want your letter to be delivered to the right person follow these steps:

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1. Add your contact information

If you don’t have a preprinted envelope, on the first line put your name, your company’s name, street address, and zip code in the upper left corner.

2. Add the recipient’s name

Print it at the top line of the address block centered in the middle of the envelope, a few lines below your information.

3. Include a title

If you know the person’s job title, write it on the second line. If you don’t have this information, put the name of the department instead.

4. Add the company’s name

In the next line, list the name of the company or organization where the person works. Without this information on the envelope, your letter may not be delivered to the correct person.

5. Use the exact street address

The company’s address should be placed in a single line. If it’s too long, write the address in two different lines but ensure the street name is in the first address line, and remember to include the zip code too.

How to address a formal letter

Formal and informal letters are two very different things. If someone is expecting to be contacted in a formal way, it’s important that you adhere to this. Here is a step-by-step guide that will help you master the art of official correspondence and improve your writing skills.

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Put your contact info at the top

The person you’re writing to must know who you are and how to respond to you, so don’t forget to add your contact info including your full name, return address, zip code, and phone number at the top left-hand side of the page. This is extremely important because you don’t want to lose any opportunity of hearing back from the person.

If you don’t put this information on a cover letter, for example,  you could harm your chances of getting your dream job before you’ve even started.

Include the date

This is a super easy step but an important one. Check your calendar and add the date just below your contact details. This will serve as a reminder to the person you’ve written to and let them know they need to reply in good time.

Write the recipient’s address

This is a simple but still crucial detail. Place the person’s address in the upper left-hand corner of the letter, a few lines below the dateline. Here is a helpful example you can use for formatting your business letter properly:

Use a salutation

Whether you’re preparing a reference letter or business email, formal greetings or salutations are essential for all types of both online and offline correspondence. So, let’s have a look at some do’s and don’ts in choosing the right one.

Do

Choose a traditional business letter greeting for example:

• “Dear Sir or Madam”
• “Dear Mr. or Mrs”
• “Hello [Name]” (if you know the person)
• “Hi [Name]” (if you know the person)

Although the salutation “Dear” sounds too formal and a bit old-fashioned nowadays, it’s still perfect for any business letter. If you know the gender of your recipient, use “Dear” followed by a person’s title (Mr., Ms.) and their last name:

If you know only a full name, use it without a title. For example:

• “Dear Monica Partridge, …”

Don’t 

Use any informal greetings like “Hey!”, or “what’s up”. This is not appropriate for a formal letter. Also avoid the term “to whom it may concern”, this is less personal that “dear sir or madam”.

How do you address a letter to someone you don’t know?

Your recipient’s full name may not be available, especially if you’ve written to someone who works in an organization you have never worked with before. We recommend trying to do a bit of digging to try and find the appropriate person’s name. It will mean a lot more to them if you’ve made this effort and can address them properly.

You can always call the company and request this information. Another practical approach is to search online via Facebook or LinkedIn. You want to make a good first impression after all.

Include a colon or comma

After the greeting, make sure you put a comma or colon. For example:

Some people think that a comma works better in business correspondence. Others prefer to put a colon. It’s a personal preference, so go with your favorite and stick to it so all letters you send are consistent.

Summary

There are many different ways to format a letter depending on what you’re aiming to do. But when it comes to addressing a business letter, there is a standard way of doing things. Stick to the format we’ve suggested above and you will be able to correspond in a professional way and build strong business relationships.

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