How to Address a Letter: An Essential Guide You Should Know

Nov 05, 2020 05:45 PM

Photo by Nguyễn Phát on Flickr
SHARE - Whether you send a personal or business message, make sure that you properly address it to the right person. Additionally, by choosing the wrong title, you probably want to avoid unintentionally offending the user.

Fortunately, the way a letter can be delivered is simple. What you need is your name and address, the preferred title for your recipient, and the name and address of your recipient. 

If you want to know how to address a letter, you are already in the right place. Although it is quite simple, the steps on how to address a letter can somehow be tricky.

So, we are here to show you everything you need to know how to address a letter. Scroll down for the step-by-step guide on how to address a letter Tripboba has compiled for you!

How to Address a Cover Letter

Photo by Alim Dağ on Flickr 

1. How to Address a Cover Letter Without a Contact Person

A selection of general cover letter greetings that you can use is available to deliver your message. These general cover letter greetings don't need you to know the name of the recruitment manager. Some of the most widely used are the following greetings:

  • Dear Sir/Madam 
  • To Whom It May Concern 
  • Dear Human Resources Director 
  • Leave it blank 

Bear in mind that words such as "To Whom It May Concern" may seem dated, but simply using "Dear Hiring Manager" or not using a greeting at all may be the better choices. Simply start with your letter's first line.

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

Suppose you have a name but are not aware of the gender of the recipient. In that case, one choice is to use in your salutation both the first name and the last name, without some form of title that exposes gender:

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

LinkedIn may be a valuable guide for these types of gender-ambiguous titles. Since many individuals have a picture of their profile, a quick search inside LinkedIn of the person's name and business could theoretically turn up the contact photo.

Again, to get more details, you can also search the company website or contact the company's administrative assistant.

How to Address a Letter to a Judge

Photo by Calvin Belcher on Flickr 

Start with the envelope by writing in this format to the judge:

  • Honorable Judge First Name Last Name
  • Judge of Name of the Court
  • Mailing Address

Letter to a judge:

As you begin to compose the text's contents, starting with your details, keep everything left-aligned. Follow this format's order, leaving a space between each section:

1. Your Information 

  • Name
  • Address
  • City, State, and zip code
  • Telephone number and/or email address

2. The Date

3. The Judge's Information

  • Honorable Judge First Name Last Name
  • Judge of Name of the Court
  • Mailing Address

4. What the Letter is Going to Address

Follow the following format – "Re: Sentencing of First Name Last Name of Defendant, Case No. XXXXXXX"

5. Salutation

Dear Judge Last Name

Be sure you know the judge's correct title, whether it be Chief Justice, Justice, Chief Judge, or Judge before you write the address on the envelope and on the letter itself. 

6. Body 

You will begin by clearly defining who you are, your first and last name, as well as your occupation and your State of residence, after addressing the message. 

Your family name or workplace could make you more respectable in the judge's eyes if you are well known in your neighborhood. Next, articulate just why you compose.

Include the victim's or the perpetrator's identity, if you know the defendant, and whether you're writing on their behalf. Then, specify what you want the result to be, precisely.

You may talk about how the crime has influenced the victim psychologically, mentally, or socially whether you are a victim or writing on behalf of one. Explain how the life of the perpetrator and the lives around him or her have been changed.

You should add in the letter that you take the guilt and describe what you would do to change your life if you are a convict writing your own letter seeking leniency. The letter may not be more than one page long.

7. Signature

You should close out with "Respectfully" or "Sincerely," when signing the letter, followed by the first and last name with both a typed and handwritten signature.

How to Write an Address on a Letter

Photo by Mai Quang Huy on Flickr

Write the address parallel to the longest edge of the envelope when mailing. How to address a letter should be written as follows:

  • Recipient's name
  • Business's name (if applicable)
  • Street address (with apartment or suite number)
  • City, State, and ZIP code (on the same line)*
  • Country*

The return address should be written in the envelope's upper left-hand corner. For both forms of mail, a return address is not a prerequisite. If it is undeliverable, omitting a return address stops the USPS from returning the object to you.

A correct return address is mandatory for certain classes or forms of mail. In the upper right-hand corner of the envelope, the stamp or postage is positioned.


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