How to Address a Letter

The heading is the first thing we read in a letter, and although it's pretty standard fare, it says a good deal about the writer. Here are a few easy steps to help you address a letter.

Difficulty: Easy

Instructions

Things You'll Need:

• Envelopes
• Personal Computers
• Personalized Stationery
• Postage Stamps
• Fine Business Paper & Stationery

1. Write the heading and address to match the letter. If your letter is handwritten, handwrite the address. Typed letters should have typed addresses.

2. Use the form of the recipient's name that he or she uses. For instance, a man who uses John A. Harding III on his own correspondence should be so addressed in your letter.

3. Write your return address in the upper right-hand corner, unless your stationery is preprinted.

4. Date your letter. For informal correspondence, a simple "Wednesday" placed below the return address is fine. For an important or formal letter, or one that answers a question or expresses a complaint, use the full date.

5. Skip two lines, then write the salutation using a name that's appropriate to the context of your letter and relationship. Does the relationship dictate "Dear John," "Dear Johnny," "Dear Mr. Harding," "Dear Juan," or another name?

6. Choose a salutation that matches the occasion. Formal letters may use "Dear," which is in no way a term of affection in this case. "Dearest," of course, is all affection.

7. Place a colon or comma after the name. A colon is generally used in a more formal letter.

8. Opt for "To whom it may concern" when you aren't sure of the recipient's name.

Tips & Warnings

• Social letters are obviously less formal and can be more relaxed. For example, you can substitute "Greetings," "Good Morning," "Hello," or "Cheers" for "Dear."
• Legibility is a virtue - or it should be.