How to Address a Business Letter

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By Margo Dill
eHow Contributing Writer

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Address a Business Letter

If you are writing a business letter, you must start off correctly. As you know, a business letter is much different than a note to your best friend or a thank you card to a co-worker. You need to address it to the correct person and in the proper way. Read on to see the rules for this type of letter.

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Difficulty: Moderately Easy

Instructions

Step 1

The first thing you must put on the address section of your business letter is your return address. This can go at the top like a header you would find on most business stationary. You can also start your return address just right of the center of the page. In today's technology age, make sure you include your phone number and email address.
Step 2

Next comes the date. Spell out the month instead of using an abbrevation. The date starts at the left margin of the page. Leave two blank lines between your return address and the date.
Step 3

Now it is time to address the company. Find out the name of the person you need to address the letter to. If at all possible, do not address the letter as To Whom It May Concern or Editor. Also, you need to find out if the person is male or female. Many names are neutral such as Kelly, Taylor, or Carter. Do not use "Mrs." or "Miss" in your address. For men, use "Mr." For women, use "Ms."
Step 4

After the date, skip two to four lines, depending on the length of your letter (If possible, fit your letter on one page). Type the name of the person you are writing the letter to. Then on the next line, put his or her title such as president, chief financial officer, or human resources director, followed by the name of the company and the street address.
Step 5

Finally, write your greeting for your business letter. Use "Dear" and "Mr." or "Ms." with the person's last name, such as "Dear Mr. Smith." After the name, put a colon.

Tips & Warnings

A simple phone call to a receptionist or administrative assistant can save you from addressing your letter to "To whom it may concern" or using "Mr." when the human resources director is a female. Do not ask to speak directly to the person you are addressing the letter to. Just explain to the person, who answers the phone, that you are wanting to write a letter and need a little more information.

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