How to Address a Letter to an Office


Addressing a letter to an office should be crafted to adhere to APA writing standards. Whether you are sending a resume for a job opening or providing marketing material to solicit new business, a properly constructed letter connotes professionalism which is an important quality mandated in most office settings. Failure to address a letter accurately may result in your letter being thrown away, which could lead to missed opportunities and a negative reputation in the business community.

  • Type the sender's address on the top left margin on the page. Include the street address, city, state and zip code. Skip this step if you are using letterhead, as your company address and logo will already appear on the document.

  • Insert the date one line below the sender's address. Use the following format in the United States: May 3, 2011.

  • Type the recipient's address one line below the date. Also known as the "Inside Address." Include the first and last name of the recipient, their title, company name and address.

  • Include the correct salutations, such as Mr., Mrs., Ms. or Dr. Spell out the full name of the recipient followed by a colon. If you are unsure how a female prefers to be addressed, use Ms. If you are unsure of the gender, do not use a gender-specific salutation. You also may use "To Whom It May Concern," if you don't know the correct recipient.

  • Create the body of your letter one space below the salutation line. Start with a polite opening, then get right to the point of your letter. Use the next two or three sentences to support your reason for writing.

  • Insert a closing such as "Thank you" or "Sincerely," followed by a comma on the left margin on the page. Create four spaces and write your full name and title. Write your signature in blue or black ink in the space between your closing and typed name.

  • Write "Enclosure" one space below your signature if you are enclosing documents with your letter such as a resume.

  • Include typist initials if someone else typed the letter for you. Include your initials in upper case followed by a forward slash and your typist's initials in lower case. For example: RNB/jdd

  • Use block formatting throughout your letter. This format is used most often for business letters. Block formatting is left justified and single-spaced, using Times New Roman, size 12 font.

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