in writing an application letter which address comes first

How to address a cover letter | with examples

The way you start your cover letter counts.

It’s the first thing a hiring manager sees when they open your application so you need to make them excited to peek into your CV .

In our guide, we’ll show you the ropes on how to address your cover letter, and even teach you how to find the recruiter or hiring manager’s name for maximum impact.

CV templates 

Address the hiring manager or recruiter directly

Address the hiring manager or recruiter by name to start building a rapport with them.

Something simple like, “Hi Lucy” will do the trick.

According to recent research , simply seeing your own name can trigger a strong response in the brain. So, be sure to do this, to captivate the recruiter’s attention.

Build your CV now 

How to find the recruiter or hiring manager’s name

You may be wondering, “How do I figure out their name?”

There are several ways to find out the name of the person handling the job opening, which we’ll look at below.

When you’re reading a job advert, you’ll sometimes find the name and email address of the person you need to get in touch with directly in the ad.

Look out for the section that says “For enquiries” or “Contact person”.

For example, the advert might say something like:

“For more info, please contact Susan Wright at [email protected].”

Usually, this person manages that job vacancy.

If you see this information, it’s your lucky day – job adverts are the simplest way to find the correct name.

Company website

If you can’t find the recruiter’s name on the job advert , and you’re applying for a job directly via a company, check out their website.

Keep an eye out for a “Who We Are” , “About Us” or “Our Team” section.

Here, you’ll usually be able to find the info about the people who work there, including the head of the department or hiring team connected to the position you’re applying for.

Look at the people’s profiles to get the one that fits your job’s department.

If you have trouble finding it directly, use the search bar on the company’s website and type in “Head of [Department Name]” or “HR Manager”.

You could also run a Google search for “[Company name] + team” for a quick way of finding an About Page for a particular team or department.

LinkedIn is one of the best ways to find a hiring manager or recruiter because millions of them are registered on the platform.

Firstly, ascertain the company that posted the position and the team it’s connected with from the information provided in the job advert.

When you know the department and organisation, head over to LinkedIn . Here, you can use the search bar to look for the company name, department or job title associated with the job opening.

Let’s say you’re applying for a marketing vacancy at Tesco. You can search for “Marketing Manager” in the search bar like this:

Once the search results appear, click the “People” filter button to narrow down your findings further so that you’re only seeing people (and not companies or groups).

Then make sure you choose your target company under “Current Company” – this ensures you only view people who are current employees.

You will need to type the name of the company into the text box like this:

Click on the name of the company you typed in. In this case, it’s “Tesco.”

Then hit the blue “Show results” button.

And examine the profiles that come up.

You’ll be able to find the person handling the job applications by looking for titles such as “recruitment manager” or “team leader” .

And once you view their profiles you may even be able to get hold of their phone number or email address.

Contact info

Here is how you can find a person’s email address via the contact details, if they have entered them.

Click on their profile then seek out the “Contact info” section.

This sits under their profile picture and headline.

If the user has made their contact info visible, you’ll see it here.

About section

Often, you can locate additional contact info, such as email addresses, in the “About” or “Summary” section of their profile.

To do this, scroll down to the user’s “About” section.

If the user has decided to include their email address, you’ll see it here.

If you can’t find an email, you can contact them directly through LinkedIn.

Here’s how you’d do this:

• Send a connection request – Send the person a connection request and a message. When they accept your request, you’ll be able to write an accompanying message.
• Use InMail – If this specific individual isn’t in your network, use the LinkedIn InMail. This is a premium feature which lets you send messages to LinkedIn members outside of your network – it’s useful but do. Of course, there is a fee to use this feature but it’s a useful tool.

What if you can’t find a name?

Don’t panic if you can’t find the name of the individual you’re trying to address. This will happen a lot during your job search .

In such cases, it’s absolutely fine to begin with a friendly “Hi.”

But don’t use expressions like “Dear Sir or Madam” – this sounds extremely outdated and aloof.

If you use the word “Hi”, this ensures your cover letter is more amicable and modern , even when you’re unsure of the person’s name.

This is a courteous and simple way to start if you have difficulty locating the specific hiring manager’s name.

How to write a cover letter email subject line

A recruiter’s inbox gets flooded with applications, so when you write your cover letter email , your initial goal is to entice them to read your email.

You must catch their attention with a compelling subject line and give a captivating reason for them to click on your message.

Avoid using generic subject lines, such as:

• “Check This Out” – Subject lines like this sound spammy, and hiring managers may ignore it.
• “Important” – Recruiters won’t know why your email is important – they might deem it clickbait.
• “CV Attached” – This subject line doesn’t offer any context or engage the recruiter in any way at all.
• “Hire Me” – This comes across as too blunt and provides no context.
• “I Need a Job” – This sounds too direct and may sound a little too desperate.
• “Looking for Work” – While you’re being upfront, this isn’t an engaging subject line.

Instead of including any of these generic subject lines, you must promote your selling points right off the bat.

For instance, use subject lines that highlight your skills and expertise in a concise, screen-friendly title.

Determine your main strengths as an applicant and invent a way to integrate them into your subject line.

You could say something like:

• “Veteran Graphic Designer with a Portfolio of Projects”
• “Registered Nurse with Intensive Care Unit Expertise”
• “Committed Secondary School Teacher with 10 Years’ Classroom Expertise”
• “Certified IT Professional with Experience in Network Security”

These subject lines are effective because they communicate key information and value to hiring managers clearly and concisely. Each tells the recruiter about your qualifications and expertise and is tailored to the specific job or field.

A recruiter is more likely to open an email from someone who can potentially meet their requirements.

A quick tip: Remember, subject lines have a limited amount of space – you’ll probably only be able to squeeze in between 30 and 35 characters.

How not to address a cover letter

When you’re addressing your cover letter , some things simply aren’t worth including. These old-fashioned or overly formal ways of starting a cover letter can make a negative first impression.

So, avoid the below phrases in your cover letter greeting:

• “Dear Sir or Madam” – This is far too old-fashioned and doesn’t show much effort. It’s also fairly impersonal.
• “What’s up, [Department Name]?” – This is excessively informal and will probably give hiring managers the wrong impression about you. It also doesn’t address the specific person.

Steer clear of these unimpressive ways to address your cover letter and plump for a more personal, engaging approach, like “Hi James” or “Hello Sarah”. Don’t forget, you need to get the perfect balance of friendliness and professionalism.

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How to Address a Cover Letter: From Heading to Date to Salutation + More

We’ll discuss how to address a cover letter with examples, and then we’ll look at specific parts of each cover letter address area in detail..

Writing a cover letter might be one of those things that make you want to bang your head on your keyboard.

Fortunately, though, addressing a cover letter is a piece of cake (we’ll help you with the other bits in a different article).

In this short article, we’ll walk you through how to address a cover letter effectively and easily, with examples, and then we’ll guide you through the specific parts of each cover letter address area in more detail.

Let’s get to it!

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How to Address a Cover Letter

Here’s an example of how to address a cover letter:

Your First & Last Name Your Address Line 1 Your Address Line 2 January 1, 2021 Jessica Schwartz Human Resources Manager Name of Prospective Company Prospective Company Address Line 1 Prospective Company Address Line 2 Dear Jessica:

And there you have it! 

As you can see from the cover letter address sample above, it’s really quite simple. Feel free to copy and paste that into your cover letter opening and tweak to your needs!

Next, we’ll go into detail about each of the various subsections of the cover letter address area.

Related Read : 10+ Cover Letter Tips & Tricks Sure to Score Interviews

Structure of a Cover Letter Address Section

1. cover letter heading (sender’s information).

At the very top of your cover letter, in what’s called the cover letter header, you’ll place your contact details. 

As we showed you above, it’s quite simple:

Your First & Last Name Your Address Line 1 Your Address Line 2

If you want, you can include your phone number or email address, as well.

Cover letters follow a business letter or formal letter format, but, you don’t have to necessarily stick to the styling of the example above. If you have a stylized heading with your name and contact details from your resume contact information section, feel free to use the same heading here!

However, for the remainder of the cover letter, stick as close to the business letter format as possible.

2. The Date

The entirety of addressing a cover letter is quite simple, and that’s true for the date as well.

Here’s how to add a date on a cover letter:

January 31, 2022

Just remember to leave a line break space both above and below the date to keep things looking neat and organized.

Related Read : Career Glossary: 45+ Job Terms, HR Vocab & Employment Words to Know

3. Inside Address (Recipient’s Information)

After the date, it’s time to add the recipient’s information, also known in formal letter writing as the “inside address.”

As we showed you above, here’s how to write the company’s info:

Jessica Schwartz Human Resources Manager Name of Prospective Company Prospective Company Address Line 1 Prospective Company Address Line 2

We start with the name of the person you are addressing the cover letter to, usually the HR manager or hiring supervisor, followed by their official title at the company. Do your best to find someone’s name so it is tailored by researching the company and its LinkedIn profile.

If you still can’t find someone’s name, simply put “Hiring Manager” or “ATTN: Hiring Manager” above the company name and address.

4. Salutation

The last part of the cover letter address section before reaching the body is the salutation. 

And here’s how simple that is:

Dear Jessica:

Easy as that! 

You can tweak that a bit, if you prefer not to use “dear,” for example. You could also choose to use their last name (“Dear Ms. Schwartz”) or their full name. However, in most cases, I think the first name is most powerful (and we’re in the 2020s now, as well).

Finally, use a colon after the name and you’re through!

Related Read : Resume Sections: 10+ Things to Include on a Resume to Land Interviews

Well, that’s it for our guide on how to address a cover letter, and we hope it helps answer all your questions about addressing cover letters right. Got any further questions or feedback about how to format the address on a cover letter? Let us know below in the comments, and thanks for reading!

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thank you for this article, Goodwall! It’s easy, simple, and so useful for me, because I search for a job right now and have to send out many cover letters. Wish me luck 🙂

Thanks for your comment, Anastasia, and for stopping by! I’m so happy if it helped, and I wish you the best of luck on your job search!

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How to Write an Application Letter (Sample Included!)

Whether you’re applying for a job , internship , scholarship, or volunteer position, a well-crafted application letter can help you stand out. It's your chance to introduce yourself and make a strong first impression that sets you apart from the competition.

But how do you write an application letter that’s effective? Below, we’ll explain when to use this method of introduction and give you practical tips on writing one that gets results. Plus, we've included a sample application letter and a template to help you create the perfect document for any opportunity.

Apply for the role of your dreams! One of these open jobs on The Muse could be the perfect fit »

What is an application letter?

An application letter is a document sent with your resume to provide additional information on your skills and experience. It's a crucial part of an application for work as it introduces you to potential employers and highlights your qualifications.

While some companies request it at the beginning of the application process, others might ask for it later, or not at all—but it's always a valuable addition.

Unlike a resume, which outlines your work history, a written application allows you to elaborate on your achievements and how they relate to the job you are applying for. It is a much more specific way to introduce yourself and explain why you would be a good fit for the job.

How is an application letter different from a cover letter?

Some people use the terms “application letter” and “cover letter” interchangeably, but there are subtle differences between the two.

An application letter serves as your formal introduction to a potential employer. It highlights your interest in the role, your qualifications, and why you're a good fit for the position. It's a standalone document that provides a comprehensive overview of your skills and experiences.

On the other hand, a cover letter is usually more concise than an application letter and serves as a complementary document to your resume, providing additional context to your job application. It elaborates on specific points from your resume and explains how your background aligns with the job requirements.

Also, job application letters follow a more formal structure, often resembling a traditional business letter. They include your contact information, the date, and the employer’s contact information at the top. An application letter is usually addressed to a specific individual, such as the hiring manager or recruiter. While cover letters also have a professional tone, they can be less formal in structure.

Finally, the application letter is used primarily for job applications, internship applications, scholarship applications, and volunteer positions. In contrast, the cover letter is specifically used to accompany a resume during job applications.

When do you need to send an application letter?

Application letters are typically required when applying for jobs. However, there are other scenarios where you might need one:

• Scholarship applications: When applying for scholarships, this kind of letter can help you stand out by showcasing your academic achievements and career goals .
• Volunteer positions: Some volunteer organizations require an application letter to understand your motivations and skills relevant to the position.
• Internship applications: Internships often require this document to understand your interest in the role and what you hope to gain from the experience.
• Networking purposes: Sending one when reaching out to potential mentors or industry professionals can help you establish a connection and explain your career aspirations.

7 tips on how to write a job application letter

Writing an effective application letter involves more than just summarizing your resume. Here are seven tips to write yours:

1. Research the company—at least do a quick Google search!

Before you start writing, research the company to understand its culture, values, and needs. Tailor your letter to align with the company’s mission and the job description. There is nothing better for an HR professional than feeling that you don’t just want any job; you want to work with them for specific reasons, such as X and Y.

“Address the letter to the hiring manager by name if possible,” says Mike Chappell, CEO of FormsPal , who has more than a decade of experience reviewing application letters. “This shows that you’ve done your research and are genuinely interested in the company.”

2. Use a professional format and design

Your application letter should follow a formal letter of application format. Use a standard font like Times New Roman or Arial, and keep the font size between 10 and 12 points. Include your contact information, the date, and the employer’s contact information at the top of the letter.

There are many layouts online that you can use. Find one that represents your style and complements your resume.

3. Make it engaging from the start with a strong opening

Your opening paragraph should grab the reader’s attention. Mention the position you're applying for and where you found the job listing. If you were referred by someone, include their name. Briefly introduce yourself and explain why you’re interested in the role.

4. Highlight your qualifications—what you can’t fully convey in your resume

In the body of your applicant letter, highlight your relevant skills, experiences, and achievements. “Use specific examples to showcase your accomplishments and how they relate to the job you’re applying for,” Chappell says. “ Quantifiable results can make a strong impact.”

Avoid repeating information from your resume; instead, expand on your most relevant experiences.

5. Show enthusiasm and genuine interest

Employers want to hire candidates who are enthusiastic about the role and the company. Show your excitement for the opportunity. Explain why you are specifically interested in this job and how it aligns with your career goals.

6. Keep it concise

While it’s important to provide enough detail, your application letter should be concise. Aim for one page, with three to four paragraphs. Be clear and to the point, avoiding unnecessary fluff.

7. Proofread carefully

Typos and grammatical errors can leave a negative impression on employers. Carefully proofread your letter before sending it. Consider asking another person to review it as well.

Letter of application sample

Here's a super complete example of application letter to help you get started:

August 1, 2024

Ms. Jane Doe

Hiring Manager

Innovative Solutions Inc.

456 Maple Avenue

Springfield, IL 62705

Dear Ms. Doe,

I am writing to express my interest in the Marketing Manager position at Innovative Solutions Inc., as advertised on your company’s careers page. With more than five years of experience in marketing and a proven track record of successful campaigns, I am excited about the opportunity to contribute to your team and drive impactful marketing strategies.

In my previous role as a Senior Marketing Specialist at Creative Solutions LLC, I led a team in developing and executing a comprehensive marketing strategy that resulted in a 30% increase in brand awareness and a 25% boost in lead generation. My responsibilities included overseeing digital marketing campaigns, analyzing market trends, and coordinating with cross-functional teams to ensure alignment with overall business goals. This experience has honed my skills in strategic planning, data analysis, and team leadership.

I am particularly impressed by Innovative Solutions Inc.’s commitment to leveraging cutting-edge technology to deliver innovative marketing solutions. Your recent campaign, which utilized artificial intelligence to optimize ad targeting, is a testament to your forward-thinking approach. I am eager to bring my expertise in digital marketing and campaign management to your team and contribute to similar groundbreaking projects.

My strong analytical skills, combined with my ability to lead and inspire a team, make me a great fit for this role. I am confident that my background and enthusiasm for innovative marketing strategies align well with the needs of Innovative Solutions Inc.

Thank you for considering my application. I look forward to the opportunity to discuss how my skills and experiences can contribute to the continued success of Innovative Solutions Inc.

123 Elm Street

Springfield, IL 62704

[email protected]

(555) 123-4567

Template for an application letter

You can also use the following application format to structure your application letter for a job:

[Recipient’s name]

[Company’s name]

[Company’s address]

[City, State, ZIP Code]

Dear [Recipient’s name],

I am writing to express my interest in the [Job title] position at [Company name] as advertised on [Where you found the job listing]. With my background in [Field or industry] and a passion for [Specific aspect of the job or industry], I am excited about the opportunity to contribute to your team.

In my previous role at [Previous company], I developed [Specific skills or achievements]. I successfully [Describe a project or responsibility], which resulted in [Quantifiable result or achievement]. This experience has equipped me with [Relevant skills] that I am eager to bring to [Company name].

I am particularly impressed by [Company name]’s commitment to [Specific company initiative or value], and I am enthusiastic about the prospect of working with a team that values [Related value or skill]. I am confident that my skills and experiences align well with the requirements of the [Job title] position.

Thank you for considering my application. I look forward to the opportunity to discuss how my background, skills, and enthusiasm can contribute to the success of [Company Name].

[Your Name]

[Your address]

[Your email address]

[Your phone number]

Common mistakes to avoid

When writing a letter of application for employment, be aware of these common mistakes:

• Being too generic: Focus your letter on the specific job and company, and mention detailed information about them. Don’t default to a one-size-fits-all approach or AI-written document. “It is generally best to avoid using generative AI to write your application letters for you,” says Edward Tian, CEO of AI detector GPTZero . “Only you can write about those specific aspects of your identity and experiences in such a personal way.”
• Focusing too much on yourself: While it’s important to highlight your qualifications, make sure to explain how you can benefit the company. “You can talk about your career goals, college classes that piqued your interest in the type of job you're applying to—just make sure that they tie into why they make you uniquely qualified or well-positioned for the job,” Tian says.
• Including irrelevant information: Avoid discussing unrelated jobs or hobbies, for example.
• Using a casual tone: Maintain a professional tone throughout your letter. Avoid slang or overly casual language.

Need a bit more guidance in your job search? Read this next: How to Apply for a Job Online: 10 Tips to Stand Out and Land an Interview

How to Write an Application Letter

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How to Write a Formal Letter: Format and Examples

By Krystal N. Craiker

Table of Contents

Formal letter formats, how to write a formal letter in 9 steps, formal letter example templates.

Formal letters can be daunting to write. But once you learn the basic format, you can write a formal letter any time.

People use formal letters (or formal emails) in business and academia. In business, you may need to send sales letters, official announcements, invitations, or legal correspondence. In academia, you may need to write cover letters, letters of intent for school, or recommendation letters. 

A formal letter follows a specific format and uses formal English language. Keep reading to find out how to write formal letters.

There are a few formal letter formats, but they’re all very similar. Your company or academic institution may have a preferred style; otherwise, you can use whatever style you want.

The exception is the Administrative Management Style, or AMS, letter format. This style omits polite greetings and sign-offs. It’s usually reserved for memos or announcements. In general, if you are writing directly to one person, it’s polite to use a more standard formal letter format.

Official Letter Format

Formal letters typically have the same basic elements:

Header with sender’s address, date, and recipient’s address

In the header, you can omit the sender’s address if you’re writing on letterhead stationery. It’s also become common to omit your address completely if the person doesn’t need to write back.

Generally, you write the date in standard format (e.g. March 20, 2023) under the sender’s address. If you leave off your address, the date will be the first line. After the date, include the recipient’s address.

Use a polite greeting and the recipient’s title and surname for the salutation. Skip a line, then start the first body paragraph. Your first paragraph should immediately state why you’re writing this letter.

Sign off your formal letter with a polite closing. Thank them for their time, and use a standard line such as “Cordially” or “Sincerely.”

Then sign your name. If you’re sending a physical copy, skip four lines so you can include your actual signature. Then type your name and title underneath. If you’ll be sending the letter electronically, skip only one line before adding your name.

Formal Email Format

Email has become an acceptable replacement for formal letters in many cases. So, how does formal letter format translate to email?

It’s easy. Omit the heading with the addresses and date. Instead, make sure your subject line briefly states the purpose of your formal email.

You’ll open your email with the greeting and get straight to the body of the letter. Use a sign-off just as you would in a formal letter, and sign your name. Include any relevant contact information under your signature.

Let’s take a step-by-step look at how to write a formal letter.

1. Select a Letter Format

There are four standard formal letter format options, and they’re all very similar.

Full block: all lines are left-aligned, no paragraph indentions

Block: right-align the date, sign-off, and signature, no paragraph indentions

Semi-block: same as block style, except indent the first line of each body paragraph

AMS: left-align all content, do not skip a line before the date, use an all-caps subject line, omit complimentary sign-off

Most people use the full block style letter format, so you don’t usually have to worry about indenting.

It’s standard practice to leave a large gap from the top margin before typing, although this is quickly becoming passé. In the days of typewriters, you would press Enter 12 times before typing the heading. Some people still do this on their word processor.

Of course, this large gap is no longer a requirement. It’s fine to start writing your contact information in the top left corner. 

2. Write the Header

When you’re writing the sender’s address, you can include your phone number and email address. Remember to leave your contact information off if you’re using letterhead stationary.

Next, write the date in standard format. This means you spell out the month. If you’re writing to someone in the U.S., follow the format: Month, Day, Year. For other parts of the world, use Day, Month, Year.

Finally, write the recipient’s contact information. You do not need to include their email address or phone number. Include the recipient’s polite title, such as Mr., Dr., Mrs., Ms,. etc. We’ll discuss what to do if you don’t know this information in the next section.

3. Select a Salutation

The standard salutation is “Dear,” followed by the person’s title and surname. You can also use “Greetings.”

In emails, your level of formality may be different. If you’re on a first-name basis with the recipient, or if you’ve met more than once, it’s acceptable to use greetings like “Hello” or “Hi” and their first name.

It’s polite to do your research to find out exactly who the recipient is. Often, you may only have a general business name or email address. Dig around on their website or LinkedIn, or call, to find out the name and title of the person who will read your letter.

If you aren’t sure if a woman prefers “Mrs.” or “Miss,” use “Ms.” If you know the name but not the person’s gender, you can say, “Dear [Full Name].”

Avoid using “To Whom It May Concern” if possible. This letter writing standard is out-of-date and shows you didn’t do your homework to determine who the letter should go to.

But what if you can’t find a person’s name or title? Use the generic salutation “Greetings,” followed by a comma and no name. Always follow the salutation and recipient’s name with a comma, not a colon.

4. State Your Purpose

Begin the first paragraph by saying why you’re writing. Then go immediately into the rest of the body paragraph.

5. Write the Body of the Letter

Keep your body paragraphs short and sweet. Some formal letters, like a resignation letter or complaint letter, may only need one body paragraph.

Try to avoid adding unnecessary information, and be sure to use formal language. If you’re struggling to use formal English, use ProWritingAid’s Rephrase tool. Just highlight a sentence, click Rephrase, and select “Formal” for rephrasing suggestions.

Always single space your paragraphs, but skip a line between paragraphs.

6. Pick a Closing Sign-Off

Wrap up your letter with a complimentary closing paragraph. This should only be one line. Thank them for their time.

You can also add a call-to-action if you want them to contact you back. This is standard for formal emails. You might ask them to reply, click a link to schedule an appointment, or fill out a form.

Then choose a polite sign-off. Remember to omit this if you’re using AMS format. Here are some closings you can use:

All the best

Best regards

Yours truly

7. Sign Your Name

Finally, you need to sign your name. Remember to leave four spaces after the closing for your signature if you’re printing a physical copy of the formal letter. Otherwise, type your name directly below the closing.

Underneath your name, put your job title if it’s relevant to the formal letter.

In AMS style or in an email, put your contact information underneath your name and title. If you already have an email signature saved through your email provider, you can just use that instead of typing it every time.

8. Optional Content

There are some optional things you may include in a formal letter. In the past, it was standard to include the initials of whoever typed the email if that person was different from the sender. You may still see this at the bottom of a formal letter if an assistant typed it. This isn't required, though.

It is still standard to make a note of any additional documents you’ve sent along with the formal letter. For example, if you’ve sent a cover letter, you might include a resume and a list of references.

To do this, type, “Attached: [Document Name]” at the very bottom of the letter, underneath your signature.

Don’t do this with email, though, because people rarely read what comes after the signature. Instead, mention you’ve included attachments in the closing paragraph of the letter.

9. Edit Your Letter with ProWritingAid

Don’t send a formal letter full of errors. Run your letter or email through ProWritingAid to catch all your grammar, spelling, and style errors. Rephrase your sentences to sound more formal and concise.

You can even use ProWritingAid in your email provider for formal emails with the browser extension or Office add-in.

Below, you can find examples of formal and business letters. We’ve included a full block style, AMS format, and a formal email.

Full Block Style Letter

Gemma Townsend

Big Business Inc.

1234 Main St.

Big Town, NY 55555

800-555-1234

April 24, 2023

Mr. Jaime Gonzalez

678 Avenue D Ste 303

Anywhere, CT 90009

Dear Mr. Gonzalez,

I am writing in regards to your request for more information about how Big Business Inc. can help you as an entrepreneur. Here at BBI, we are dedicated to making business ownership as simple as possible.

We offer a full suite of services, from payroll to inventory services. You can choose from our tiered packages. I can also assist you with building a custom package.

Please review the materials I’ve sent, and let me know if you have any questions. Thank you for your time.

Warmest regards,

Assistant Director of Sales

Attached: marketing packet

AMS Formal Letter

Jane Doe-Boyd

5555 Victoria Ct.

Jamestown, VA 55555

March 25, 2023

Elmo Monster

123 Sesame Street

Los Angeles, CA 90210

INVITATION TO FICTIONAL CHARACTERS BANQUET

You are cordially invited to the annual banquet for the Fictional Characters of America Foundation. This year’s banquet will be held on June 19, 2023 at the Chicago Omni Hotel. Please send your RSVP card by May 6, 2023 letting us know if you will attend.

President, Fictional Characters of America Foundation

Enclosed: RSVP card and envelope

Formal Email

To: [email protected]

From: [email protected]

Subject: Complaint about upstairs neighbor

Dear Mr. Smith,

I’m writing to lodge a formal complaint against the resident in unit 2022. I’ve attempted to resolve this directly with him three times.

The resident vacuums at 1 a.m. every morning. They then usually turn on loud music. This wakes my entire family up, including my three-year-old daughter.

The lease states that no loud music or other noises should be played between 10 p.m. and 8 a.m.

Please keep me apprised of your next steps to address this matter. Thanks for your time.

Maria Salinas

25 Blvd A Apt 1022

[email protected]

Don’t be intimidated by formal letters! Just use the above formats whenever you need to send official correspondence.

Krystal N. Craiker

Krystal N. Craiker is the Writing Pirate, an indie romance author and blog manager at ProWritingAid. She sails the seven internet seas, breaking tropes and bending genres. She has a background in anthropology and education, which brings fresh perspectives to her romance novels. When she’s not daydreaming about her next book or article, you can find her cooking gourmet gluten-free cuisine, laughing at memes, and playing board games. Krystal lives in Dallas, Texas with her husband, child, and basset hound.

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Business Letter Formats Everyone Should Know

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Most business letters must include a return address (letterhead or your name and address), date, an inside address (receiver’s name and address), a salutation, body paragraphs, and a closing. However, there are several ways to format this information. For example, return addresses can be centered or begin at the left margin or begin at the horizontal center of the page.

There are four basic business letter formats.

Features Sample Letter Full Block All letter parts begin at the left margin. Full Block Modified Block Indented Paragraphs Date, signature, and closing begin at the horizontal center of the page. All body paragraphs are indented. Indented Paragraphs Blocked Paragraphs Date, signature, and closing begin at the horizontal center of the page. All body paragraphs begin at the left margin. Blocked Paragraphs Simplified All letter parts begin at the left margin. This format includes a subject line but omits the salutation and signature. Simplified

Format for Writing Professional Letters

There are several formats for writing professional letters. There are two basic styles of letters: block form and indented form . The samples below will help you determine which style you prefer.

Check Writing Letters for more details on block, indented and simplified letters.

Full Block Form

Phone Number

E-mail (optional)

Name of Receiver

Company Name

Dear __________:

When writing a letter using block form , no lines are indented. Include your name, address, and phone number where you can be contacted, as well as the date. You then include the name and address of the person you are sending the letter to.

With new paragraphs, just skip a line instead of indenting.

Add your phone number where you can be contacted in the last paragraph. If the receiver needs to use a relay service to call you, briefly explain that you are deaf/ hard of hearing and that s/he can call you through relay. Give the receiver his/her state relay number and explain that s/he will need to give the operator your number. Then give him/her your number.

Your Signature

Indented Paragraphs Form

When writing a letter using indented form , indent each paragraph. First include your name, address, phone number, and the date. This information should be located at the top of the page, either in the center, or indented on the right side of the paper. You then include the name and address of the person to whom you are sending the letter.

At the end of the letter, place your signature on the right side of the page. Don’t forget to provide any relay information if necessary.

Blocked Paragraphs Form

When writing a letter using blocked form , indent each paragraph. First include your name, address, phone number, and the date. This information should be located at the top of the page, either in the center, or indented on the right side of the paper. You then include the name and address of the person to whom you are sending the letter.

Simplified Style Form

SUBJECT LINE (use capital letters)

When writing a letter using simplified style form , put the date on the left. Then, put the receiver’s name, and his/her title, company name, and address.

Write a subject line instead of a salutation. The subject line must be in all capital letters.

At the end of the letter, put your name and title, all in capital letters.

YOUR NAME YOUR TITLE

OTHER OPTIONS

If you are using block format , you can place your address anywhere on the letter. You can place it at the top of the page (top center or top right side), or you can put your address at the end of the letter after your signature and name, regardless of which format you use.

If you are using block form , you can place the date on the left, in the center, or on the right. However, if you are using the indented form , it is usually better to place the date on the right or on the left. Do not put it in the center.

With the indented form , you can put your signature on the right or left side of the page.

If you want to make your letter stand out, boldly type your name in a larger font at the top of the letter and type your address just below it in a smaller font. Example:

Missy Gold 1345 Main Street Anytown, VA 22879

The word processing program on your computer might have some standard letter templates that can help you. These programs generally have many different style and format options. Check your template feature or the help desk on your word processing program to see your options. Some keywords you can try are:

create a letter

write a letter

Sourced by Janel Muyesseroglu

Gallaudet Interpreting Services (June 1999). GIS Web. [Online]. Available: http://www.gallaudet.edu/~gisweb/ [June 23, 1999].

Maggio, R. (1990). How to say it. Englewood Cliffs, New Jersey: Prentice-Hall.

Webster’s New World Office Professional’s Handbook. (5th ed.). (1996). New York: Macmillan.

Yate, M. (1997). Cover letters that knock’em dead. Holbrook, Massachusetts: Adams Media Corporation

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How to Address a Letter?

Things to include when addressing a formal letter, how to find a contact person, related readings, how to address a letter.

What to include when addressing a formal letter

Despite the growing preference for short messaging services (SMS) and emails nowadays, it is still important to know how to address a letter. Formal letters are still in use in the modern world, especially in formal communications and when sending job applications . Recruiters are interested in hiring candidates who show their capabilities from the first point of contact, which is the cover letter .

Therefore, the letter must follow all the rules of professional letter writing, including the sender’s contact information , date, salutations, and recipient’s address. Learning how to address a letter the right way helps the sender stand out from the rest and create a positive impression on the recipient.

When writing a professional or business letter, there are some things that the sender must include in the letter if he/she wants to impress the recipient and expect a response. In knowing how to address a letter, here are some of the things to include:

1. Contact information at the top

When writing a letter, you want the person you are addressing to know who you are, your designation, where you come from, and the address they will use when responding to your letter. The sender’s contact information should be as follows:

• First line: Full name
• Second line: Company name
• Third line: Street address
• Fourth line: City or town, followed by the state name and zip code. The state name can be abbreviated to its official postal two-letter abbreviation.
• The address should appear under the sender’s name and should be aligned to the left.
• If you are writing to someone in another country, put the name of the country in the fourth line.
• Include an email address and phone number for easier communication.

The next step is to write the date on which the letter was sent, and align it to the left or right margin. Spell out the month using letters, and numbers for the day and year. For example, the date can be written as November 15, 2020.

3. Recipient’s Name and Address

This information appears on the left margin below the sender’s address. It includes the name and mailing address of the intended recipient. It essentially tells the recipient that you know him/her, helping create a personalized connection. You should also include the title or degrees that the recipient holds.

For example, if you are writing to an English professor, you should write, “John Jones, Ph.D.” Beneath the name, put the company name on the second line. Write the mailing address of the recipient, starting with the street and city on the third line, and state and zip code on the fourth line. If the recipient is in another country, indicate the name of the country in the fourth line.

4. Salutations

After the recipient’s address, skip one line and write the salutation. The choice of salutation depends on whether or not you know the recipient of the letter. The most widely used salutation is “ Dear, ” and is recommended if you’ve never met the intended recipient. The salutation is followed by the person’s name and punctuated with a colon or comma.

If you do not know whether the recipient is a man or a woman, it is safe to use “ Dear Sir or Madam ” followed by a colon. Use “ Ms. ” in the salutation if the recipient is a woman and you do not know her marital status. The same applies to professional titles such as Dr., Professor, and Honorable. Examples of salutations include:

• Dear Mr. Jones
• Dear Ms. Jones
• Dear Dr. John
• Dear Professor Markle

Another thing to note when learning how to address a letter is to know the name of the intended recipient. Even though it is not mandatory to know the recipient’s name, addressing the recipient using their name demonstrates personal initiative on the part of the sender.

It is especially important when sending a letter to a recruiter in response to a job advert. Spending some extra time researching the right name of the recipient speaks well for the sender, and helps them stand out from the competition.

1. Ask around

One of the ways that you can use is to ask around. Start by asking colleagues and close friends the best person to talk to, especially when applying for a job. Try to get the phone number and mailing address of the specific person.

Also, you can call the company’s receptionist or customer care person to ask for the name and contact information of the hiring manager or the person conducting the recruitment for advertised positions.

2. Find contact information on the internet

If you still can’t get the right contact information of the hiring person, do extra research online to find out the company’s personnel and their contact information. Start by visiting the About Us section on the company’s website to see if they’ve included the HR manager’s name on the list of the company’s management team . The other option is to visit the LinkedIn profile of the company to get the HR manager’s contact information or a connection to the person you’re looking for.

Thank you for reading CFI’s guide on how to address a letter. To keep learning and advancing your career, the following resources will be helpful:

• Business Letter Format
• Best Font for Resume
• How to End an Email
• Investment Banking Cover Letter
• See all career resources

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How to Address a Letter

Last Updated: June 24, 2024 Fact Checked

This article was co-authored by Tami Claytor and by wikiHow staff writer, Danielle Blinka, MA, MPA . Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification. There are 11 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 1,041,261 times.

Whether you’re sending a personal or business letter, you want to make sure you’re addressing it correctly so it arrives to its recipient. Additionally, you likely want to avoid accidentally offending your recipient by using the wrong title. Fortunately, addressing a letter correctly is a simple process. All you need is your name and address, your recipient’s preferred title, and your recipient's name and address.

Letter Template

Writing an Address on an Envelope

• Tyler Hamilton
• 123 Scenic Drive
• Houston, TX 77007

• If you’re writing to a couple, provide both of their names unless they prefer to be addressed as Mr. and Mrs.
• For a family, write out the family name for a casual letter, such as “The LaCour Family.” If you’re sending a formal letter to a family, write the parents on the first line with their titles, then write the children’s names on the line below the parents. You might write, “Mr. Micah and Ms. Sarah Smith” on the first line and “Callie, Mindy, and Seth” on the second line.

• You might write, “University of Houston” or “Bayou Enterprises.”

• As an example, you’d write “Laurel Avenue” rather than “Laurel Ave.” in a business letter or formal.
• If you’re writing a personal letter , it’s okay to write “Hamilton St.” or “Liberty Ln.”

• You might write: 123 Liberty Lane Apt. 3. or 555 Laurel Avenue Suite 44.

• For instance, you'd write, "Orange, TX 77630."

Tip: Each zip code has an extra 4-digit code that comes after it. You can find the extra 4 digits by typing the zip code into the USPS website. If you write these digits on your envelope, your letter will arrive at its destination faster.

• You might write, “USA” or “UNITED KINGDOM.”

• If you’re mailing a letter internationally, use an international stamp for correct postage.

Choosing the Right Title for Your Recipient

• For instance, you’d write Ms. Veronica Johnson or Miss Alyson Meyer.

Tip: If you're writing a casual letter, you typically don't need to worry about using titles.

• You’d write, “Mr. Todd Smith.”

• You might write, "Dear Lisa Jensen."

Variation: Some people who are gender neutral prefer to use the title Mx. Use Mx. if you know the person you're writing to prefers this title.

• You might write “Dr. Ashley Matthews and Mr. Sam Matthews,” or “Honorable Kennedy Jones.”

Tip: If you aren’t sure about someone’s title, it’s okay to refer to them by a higher title to be on the safe side. For instance, let’s say you’re writing a letter to a college professor. It’s okay to use “Dr.” as their title even if you’re not sure they have a doctorate.

• You might write, “Dear Human Resources Manager” if you’re applying for a job. If you aren’t sure there is a human resources manager, you could write, “To Whom It May Concern.”

Variation: You might also use the name of the department you’re writing to if you're not sure about the recipient's name or their job title.

Formatting the Top of a Formal Letter

• When addressing a casual letter to a friend or loved one, it’s alright to use a shortened form of your given name or a nickname, such as “Chuck” or “Shorty.”
• Some versions of the classic business letter call for the sender’s name to go in the signature at the bottom of the letter rather than at the top of the return address. Both formats are acceptable—go with whichever one you prefer. [15] X Trustworthy Source Purdue Online Writing Lab Trusted resource for writing and citation guidelines Go to source

Tip: Feel free to put your formal title before your first name if you’re a doctor, elected official, or member of the clergy. In this case, you would write, “The Reverend Ichabod Sneed” instead of just, “Ichabod Sneed.”

• You can also put your official title or position on a separate line below your employer's name if you think it will be helpful to your recipient.

Variation: If you've decided to wait until the signature to give your name, the name of your company or business will go on the first line of the sender's address.

• Don't forget to include your apartment or office number after your street address, if applicable, as in, "2529 Cypress Row, Apt. 5D."
• Your address line lets your recipient know where you’re writing from, and also gives them a precise location to which they can address a letter of their own if they wish to write you back.

• Unlike the city and state, the state and zip code should be separated using only a space: "Santa Carla, California 95000."

• If you want to provide both your work and personal phone numbers, put the second number on a new line and use the prefixes “Work:” and “Cell:” to make it clear which is which.
• There’s no need to give your phone or email if you’re writing a message you don’t necessarily expect to get a reply to, such as a letter to the editor or a complaint to one of your local politicians.

• If you composed your letter over the course of multiple days, use the date on which you completed it.
• While it's not strictly necessary, including the date places your letter within a certain time frame, which can be helpful if it contains time-sensitive information.

• If your recipient is female and doesn't have a formal title, be sure to use her preferred mode of address (“Ms.”, “Mrs.”, or “Miss”) to avoid seeming presumptuous. If you’re not sure what she ordinarily goes by, the safest choice is always “Ms.” [22] X Trustworthy Source Purdue Online Writing Lab Trusted resource for writing and citation guidelines Go to source
• Double-check the spelling of the person’s name to make sure you get it right. Misspelling someone’s name could be perceived as negligent at best and disrespectful at worst.

• Keep in mind that you’ll only need to incorporate a title line if your reason for writing has something to do with your recipient’s position or occupation.

Tip: If you don’t know the person’s formal title, simply substitute the name of the department or division in which they work.

• This line isn’t reserved exclusively for the names of companies and businesses. It can also be used to institutions, such as, “The University of Alabama” or “Hollingsworth Museum of North London.”

• Look back over your address lines before mailing your letter to ensure that they’re correct. If you happen to get the street name or postal code wrong, your letter may not get where it needs to go.
• When addressing an international letter, tack on a final line with the name of the country written in all capital letters. [26] X Trustworthy Source Purdue Online Writing Lab Trusted resource for writing and citation guidelines Go to source

Expert Q&A

Reader Videos

• No punctuation is required in any part of the various addresses in your letter, aside from commas separating the names of cities and states and at the end of your salutation and closing. Thanks Helpful 5 Not Helpful 1
• Professional emails and formal letters sent as digital attachments should follow the same format as traditional handwritten letters. Thanks Helpful 4 Not Helpful 1
• Make sure the addresses printed on the envelope match the ones you listed inside your letter. Thanks Helpful 2 Not Helpful 0

You Might Also Like

• ↑ https://www.usps.com/ship/letters.htm
• ↑ https://wmich.edu/writing/rules/addresses
• ↑ https://www.today.com/home/how-address-envelope-t156576
• ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/index.html
• ↑ https://nmu.edu/writingcenter/parts-business-letter
• ↑ https://www.hunter.cuny.edu/rwc/repository/files/business-and-professional-writing/business_letter_handout-major-rev.pdf
• ↑ https://edu.gcfglobal.org/en/business-communication/how-to-write-a-formal-business-letter/1/
• ↑ https://writingcenter.unc.edu/tips-and-tools/business-letters/
• ↑ https://www.grammarly.com/blog/business-letter-format/
• ↑ https://writing.wisc.edu/handbook/assignments/businessletter/
• ↑ http://www.hunter.cuny.edu/rwc/repository/files/business-and-professional-writing/business_letter_handout-major-rev.pdf

About This Article

To address a letter, first put your first and last name in the upper left hand corner of the page. If you’re sending the letter as part of your job, include the name of your company on the second line. Then, list your street address on the next line, followed by your city, state, and zip code under that. If your letter is work-related, include your email and/or phone number on the next line. Next, skip a line and write the date. Skip another line and write the recipient’s full name. For a business letter, include the recipient’s job title on the next line, followed by the name of their company on the line under that. Finally, write the recipient’s address on the following two lines. To learn more about formatting salutations, keep scrolling! Did this summary help you? Yes No

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