Sending a proper letter—whether it’s a formal business letter, a personal note, or a thank-you card—shows care and respect for the recipient. In a world of quick emails and texts, a well-crafted letter stands out. This guide walks you through every step, from choosing the right paper to dropping it in the mailbox, so your letter arrives looking polished and professional.
What You’ll Need
- Paper (letterhead for business, nice stationery for personal)
- Envelope that matches the paper size (usually #10 for business, A2 for note cards)
- Pen (black or blue ink, preferably)
- Address labels or a pen for addressing
- Postage stamp (correct amount for weight and destination)
- Optional: ruler for centering, a printed return address label
Step-by-Step
- Choose your paper and envelope. For formal letters, use a clean, unlined paper (8.5×11 inches) and a matching #10 envelope. For personal notes, a smaller folded card or note card with a matching envelope is fine. Make sure the paper is free of wrinkles or stains.
- Format your letter correctly. If it’s a business letter, start with your contact information at the top left (your name, address, phone, email), then the date, then the recipient’s name and address. For personal letters, you can just put the date at the top right or left. Skip a line between sections.
- Write a clear salutation. Use “Dear Mr. Smith:” or “Dear Dr. Jones:” for formal letters (with a colon). For personal letters, “Dear Alex,” with a comma is fine. If you don’t know the recipient’s name, use “To Whom It May Concern:” but try to find a name if possible.
- Write the body. Keep paragraphs short and focused. In the first paragraph, state your purpose. In the middle paragraphs, provide details or supporting information. In the final paragraph, summarize or state what you hope happens next (e.g., “I look forward to your reply”). Be polite and professional.
- Close properly. Use “Sincerely,” “Yours truly,” or “Best regards,” for formal letters. For personal letters, “Warmly,” “With love,” or “Take care,” works. Skip four lines after the closing to leave room for your signature, then type your name (if typed).
- Sign your name. Sign in blue or black ink, directly above your typed name. If you’re sending a personal letter, just sign your first name or full name as you usually do.
- Fold the letter. For a standard #10 envelope, fold the letter in thirds: fold the bottom up to about one-third from the top, then fold the top down to meet the fold. For a smaller envelope, fold in half or in quarters as needed. Make sure the letter fits without bulging.
- Address the envelope. Write the recipient’s name and address in the center of the envelope, using clear block letters. Write your return address in the top left corner. Use the correct format: Name, Street Address, City, State ZIP. For international mail, include the country name.
- Affix postage. Place the stamp in the top right corner. Check the weight and size of your envelope to determine the correct postage. If in doubt, ask at the post office or use a postage calculator online.
- Mail it. Drop it in a mailbox, hand it to a postal carrier, or take it to the post office. If you want proof of delivery, consider using certified mail or a tracking service.
Common Mistakes
- Using the wrong format: Forgetting the date or your contact info in a business letter looks unprofessional.
- Messy handwriting: Illegible addresses cause delays or returns. Print clearly or use labels.
- Insufficient postage: Underpaying can result in the letter being returned to you or the recipient paying the difference.
- Folding incorrectly: Folding too many times or unevenly can make the letter look crumpled.
- Forgetting the return address: If the letter is undeliverable, it won’t come back to you.
- Using pencil or light ink: Pencil smudges and light ink may be hard to read.
Tips
- Proofread your letter for spelling and grammar errors. Read it aloud to catch awkward phrasing.
- Use a ruler to center the recipient’s address on the envelope—it looks neater.
- If you’re sending a formal letter, use a template or sample to get the layout right.
- Keep a copy of the letter for your records, especially for business correspondence.
- For personal letters, add a small personal touch like a handwritten P.S.
- Mail your letter early in the week to avoid weekend delays.
Troubleshooting
- Letter returned to you: Check the address for errors, make sure you used the correct postage, and re-send. If the address is correct, the recipient may have moved.
- Recipient says they didn’t receive it: Verify the address again, and consider using certified mail or tracking for important letters.
- Envelope is too thick: If you’re sending more than a few pages, you may need extra postage or a larger envelope. Take it to the post office to weigh it.
- Ink smudged: If your handwriting smears, switch to a ballpoint pen or let the ink dry before folding.
- Letter looks wrinkled: Use a heavier paper or a mailer board to keep it flat.
Template
Your Name
Your Street Address
City, State ZIP
Your Email | Your Phone
Date
Recipient’s Name
Recipient’s Street Address
City, State ZIP
Dear Mr./Ms. Last Name:
Opening paragraph: State your purpose.
Middle paragraph(s): Provide details or background.
Closing paragraph: Summarize and indicate next steps.
Sincerely,
(signature)
Your Typed Name
Sample (fictional):
John Doe
123 Maple St.
Springfield, IL 62704
john.doe@email.com | (555) 123-4567
October 5, 2023
Ms. Jane Smith
456 Oak Ave.
Chicago, IL 60601
Dear Ms. Smith:
I am writing to inquire about the sales associate position at your company. I have five years of retail experience and a strong passion for customer service.
In my previous role at ABC Store, I increased sales by 15% through upselling and excellent client relations. I am confident I can bring similar results to your team.
I would appreciate the opportunity to discuss my qualifications further. I am available for an interview at your convenience.
Sincerely,
(signature)
John Doe
Frequently Asked Questions
Do I need to handwrite a letter or can I type it?
For formal business letters, typing is standard. For personal letters, handwriting adds a personal touch, but typing is acceptable if your handwriting is messy.
How many stamps do I need?
It depends on the weight and size of your envelope. A standard letter (up to 1 ounce) needs one First-Class stamp. Heavier or larger envelopes may require more postage—check with your postal service.
What is the proper way to address an envelope to a family?
Use “The Smith Family” or list each name individually. For a married couple, “Mr. and Mrs. John Smith” is traditional, but you can also use “John and Jane Smith.”
Should I include my email address in a formal letter?
Yes, it’s common to include your email and phone number in the header of a business letter, so the recipient can reach you easily.
How do I send a letter internationally?
Use an international envelope, write the destination country in capital letters, and use the correct international postage. You may need to fill out a customs form if it’s a package.
What if I don’t know the recipient’s name?
Use “To Whom It May Concern:” or “Dear Hiring Manager:” if it’s a job application. Try to find a name by searching the company website or calling ahead.