How to Dress a Letter: Step-by-Step Guide

Dressing a letter means addressing the envelope correctly and formatting the letter itself so it looks professional and reaches the right person. This guide covers both the envelope and the letter layout, including what to write where, how to fold, and how to avoid common errors. You’ll need a pen or printer, an envelope, paper, and optionally a ruler for neat folding.

What You’ll Need

• Envelope (standard #10 or A4 if mailing flat)
• Letter-sized paper (8.5 x 11 inches or A4)
• Pen (dark ink) or a printer
• Ruler (optional, for crisp folds)
• Stamp (if mailing)

Step-by-Step

1. Write or print the letter. Start with your return address at the top left (or use letterhead). Then add the date, the recipient’s name and address (inside address), a salutation like “Dear Ms. Garcia,”, the body, a closing like “Sincerely,”, and your signature. Leave a blank line between each section.
2. Check the inside address. Make sure the recipient’s name, title, company, street address, city, state, and ZIP code are correct and complete. Use the full zip code if you know it.
3. Fold the letter for the envelope. Place the letter face up. Fold the bottom third up, then fold the top third down over it. The creases should be sharp; use a ruler or your thumbnail to press them. If you have a window envelope, fold so the address shows through the window.
4. Insert the letter into the envelope. Hold the envelope with the flap facing you. Slide the folded letter in with the top edge (the one with the recipient’s address) facing the front of the envelope. The flap should close over the top fold.
5. Address the envelope. Write your return address in the top left corner: your name, street address, city, state, and ZIP. In the center, write the recipient’s name and address, using the same format as the inside address. Write the address parallel to the long edge of the envelope.
6. Add postage. Place the stamp in the top right corner. If you’re unsure of the postage, check with your postal service or use a postage scale.
7. Seal the envelope. Moisten the adhesive or use a damp sponge, press the flap down firmly, and let it dry. If you’re using a self-seal envelope, just press the flap closed.
8. Double-check. Before mailing, confirm the address is legible and the stamp is affixed. If you made a mistake, rewrite the envelope—don’t cross out.

Common Mistakes

• Putting the recipient’s address in the return address spot and vice versa.
• Using a font or handwriting that is hard to read.
• Forgetting the ZIP code or using a wrong one.
• Folding the letter so the address is hidden when it’s in a window envelope.
• Sticking the stamp upside down (not a mistake, but some find it disrespectful).
• Writing the address on the flap side of the envelope—always use the smooth side.

Tips

• Use a clear, standard font like Arial or Times New Roman, size 11 or 12.
• If handwriting, use a black or blue pen and print neatly.
• For a formal letter, use a block format: all text left-aligned, no indents.
• Keep the letter to one page if possible; if longer, number the pages.
• Always keep a copy of the letter for your records.
• If mailing internationally, include the country name in capital letters on the last line.

Troubleshooting

If the envelope gets smudged, rewrite it on a new envelope. If you’ve already sealed it and made an error, carefully steam the flap open with a kettle (hold the envelope away from the steam) and reseal with glue. If the letter is too thick for a standard envelope, use a larger one or a padded mailer. If you’re unsure about postage, take it to the post office—they’ll weigh it and tell you the exact cost.

Frequently Asked Questions

What is the correct order for the address on an envelope?

Recipient’s name, then street address or P.O. box, then city, state, and ZIP code. For international, add the country on a final line.

Should I put my return address on the back flap?

No, the return address goes on the front top left corner. The back flap is for the flap itself, not for addressing.

How do I fold a letter for a business envelope?

Fold the bottom third up, then the top third down. This fits a standard #10 envelope.

Can I use a label for the address?

Yes, as long as the label is clear and placed correctly. Use a standard address label and ensure it doesn’t cover the stamp or return address.

What if I don’t know the recipient’s name?

Use the company name and department, or address it to “Human Resources” or “Customer Service.” Avoid “To Whom It May Concern” if possible.

Is it okay to print the envelope from a printer?

Yes, many printers can print directly on envelopes. Check your printer’s manual for the correct tray and alignment.

Template

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