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  • Letter Writing

How to Format a Formal Letter (with Examples)

Last Updated: January 26, 2024 Fact Checked

Sample Letters

Block style letter, ams style letter, sending a letter, expert interview, expert q&a.

This article was co-authored by Shannon O'Brien, MA, EdM and by wikiHow staff writer, Aly Rusciano . Shannon O'Brien is the Founder and Principal Advisor of Whole U. (a career and life strategy consultancy based in Boston, MA). Through advising, workshops and e-learning Whole U. empowers people to pursue their life's work and live a balanced, purposeful life. Shannon has been ranked as the #1 Career Coach and #1 Life Coach in Boston, MA by Yelp reviewers. She has been featured on Boston.com, Boldfacers, and the UR Business Network. She received a Master's of Technology, Innovation, & Education from Harvard University. 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 8,409,312 times.

Formal letters can come in handy when you need to communicate professionally. Maybe you’re emailing your boss about an upcoming vacation, confirming an appointment, asking for references, or resigning. No matter the case, a well-formatted formal letter can help you correspond with your boss or coworkers in an authoritative and organized manner. In the business world, there are 2 main types of formal letters: block style and Administrative Management Style (AMS). Block style is most widely known, while AMS is for quick internal memos; however, both styles are good to have in your tool belt.

Things You Should Know

  • Block style letters include your address, the date, the recipient’s address, and an opening and closing salutations.
  • AMS style letters also have your address, the date, and the recipient’s address, but they include an all-caps subject line instead of a salutation.

Shannon O'Brien, MA, EdM

  • If you live in the United States, write your date as June 15, 2017.
  • If you live in a European country, write your date as 15 June 2017.

Step 3 Put the recipient’s name beneath the date.

  • If you don’t know the recipient’s title, do some background research or call the company.

Step 4 Greet the recipient with a polite salutation.

  • Only use the greeting “To whom it may concern” as a last resort if you don’t know the recipient’s name or title.
  • If you typically address the recipient by their first name, it’s okay to address them as such in your letter.

Step 5 Compose the body of the letter.

  • “I am writing to confirm our arrangements for Sunday, March 26th in the Plaza Hotel at 6 PM. As we discussed, I will have the necessary paperwork on hand, along with additional information you may need. I believe this partnership will benefit both of our companies…”
  • “Since we last spoke, the Baking It website has gained over 50% more traffic and earned 11% more income through ads and affiliate links. Combining our expertise will certainly help us grow even more…”
  • “I have enclosed the initial deposit and will forward the remaining amount by Monday, March 27th, our agreed-upon date. I cannot thank you enough for supporting my business endeavors, and I look forward to working with you. Please reach out at (555)888-9000 if you have any questions…”

Step 6 Sign your letter with a formal goodbye.

  • If you’re printing your letter, leave enough space between your goodbye and printed name to physically sign your name.
  • If you’re emailing your letter, digitally sign the document .

Step 7 Add an enclosure to the bottom of the document if you’ve attached materials.

  • If you’re using a letterhead , you don’t need to put the sender’s address. Instead, begin the letter with the date in the top left corner.

Step 2 Place the date directly below your address.

  • For instance, your subject line could be something like, “YOU’RE INVITED TO METROPOLITAN MEDICAL CONFERENCE” or “YOUR PRESENCE IS REQUESTED IN TOWN SQUARE.”
  • If you’re sending your letter via email, make sure to also include a non-caps subject line in the email’s title field, even if it conveys the same message.

Step 5 Put together the body of your letter.

  • “On behalf of the University of Tennessee’s Arts Department, we would like to invite you and your family to a benefit banquet on Saturday, March 25th at the Tennessee Performing Arts Center. Your contribution to the theatre has not gone unnoticed, and we’d like to honor you as a leading Fine Arts professor…”
  • “As my resume indicates, I have hands-on experience working in the culinary field. I am have managed ten kitchens while implementing dining room customs and design changes…”

Step 6 Sign your name at the bottom of your letter.

  • Leave enough space for a physical or digital signature.

Step 7 Add any enclosures.

  • If you’re using a standard rectangular envelope, fold your letter in horizontal thirds.
  • If you’re using a square envelope, fold your letter in half horizontally and then in half vertically, so it forms a rectangle.
  • Try only folding your letter once, as a letter with too many creases could make your envelope bulky and more difficult to mail.

Step 3 Place the letter inside the envelope.

  • If you don’t like licking envelopes, no worries! Use some tape to seal it shut.

Step 4 Write your name and address in the top left-hand corner.

  • Typically, it costs $0.63 to mail a standard letter first class.
  • One stamp generally equals $0.63, but if your envelope is heavier than 1 oz of paper, it may need 1 or 2 stamps to cover the cost.
  • If you’re unsure how many stamps to use , head to your local post office to weigh your envelope.

Shannon O'Brien, MA, EdM

Reader Videos . By using this service, some information may be shared with YouTube.

  • Use 1 inch (2.5 cm) margins for all formal letters. [23] X Research source Thanks Helpful 0 Not Helpful 0
  • In cases where you represent a business, consider putting the business’s logo and address in the middle of the page as a background. Thanks Helpful 0 Not Helpful 0
  • Always proofread your letter before sending it. This way, you can catch grammatical errors before your boss or potential employer. Thanks Helpful 0 Not Helpful 0

how to write an address of a formal letter

You Might Also Like

Write an Introductory Letter

Thanks for reading our article! If you’d like to learn more about writing letters, check out our in-depth interview with Shannon O'Brien, MA, EdM .

  • ↑ Shannon O'Brien, MA, EdM. Life & Career Coach. Expert Interview. 25 May 2021.
  • ↑ https://www.sjsu.edu/writingcenter/docs/handouts/Resignation%20Letters.pdf
  • ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/index.html
  • ↑ https://www.apa.org/advocacy/guide/sample-letters.pdf
  • ↑ http://www.zeepedia.com/read.php?the_appearance_and_design_of_business_messages_punctuation_styles_business_communication&b=72&c=17
  • ↑ https://www.usps.com/ship/letters.htm

About This Article

Shannon O'Brien, MA, EdM

To write a formal letter, start in the top left corner. Write the sender's name or business, then write their address on the next line and their phone number one line below that. Skip one line, then write the date out, like "November 16th, 2015." Skip another line, then write the recipients name, job title, and address on their own respective lines. Skip another line, then write the body paragraph of your letter, which should be no more than 3 paragraphs. When you're ready to sign off, include your name, job title, and contact information, as well as space for you to sign. If you're enclosing other materials with the letter, put "Enclosure" at the bottom of the page, followed by the name of the documents enclosed. For more information about writing formal and direct memos, continue reading! Did this summary help you? Yes No

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Writing the Basic Business Letter

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Copyright ©1995-2018 by The Writing Lab & The OWL at Purdue and Purdue University. All rights reserved. This material may not be published, reproduced, broadcast, rewritten, or redistributed without permission. Use of this site constitutes acceptance of our terms and conditions of fair use.

Media File: Writing the Basic Business Letter

This resource is enhanced by an Acrobat PDF file. Download the free Acrobat Reader

Parts of a Business Letter

This resource is organized in the order in which you should write a business letter, starting with the sender's address if the letter is not written on letterhead.

Sender's Address

The sender's address usually is included in letterhead. If you are not using letterhead, include the sender's address at the top of the letter one line above the date. Do not write the sender's name or title, as it is included in the letter's closing. Include only the street address, city, and zip code.

The date line is used to indicate the date the letter was written. However, if your letter is completed over a number of days, use the date it was finished in the date line. When writing to companies within the United States, use the American date format. (The United States-based convention for formatting a date places the month before the day. For example: June 11, 2001. ) Write out the month, day and year two inches from the top of the page. Depending which format you are using for your letter, either left justify the date or tab to the center point and type the date. In the latter case, include the sender's address in letterhead, rather than left-justified.

Inside Address

The inside address is the recipient's address. It is always best to write to a specific individual at the firm to which you are writing. If you do not have the person's name, do some research by calling the company or speaking with employees from the company. Include a personal title such as Ms., Mrs., Mr., or Dr. Follow a woman's preference in being addressed as Miss, Mrs., or Ms. If you are unsure of a woman's preference in being addressed, use Ms. If there is a possibility that the person to whom you are writing is a Dr. or has some other title, use that title. Usually, people will not mind being addressed by a higher title than they actually possess. To write the address, use the U.S. Post Office Format. For international addresses, type the name of the country in all-capital letters on the last line. The inside address begins one line below the date. It should be left justified, no matter which format you are using.

Use the same name as the inside address, including the personal title. If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (for example: Dear Lucy:). In all other cases, however, use the personal title and last/family name followed by a colon. Leave one line blank after the salutation.

If you don't know a reader's gender, use a nonsexist salutation, such as their job title followed by the receiver's name. It is also acceptable to use the full name in a salutation if you cannot determine gender. For example, you might write Dear Chris Harmon: if you were unsure of Chris's gender.

For block and modified block formats, single space and left justify each paragraph within the body of the letter. Leave a blank line between each paragraph. When writing a business letter, be careful to remember that conciseness is very important. In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.

The closing begins at the same vertical point as your date and one line after the last body paragraph. Capitalize the first word only (for example: Thank you) and leave four lines between the closing and the sender's name for a signature. If a colon follows the salutation, a comma should follow the closing; otherwise, there is no punctuation after the closing.

If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures below the closing. As an option, you may list the name of each document you are including in the envelope. For instance, if you have included many documents and need to ensure that the recipient is aware of each document, it may be a good idea to list the names.

Typist initials

Typist initials are used to indicate the person who typed the letter. If you typed the letter yourself, omit the typist initials.

A Note About Format and Font

Block Format

When writing business letters, you must pay special attention to the format and font used. The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs.

Modified Block

Another widely utilized format is known as modified block format. In this type, the body of the letter and the sender's and recipient's addresses are left justified and single-spaced. However, for the date and closing, tab to the center point and begin to type.

The final, and least used, style is semi-block. It is much like the modified block style except that each paragraph is indented instead of left justified.

Keep in mind that different organizations have different format requirements for their professional communication. While the examples provided by the OWL contain common elements for the basic business letter (genre expectations), the format of your business letter may need to be flexible to reflect variables like letterheads and templates. Our examples are merely guides.

If your computer is equipped with Microsoft Office 2000, the Letter Wizard can be used to take much of the guesswork out of formatting business letters. To access the Letter Wizard, click on the Tools menu and then choose Letter Wizard. The Wizard will present the three styles mentioned here and input the date, sender address and recipient address into the selected format. Letter Wizard should only be used if you have a basic understanding of how to write a business letter. Its templates are not applicable in every setting. Therefore, you should consult a business writing handbook if you have any questions or doubt the accuracy of the Letter Wizard.

Another important factor in the readability of a letter is the font. The generally accepted font is Times New Roman, size 12, although other fonts such as Arial may be used. When choosing a font, always consider your audience. If you are writing to a conservative company, you may want to use Times New Roman. However, if you are writing to a more liberal company, you have a little more freedom when choosing fonts.

Punctuation

Punctuation after the salutation and closing - use a colon (:) after the salutation (never a comma) and a comma (,) after the closing. In some circumstances, you may also use a less common format, known as open punctuation. For this style, punctuation is excluded after the salutation and the closing.

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How to Write a Formal Letter: Format and Examples

Krystal Craiker headshot

Krystal N. Craiker

formal letter format

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.

Basic elements in a formal letter

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. 

Full block letter vs semi-block letter

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

Polite sign-offs for formal letters

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 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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Home » Letter Writing » How to Write Formal Letters: A Step-by-Step Guide

How to Write Formal Letters: A Step-by-Step Guide

Writing formal letters is a valuable skill, whether you’re a student, professional, or an individual addressing various situations. To craft an effective formal letter, follow these steps:

  • Your Address: Start your letter by writing your address at the top. This should include your House number, Street name, City, Country and PIN code.
  • Date: Just below your address, write the date when you are writing the letter. Remember to spell out the month, add the day, and put in the year.
  • Recipient’s Address: Leave a little space and then add the recipient’s name, their position (like Principal or Teacher), the name of the school, and the school’s address. If you are not sure of the person’s name, you can use a formal greeting like “To Whom It May Concern.” Salutation: Begin your letter with a polite greeting, for example, “Respected Principal” or “Respected Teacher.”
  • Opening Paragraph: In the first paragraph, clearly and briefly mention the reason you are writing the letter. For instance, if you’re writing to request information about a scholarship, specify which scholarship you’re interested in.
  • Main Body of the Letter: In the body of the letter, explain your purpose in more detail. Organize your thoughts logically using separate paragraphs. Use simple and correct language, and make sure your spelling and grammar are accurate.
  • Closing Paragraph: Summarize the main points of your letter and remind the reader about the purpose. If you’re attaching any documents or providing extra information, mention it here.
  • Formal Closing: End your letter with a formal closing, such as “Yours truly” or “Sincerely.” Use a comma (,) after the closing.
  • Your Signature: Leave enough space below the closing for your handwritten signature. If you’re typing the letter on a computer, a typed signature is okay.
  • Enclosures and CC: If you’ve added any extra documents or sent copies to others (CC), let the reader know at the end of the letter. For example: “Enclosures: Certificates, Mark Sheet” or “CC: Parent’s Name.”
  • Formatting: Make sure your letter looks neat with a clear font and a standard letter size. Keep your tone formal and respectful, and avoid using informal words or slang.
  • Proofreading: Before sending the letter, read it carefully to check for spelling or grammar mistakes. A well-written letter shows that you’re careful and thorough.
  • Mailing (if needed): If it’s a physical letter, put it in an envelope, write the recipient’s address, and add the right postage.

Writing a formal letter is an important skill. It can help you communicate effectively with your school, office or in other situations where you need to write a formal letter.

  • 10 Tips for Effective Letter Writing
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  • Guide to Addressing Correspondence

addressing etiquette

Address book, cup of tea and stationery at the ready, you start addressing invitations for your husband’s fortieth birthday party. All of a sudden you realize you are in a potential etiquette minefield. Jane and John are married, but she does not want to be addressed as “and Mrs. John Kelly;” Sam and Sue are not married, but live together; and Tanya is separated but not yet divorced. What are the correct forms of address for each of these invitations? Simply refer to our handy list and take the mystery out of addressing your social correspondence correctly.

Mx. Is the universal title that can be used by anyone. It is gender non-identifying. Even if you identify specifically with a gender you may still use Mx. and you may see Mx. used when the sender is unaware of your title.

Addressing a Man

Mr. is the title designated for an adult man age 16 or older. Short for Mister or Monsieur in french.

The abbreviated plural for Messieurs is Messrs. While some are under the assumption that Messrs. is used for brothers, it is actually used to indicated multiple gentleman (or also multiple companies ie Messrs. Sotheby) Messers. could also be used to indicate two married men. We suggest that you ask male couples if they prefer to be Mr. and Mr. Smith or the Messrs. Smith.

Addressing a Woman

Maiden name.

Ms. Jane Johnson

Miss Jane Johnson*

*Usually ‘Miss’ is for girls under 18

Married, keeping maiden name

Married, uses husband’s name socially.

Mrs. John Kelly Mrs. Jane Kelly* *Nowadays this is acceptable Ms. Jane Kelly

Separated, not divorced

Mrs. John Kelly Mrs. Jane Kelly Ms. Jane Kelly

Mrs. Jane Kelly Ms. Jane Kelly Ms. Jane Johnson (maiden name)

Mrs. John Kelly* *If you don’t know the widow’s preference, this is the traditional and preferred form Mrs. Jane Kelly Ms. Jane Kelly

Addressing a Couple

Married, she uses her husband’s name socially.

Mr. and Mrs. John Kelly

NOTE: Traditionally, a woman’s name preceded a man’s on an envelope address, and his first and surname were not separated (Jane and John Kelly). Nowadays, the order of the names—whether his name or hers comes first—does not matter and either way is acceptable. The exception is when one member of the couple ‘outranks’ the other—the one with the higher rank is always listed first.

Married, she prefers Ms.

Mr. John Kelly and Ms. Jane Kelly Ms. Jane Kelly and Mr. John Kelly *Do not link Ms. to the husband’s name: Mr. and Ms. John Kelly is incorrect

Married, informal address

Jane and John Kelly John and Jane Kelly

Married, she uses maiden name

Mr. John Kelly and Ms. Jane Johnson Ms. Jane Johnson and Mr. John Kelly

If you can’t fit the names on one line: Mr. John Kelly and Ms. Jane Johnson *Note the indent, either name may be used first

Unmarried, living together

Mr. John Kelly & Ms. Jane Johnson Note: Use one line

A woman who outranks her husband: elected office, military rank

The Honorable Jane Kelly and Mr. John Kelly

If you can’t fit both names on one line (note indent): The Honorable Jane Kelly and Mr. John Kelly

A woman who outranks her husband: professional or educational degree

Dr. Jane Kelly and Mr. John Kelly

Both are doctors (PhD or medical) and use the same last name

The Doctors Kelly (omit first names) Drs. Jane and John Kelly / Drs. John and Jane Kelly Dr. John Kelly and Dr. Jane Kelly / Dr. Jane Kelly and Dr. John Kelly

Both are doctors (PhD or medical), she uses her maiden name

Dr. Jane Johnson and Dr. John Kelly Dr. John Kelly and Dr. Jane Johnson

Ms. is the default form of address, unless you know positively that a woman wishes to be addressed as Mrs.

Professional designations—use only for business

Jane Kelly, CPA

Note: Do not use Ms. or Mr. if using a professional designation. Socially, drop the professional designation and use Mr., Ms., or Mrs.: Ms. Jane Kelly

Esquire: Attorneys and some court officials

Jane Kelly, Esquire

Note: If using Esquire, do not use Ms. or Mr. In conversation or socially, ‘Esquire’ is not used; use Mr. or Ms.: Ms. Jane Kelly

Attorney at Law

Ms. Jane Kelly Attorney at Law

Note: This is an alternative to ‘Esquire’ for attorneys. Use Mr. or Ms. and use two lines with no indent.

  • Wedding Etiquette 101: Everything You Need to Know

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Related articles, the correct use of “esquire”, follow this personal letter format to sound more sincere, how do i rsvp, women's names and titles.

how to write an address of a formal letter

Create a form in Word that users can complete or print

In Word, you can create a form that others can fill out and save or print.  To do this, you will start with baseline content in a document, potentially via a form template.  Then you can add content controls for elements such as check boxes, text boxes, date pickers, and drop-down lists. Optionally, these content controls can be linked to database information.  Following are the recommended action steps in sequence.  

Show the Developer tab

In Word, be sure you have the Developer tab displayed in the ribbon.  (See how here:  Show the developer tab .)

Open a template or a blank document on which to base the form

You can start with a template or just start from scratch with a blank document.

Start with a form template

Go to File > New .

In the  Search for online templates  field, type  Forms or the kind of form you want. Then press Enter .

In the displayed results, right-click any item, then select  Create. 

Start with a blank document 

Select Blank document .

Add content to the form

Go to the  Developer  tab Controls section where you can choose controls to add to your document or form. Hover over any icon therein to see what control type it represents. The various control types are described below. You can set properties on a control once it has been inserted.

To delete a content control, right-click it, then select Remove content control  in the pop-up menu. 

Note:  You can print a form that was created via content controls. However, the boxes around the content controls will not print.

Insert a text control

The rich text content control enables users to format text (e.g., bold, italic) and type multiple paragraphs. To limit these capabilities, use the plain text content control . 

Click or tap where you want to insert the control.

Rich text control button

To learn about setting specific properties on these controls, see Set or change properties for content controls .

Insert a picture control

A picture control is most often used for templates, but you can also add a picture control to a form.

Picture control button

Insert a building block control

Use a building block control  when you want users to choose a specific block of text. These are helpful when you need to add different boilerplate text depending on the document's specific purpose. You can create rich text content controls for each version of the boilerplate text, and then use a building block control as the container for the rich text content controls.

building block gallery control

Select Developer and content controls for the building block.

Developer tab showing content controls

Insert a combo box or a drop-down list

In a combo box, users can select from a list of choices that you provide or they can type in their own information. In a drop-down list, users can only select from the list of choices.

combo box button

Select the content control, and then select Properties .

To create a list of choices, select Add under Drop-Down List Properties .

Type a choice in Display Name , such as Yes , No , or Maybe .

Repeat this step until all of the choices are in the drop-down list.

Fill in any other properties that you want.

Note:  If you select the Contents cannot be edited check box, users won’t be able to click a choice.

Insert a date picker

Click or tap where you want to insert the date picker control.

Date picker button

Insert a check box

Click or tap where you want to insert the check box control.

Check box button

Use the legacy form controls

Legacy form controls are for compatibility with older versions of Word and consist of legacy form and Active X controls.

Click or tap where you want to insert a legacy control.

Legacy control button

Select the Legacy Form control or Active X Control that you want to include.

Set or change properties for content controls

Each content control has properties that you can set or change. For example, the Date Picker control offers options for the format you want to use to display the date.

Select the content control that you want to change.

Go to Developer > Properties .

Controls Properties  button

Change the properties that you want.

Add protection to a form

If you want to limit how much others can edit or format a form, use the Restrict Editing command:

Open the form that you want to lock or protect.

Select Developer > Restrict Editing .

Restrict editing button

After selecting restrictions, select Yes, Start Enforcing Protection .

Restrict editing panel

Advanced Tip:

If you want to protect only parts of the document, separate the document into sections and only protect the sections you want.

To do this, choose Select Sections in the Restrict Editing panel. For more info on sections, see Insert a section break .

Sections selector on Resrict sections panel

If the developer tab isn't displayed in the ribbon, see Show the Developer tab .

Open a template or use a blank document

To create a form in Word that others can fill out, start with a template or document and add content controls. Content controls include things like check boxes, text boxes, and drop-down lists. If you’re familiar with databases, these content controls can even be linked to data.

Go to File > New from Template .

New from template option

In Search, type form .

Double-click the template you want to use.

Select File > Save As , and pick a location to save the form.

In Save As , type a file name and then select Save .

Start with a blank document

Go to File > New Document .

New document option

Go to File > Save As .

Go to Developer , and then choose the controls that you want to add to the document or form. To remove a content control, select the control and press Delete. You can set Options on controls once inserted. From Options, you can add entry and exit macros to run when users interact with the controls, as well as list items for combo boxes, .

Adding content controls to your form

In the document, click or tap where you want to add a content control.

On Developer , select Text Box , Check Box , or Combo Box .

Developer tab with content controls

To set specific properties for the control, select Options , and set .

Repeat steps 1 through 3 for each control that you want to add.

Set options

Options let you set common settings, as well as control specific settings. Select a control and then select Options to set up or make changes.

Set common properties.

Select Macro to Run on lets you choose a recorded or custom macro to run on Entry or Exit from the field.

Bookmark Set a unique name or bookmark for each control.

Calculate on exit This forces Word to run or refresh any calculations, such as total price when the user exits the field.

Add Help Text Give hints or instructions for each field.

OK Saves settings and exits the panel.

Cancel Forgets changes and exits the panel.

Set specific properties for a Text box

Type Select form Regular text, Number, Date, Current Date, Current Time, or Calculation.

Default text sets optional instructional text that's displayed in the text box before the user types in the field. Set Text box enabled to allow the user to enter text into the field.

Maximum length sets the length of text that a user can enter. The default is Unlimited .

Text format can set whether text automatically formats to Uppercase , Lowercase , First capital, or Title case .

Text box enabled Lets the user enter text into a field. If there is default text, user text replaces it.

Set specific properties for a Check box .

Default Value Choose between Not checked or checked as default.

Checkbox size Set a size Exactly or Auto to change size as needed.

Check box enabled Lets the user check or clear the text box.

Set specific properties for a Combo box

Drop-down item Type in strings for the list box items. Press + or Enter to add an item to the list.

Items in drop-down list Shows your current list. Select an item and use the up or down arrows to change the order, Press - to remove a selected item.

Drop-down enabled Lets the user open the combo box and make selections.

Protect the form

Go to Developer > Protect Form .

Protect form button on the Developer tab

Note:  To unprotect the form and continue editing, select Protect Form again.

Save and close the form.

Test the form (optional)

If you want, you can test the form before you distribute it.

Protect the form.

Reopen the form, fill it out as the user would, and then save a copy.

Creating fillable forms isn’t available in Word for the web.

You can create the form with the desktop version of Word with the instructions in Create a fillable form .

When you save the document and reopen it in Word for the web, you’ll see the changes you made.

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IMAGES

  1. FREE 7+ Sample Addressing a Formal Letter Templates in PDF

    how to write an address of a formal letter

  2. FREE 7+ Sample Addressing a Formal Letter Templates in PDF

    how to write an address of a formal letter

  3. FREE 7+ Sample Addressing a Formal Letter Templates in PDF

    how to write an address of a formal letter

  4. How To Address A Business Letter

    how to write an address of a formal letter

  5. How To Address In A Formal Letter

    how to write an address of a formal letter

  6. 4 Ways to Address a Letter

    how to write an address of a formal letter

VIDEO

  1. How To Write a Formal Letter

  2. Formal and Informal letter in english //how to write formal and informal letter//formal letter

  3. how to write a formal letter learn by Pawan sir

  4. Formal letter write application to your principal for sick leave

  5. Formal letter

  6. Letter writing for all the classes. #letter #letterwriting #mail #postal #adresse #posyaladdress

COMMENTS

  1. How To Address a Formal Letter Step By Step (With Template)

    When addressing formal letters, always include the following information in this order: Your contact information, including your full name, company name, job title, address, phone number and email The date you sent the letter The recipient's contact information, including their full name, company name, job title, address, phone number and email

  2. 4 Ways to Address a Letter

    1 Put your name and address in the top left corner of the envelope. It's important to put your own address on the letter so the post office can return it if it can't be delivered. Use a pen or pencil to write your name in the top left corner of your envelope.

  3. 4 Ways to Address a Formal Letter

    Method 1 Addressing Someone You Know Download Article 1 Format your salutation as Dear (title) (surname). It is customary to begin formal letters with "Dear." The word "Dear" conveys warmth yet professionalism, and omitting it makes a letter seem less formal. 2 Follow the opening of your salutation with a courtesy title.

  4. How to Address a Letter: Addressing a Letter 101

    Your full name or company name The street address, including building number or name The city, state, and zip code Country name You should include the following information in your recipient's address: Their full name Their job title

  5. How to Write a Letter: Step-By-Step Guide With Tips

    Here are some quick steps for how to write a letter: Choose your format (email, paper and mail, etc.) Write your contact information and date at the top if you're using block style (see below). On a new line write a salutation, such as "Dear Ms. Smith," or "To Whom It May Concern." Write the body of your letter in a standard paragraph format.

  6. How to Write an Address: A Complete Guide

    Suite number, apartment number, or P.O. box number, if necessary City, town, or village State or territory Postal code Country It's important to include all the information that the post office needs to identify the correct location, without including any extraneous information.

  7. How to Address a Letter: 9 Tips You Should Know

    1 Start by putting your contact information at the top. This longstanding rule makes sense: you want the person you're addressing to readily know who you are, where you're coming from, and how they can respond to you.

  8. How to Address a Letter

    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.

  9. How to Address a Letter for Business: Our Expert Guide

    1. Add your contact information If you don't have a preprinted envelope, on the first line put your name, your company's name, street address, and zip code in the upper left corner. 2. Add the recipient's name Print it at the top line of the address block centered in the middle of the envelope, a few lines below your information. 3. Include a title

  10. Writing a Formal Letter—A Quick Guide

    1. Write Your Name, Contact Information, and Date. To start your formal letter, write your name, contact information, and date on the left-hand side of the paper. Skip a line before the date so that it looks like this: Always start your formal letters with your name, contact information, and date. 2.

  11. How to Write a Formal Letter: Formatting, Tone & Templates

    To write a formal letter, start in the top left corner. Write the sender's name or business, then write their address on the next line and their phone number one line below that. Skip one line, then write the date out, like "November 16th, 2015." Skip another line, then write the recipients name, job title, and address on their own respective ...

  12. Writing the Basic Business Letter

    To access the Letter Wizard, click on the Tools menu and then choose Letter Wizard. The Wizard will present the three styles mentioned here and input the date, sender address and recipient address into the selected format. Letter Wizard should only be used if you have a basic understanding of how to write a business letter.

  13. How to Write a Formal Letter: Format and Examples

    Signature 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.

  14. How to write a formal letter

    Beginning and ending your letter. Beginning: Most formal letters will start with 'Dear' before the name of the person that you are writing to. You can choose to use first name and surname, or ...

  15. How to Write an Address Correctly

    A few simple rules can help you write any address. Basic Address Format Explained In the United States, the address should use the following format. This can look a little different, depending on the situation. First and last name Company name, if applicable Street number and name City, state, and zip code Writing an Address for an Individual

  16. How to Write Formal Letters: A Step-by-Step Guide

    Your Address: Start your letter by writing your address at the top. This should include your House number, Street name, City, Country and PIN code. Date: Just below your address, write the date when you are writing the letter. Remember to spell out the month, add the day, and put in the year.

  17. Formal Letter Format: How to Write a Formal Letter

    1) Include your name and contact information The return address should be written in the top right-hand corner of a formal letter. This will usually your address, but could be any other address to which a reply should be sent. 2) Include the recipient's name and address

  18. How To Address An Envelope or Letter

    Ms. is the default form of address, unless you know positively that a woman wishes to be addressed as Mrs. Do not use Ms. or Mr. if using a professional designation. Socially, drop the professional designation and use Mr., Ms., or Mrs.: Ms. Jane Kelly. If using Esquire, do not use Ms. or Mr.

  19. Create a form in Word that users can complete or print

    Show the Developer tab. If the developer tab isn't displayed in the ribbon, see Show the Developer tab.. Open a template or use a blank document. To create a form in Word that others can fill out, start with a template or document and add content controls.