How To Address a Formal Letter (With Template and Examples)

What Is Included in a Formal Letter Address?

A formal letter commonly includes:

• The sender’s name
• The sender’s company, when applicable
• The sender’s mailing address
• The sender’s email address or telephone number
• The date
• The recipient’s name
• The recipient’s professional title
• The recipient’s company
• The recipient’s mailing address
• A professional salutation

In a printed letter, these details appear above the main message. Email correspondence uses a different structure because the sender and recipient addresses already appear in the email header.

How To Address a Formal Letter

Follow these steps to address a professional letter.

1. Select a Professional Format

Full-block format is a common choice for business letters. In this format, every section is aligned with the left margin, including the sender’s information, date, recipient’s address, greeting and body paragraphs.

Use a professional font such as Arial, Calibri, Times New Roman or Georgia. A font size between 10 and 12 points is usually appropriate.

Use approximately one-inch margins unless your organization has a specific document template.

2. Add Your Contact Information

Place your name and contact information at the top of the page.

Include:

• Full name
• Job title, when relevant
• Company name
• Street address
• City, state and ZIP code
• Email address
• Telephone number

For international correspondence, include your country on a separate line.

You may use a home or business address depending on the letter’s purpose. If privacy is a concern, consider whether a complete home address is necessary.

3. Write the Date

Leave a blank line after your contact information and write the date in full.

For example:

July 22, 2026

Writing the month as a word helps avoid confusion between date formats. For example, 7/8/2026 could mean July 8 or August 7 depending on the recipient’s location.

4. Add the Recipient’s Information

Leave another blank line and enter the recipient’s details.

The section may include:

• Recipient’s full name
• Professional title
• Department
• Company or organization
• Street address
• City, state and ZIP code
• Country, for international mail

Verify the spelling of the recipient’s name, job title and company. Outdated or incorrect details can make the letter appear careless.

5. Choose an Appropriate Salutation

When you know the recipient’s name, address the person directly.

Examples include:

• Dear Jordan Lee:
• Dear Ms. Patel:
• Dear Dr. Williams:
• Dear Professor Kim:

A colon is traditional in formal U.S. business letters, although a comma is also widely used in contemporary professional communication.

Use the recipient’s preferred title when known. If you do not know their gender or preferred courtesy title, use their full name rather than guessing.

6. Use a Role or Department When the Name Is Unknown

Try to identify the recipient before using a generic greeting. Check the company website, job advertisement or professional directory.

If you cannot find a name, use a relevant role or department:

• Dear Hiring Manager:
• Dear Customer Support Manager:
• Dear Admissions Committee:
• Dear Finance Department:
• Dear Selection Committee:
• Dear Dokie Recruitment Team:

These options are usually more specific than “To Whom It May Concern.”

7. Proofread the Address

Before sending the letter, confirm:

• The names are spelled correctly
• The recipient’s title is current
• The organization name is complete
• The street and unit numbers are correct
• The city, state and ZIP code match
• The salutation matches the recipient
• The letter uses consistent spacing
• The envelope and letter contain the same address

Address accuracy is especially important for confidential, time-sensitive or legally significant correspondence.

Formal Letter Address Template

Use this template for a standard formal letter:

[Your full name]
[Your professional title]
[Your company]
[Your street address]
[City, state and ZIP code]
[Email address]
[Telephone number]

[Full date]

[Recipient’s full name]
[Recipient’s professional title]
[Department]
[Company or organization]
[Street address]
[City, state and ZIP code]

Dear [Recipient’s name or professional role]:

[Opening paragraph explaining the purpose of the letter.]

[Supporting information, relevant details or requested action.]

[Closing paragraph and next steps.]

Sincerely,

[Signature, for a printed letter]
[Your typed name]
[Your professional title]

Formal Letter Example Addressed to an Individual

Alex Morgan
Marketing Manager
Northbridge Solutions
214 West Harbor Street
Seattle, WA 98101
alex.morgan@example.com
(206) 555-0148

July 22, 2026

Priya Patel
Director of Partnerships
Crescent Digital Group
780 Market Avenue
Portland, OR 97205

Dear Ms. Patel:

I am writing to propose a partnership between Northbridge Solutions and Crescent Digital Group for our upcoming professional development campaign.

Our teams serve complementary audiences, and I believe a coordinated content initiative could create meaningful value for both organizations. I have enclosed an initial campaign outline for your consideration.

Please let me know whether you are available for a brief discussion next week. Thank you for reviewing the proposal.

Sincerely,

Alex Morgan
Marketing Manager

Formal Letter Example When the Recipient Is Unknown

Taylor Brooks
1840 Ridgeway Drive
Austin, TX 78701
taylor.brooks@example.com
(512) 555-0182

July 22, 2026

Human Resources Department
Westland Manufacturing
630 Industrial Boulevard
Austin, TX 78744

Dear Hiring Manager:

I am writing to apply for the operations coordinator position advertised on your company website.

In my current role, I coordinate schedules, prepare weekly performance reports and maintain documentation across several operational teams. I would welcome the opportunity to apply this experience at Westland Manufacturing.

Thank you for considering my application. I have enclosed my resume and would be pleased to discuss my qualifications further.

Sincerely,

Taylor Brooks

Formal Letter Example Addressed to a Committee

Morgan Chen
42 Redwood Lane
Sacramento, CA 95814
morgan.chen@example.com

July 22, 2026

Scholarship Selection Committee
Bright Future Foundation
975 Capitol Street
Sacramento, CA 95816

Dear Scholarship Selection Committee:

I am submitting my application for the Bright Future Professional Development Scholarship.

The scholarship would allow me to complete an accredited data analytics program and develop the technical skills needed to progress into a business intelligence role. My completed application and supporting documents are enclosed.

Thank you for your time and consideration.

Respectfully,

Morgan Chen

How To Address a Letter to Multiple People

If you are writing to two people, include both names in the recipient section and greeting.

For example:

Dear Ms. Rivera and Mr. Thompson:

If the letter is intended for a larger group, address the relevant team or committee:

• Dear Board Members:
• Dear Interview Panel:
• Dear Project Team:
• Dear Members of the Selection Committee:

Avoid listing numerous names when a clear group title communicates the audience more effectively.

How To Address Someone With a Professional Title

Use a professional title when it is relevant and you know the recipient uses it.

Examples include:

• Dear Dr. Ahmed:
• Dear Professor Garcia:
• Dear Judge Bennett:
• Dear Captain Wilson:

Do not combine courtesy and professional titles unnecessarily. For example, use “Dr. Morgan” rather than “Ms. Dr. Morgan.”

When unsure, consult the organization’s website or previous correspondence.

How To Address an Envelope

Place the return address in the upper-left corner of the front of the envelope. Put the recipient’s address in the center and postage in the upper-right corner.

The recipient address should include:

[Recipient’s name]
[Company name]
[Street address and suite number]
[City, state and ZIP code]

The United States Postal Service recommends printing the return and delivery addresses on the same side of the envelope and writing them parallel to its longest edge.

Do not add the recipient’s phone number or email address to the envelope. Use clear printing and verify apartment, suite and ZIP code information.

How To Address an International Formal Letter

Address conventions differ between countries. Before mailing an international letter:

• Confirm the recipient country’s address order
• Write the destination country in capital letters on the final line
• Avoid unfamiliar abbreviations
• Include the appropriate postal or routing code
• Check international postage requirements
• Use a return address that includes your country

The letter’s internal address should match the mailing address on the envelope.

Formal Letter vs. Formal Email Addressing

A formal email does not usually need full mailing addresses. The email platform already identifies the sender and recipient.

A professional email commonly begins with:

• A specific subject line
• Dear [Name],
• A concise opening sentence
• The main message
• A professional closing
• A complete email signature

Include a physical address only when it is relevant to the purpose of the message or required by the organization.

Common Formal Letter Addressing Mistakes

Avoid these common errors:

• Misspelling the recipient’s name
• Guessing a gendered title
• Using an outdated job title
• Omitting a suite or department
• Mixing several letter formats
• Using an overly casual greeting
• Adding decorative fonts or colors
• Using “To Whom It May Concern” when a specific department is available
• Entering different addresses on the letter and envelope
• Forgetting the country on international mail

A final verification can prevent delivery problems and create a more professional impression.

Turn Formal Business Information Into Presentations With Dokie

Formal letters are useful for making requests, documenting decisions and introducing proposals. When the same information needs to be explained in a meeting, Dokie can transform a letter, document, URL or business outline into a structured presentation with clear sections and professional visual hierarchy.

Dokie is an AI presentation maker designed to create business-ready slides rather than generic draft content. It supports custom template uploads and editable PPTX export, making it suitable for proposals, executive updates, client communications and other formal workplace presentations.

Frequently Asked Questions

Should a formal letter use a colon or comma after the greeting?

A colon is traditional in formal U.S. business letters, while a comma is common in less formal professional correspondence. Use one style consistently.

How do I address a formal letter when I do not know the recipient’s name?

Use a specific role, department or committee, such as “Dear Hiring Manager” or “Dear Admissions Committee.” This is generally more useful than “To Whom It May Concern.”

Should I include my email address in a printed formal letter?

Yes, if you want the recipient to have a convenient way to respond. You may include your email address and phone number in the sender information, but not on the envelope.

Do I need to include my full home address?

Not always. A mailing address may be necessary when you expect a physical response or when the organization requires one. For privacy-sensitive correspondence, consider using an appropriate business or mailing address.