You’d think we’re past this. Honestly, in a world where we’re firing off Slack messages at 2:00 AM and letting AI draft our emails, the idea of sitting down to figure out how to write and address on a letter feels almost like a historical reenactment. It’s archaic. It’s slow.
But here’s the thing: it still works better than a DM.
Physical mail has a "thud factor." When a real envelope lands on a desk, it demands a different kind of attention than a notification pinging on a phone screen. Whether you’re trying to reach a CEO who ignores their inbox or you’re sending a formal thank-you note that actually means something, the mechanics of the letter haven’t actually changed that much since the USPS started standardized sorting. You just have to do it right so the machines don't eat your mail.
The Envelope: Where Most People Mess Up
Look at an envelope. It’s a small canvas, but people clutter it up constantly. If you want the United States Postal Service (USPS) or Royal Mail to actually deliver your note, you have to respect the "OCR" (Optical Character Recognition) zones. These are the invisible boxes where the post office's high-speed cameras look for data.
Start with your return address. Top left corner. No exceptions.
Put your full name on the first line. Under that, the street address. Then the city, state, and ZIP code. If you leave this off and the recipient has moved, your letter is headed straight for the "Dead Letter Office," which is exactly as grim as it sounds.
Now, for the main event: the delivery address. This goes right in the center. Not slanted. Not tucked in a corner. Center it.
For the recipient's name, use a formal prefix if it’s business—Mr., Ms., or Dr. works fine. Below that, the street address. Use a second line for the apartment or suite number if you need to. Then, the final line: City, State, and ZIP.
Pro tip: Use the ZIP+4 code if you really want to be a pro. That extra four-digit suffix tells the mail carrier exactly which side of the street or which floor of a building you’re targeting. It speeds things up significantly.
Does Capitalization Actually Matter?
Technically, the USPS prefers all caps.
123 MAIN ST
ANYTOWN NY 12345
It looks a bit like you’re yelling, but for the automated sorters, it’s much easier to read. Avoid fancy calligraphy for the actual address. Save the pretty cursive for the letter inside. If the machine can’t read your loops and swirls, a human has to manually intervene, and that adds days to your delivery time.
Writing the Content: The Structure of a Real Letter
Once you’ve figured out how to write and address on a letter's exterior, you’ve got to handle the inside. The structure depends entirely on why you’re writing. Is this a "I’m quitting my job" letter or a "Thanks for the wedding gift" note?
For a formal business letter, you need the "Block Format." This means everything is left-justified. No indenting paragraphs. It looks clean. It looks professional.
The Header and Salutation
Put your address at the very top, followed by the date. Skip a line. Put the recipient’s name and address. This might feel redundant since it’s on the envelope, but letters get separated from their envelopes all the time in office environments.
Then comes the "Dear [Name]."
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If you don't know the person's name, "To Whom It May Concern" is the old-school fallback, but honestly, it feels a bit cold. Try to find a specific title or department if you can. "Dear Hiring Manager" is better than a generic "To Whom."
The Body: Keep it Lean
Nobody wants to read a three-page manifesto.
State your purpose in the first paragraph. "I am writing to formally request..." or "I wanted to reach out regarding our conversation on Tuesday."
The middle paragraphs provide the context. Be specific. Use data if it’s a business dispute. Use anecdotes if it’s a personal letter. Use a mix of short, punchy sentences and longer, descriptive ones to keep the reader engaged. If every sentence is the same length, their brain will switch off.
Common Pitfalls and Etiquette
We’ve become lazy with our language.
When you’re writing a physical letter, "Best" or "Cheers" might be too casual for a formal situation. "Sincerely" is the gold standard. "Respectfully" works well if you’re writing to a government official or a superior.
Wait. Don’t forget the stamp.
It sounds obvious, but people forget. A standard one-ounce letter needs one Forever Stamp in the top right corner. If your letter is heavy—maybe you included photos or a thick stack of documents—you’re going to need extra postage. A standard stamp covers about four sheets of regular printer paper in a legal-sized envelope. Anything more and you risk it being returned for "Postage Due."
Stationery Choice
Don't send a formal business inquiry on a piece of lined notebook paper you ripped out of a spiral binder. Those little "confetti" bits at the edge? They look terrible. Use 20lb or 24lb white or cream bond paper. It feels substantial in the hand. It says you care.
A Quick Word on International Mail
If you’re sending a letter across borders, the rules change slightly. You must include the country name in all caps on the very last line of the address block. Also, check the weight. International rates are significantly higher than domestic ones, and you can’t just slap two Forever stamps on it and hope for the best. You usually need a specific International Forever stamp or a combination of stamps that meet the current rate (which fluctuates).
Final Checklist for Sending
Before you lick that envelope (or use a damp sponge if you value your taste buds), do a final pass.
Check the ZIP code one last time. A single digit error can send your letter to the wrong coast. Ensure the ink isn't smudging. If you used a gel pen, give it a minute to dry before folding the paper.
Fold the letter into thirds. This is the "C-fold." Bottom third up, top third down. It fits perfectly into a standard #10 envelope and looks the most professional when opened.
Practical Next Steps
- Buy a book of Forever Stamps. Prices go up almost every year, but Forever stamps are always valid for a one-ounce letter regardless of price hikes.
- Verify the address. Use the USPS Zip Code Lookup tool on their official website to ensure the "Standardized Address" is correct.
- Choose your pen wisely. Use blue or black ink. Red or green might be fun, but they can be harder for scanners to pick up.
- Drop it in a blue box. For security, it’s always better to drop your mail directly into a USPS collection box or take it to the post office rather than leaving it in an unsecured residential mailbox with the red flag up.
Writing a letter is a deliberate act. It shows effort. In a digital age, that effort translates directly into value for the person receiving it. Just make sure the post office can actually get it to them.