How to Write a Mailing Address - Format + Examples

stack of letters with Postal Address Formats

How to write a mailing address is determined by the mailing address format of your country, the destination country, and the type of address you're sending to. We’ll cover the steps to write several types of addresses including standard mailing addresses, apartments, PO Boxes, APOs, and FPOs.

A Mailing Address Format is a set of spelling, abbreviation, and formatting guidelines, created and maintained by a country's postal authority for use within local mail delivery systems. The official postal address format in the US is run by the United States Postal Service (USPS).

Formatting an address correctly on your envelope, postcard, or parcel is essential for accurate delivery. Equally important, is verifying the mailing address is complete, valid, and deliverable by the local postal service.

We've included useful tools to correct, verify, and standardize your addresses to authoritative formatting guidelines in the US and for 240+ countries worldwide.

Try them now, or continue reading to learn more about how to write a mailing address, address formats and see address formatting examples for different address types.

In this article, we’ll cover:

  • How to Write a Street Address

How to Write an Apartment Address

How to write a postcard address.

  • How to Write a PO Box Address

How to Write a Military Address

How to write a return address.

  • Where to Put a Stamp on Letter
  • USPS International Address Example

USPS Address Format Checker

How to write a street address.

An airplane that begins its journey even one degree off can end up miles and miles away from where it is supposed to be. The same can be said about an address that has a single component in the wrong place, omitted, or simply incorrect.

What things are most important when trying to ensure that your letter, package, or postcard gets to where it needs to go? What if you’re trying to send to a military address? What about new addresses, or urban addresses? What if you’re sending something overseas to an international address? We’re going to go over several postal address examples to answer these questions.

If you’re looking for details on how to correctly abbreviate street names such as “street”, “avenue”, “parkway”, etc. we’ll go over that information as well.

Mail in a mailbox

As a child I remember asking my parents why I never got any mail. “You have to send mail to get mail.” my father would say. So it was at a young age that I first wrote my grandmother's street address on an envelope. It wasn’t until years later that I began to wonder what the components of an address were, and how the formatting mattered.

If you need to write a mailing addresses for a domestic address, or a letter from a United States address to another United States address, it’s quite simple:

Where should this information go on the envelope? Smack dab in the center. Here’s an example of a simple letter in an envelope being sent domestically.

If you're not sure of some of the components of the recipient's address you can get that via an address validation tool like the one that you can use for free at Smarty. It is important to get the City, State, and ZIP Code as accurate as possible because the USPS automated mail sorters process addresses from the bottom up. Mixing up a Zip Code is that single degree that could get your letter sent to the wrong side of the country, or returned to you.

apartment mailboxes

Things get a little bit more complicated when you add an apartment number or building to the mix. While most of the address stays the same, you’ll now add the apartment number at the end of the street line. So your address would now look like this:

The same rules apply for suites, floors, or building numbers. This is especially important to include—and do so correctly—because if you send a letter to your cousin Cynthia at her apartment building, how is the postman supposed to know which of the 500 units to deliver the letter to? Or what if you are trying to get those accident reports to the correct insurance company in the skyscraper on Broadway in New York, but you don’t have the floor number? Here’s how you’d do it correctly.

Notice the abbreviation for “floor” is FL. Likewise the abbreviation for Apartment is Apt. and for Suite it is Ste. If you are curious about the correct abbreviation for states, apartments, or anything address related, you can get it in an address validation tool like the one that you can use for free at Smarty.

first postcard example

Ah yes, the postcard. The cheapest souvenir one can send from their favorite photogenic landmark. What little tricks are necessary for these bad boys to be sent to the correct address? What are the tricky secrets one should know when sending this to their grandma?

The rules for a postcard are the same as a regular address. Just make sure you write it on the cute little lines beneath the postage stamp.

How To Write a PO Box Address

In areas where there may not be door to door delivery services you can often gain access to a PO Box or Post Office Box. You may also use a PO Box as a business for more secure delivery of mail. Typically, these are rented from the Post Office directly with a selection of size options.

There are a few tricks to sending to a PO Box as they don’t require all of the same components as a regular street address. Here’s the example:

To be clear, you do actually write the words “PO Box” on the envelope, followed by the PO Box number. For example: PO Box 123456.

It is important to make sure you have the correct Zip Code when sending to a PO Box. Other than the PO Box number, the only identifier for where this letter should go is the city, state, and ZIP. Large cities may have more than one Post Office and you want to make sure it is as simple as possible for the automatic sorting machines. If you’re not sure about the Zip Code on your address (PO Box or not) you can run it through an address validation tool to see what to put.

stack of military letters

The Armed Forces have their own military address format to ensure soldiers are able to receive their mail as they are moved around the world. They do this by the use of various Post Office types; Air/Army Post Office (APO), Fleet Post Office (FPO), and Diplomatic Post Office (DPO).

Since each of the military addresses is handled by its dedicated postal channel there is no need to state the city or state when sending mail to this type of address. Instead you would list the Post Office abbreviation such as APO, and the acronym that indicates the recipient’s duty station. Here’s an example:

You’ll notice there is a ZIP+4 at the end of that address. It is very important to include the 9-digit zip+4 when sending to military addresses.

second postcard example

While it’s not required to have a return address on your outbound mail, it is still a good idea to include it. If for any reason your letter is unable to be delivered, the postal service can return it to you if they have this return address. If there isn’t one… It ends up in the trash.

A return address should be the same as a standard postal address, but with your information on it. For example:

The location of a return address is typically in the top left corner of the envelope. It is of value to note that you can include a return address on postcards as well, not just envelopes or percels. For a postcard you would either put it in the very top left corner of the card, or in the top left corner of the right half of the card.

A name is not required on the return address, but it may be useful if you are sending from a business or from a place where you are not the only person at the address.

Where to Put a Stamp On a Letter

In the top right hand corner.

This is a general rule of course. Whenever you’re dealing with standardized and machine-automated systems there are a few additional rules to consider.

If mailing to Japan for instance, you’ll want to check to see if your envelope is vertically oriented, or horizontal oriented. In a standard horizontal orientation the stamp goes in the top right hand corner. On a vertically oriented letter you’d place it in the top left corner.

In the US your first stamp goes in the top right hand corner, but if you need additional postage you can place the stamps next to the first one, growing out from the top right hand corner. Don’t forget to leave the bottom inch or so of your envelope bare so that the automated mail processors can print barcodes in that area.

USPS International Address Example & Format

There’s a trick to sending international mail . The problem is the differences in language, ordering of address components, and other local requirements. The solution is to ensure you’re utilizing the latin character set using a process called transliteration . The reasoning is simple: universal understanding to increase the likelihood of correct delivery.

Where a US address would have no more than three lines (name, street address, region) international addresses are more likely to have five lines. For example if you are sending a letter from the United States to England it might look like this:

As far as placement goes, addresses sent internationally should have some space on all sides for additional information placed there by the Post Office. Much like the United States, many country’s postal services use machines to process mail and will print barcodes on the envelopes in the empty space around the address.

As discussed earlier it is extremely important to ensure that your address has been validated, verified, and standardized before you stick on a parcel and ship it. With international mail becoming easier to send and more important for global businesses, you need an address checker that you can trust.

Smarty’s USPS Address Format Checker is the fastest and most reliable address validation tool on the planet. With the ability to run millions of addresses through at a time you can clean up your database with the snap of your fingers. You can also set up the Smarty Address Autocomplete API to check the addresses when they are input into your system. You can try it for free today!

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How to Write an Address

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Table of Contents

In an age of texts and email, you might not write many physical letters these days. Even so, the ordinary course of business still requires workers to send mail. To be confident that your letters and packages arrive at their destinations, you need to know how to format an address properly.

To that end, let’s discuss what an address is and how you format it. In the process, we will offer some quick tips and examples for various types of addresses.

Defining an Address

In total, the information contained in an address allows mail carriers to identify and locate a letter’s destinations. Addresses have some or all the following information:

  • Recipient name
  • Organization name
  • Street number and name
  • Building number
  • City, town, or village name
  • State, territory, or similarly bordered region
  • Postal code

An address might appear in several contexts. For example, it can head a formal letter or be in a contact list. However, an address’s crucial function is directing mail accurately.

Writing Addresses for Personal Letters

Generally, an envelope for a piece of personal mail requires two addresses: the sender’s address and the recipient’s address. Let’s start by discussing the sender’s address:

Sender Address

The main reason for including a sender’s address on a letter is, so a postal service knows where to return the mail if it is undeliverable. This address typically goes on the upper-left corner of the envelope. The address should include, in this order:

  • The sender’s name
  • The sender’s building number and street name.
  • A suite or apartment number, if necessary
  • The sender’s city, state, and postal code

An example of a sender's address

Recipient Address

The recipient’s address goes at the center of your envelope. You should include the following information:

  • The recipient’s name
  • The recipient’s building number and street name
  • The recipient’s city, state, and postal code

Example of how to write a recipient's address

Writing Addresses on Professional Letters

Crafting an address for a professional letter is similar to that of a personal letter. However, when mailing a letter to a company, some additional information is necessary. Make sure to include the following information, in this order:

  • The recipient’s name. You may elect to precede this with the word Attention: or ATTN:. You should also include honorifics and professional titles like Ph.D. or CEO.
  • The name of the recipient’s organization.
  • A floor or suite number, if necessary

Example of how to write an address to an organisation

Writing Addresses for Military Mail

Formatting an address for a military installation presents some additional variables. Military addresses look similar to residential ones, but they aren’t identical. When you send mail to a military destination, format the address this way:

  • The recipient’s name. Include the person’s rank, if appropriate.
  • The Diplomatic Post Office (DPO) for diplomatic locations
  • The Fleet Post Office (FPO) for naval locations
  • The Air/Army Post Office (APO) for Air Force and Army locations
  • AA, when sending to the Armed Forces America
  • AE, when sending to the Armed Forces Europe
  • AP, when sending to the Armed Forces Pacific.
  • The postal code, which should include a supplemental four-digit code

Example of a military address

Writing International Addresses

In non-US addresses, there will be format variations depending on the country to which you are sending. It is imperative that you appraise yourself of all address requirements before sending.

With that caveat, here are some general guidelines for international addresses. You should include:

  • The name of the recipient’s house, if applicable. Particularly in rural regions, older homes and estates have established names.
  • The recipient’s building number and street name. If the recipient’s house has a name, you might not need to include a street number.
  • The recipient’s city, town, village
  • You might need to add a line for the recipient’s county for more remote towns and villages. In this case, abbreviate County as
  • The recipient’s postal code
  • The recipient’s country

Other Things to Remember when Addressing a Letter

We have outlined general rules of formatting addresses. Other things to keep in mind when addressing an envelope or package are:

Where to Put Your Stamp

Without a properly affixed stamp, your mail isn’t going anywhere. Stamps always go on the top-right corner of your envelope. You only need one stamp for a standard letter weighing one ounce. If your mail weighs more than that, it might require additional postage.

Postal Code Formating

When sending mail within the US, you should always try to write out the entire postal code. This means including both the five-digit ZIP code and the area-specific four-digit suffix. Including both codes will ensure more efficient delivery. You should write these two codes on the same line, separated by a hyphen.

Careful Handwriting

Postal workers need to be able to read your envelope’s text to deliver it. As such, you need to ensure your handwriting is legible. The best practice is to use capitalized block letters in dark ink. It would be best if you also avoided ornate script that might be hard to decipher.

Omitting Extraneous Information

In general, you should include only address information on your envelope or package. Including extraneous information below the address can confuse the automated sorting machines the Postal Service uses. These issues will cause a mail delay.

Correct Address Abbreviations

There are many commonly accepted abbreviations for use in addresses. Here is a list of the most prevalent:

Comma Usage

Finally, always keep in mind where you should place commas in an address . If you need to write an address in a message, commas should go between the recipient name and street address. Also, there should be a comma between the street name and city, as well as between the city and state. You should not add a comma between the state and postal code. Here is an example:

Matt Graser, 8122 Wooded Brook Way, Boise, ID 83702-2507

For your reference, we will now provide additional examples of each address type we have discussed.

Related : How to address an envelope

Domestic Residential Address Example

Billy Pilgrim

2604 5th Ave, Apt 901

San Diego, CA 92103-5432

Business Address Example

ATTN: Winston Smith, Ph.D.

BB Medical Associates

1984 Motihari Blvd, Ste 101

San Jose, CA 95112-0214

Military Address Example

LTC Valeria Westmoreland

1 Crystal Lake Rd

FPO, AP 96309-7890

International Address Example

This example is for a European recipient:

Dorothea Brooke

Gregory Estate

Gregory Lane

Wolverhampton

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Although the internet and digital technologies have taken over our life, we are still relatively reliant on snail mail. This can be anything from general mail, bills, important documents, and packages of all shapes and sizes.

Of course, you can send a package from any corner of the earth now that we have access to the internet and a variety of different global shipping methods. However, you still need the information necessary for regular mail.

To that end, if you’re looking to ship or send something to someone, you need their address , and you need to know how to format it properly. If the receiver ’s address is incorrect or improperly formatted, the package or piece of mail will likely not be delivered in a timely fashion.

That’s why it’s so important to understand what an address is, how to properly format it on an envelope or package , and what it actually looks like in action.

Key Takeaways:

When you send an letter or package, you will need to include return to sender address in the top left hand corner of the envelope.

You should always double check an address to make sure it’s correct and you have everything spelled correct.

It’s important to write legibly on your letter and avoid using any fonts that are hard to read.

How To Write An Address (With Examples)

What Is an Address?

How to write an address on an envelope, how to write an address on a business letter, how to format a military address, how to write an international address, examples of different addresses, tips for writing an address.

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Until the 18th and 19th centuries, most dwellings across the world were not numbered, including general buildings and private residences. During the Age of Enlightenment, street naming and house numbering became an important practice.

Due to the effort of conducting a census and actively recruiting for militaries , having houses and buildings numbered was essential.

Numbering homes allowed all individuals to receive mail in an efficient way as the postal system developed during the 18th and 19th centuries until it reached global usage.

Although most of the modern world is used to addresses being commonplace, in some countries (even developed ones) comprehensive addressing is still incomplete.

For example, in 2015, the Navajo Nation in the United States was still assigning addresses to their rural population. In Asia, many minor streets never received names, and even today, this is still the case in many areas of Japan.

To be specific, an address is a piece of information necessary to find a building, piece of land, or structure anywhere in the world. Depending on your country, this information will be used in a specific order.

An address can include things like towns, cities, counties, countries, specific street names and building numbers, company names, a name of a collection of buildings, as well as postal codes.

Postal codes, also known as postcodes, PINs, or zip codes, are a series of numbers or letters, sometimes including spaces and punctuation, that help postal offices sort mail efficiently.

These are typically assigned to geographical areas, but some may be assigned to individual addresses if they receive a high abundance of mail. These institutions are typically limited to government establishments or large organizations.

Now that we understand what an address is, the next important step is knowing how to address an envelope or package to send.

You’ll need two addresses for this process: the sender’s address and the recipient’s. The sender’s address must be included in case the address is incorrect or the individual has moved without your knowledge.

The postal service will typically return the package or letter to the sender. This is important to keep the contents of your letter or package safely.

Sender’s address. The sender’s address should be written in the upper left-hand corner of your envelope package. You’ll want to include the following information:

Your name or the name of the sender. This can be an individual name or an organization name. However, it’s always best to put it to a specific person’s attention, especially if the organization is large.

Address line one. The next line will be the first line of the address, which is the specific building number and street name.

Address line two. Sometimes there are two lines required for an address. For example, if you have a suite number or specific mailbox you are targeting, that would go here.

Final line. Your final line will include the town, city, state, and zip code for the specific address, depending on your country.

International shipping. If your letter or package is being shipped internationally, you’ll want to include the country beneath the full address.

Recipient’s address. Now, for the most important part. The recipient’s address should be the largest thing on the envelope or package and be placed in the center of the surface on which you are writing. You’ll want to include the following information:

Recipient’s name. Just like the sender, this can be an individual name or an organization name.

If you are sending your package to an organization, be sure you know where specifically or to whom specifically the package or letter should be sent.

Address line one. This is the first line of the address, including building number, street name, office complex, or any other necessary information.

Address line two. Any specific suite number, office number, or floor number.

Final line. Include the town, city, state, and zip code for your package, as you did for the sender’s address.

International shipping. It is very important to understand the requirements for international shipping , especially for packages. But for writing the address, ensure this is a detail you don’t leave out!

The formatting of letters and packages can certainly differ depending on the two individuals sending and receiving packages, as well as where you reside in the world. However, these are the common best practices for addressing a letter across the globe.

Mailing things to a company is relatively similar to mailing something to a residential address or a specific individual, but there are a few considerations you may want to make.

To properly address something to someone at a company, you should consider putting the specific package or letter to the attention of someone in the company.

This means you would write “Attention” or “ATTN” and the name of the individual you are seeking. When writing this individual’s name, ensure you know what prefix they go by, such as Mrs., Ms., Mr., or Dr.

You may also consider putting the individual’s job title or professional distinction if you are familiar enough to use it. The proper formatting for including this information is to add a comma after the individual’s surname and write their specific title.

The next lines should include the name of the business, both lines of the address, if necessary, as well as the town, city, state, and zip code.

If you have received the address from someone, it’s never a bad idea to double-check the street name, building number, and zip code on Google just to make sure the address is correct and exists.

Military addresses are fairly similar to regular residential or business addresses, just with a few extra things to be aware of. We’ll follow the same process as we did when addressing the envelope or package to a specific individual.

Write out the recipients name and include their title.

The next line should have the building number and street name where they receive mail.

Next, instead of the name of the specific city or town in which they are serving, you’ll include DPO (Diplomatic Post Office), FPO (Fleet Post Office), or APO (Air/Army Post Office), depending on where the individual is serving.

The state’s name will be abbreviated by the specific duty station, such as AE (Armed Forces Europe). Finally, you’ll need to include a full zip code, including the additional four-number code, as this is a requirement for delivery to military individuals .

Although we briefly touched upon this above, let’s dive into a little more detail on how to write an international address.

This varies based on country, so ensure you understand your specific country formats address so you can make sure you have all of the information necessary and that you’re laying it out the right way. For now, we’ll focus on addressing a letter or package to a European country.

First, as with any letter, you’ll address the package or envelope to the specific individual or company.

On the second line, you’ll want to write down the building number and street name. For international shipping, the address lines can be confusing.

In rural areas, you might find that the houses or estates are specifically named and must be included in the address.

Next, list the town or city in which the recipient lives.

Next, you’ll need to include the name of the specific county. We don’t typically do this in the United States, but it is quite common in European countries and typically only required in rural areas.

Then, you’ll include the postal code , which will also look different from U.S. zip codes. Where the U.S. uses only numbers, Europeans and other countries typically use a combination of letters and numbers.

Finally, and most importantly, you must include the country name on both the sender and recipient’s address to make sorting your mail and getting it to its desired location easier for the postal service.

Regular address

Jerry Seinfeld Apartment 5A 129 West 81st Street New York, NY
Buffy Summers 1630 Revello Drive Sunnydale, CA 12345

Business address

ATTN: Mr. John Hopper, CEO Star Labs 155 Broadway Street New York, NY , 10001

Military address

SGT Carly Coopers 5566 N 9th Street APO, AA 33608-1234

International address

Harry potter 4 Privet Drive Little Whining Surrey

Use the correct abbreviations. When writing an address, you can use appreciations some include:

ST for Street

BLVD for Boulevard

LN for Lane

DR for Drive

APT for Apartment

STE for Suite

Write legibly. To avoid your mail from getting lost or going to the wrong address, make sure you write legibly. The Postal Service suggests writing in all black ink and in capital letters. If you choose to type your address, make sure you use a font that is easy to read.

Only include the address information. The Postal Service uses an automatic processing machine to scan the envelopes so if you include any additional text after the address, it might delay your letter.

Place stamps at the top right. Stamps should be placed at the top-right of the envelope. The weight of the envelope or package should determine how much postage you will need.

Use the full ZIP code. To make sure that your letter or package is delivered make sure to use the five-digit ZIP code, plus the four additional numbers that are specific to the are. If you are unsure what those additional numbers are, you can check on The Postal Service website.

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Caitlin Mazur is a freelance writer at Zippia. Caitlin is passionate about helping Zippia’s readers land the jobs of their dreams by offering content that discusses job-seeking advice based on experience and extensive research. Caitlin holds a degree in English from Saint Joseph’s University in Philadelphia, PA.

Matt Warzel a President of a resume writing firm (MJW Careers, LLC) with 15+ years of recruitment, outplacement, career coaching and resume writing experience. Matt is also a Certified Professional Resume Writer (CPRW) and Certified Internet Recruiter (CIR) with a Bachelor of Science in Business Administration (Marketing Focus) from John Carroll University.

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How to Address a Letter: Addressing a Letter 101

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Table of Contents

How to write an address on a letter in 4 steps, letter address format examples, how to write a certified letter, how to address a letter conclusion.

Addressing a letter is one of the first and most important steps in letter writing. A clearly written address means your letter is more likely to arrive with the correct recipient.

If you don’t know how to address a letter, you’re in luck because it’s a straightforward process once you know what to include and how to format it.

In this article, we’ll cover how to address a letter in four simple steps, and we’ll share some examples of letter formats so you can see how it’s done.

Letters are still a popular form of communication today, especially for important information and requests, so it’s a good idea to familiarize yourself with how to address a letter. We’ve condensed it down to four easy steps.

Where Do I Write an Address in a Letter?

The first thing you should write in a formal or professional letter is your address at the top of the page. You can write it on the left or the right side of the page, depending on which format you intend to use in your letter.

When using a block format letter, you will need to align everything to the left. Write your address, then the date you’re writing the letter, and then add your recipient’s address all on the left. You’ll find a lot of businesses use this format in their formal letters.

If you are using an indented paragraph format in your letter, align your address and the date to the right. Start your recipient’s address on the line below the date, and align it to the left.

You should always align the receiver’s address on the left because it helps if you want to use a windowed envelope to send your business letter. The window should line up perfectly with where the receiver’s address is so you won’t need to type or write out their address on the envelope.

letter writing tip

For personal and informal letter writing, both addresses are optional. If you want to include them, it is common to use the formatting style from the indented paragraph format when writing a personal letter. You’ll still need to include the address on the envelope so it reaches the right destination, though.

What Should I Include When Addressing a Letter?

When you address a letter to someone, you need to include the correct information on both the letterhead and the envelope to ensure it reaches the right person. 

Your address should include the following information:

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

The company name

letter sender's address information

You’ll need to include the recipient’s job title and company name if you are writing a formal or business letter where it is being sent to the company they work for. If you’re not sure of their job title, you can call the company and ask for that information. Your letter will look more professional if you have done research to ensure the details are correct.

If you’re writing your recipient’s address on the envelope rather than using a windowed envelope, the job title isn’t necessary because that address is for the postal service to use. The individual who processes mail for the business you're writing to should be able to identify the right person to give the letter to.

letter recipient's address information

What Abbreviations Can I Use in an Address?

You don’t always need to write street addresses out in full when you are addressing a letter. USPS has a list of abbreviations you can use when writing an address. Postal services are familiar with abbreviations, so you don’t need to worry about them preventing your letter from being delivered to the correct address.

Here are some of the most common suffix abbreviations you should familiarize yourself with:

Avenue: AVE

Boulevard: BLVD

Crescent: CRES

Crossing: XING

Estate: EST

Highway: HWY

Junction: JCT

Meadow: MDW

You can find more abbreviations for other address suffixes on the USPS website if you don’t see the one you need on our list.

how to write an official address

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When to Add a Return Address

Postal services use a return address to return your letter to you if they cannot deliver it to the receiver’s address on the envelope. If you want to ensure they send the letter back to you after a failed delivery, include your address on the envelope.

With USPS reporting that they deliver 421.4 million pieces of mail on average per day, it’s a good idea to include a return address in case any mistakes happen.

You can either include a return address on the back of the envelope or on the front, in the upper left-hand corner. Just make sure it’s clear that the address is a return or sender’s address so the postal service doesn’t confuse it with the recipient’s address.

Readability is one of the most important parts of writing an address. The information should be correct, but if the postal service cannot read it, they might not deliver the letter. You can improve the readability by writing in block capitals if you’re handwriting and following a specific format.

We’ve provided some formatting examples of how to address a letter so you can see what a well-formatted, readable address looks like.

Miss Jenny Smith

79 Blane Street

Saint Louis, MO 63108

Mr. Chris Jones

133 Oak Way

Omaha, NE 68102

Mrs. Sophie Doe

Director of Marketing

Big Marketing Business

1999 Ottis Street

Oklahoma City, OK 73102

Certified letters are mail that needs to be signed for by the recipient to prove they have received the letter. The most common use of certified letters is by financial institutions for demand letters informing the receiver they owe the company a sum of money.

Businesses can also use a certified letter for legal mail, sensitive documents, or if a company simply wants to send you some information and they need to be sure you received it.

If you need to send an important letter to a company, you can use the certified letter service. The service costs more than standard postage, so ask for the price and options at the post office when you’re sending your letter.

Sample of a Certified Letter

As a certified letter is a type of postal service and not a specific type of letter, your certified letter could be about anything of significance that needs a proof of delivery. We’ve provided a sample certified letter to give you an idea of how to format your letter so it looks professional and achieves the results you’re hoping for.

CERTIFIED MAIL - PROOF OF DELIVERY REQUIRED

Vista City Library

3139 Carriage Court

Vista, CA 92083

February 7th, 2022

Miss Janet Doe

3958 Vernon Street

RE: UNPAID LIBRARY FEES

Dear Miss Jane Doe,

We have reviewed your Vista City Library account, and you have an outstanding amount of $200 for late fees.

I can see there are several books still checked out on your account, which is why the fees are increasing each month. I request you return the books and pay the outstanding balance on your account no later than February 21st, 2022.

You can make your payment in person at the library using cash or credit card. Alternatively, you can access your account to make a payment using our online system, which you can access from our website. If you are not sure of your login details, please contact our customer service team.

If we receive no payment by the date stated in this letter, we will serve a final notice and proceed with the legal collection process, as stated in our terms and conditions.

Please disregard this letter if you have already made the payment on your account.

Mr. John Smith

Library Manager

As this example is of a demand-style letter, we have used a letter format called the simplified style. The key feature of a simplified style format is that it includes a subject line under the recipient’s address. It’s good to include a subject line in a demand letter as it tells the reader what the letter is about straight away.

Addressing letters should be easy for you now if you’re following the steps detailed in this article. There are several ways to format the addresses and some helpful abbreviations for when you’re writing the address on the envelope.

Don’t forget to make sure the recipient’s street address details are correct if you want the letter to arrive at the correct location. You can always use an address checker online if you’re not completely sure of the details.

We hope this article helps you with any letters you have to send.

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  • Addressing Envelopes

How to Address Formal Envelopes

Last Updated: July 12, 2022 References

This article was co-authored by Tami Claytor . Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification. This article has been viewed 219,367 times.

Addressing formal envelopes properly serves different purposes, including demonstrating respect to recipients and providing a visual cue to the formality of the event. How you address your envelope will depend on whether it is for a formal event, such as a wedding or charity benefit, or for business purposes including submitting a resume or soliciting new clients. This guide will show you how to properly and politely address formal envelopes for any formal or business situation.

Addressing Envelopes for Formal Events

Step 1 Write the names of your guest or guests on the first line of the envelope.

  • Address women according to their marital status or their professional titles. Married women often use "Mrs." In some cases, the person might prefer "Ms." For divorced women or women over the age of 18, "Ms." is an excellent option. For younger women, you may also use "Miss." For example: "Mrs. Charlotte Smith," "Ms. Lily Smith."
  • Address all men by their names preceded by "Mr." For example: "Mr. John Smith."
  • If you are addressing an envelope to a man with the same name as his father, or his son, include "Jr." or "Sr." at the end of each name, respectively. For example: "Mr. Christopher Smith, Jr." or "Mr. Christopher Smith junior".
  • If a man has the same name as his father and grandfather and is considered "the third" or beyond, use Roman numerals to address him. For example, "Mr. Christopher Smith IV."
  • Address couples based on their marital status. Addressing unmarried couples is different from how you address married couples.

Tami Claytor

  • Different titles people may use include "Dr." "Reverend" or "Judge." If you are not sure of a person's formal title and cannot locate this information, a good rule of thumb to use is to "elevate" the position you think they have. For example, if you're not sure someone is a Captain or General in the military, write their title as "General." This way, you won't offend anyone. The following is a list of titles you may encounter in addressing your formal envelope: [3] X Research source
  • Include the names of children on envelopes at your discretion. If children are not invited to the event, do not include them on the envelope. If you are inviting children, write only their first names on the second line underneath their parents.

Step 2 Add the address on the second line.

  • As with names and titles, don't abbreviate with the address. Write out words like "street," "avenue," or "circle." For example: "200 Main Street," "15 Dupont Circle," "1600 Pennsylvania Avenue, Northwest."

Step 3 Address the final line of a formal envelope with the city, state, and ZIP code.

  • If you're not sure of a ZIP code, you can look it up on the website of the United States Postal Service. [4] X Research source
  • For a foreign country, it's useful to look at formatting conventions for international addresses. [5] X Research source

Addressing Formal Business Envelopes

Step 1 Verify all of the appropriate information.

  • Use high quality, plain white or ivory paper and envelopes that either come as a set or match. This is a visual cue to their professional nature.
  • Use address and return labels or envelopes that are typed or printed if possible. Printed or typed labels and envelopes are considered more professional.
  • Use envelopes printed for your business if you have them. Formal business envelopes feature the name, address, and logo of a particular business.
  • Use typed or printed envelopes with your business address if you do not have formal, pre-printed business envelopes with a logo. Neatly handwrite in block letters the name and address information in black or blue ink if you cannot type or print your business envelope.

Step 2 Write the name of the business on the first line of the address.

  • Address the person on the second line. Use "Attention:" to indicate the recipient followed by their title. For example: "Attention: Mr. John Smith," "Attention: Dr. Charlotte Parker."
  • Use the same rules for titles for business as you do for formal events. Some exceptions are for accountants and lawyers. For example: "Attention: Mr. John Smith, CPA," or Attention: Attorney Charlotte Parker." With lawyers, you can also write "Charlotte Parker, Esquire" without "Ms."
  • With women, the default title in business is "Ms." unless you know the person prefers "Mrs." If they have another title such as "Dr." or "Rabbi," use that title instead.

Step 3 Write the address on the second line of the envelope.

  • Don't use abbreviations in the address. Write out words like "street," "avenue," or "circle." For example: "200 Main Street," "15 Dupont Circle," "1600 Pennsylvania Avenue, Northwest."

Step 4 Address the final line of a formal business envelope with the city, state, and ZIP code.

  • If you're not sure of a ZIP code, you can look it up on the website of the United States Postal Service. [7] X Research source
  • For a foreign country, it's useful to look at formatting conventions for international addresses. [8] X Research source

Expert Q&A

Tami Claytor

  • Envelopes hand-written by yourself or a calligrapher in a dark-colored ink are the preferable option for formal, non-business events. [9] X Research source Thanks Helpful 0 Not Helpful 0
  • Handwrite or print your envelopes. Hiring a calligrapher, or a person professionally trained to artistically hand-letter documents, is also an option to address your envelope. Thanks Helpful 0 Not Helpful 0
  • Buy high-quality paper and envelopes that either come as a set or match to help convey the formality of the event. Thanks Helpful 0 Not Helpful 0

how to write an official address

You Might Also Like

Write a Formal Invitation

  • ↑ Tami Claytor. Etiquette Coach. Expert Interview. 16 February 2022.
  • ↑ http://www.hobartsprinting.com/addressing.php
  • ↑ https://tools.usps.com/go/ZipLookupAction!input.action
  • ↑ http://www.bitboost.com/ref/international-address-formats.html#Formats
  • ↑ https://www.bellafigura.com/pressd/envelope-addressing-tips-debi-zeinert/

About This Article

Tami Claytor

To address a formal envelope, write the name of your guest or guests on the first line on the front of the envelope. Use "Mr.," Ms.," or Mrs.," followed by the guest's first and last name. For example, you would write "Mr. John Smith" or "Ms. Jane Smith." Below the guest's name, write their address without abbreviating anything, like "street" or "avenue." Finally, add the person's city, state, and ZIP code on the third line. To learn how to address formal business envelopes, scroll down! Did this summary help you? Yes No

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____ Robert Hickey’s On-Line Guide to Forms of Address

At right  on desktops , at the bottom of every page on tablets and phones , is a list of all the offices, officials & topics covered on the site.  These postings are a combination of forms of address for the most searched for officials and replies to questions sent to Robert Hickey , Deputy Director of The Protocol School of Washington® and author of Honor & Respect: the Official Guide to Names, Titles, and Forms of Address.

The book is over 550 pages of government, military, religious, academic, diplomatic and other forms of address.   What is on the site is but a small fraction of what’s in the book. For more correct forms of address for other official on invitations, place cards, name badges, introductions, conversation, and all other formal uses, refer to Honor & Respect: the Official Guide to Names, Titles, and Forms of Address.

Robert Hickey author of “Honor & Respect”

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how to write an official address

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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.

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Writing Your Cover Letter

What is a cover letter.

A cover letter is a document that serves as an introduction to your résumé and provides the reader with additional context about your skills and qualifications when considering your application. Not only does it reiterate your enthusiasm and qualifications for the opportunity, but it also serves as mini writing sample which can be extremely helpful when applying for a position that requires strong written communication skills.

Constructing A Cover Letter

Much like your position-specific résumé, a cover letter should be uniquely tailored for each opportunity you apply to. Researching the organization and position prior to writing your letter will provide helpful guidance on content to include and attributes to draw attention to. In addition, here are a few other general rules you should follow when formatting your cover letter.

Contact Section

There are two options for arranging the contact section on your cover letter: using formal business letter formatting or mirroring the contact section of your résumé.

1 . Formal business-style cover letters should follow a standard block format which aligns all text to the left margin and includes an outgoing address (your contact information), the date, an incoming address (your recipient’s contact information), followed by the salutation.

how to write an official address

2. If mirroring the contact section of your résumé, your contact information should be centered on the page (or however it appears on your résumé) with the date, recipient’s contact information, and salutation aligned to the left margin.

how to write an official address

Organizing Content

When constructing the body of your cover letter, the content should be separated into four main paragraphs based on the skills and/or experiences you wish to highlight to your reader. These paragraphs should be written without indentation and contain the sentiments outlined below.

Introduction Paragraph

  • Why are you writing this cover letter? Specifically mention the position and company to which you are applying
  • Make a connection with the reader by mentioning a common professional acquaintance, sharing the name of the company representative you spoke with at a career fair, or expressing how a certain aspect of the position or organization related to you personally
  • Conclude the paragraph with a statement that identifies the skills, knowledge, and/or experience(s) you plan to discuss in the next two paragraphs

Body Paragraphs

Focus on one skill or experience you want to write about in each paragraph, then make sure that each one…

  • Explains why you are a strong fit for the position and organization
  • Shows that you possess the skills/qualifications listed in the position description by providing specific examples of past work, internship, classroom, volunteer, or leadership experiences
  • Illustrates why/how your past experiences and skills can add value to the organization

Closing Paragraph

  • Thank the reader for reviewing your application materials
  • Reiterate your interest in the position/organization by referring to them by name
  • Express your willingness to follow up with more information if needed
  • Provide your phone number and email address for contact if your contact section does not mirror your résumé

Valediction (signature line)

  • Leave a paragraph space after your closing paragraph for your valediction; sentiments such as “Sincerely”, “Kind regards”, “With appreciation”, and “Respectfully” can all be used and should be followed with a comma
  • Leave at least two to three paragraph spaces between your valediction and your typed name to include a printed signature – even if you are not physically printing and signing the letter

Cover Letter Sample

how to write an official address

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Crafting a Good CV Example to Get Hired

To get hired by crafting a good CV example is a tricky thing. A good CV example can be crafted with some well-written essential information because this information is included contact detail, objectives, professional experience, skills, and education. Some optional sections include awards, certifications, languages, hobbies and interests, and relevant social media links. Ensure your work's benefits are supported by information or some other type of quantitative change. WPS Office is a popular software for creating skilled resumes and provides several good CV examples of resume templates and customization.

How Do You Describe A Good CV?

A good CV example should show your skills, qualifications, work experience, and achievements concisely and transparently. Some of the critical elements can describe good CV examples.

Critical Elements of an Effective CV

Below are some vital elements by which you can easily describe your good CV example. Here are some elements for creating a good CV example that is practical and attractive.

Clarity is an essential part of a good CV example. A clear and well-organized CV helps to hire managers quickly and easily understand your skills, qualification, and experience, To ensure clarity in your good CV example. Use simple and easy language, and avoid using technical terms which is difficult for the reader to understand. Use only simple language that is easy to understand. A clear and well-organized CV can make a big difference in getting noticed by a hiring manager. Ensure your information is presented in an easy-to-understand manner and focused on your relevant experience and accomplishments.

Relevance in a good CV example refers to how closely the info in your good CV example matches the job requirements you are applying for. A relevant CV highlights the skills, qualifications, and experiences related to the job.

Like, suppose you are applying for a job in marketing. In that case, your simple good CV example must show your marketing-related experience and skills, such as social media management, data analysis, and copywriting. The irrelevant data and information in your CV, such as irrelevant work experience or hobbies, may distract and take away from the focus of your CV.

Structure in a good CV example states the way information is organized and presented in the excellent CV example. A well-structured CV makes it easy for the hiring manager to quickly find the information on your CV that they need and understand your skills and experience. To make a good CV example structure excellent, you need several key elements, including contact information, work experience, education, and skills, in a well-structured CV. All these need to be written well-organized and structural way.

Accuracy is a severe aspect of a good CV example. Your CV is the document that hiring managers use to estimate your qualifications, skills, and experience. Providing misleading and inaccurate information in your good CV example can damage your impression and character. Make sure to correct spelling mistakes and grammatical errors. These little tiny things lead you to drop out from interviews. Always ensure that your name and contact information must be correctly spelled.

Conciseness

A good CV example is a file that summarizes your work experience, qualifications, and accomplishments. To concise your CV, Only include the essential information in your CV. Make sure you highlight your skills and experience. Bullet points are an effective method to split your CV into quickly clear sections. Remember, avoid repeating information that has already been added somewhere in your good CV example. This will make your good CV more challenging to understand.

Professionalism

Professionalism in a good CV example refers to your writing and presentation style. It shows a serious and professional response to the hiring manager. Professionalism includes writing with a formal tone, using good punctuation and spelling, and ensuring the document is organized and simple to read. Also, the CV should be clear, concise, and personalized to the specific job application, highlighting the candidate's relevant qualifications and professional experience.

The Anatomy of a Winning CV

A best-winning good CV example is one of the best and most effective ways to highlight your skills, qualifications, and experiences in a way that pertains to the job you are applying for. Here are the key elements that make up a winning good CV example.

Contact information

The contact information part of the excellent CV example is crucial, and it should be placed at the top of the CV so that hiring managers can easily reach it. Contact information includes name, home address, phone, and email. It is essential to remember that you should keep personal information on your resume to a minimum.

Professional Summary

The best CV example summary is similar to a calling card; it contains a few words that introduce the person, what they do, their achievements, and what makes them unique. This professional summary is at the top of your resume and can be either a short paragraph or a list of bullet points. Hiring managers use this section to decide whether or not to spend their precious time reviewing the rest of your good CV example.

The education portion in your simple CV example template is significant to the job. Your degrees are the most crucial information you may include in the education section, such as the name of the university you graduated from and the year you completed your studies there. Your academic background's first three crucial elements are essential, but what you read is more significant than these factors. It's a common misconception that the school, college, or university is more significant than the subject of study or area of competence.

Work experience

The easiest way to get the hiring manager's attention is to showcase your work experience clearly and concisely in your good CV example. To get the hiring manager's attention, start your good CV example with your most recent work experience and others in backward design. Several hiring managers recommend you include roles in your good CV example that were performed within the past 10 to 15 years. Anything done earlier will need to be updated and more specific. It's essential how you present this information. Be sure to highlight details describing your past accomplishments, achievements, efforts, and learnings in this section of your good CV example resume, just like in every other section.

Achievements

The achievements section of a good CV example, a resume, is a portion where you can showcase your accomplishments and demonstrate the value you can bring to hiring managers. Here are some tips for crafting an effective achievements section. Always keep it relevant. Only include achievements that are relevant to the work you are applying for. This will show the hiring managers you have the achievements needed for the job. Use bullet points to make your achievements portion easy to understand, and use bullet points to split the information into digestible chunks. This will also make it easier for the hiring manager to see your achievements quickly. When telling your achievements, always focus on the results you achieved.

Referees are the people who serve as your references and may witness for you in your good CV example to hiring managers for your character, skills, and talents. Your referees can be considered ambassadors or personal bodyguards. The employer could call them or request writing certain information about you. Several questions that are hiring manager ask your referees includes

How did you come to know this person?

What can you tell me about their knowledge, skills, work ethic, timeliness, personality, and interpersonal conduct?

Can this person get a job?

Would they fit well into this position and our company?

Should we think about hiring them?

How to Write a Standout Curriculum Vita?

Some essential steps need to be followed in your good CV example to stand out.

Tailor Your CV

Tailoring your CV means customizing your good CV example to fit the specific job you are applying for. You must strategically modify your CV to showcase your experiences and talents most relevant to the job position you are looking for. You can take some points to tailor your good CV example, such as analyzing the job description, identifying your relevant skills and experiences, reordering your work experience, showcasing your achievements, customizing your statement, and using appropriate formatting.

Use a Clear And Consistent Format

Creating a visually attractive, easy-to-read, and logically structured good CV example is achieved by using a clear and consistent format. To achieve this, some tips include choosing a readable font, using bullet points, maintaining a consistent layout, incorporating white space, and using bold and italics sparingly. Overall, a clear and consistent good CV example format is crucial as it allows hiring managers to understand your qualifications, making a positive impression quickly.

Focus on achievements

When you focus on achievements in your CV, you draw attention to the specific successes, accomplishments, and results you have gained throughout your career. This can include revenue growth, cost reduction, customer satisfaction improvement, and other accomplishments such as effective project management, leadership, or recognition for your work. By highlighting your achievements, you showcase your worth as a potential employee and showcase your expertise and experience in a way that differentiates you from other candidates.

Highlight transferable skills and experiences.

Highlighting transferable skills and experiences in your good CV example can help demonstrate your ability to get a new role. You can apply transferable skills to different jobs, such as problem-solving, communication, and teamwork. Transferable experiences are those you gained in a previous role but are relevant to the job or industry you are applying for.

Being organized in your good CV example means giving information concisely and logically, making it easy for the reader to understand. This includes using a consistent and easy-to-read font, separating information into clear sections, and using bullet points or numbering to highlight important details.

Use Active Voice

Active voice is a helpful tool in crafting an impressive and impactful CV. It highlights your actions and makes your sentences more direct and concise. Using active voice can help you become confident and assertive, setting you apart from other candidates who may rely on passive voice. Using action verbs and quantifying your achievements can make your CV more engaging and memorable to potential employers. Remember these tips as you write your CV to ensure you present your accomplishments in the most vital possible light.

Top 3 Good CV Example Templates

Many candidates use the Words templates to create resumes. The problem with these templates is that these templates need to be more varied and lifeless. But WPS Office gives us a template of a good CV example, a resume. You can download these online good CV sample templates from WPS templates.

1.  Blue Basic Graduates Resume

The blue essential graduate's resume template is ideal for new graduates seeking to kick-start their careers. The template offers ample space for essential contact information, including a professional photo. It also features clearly defined sections for education, work experience, skills, and interests.

2.  Simple and Basic Resume

The simple and basic resume template is an excellent choice if you want a clean and straightforward way to present your qualifications. It offers space for essential contact information, a professional photo, and clearly defined sections for education, work experience, skills, and interests. This template's minimalist design allows your accomplishments and experiences to speak for themselves without any unnecessary distractions.

3.  Basic Personal Resume

The basic personal resume template is ideal for individuals who want to showcase their diverse skills and interests. The template includes space for a professional photo, essential contact information, and clearly defined sections for education, work experience, skills, and interests.

Want to Explore Multiple Good CV Examples? Hop onto WPS!

In this article, we learned about online good CV examples and discussed some key elements such as clarity and organization. We have discussed that we can download a good CV example with clear and easy-to-understand template designs.

You can learn more about these templates on our official WPS academy website, which has many tutorials by which we can learn WPS office software.

Download our WPS office software for writing a basic CV. It includes many features and editing capabilities.

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How to Write a Retirement Letter in 2024

A retirement letter serves as an official declaration of your departure from a job, giving your employer ample time to find a replacement or allocate your duties elsewhere. This strategy ensures a smooth transition and minimum disruptions in the workflow. But what are the key components of a retirement letter? Let’s explore together how to craft an effective retirement letter that not only paves the way for a smooth transition but may also help create potential opportunities for post-retirement consulting.

If you need help planning for retirement, consider working with a financial advisor .

Finding a financial advisor doesn’t have to be hard. SmartAsset’s free tool matches you with up to three vetted financial advisors who serve your area, and you can have a free introductory call with your advisor matches to decide which one you feel is right for you. If you’re ready to find an advisor who can help you achieve your financial goals, get started now .

What Is a Retirement Letter?

A retirement resignation letter is a vital piece of the retirement process, establishing formal communication between the retiring employee and the employer. Essentially, it’s an official notice from an employee, communicating their decision to retire from their current role within the organization.

The letter is a professional and respectful way of notifying the employer about the employee’s impending departure, enabling them to plan appropriately. As with any form of professional communication, it’s critical to ensure that the retirement letter is clear, concise, and adheres to the standard business letter format.

A retirement letter performs numerous functions. Primarily, it acts as a vital instrument for companies to plan and strategize for the future. With prior knowledge of an employee’s retirement, the company can commence the process of recruiting a new employee or reallocating tasks among its existing workforce.

The retirement letter also serves as a sign of respect toward the employer. Sending a formal retirement notice exhibits professionalism and courtesy, allowing the employer adequate time to transition.

A retirement letter can also present an opportunity for future consulting opportunities. The retiring employee can express their interest in contributing their expertise on a part-time or consulting basis post-retirement. It’s crucial to phrase such an offer tactfully, for instance, “I would be open to providing my expertise in a consulting role, should the need arise.” This may provide an avenue for continued professional engagement with the company even after retirement.

However, while drafting a retirement letter, it’s important to avoid certain common pitfalls. Ensure your letter is free from negative sentiments or criticisms about the company or colleagues. Also, avoid being overly casual or informal in your tone. Remember, even though it’s a letter of retirement, it’s still a formal piece of communication.

Why You Need a Retirement Letter

From both the employee’s and the employer’s perspectives, retirement letters play a significant role in workplace transitions, as they provide a tangible timeline for both parties to make necessary adjustments and plans. It’s a professional courtesy that benefits both the employee and the organization.

Here’s why you should submit a retirement letter to your employer when the time comes to call it a career:

  • It’s your formal notice. A retirement letter serves as the official communication that you’ll be leaving your position due to retirement. Submitting a retirement letter well in advance also allows your company to manage this transition smoothly, ensuring that your responsibilities will be adequately covered and that the remaining staff are prepared for any changes.
  • Gives your company enough time to plan. Without sufficient notice, a company may struggle to fill a sudden vacancy, which can lead to missed deadlines, increased workload for remaining staff and potential loss of business knowledge. A timely retirement letter helps the company plan for these changes, ensuring that the transition does not negatively impact the company’s operations or employee morale.
  • Shows respect and professional courtesy. A well-written retirement letter can serve as a testament to your professional respect toward your employer. It is an expression of appreciation for the opportunities provided by the employer and a recognition of the positive impact the company has had on your career. Maintaining professionalism in your retirement letter can help keep doors open for future opportunities, such as consulting or part-time work.

How to Write a Retirement Letter

Before beginning your letter, take a moment to reflect on your career. What key experiences stand out? What have you learned? How have you grown professionally? Use this reflection to shape the content of your retirement letter.

Your letter should be seen as a valuable tool to communicate your intentions and set the stage for your departure. Therefore, it should include several key elements:

Provide the Date of Retirement

In the opening paragraph, make it clear that you are retiring. Use straightforward language to avoid any ambiguity and provide your intended retirement date. While you’ll typically want to give at least two weeks’ notice before leaving a job, the more time you can give your employer to prepare for your eventual retirement, the better.

Express Your Appreciation for Your Time at the Company

Before diving into the how-to, it’s important to note why expressing appreciation in your retirement letter is crucial. It not only shows your gratitude for the opportunities the company provided but also leaves a positive impression. To effectively articulate this, consider mentioning specific experiences that contributed to your professional growth. For example, you might say, “I am deeply grateful for the opportunities I have been given and for the professional growth I have experienced during my tenure.”

Recap Your History on the Job

Providing a recap of your job history can serve as a reminder of your contributions to the company, thereby leaving a lasting legacy. Consider mentioning key projects you’ve worked on, roles you’ve held, or milestones you’ve achieved. This will not only highlight your achievements but also provide a sense of closure as you recap your journey at the company.

Offer to Assist in the Transition

Following the recap of your job history, it’s also important to help during the transition period. This respectful and professional gesture reflects positively on you. It shows your commitment to the company’s continuity and your willingness to ensure a smooth transition. You may offer to train your successor or to remain available for questions even after your official retirement date. This can go a long way towards maintaining good relationships with your employer and colleagues.

Explore Consulting Opportunities if You’re Interested

To maintain a connection with the company post-retirement, expressing your interest in possible consulting roles within your retirement letter can be beneficial. This could involve mentioning your openness to consulting opportunities or other ways you can continue to contribute to the team. For example, you could write, “I would be open to discussing potential consulting opportunities or other ways I can continue to contribute to the team after my retirement.”

Communicate Your Needs Before Retiring

Lastly, it’s crucial to communicate any pre-retirement needs in your retirement letter. This may include discussions about pension or retirement benefits, final paycheck or the return of company property. Providing examples of these needs and detailing how to communicate them professionally in your retirement letter ensures that there are no unresolved issues or misunderstandings, paving the way for a smooth transition into retirement.

Provide Your Contact Information

It’s important to ensure that your employer has your current contact information, as well as a way to get in touch with you if you plan to move in retirement.

Example of a Retirement Letter

Let’s put this into practice with a real-world example. Here’s a well-written example of a retirement letter that includes all the necessary elements discussed in the previous sections. The following retirement letter is professionally formatted, cordial, direct and expresses gratitude toward the employer:

123 Main Street

Los Angeles, CA 90001

[email protected]

123-456-7890

XYZ Marketing

456 Main Street

After careful consideration and reflection on my career, I have decided that it is time for me to retire from my position at XYZ Marketing. With this letter, I am providing my formal notice of retirement, with my last day of work proposed to be March 1, 2024.

This decision has not been an easy one, as my time at XYZ Marketing has been an incredibly rewarding and fulfilling chapter in my life. I want to take this opportunity to express my deep appreciation for the support, mentorship and guidance I have received throughout my tenure here. Over the years, I have had the privilege of working alongside dedicated colleagues, and I am grateful for the invaluable experiences and opportunities this organization has provided me.

As I prepare for retirement, I want to assure you that I am committed to ensuring a smooth transition. I am more than willing to assist in any way possible during this period to ensure the continuity of projects and responsibilities. Whether it involves training a successor or providing insights from my experience, I am here to help make this transition as seamless as possible. I am also open to potentially consulting for the company in retirement.

For any matters that may require my attention after my retirement date, please feel free to contact me via email at [email protected] or by phone at 123-456-7890.

I want to thank you once again for the incredible journey I’ve had at XYZ Marketing and for the unwavering support of the entire team. I am proud of the accomplishments we’ve achieved together, and I have every confidence that this organization will continue to thrive in the future.

I look forward to staying in touch and witnessing the continued success of XYZ Marketing from the sidelines.

Bottom Line

A retirement letter is a crucial part of a smooth and professional career transition. It not only serves as an official notice of departure, giving the company time to find a suitable replacement, but also lays the foundation for maintaining a positive relationship with your former employer.

Retirement Planning Tips

  • Retiring with confidence requires knowing that you’ll be able to generate enough income to cover your living expenses and support your lifestyle. SmartAsset’s retirement calculator can help you determine how much you’ll need to save before you’re able to retire and whether you’re on track to hit that savings target.  
  • A financial advisor can help you save and plan for retirement. Finding a financial advisor doesn’t have to be hard. SmartAsset’s free tool matches you with up to three vetted financial advisors who serve your area, and you can have a free introductory call with your advisor matches to decide which one you feel is right for you. If you’re ready to find an advisor who can help you achieve your financial goals, get started now .

Photo credit: ©iStock.com/CocoSan, ©iStock.com/FG Trade Latin, ©iStock.com/filadendron

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A man drafts his retirement letter.

COMMENTS

  1. How to Write an Address: A Complete Guide

    The recipient's building number and street name. Also include a suite number, apartment number, or P.O. box number on the second line, if necessary. The recipient's city, state, and postal code on the final line. The address should consist of three lines of text, one for each of the bullet points above.

  2. How to Write an Address Correctly

    Knowing how to write an address can sometimes get confusing. Stop second-guessing and check out these rules for the correct address format. ... If you are writing the address on a formal document like a wedding invitation, you may choose to avoid abbreviations. However, it is correct to write it either way. Aaron Larson 123 Center Lane Plymouth ...

  3. How To Write an Address: A Complete Guide

    Place the recipient's name on the first line. On the second line, write the building number and street name. Include the city, state and ZIP code on the final line. Though the formatting of the actual address can be different depending on who and where you are sending the letter, the placement is always the same.

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

    Line 2: The company they work for, if you are writing a formal business letter. Line 3: The company's street address. Line 4: The city, state and ZIP code. Line 5: The country if you are writing to someone in a different country. Line 6: Their phone number and/or email address.

  5. What are some Examples of How to Format Different Types of Addresses?

    What are some Examples of How to Format Different Types of Addresses?

  6. 4 Ways to Address a Letter to a Government Official

    Address the letter. Include the. official's title and full name. (e.g. President Barack Obama) along with his or her. official mailing address. Write the words clearly and legibly in the center of an envelope, and then seal the letter inside the envelope. Stick a stamp in the top-right corner of the envelope.

  7. How to Write a Mailing Address

    Here's the example: Recipient's Name. PO Box Number. City, State | Zip Code. To be clear, you do actually write the words "PO Box" on the envelope, followed by the PO Box number. For example: PO Box 123456. It is important to make sure you have the correct Zip Code when sending to a PO Box.

  8. How to Write an Address

    Comma Usage. Finally, always keep in mind where you should place commas in an address. If you need to write an address in a message, commas should go between the recipient name and street address. Also, there should be a comma between the street name and city, as well as between the city and state. You should not add a comma between the state ...

  9. Writing Addresses

    Writing Addresses. If you are writing an address, whether typed or handwritten, on an envelope to be mailed via the post office, the U.S. Postal Service recommends that you do not use any punctuation. Use all CAPS. Center the address on the envelope and use a flush left margin. Put room, suite, and apartment numbers on the same line as the ...

  10. How To Write An Address (With Examples)

    This is the first line of the address, including building number, street name, office complex, or any other necessary information. Address line two. Any specific suite number, office number, or floor number. Final line. Include the town, city, state, and zip code for your package, as you did for the sender's address.

  11. 4 Ways to Address a Formal Letter

    Include the date one line below the sender's address. This should be the date that the letter was written. There should be a space between your address and the date, and 2 spaces between the date and the recipient's address. [7] 4. Begin the recipient's address with their name.

  12. Official Forms of Address

    Whether your question is how to address a letter to a Senator, or how to introduce a Rabbi, or how to begin a letter to your attorney, we have the answer for you. Forms of address usually fall into four categories: Letter Address, Salutation, Spoken Greeting and Formal Introduction. Follow the links below to find more details on each of these ...

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

    Write your address, then the date you're writing the letter, and then add your recipient's address all on the left. You'll find a lot of businesses use this format in their formal letters. If you are using an indented paragraph format in your letter, align your address and the date to the right. Start your recipient's address on the ...

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

    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. If you know the person's job title, write it on the second line. If you don't have this information, put the name of the department instead. 4.

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

    Step 1: Write the contact information and date. All formal letters start with the contact information and date. In the full block style, this goes in the upper left-hand corner. First, as the sender, type your full name and address aligned to the left side, just as you would when addressing an envelope.

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

    Your writing, at its best. Be the best writer in the office. Get Grammarly It's free. 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. That last bit is especially vital to ...

  17. How to Address Formal Envelopes: 7 Steps (with Pictures ...

    1. Write the names of your guest or guests on the first line of the envelope. How you address the envelopes will vary based on their marital and/ or professional status. Address women according to their marital status or their professional titles. Married women often use "Mrs."

  18. How to write an address: a complete guide with examples

    Here is the layout for writing to a British Forces address: On the first line, write the recipient's service number, rank and full name. On the next line, write their unit/regiment. On the following line, write their operation or location name (if applicable). On the final line, you can write their BPFO number.

  19. How to Write an Official Letter with Template and Example

    Pick a plain white, square or rectangular envelope. Fold the letter properly so it fits in the envelope. Write your name and address in the top left-hand corner of the envelope followed by the recipient's name and address in the middle. Put a stamp on the right-hand corner and send your letter to the desired recipient.

  20. On-Line Guide to Forms of Address

    At right on desktops, at the bottom of every page on tablets and phones, is a list of all the offices, officials & topics covered on the site. These postings are a combination of forms of address for the most searched for officials and replies to questions sent to Robert Hickey, Deputy Director of The Protocol School of Washington® and author of Honor & Respect: the Official Guide to Names ...

  21. How To Address An Envelope or Letter

    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 ...

  22. Writing Your Cover Letter

    Researching the organization and position prior to writing your letter will provide helpful guidance on content to include and attributes to draw attention to. In addition, here are a few other general rules you should follow when formatting your cover letter. ... Use formal business letter formatting or mirror your résumé's contact section ...

  23. PDF Correct Addressing

    Write or print the address in the centre of the envelope (Address zone). Typically, the address information should be written in three to four lines and form a 'block' of information with no blank lines. Line 1 should contain the recipient's name. Where both a business and recipient name is required, the business' name should be used in ...

  24. How To Write a Formal Email (Format, Template and Examples)

    5. Signature. Sign off with your name and professional title. If you have an email account with a preset signature, ensure that the information contained is professional in tone. Include details, such as email address and phone number, so that the recipient can respond to you. Here's an example: Reagan Smythe.

  25. Crafting a Good CV Example to Get Hired

    Contact information. The contact information part of the excellent CV example is crucial, and it should be placed at the top of the CV so that hiring managers can easily reach it. Contact information includes name, home address, phone, and email. It is essential to remember that you should keep personal information on your resume to a minimum.

  26. How to Write a Retirement Letter in 2024

    A retirement letter serves as an official declaration of your departure from a job, giving your employer ample time to find a replacement or allocate your duties elsewhere. This strategy ensures a ...