How to Address Formal Envelopes

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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.

Method 1
Method 1 of 2:

Addressing Envelopes for Formal Events

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  1. 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." 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.
    • Address married couples as "Mr." and "Mrs." followed by the man's name. [1] For example, "Mr. and Mrs. Christopher Smith." Address unmarried couples who live together by their names preceded by their appropriate titles. For example, "Ms. Jane Doe" and "Mr. John Smith."
    • Address men and women with their professional titles when applicable. [2] Address the envelope with their title, which does not require that "Mr.," "Mrs.," "Miss," or "Ms." precede it.
    • 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]
    • 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.
  2. Write this information just under the names of persons, including children on the envelope.
    • 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."
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  3. For example, "Washington, DC 20002," or "Berkeley, CA 94703."
    • If you're not sure of a ZIP code, you can look it up on the website of the United States Postal Service. [4]
    • For a foreign country, it's useful to look at formatting conventions for international addresses. [5]
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Method 2
Method 2 of 2:

Addressing Formal Business Envelopes

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  1. Check names, titles, and addresses.
    • 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.
  2. For example: "General Electric," "Google, Inc."
    • 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.
    • Use the position title only if you do not know the recipient's full name. For example, if you are sending a letter to the president of a particular company, address the envelope with a phrase such as: "To the President." [6]
    • 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."
  4. For example, "Washington, DC 20002," or "Berkeley, CA 94703."
    • If you're not sure of a ZIP code, you can look it up on the website of the United States Postal Service. [7]
    • For a foreign country, it's useful to look at formatting conventions for international addresses. [8]
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Expert Q&A

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  • Question
    How do you address an envelope to a high-ranking person?
    Tami Claytor
    Etiquette Coach
    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.
    Tami Claytor
    Etiquette Coach
    Expert Answer
    Include the person's formal title with their name. For example, if you're sending it to the President, you'd say "President John Smith" rather than "Mr. John Smith."
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  • Question
    What if both spouses are doctors?
    Community Answer
    You could still address them as Mr. and Mrs., but it's also probably okay to simply put "Drs." followed by their names.
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  • Question
    My husband is a junior. How would we be addressed?
    Community Answer
    "Mr. and Mrs. John Smith, Jr.," "Mary and John Smith, Jr.," "John Smith, Jr. and Mary Smith" would all be fine.
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      Tips

      • Envelopes hand-written by yourself or a calligrapher in a dark-colored ink are the preferable option for formal, non-business events. [9]
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      • 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.
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      • Buy high-quality paper and envelopes that either come as a set or match to help convey the formality of the event.
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      References

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

      About This Article

      Article Summary X

      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!

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