How to Format the Outside of a Letter
In today’s digital age, the art of writing a traditional letter may seem outdated. However, there are still occasions when sending a handwritten letter is more personal and thoughtful than an email. Formatting the outside of a letter correctly is essential to ensure it reaches its intended recipient safely and promptly. This article will guide you through the steps to format the outside of a letter, from the envelope to the postage.
Choosing the Right Envelope
The first step in formatting the outside of a letter is selecting the appropriate envelope. The size of the envelope should match the size of the letter you are sending. Common envelope sizes include:
– 10 (4 1/8″ x 9 1/2″)
– 9 (3 7/8″ x 8 7/8″)
– 6 3/4 (4 3/4″ x 6 1/8″)
Ensure the envelope is clean and free from any rips or tears. If you are sending a large or oversized letter, you may need to use a larger envelope, such as a 10 envelope with a square flap or a 9 envelope with a square flap.
Addressing the Envelope
Properly addressing the envelope is crucial for successful delivery. Follow these steps to address the envelope:
1. Write the recipient’s name and address in the center of the envelope. Use a pen with black or blue ink to ensure readability.
2. Start with the recipient’s name, followed by their street address, city, state, and ZIP code. Make sure to use proper capitalization and punctuation.
3. If you are sending the letter to a business, include the company name and department, if applicable, before the recipient’s name.
4. Leave a small gap between the recipient’s address and the postage area to prevent any smudging or smearing during transit.
Adding the Return Address
The return address is the sender’s information that appears on the back of the envelope. It allows the post office to return the letter if it cannot be delivered. Here’s how to add the return address:
1. Position the return address in the upper-left corner of the envelope.
2. Write your name, followed by your street address, city, state, and ZIP code.
3. If you are sending the letter from a business, include the company name and logo before your name.
Applying Postage
Finally, apply the correct postage to the envelope. You can purchase stamps at a post office, postal outlet, or online. Make sure the postage is affixed to the top-right corner of the envelope, directly above the return address. If you are using a metered postage, ensure the barcode is visible and legible.
By following these steps, you can format the outside of a letter effectively, ensuring it is delivered to the intended recipient with care and professionalism.
