Writing a formal address on an envelope is useful for many things, including showing respect to the recipients and showing the formality of an event. How you do this will depend on whether or not the event is formal, such as a wedding or charity event, or for business purposes (including sending resumes or contacting new clients). This guide will show you how to write a formal address politely and appropriately for all business/formal situations.
Step
Method 1 of 2: Writing Addresses for Formal Occasions
Step 1. Verify the information
Before you write your address on an envelope for a formal event (such as a wedding, charity event, circumcision), you should check everyone's address and title information.
- Write the address by hand or print it on an envelope. You can hire the services of a beautiful writer or someone who is professionally trained to write artful documents – these are options you can take.
- Envelopes handwritten by yourself or a beautiful author using dark ink are a normal option for formal non-business occasions.
- Purchase high-quality paper and envelopes, which are usually sold as a set. Both of these are useful for showing the official level of your event.
- Remember that these envelopes are for formal occasions: spell out every word you write. Don't short anything but "Mr.", "Mrs.", or "Ms."
Step 2. Write the names of the guests on the first line of the envelope
How you write these names should depend on their marital and/or professional status.
- Write the woman's name based on her marital status or professional title. Married women usually use "Mrs". In some cases, the woman may still want to be called "Ms." Women who are divorced or over the age of 18 also usually use "Nn". For younger women, you can also simply write "Miss". For example: "Mrs. Krisdayanti," "Ms. Sherina Munaf".
- List all male names starting with "Mr". For example: "Mr. Ade Rai."
- If you are writing the name on the envelope for a man with the same name as his father (usually on a foreigner), use "Jr." or "Sr." at the end of each respective name. For example: "Mr. Christopher Smith, Jr." or "Mr. Christopher Smith junior".
- If a man shares the same name as his father and grandfather and he is considered part of the "third generation" or later (usually foreigners), use Roman numerals to write his name. For example: "Mr. Christopher Smith IV."
- Write the names of the spouses based on their marital status. Writing the names of unmarried couples is done differently from married couples.
- Write the name of the married couple as "Mr." and "Mrs.", followed by the man's name. For example, "Mr. and Mrs. Jonathan Mario". Write down the name of the unmarried couple with their respective names and nicknames. For example, "Mrs. Jane Doe" and "Mr. John Smith."
- Write the names of men and women with their professional titles if available. Write it on the envelope without using "Mr.," "Mrs.," "Miss," or "Ms." in front of his name.
- Titles people might use include "Dr." "Reverend (Pastor)" or "Judge". If you're unsure of a person's formal title and can't find the information, the general rule is to "upgrade" to the position you're guessing for. For example, if you are unsure whether a person's rank is Captain or General in the military, write the title as "General". This way, you won't offend anyone. Here's a list of titles you might come across when writing your name on your envelope for formal events:
- Also write the names of the children on the envelope. If children aren't invited to your event, don't write down their names. If you invite children, write only their first names on the second line, below their parents' names.
Step 3. Add the address in the second line
Write this information right under the person's name, including the child's name on the envelope.
Just like names and titles, don't abbreviate addresses. Write down words like "road," "boulevard," or something else. For example: "Jalan Musik Abubakar 200," "Bulevar Raya 13"
Step 4. Write the name of the city, province, and postal code on the last line
For example: "Jakarta, DKI Jakarta 14240".
- If you don't know the zip code, look it up online.
- If there is a specific format in your country, take a look at the results of the formatting conventions for international addresses.
Method 2 of 2: Writing Address on Business Mail
Step 1. Verify all required information
Check name, title and address.
- Use high-quality ivory or plain white paper and a suitable envelope. Packaging like this shows a professional feel.
- Use return addresses and postage (shipback) or handwritten/printed envelopes (if possible). Printed/typed labels and envelopes are usually considered more professional.
- Use printed envelopes for your business. A formal business envelope includes the name, address and logo of a business.
- Use a typed/printed envelope with your business address if you don't have a formal business envelope printed with your logo. Write down the name and address information. Do it by hand in neat block letters, and in blue or black ink if you can't type or print your own business envelopes.
Step 2. Write the name of the business in the first line of its address
For example: "General Electric," "Google, Inc."
- Write the recipient's name on the second line. Use "UP (For Attention):" to indicate the recipient, followed by the title. For example: "UP: Mr. John Smith," "UP: Dr. Charlotte Parker."
- Use the same rules as the rules for writing a business degree at a formal event. Some exceptions can be made for accountants and lawyers. For example: "UP: Mr. John Smith, CPA," or UP: Attorney Charlotte Parker." You could also write "Charlotte Parker, Lawyer" without "Ms" for these advocates.
- A common business title for women is "Mrs.", unless you know she wants to be called "Mrs.". If he has another title like "Dr." or "Rabbi," use the title.
- 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, write a phrase like this on the envelope: "To the President."
Step 3. Write the address on the second line on the envelope
Do not use abbreviations in addresses. Write down words like "road," "boulevard," or something else. For example: "Like Way 200," "Play Boulevard 15"
Step 4. Write down the city, state, and postal code information on the last line
For example, "Surabaya, East Java 32177".
- If you don't know the postal code, look it up online.
- If there is a specific format in your country, take a look at the results of the formatting conventions for international addresses.
