How to Address a Letter to a Company

The letters that are written to any company are known as business letters. The content of such letters are professional that is start with salutation and ends with writer’s signature. However technology has change the means of communication but there are some standard types of business letters that have specific formats.

Some Business Letters are:

  • Sales Letters
  • Order Letters
  • Complaints Letters
  • Adjustment Letters
  • Inquiry Letters
  • Follow-up Letters
  • Acknowledgment Letters
  • Cover Letters
  • Letters of Recommendations
  • Resignation Letter

Business letters are formal letters that are sent from one organization to another, or from organization to clients, employees, or stakeholders. It is a professional correspondence between two companies. Some basic rules and format are followed in business letters that are easy to understand and implement.

Format of Addressing a Letter to a Company:

Below are some necessary details and format that are usually used in business letters.

Your Contact Information

  • Your name
  • Your job title
  • Your company name
  • Your complete address
  • Your residential city
  • Your cell number
  • Your email address
  • Name of your City, state zip code
  • Current Date

Contact Information of Recipient

  • Name of recipient
  • Name of the company
  • Address of company
  • City, state zip code

How to Address the Recipient:

It is a critical step to address the recipient professionally.  For a good approach use the titles such as Mr., Mrs., Dr., or Professor before writing the name of the recipient. You can also write words like dear or respected before the name.  In case, you are not aware that who will receive your letter then you can simply use the following greetings:

  • Dear Hiring Manager
  • Dear Sir
  • Respected Human Resource Manager

How to Write the Content of a Letter:

You can start writing your content with following key sentences such as:

  • I am writing to inform you—–
  • I am writing this letter to confirm—-
  • I am pleased to announce that—–
  • After consideration I have decided—
  • I am regarding——

Ending of the Letter:
you can conclude a letter by using sentences like “please let me know, if you want more information” or “looking forward to your kind response” and finally, you can end the letter by using following sentences:

  • Yours Sincerely
  • Kind Regards
  • Warm Regards
  • Best Wishes