How to Send a Letter: A Complete Guide


Welcome Asensio, sending a letter may seem like an outdated form of communication, but it is still relevant for many reasons. Perhaps you need to send a formal letter to a company, or maybe you want to send a personal letter to a loved one. Regardless of the reason, sending a letter requires proper formatting, etiquette, and postage. In this article, we will guide you through the entire process of how to send a letter, step-by-step.

Why should you send a letter?

Amidst the digital age we’re living in, sending a letter can be a refreshing change of pace. Letters can be treasured and kept as memories for years to come. Additionally, sending a letter can be more personal and heartfelt than an email or text message. Letters can convey emotions, thoughts, and feelings in a way that digital communication cannot. So, don’t hesitate to write and send that letter you’ve been contemplating!

What are the components of a letter?

Before we dive into the details of how to send a letter, it’s essential to understand the components of a letter. At a minimum, a letter should have a sender’s address, date, recipient’s address, salutation, body, closing, and signature. Optional components can include a subject line, reference line, enclosures, and carbon copies.

Who should I send my letter to?

The recipient of your letter will depend on the purpose of your letter. If you’re sending a business letter, you should send it to the appropriate department or individual. If you’re sending a personal letter, you should send it to the person you want to communicate with.

How to Format a Letter

Formatting a letter is essential because it ensures that your message is clear and concise. The format of a letter generally follows this layout:

Sender’s Address Your Name (First and Last) Your Street Address Your City, State, and Zip Code
Date Month Day, Year
Recipient’s Address Recipient’s Name (First and Last) Recipient’s Street Address Recipient’s City, State, and Zip Code

How to Send a Letter

Step 1: Choose your writing material

When sending a letter, it’s essential to choose the right writing material. You can use a pen and paper or a word processor to compose your letter. If you’re using a word processor, ensure that you use a standard font such as Times New Roman and font size 12.

Step 2: Include the necessary components

As discussed earlier, ensure that you include all the necessary components of a letter, including a sender’s address, date, recipient’s address, salutation, body, closing, and signature. Optional components such as subject lines, reference lines, enclosures, and carbon copies can be included if appropriate.

Step 3: Write your letter

The body of your letter should contain your message, thoughts, or feelings. Be sure to proofread your message to ensure that it’s clear and free of grammatical and spelling errors.

Step 4: Fold your letter

Once you’ve written your letter, fold it neatly into thirds, with the bottom edge of the paper folded up about a third of the way. Ensure that your letter is tidy and doesn’t have any unsightly creases or folds.

Step 5: Put your letter in an envelope

Choose an envelope that is the appropriate size for your letter. Insert your folded letter into the envelope so that the folded edge of the letter is at the bottom of the envelope. Seal the envelope with tape or a sticker.

Step 6: Add the postage

The postage cost will depend on the weight of your letter and where it’s being delivered. You can put stamps on your envelope or use a postage meter. Ensure that you have enough postage to avoid your letter being returned to you.

Step 7: Address your envelope

Ensure that you write the recipient’s name, address, and zip code on the front of the envelope. Write your own name and address in the upper left-hand corner of the envelope.

Step 8: Send your letter

Once you’ve addressed your envelope and added the postage, take your letter to the post office and mail it. You can also drop your letter in a mailbox near you.

Frequently Asked Questions

Q: Can I use a pencil to write my letter?

It’s recommended that you use a pen to write your letter as it’s more permanent and professional. However, if you don’t have a pen, you can use a pencil.

Q: What should I write in the subject line?

If your letter is being sent to an individual, you can include a subject line to give a brief overview of the letter’s content. For example, “Invitation to John’s Birthday Party.”

Q: How do I address a business letter?

When addressing a business letter, ensure that you use a formal salutation, such as “Dear Mr./Ms. Last Name.”

Q: Can I send a letter without an envelope?

No, letters must be sent in an envelope to ensure that the contents remain private and protected during transit.

Q: How long should my letter be?

Your letter should be as long as it needs to be to convey your message effectively. However, it’s recommended that letters be no longer than one page.

Q: Can I send a letter internationally?

Yes, you can send letters internationally. Ensure that you have enough postage and that you fill out the appropriate customs forms.

Q: What should I do if I’m not sure how to address the recipient?

If you’re not sure how to address the recipient, you can use a neutral salutation such as “Dear Sir/Madam” or “To whom it may concern.”

Q: How can I ensure that my letter arrives safely?

You can ensure that your letter arrives safely by using a secure envelope and adding the appropriate postage. Additionally, you can use registered mail to track your letter’s progress and ensure that it arrives at its destination.

Q: How long does it take for a letter to arrive?

The amount of time it takes for a letter to arrive will depend on the destination and the postage method used. Generally, letters sent within the same city or state can arrive within 1-3 days, while letters sent internationally can take up to two weeks.

Q: Can I put stickers on my envelope?

Yes, you can put stickers on your envelope as long as they don’t cover important information such as the recipient’s name and address.

Q: What should I do if my letter is returned to me?

If your letter is returned to you, check that you’ve used the correct postage and that you’ve addressed the envelope correctly. If the information is correct, you can take your letter to the post office where they can help you resolve the issue.

Q: Can I include a gift in my letter?

Yes, you can include a small gift in your letter. However, be aware that there are restrictions on what you can send through the mail. Ensure that your gift is small and isn’t fragile.

Q: Can I send a confidential letter?

Yes, you can send a confidential letter. Ensure that you use an envelope that protects the contents and that you address it appropriately.

Q: What should I do if I make a mistake on my letter?

If you make a mistake on your letter, you can use correction fluid or tape to cover the mistake. Alternatively, you can start over with a new piece of paper.


In conclusion, sending a letter may seem like a daunting task, but it’s a simple process that can be accomplished by following the steps outlined above. Remember to choose your writing material carefully, include all the required components, and address your envelope appropriately. If you have any questions, feel free to reach out to your local post office or consult online resources. Don’t forget to send that letter you’ve been thinking about, the recipient will surely appreciate it!

Take Action Now

Now that you know how to send a letter, put this knowledge into practice and send a letter to a loved one or colleague today. Experience the joy of receiving a physical letter that can be cherished for years to come.

Closing Statement with Disclaimer

While we’ve made every effort to ensure that the information provided in this article is accurate and up-to-date, laws and regulations regarding mail services can vary from country to country. The information provided is not intended to be a substitute for professional advice. If you have any questions or concerns about sending mail, please consult your local post office or postal service for guidance and specific rules in your area.