How to Send a Letter: Complete Guide for Beginners


Welcome, dear reader, to our comprehensive guide on how to send a letter. It’s an exciting experience to send or receive a letter, especially in today’s digital world dominated by emails and instant messaging. Sending letters is an art that requires skill and care, and we’re thrilled to help you master it.

Letters can be used to communicate sentiments, share news, send greetings, or even express gratitude. However, if you’re new to letter-sending, it can be challenging to know where to start. Don’t worry; we’ve got you covered.

In this article, we’ll detail everything you need to know about sending letters, from what materials to use to how to address the envelope correctly. By the end of this guide, you’ll be well-equipped to send letters with ease and confidence.

What to Know Before You Start Sending Letters

Before diving into the details of how to send letters, there are a few things you need to know.

Firstly, there are different types of letters, such as personal letters, business letters, and formal letters. Each type of letter has a unique format and structure, and it’s essential to know which one to use for a particular situation.

Secondly, it’s crucial to consider the language and tone of the letter. The language and tone you use will depend on the recipient, the purpose of the letter, and your relationship with the recipient. Ensure that your letter’s tone is professional, polite, and empathetic, as it’s an essential part of communication.

Lastly, you need to choose the right materials for your letter. This includes the paper, envelope, ink, and pen. Choosing high-quality materials will make your letter more appealing and professional-looking.

How to Send a Letter: Step-by-Step Guide

Now that you have a basic understanding of the essential things to know before sending a letter, here’s a step-by-step guide on how to send a letter.

Step 1: Determine the Type of Letter You’re Sending

The first step in sending a letter is to determine its type. The type of letter you’re sending will determine its format, structure, and content.

If you’re sending a personal letter, it can be informal and conversational in tone. This type of letter is usually sent to family, friends, or acquaintances. On the other hand, formal letters, such as business letters or letters to government officials, require a more professional tone and format.

Step 2: Write Your Letter

After determining the type of letter you’re sending, the next step is to write your letter. Your letter should have a clear purpose, and its language and tone should be appropriate for the recipient and occasion.

If you’re sending a personal letter, you can start with a friendly greeting and a brief introduction. Then, you can move on to the main content of the letter, such as news, updates, or expressions of gratitude. End with a warm closing and your signature.

If you’re sending a formal letter, start with a professional greeting and an introduction that explains the purpose of the letter. The body of the letter should contain the relevant information, and it should be organized into clear paragraphs. End with a polite closing and your signature.

Step 3: Choose Your Materials

After writing your letter, it’s time to choose the right materials. Use high-quality paper that’s suitable for the type of letter you’re sending. Better quality paper can make your letter look more professional and appealing.

Choose an envelope that fits the size of your letter, and ensure that it’s of the same quality as your paper. Consider using an envelope with self-adhesive sealing to make it easier to seal the envelope. Additionally, make sure you have the correct postage stamps to avoid delays in delivery.

Step 4: Address Your Envelope

The next step is to address your envelope. Ensure that you address it correctly to avoid delays in delivery or miscommunications. Here’s how to address your envelope:

Recipient’s Name Street Address or P.O. Box City, State, and ZIP Code
John Smith 123 Main Street Anytown, CA 12345

Write the recipient’s name on the first line, followed by their street address or P.O. box on the second line. The third line should contain the city, state, and ZIP code. Be sure to place the correct postage stamps on the envelope and put your return address in the upper left-hand corner.

Step 5: Mail Your Letter

After addressing your envelope, it’s time to mail your letter. Drop it in a mailbox or bring it to your local post office. Ensure that you put the correct postage stamps on the envelope to avoid delays in delivery.


1. How long does it take for a letter to be delivered?

The delivery time for a letter depends on a few factors, such as the distance between the sender and recipient, the type of letter, and the time of the year. Typically, first-class mail within the United States takes 1-3 business days to arrive.

2. Can I send a letter without an envelope?

It’s not recommended to send a letter without an envelope. The envelope protects the letter from damage and ensures that it’s delivered to the correct recipient.

3. What should I write in the subject line of a letter?

The subject line of a letter is optional, especially for personal letters. For formal letters, the subject line should be brief and informative and should indicate the purpose of the letter.

4. Can I use colorful ink to write my letter?

It’s best to use black or blue ink when writing a letter. Colorful ink may not be legible or professional-looking.

5. How can I track my letter’s delivery status?

You can track your letter’s delivery status using the tracking number provided by your post office or courier service. Many postal services offer online tracking.

6. Can I use a typewriter to write a letter?

Yes, you can use a typewriter to write a letter. However, it’s best to use a computer and printer to ensure that the letter is legible and professional-looking.

7. Can I include small items, such as photos or gifts, in my letter?

Yes, you can include small items in your letter, but ensure that they’re flat and can fit in the envelope. Additionally, some items may be restricted or require additional postage, so check with your post office before sending.


Congratulations! You have reached the end of our comprehensive guide on how to send a letter. We hope that this guide has provided you with valuable insights and practical tips to help you send letters with ease and confidence.

Remember to consider the type of letter, language and tone, and the right materials before sending a letter. Ensure that you address the envelope correctly and put the correct postage stamps.

Now go ahead and send that letter you’ve been meaning to write. Your recipient will be thrilled to receive it.

Closing Disclaimer

This article is intended for informational purposes only. While we have made every effort to ensure the accuracy of the information in this article, we make no guarantee, express or implied, as to the completeness or accuracy of the information. We assume no responsibility or liability for any errors or omissions in the content of this article. Before acting on any of the information contained in this article, you should consult a professional.

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