It is important to address a letter correctly so that it is delivered by the postal service. Letters with incorrect addresses may be returned.
Addressing letters correctly: where should the recipient’s address go?
When addressing a letter, you can write the recipient’s address anywhere on the front of the envelope. But be careful: your letter will then have to be sorted by hand by the postal service, which can cause significant delays in delivery. In the worst case, the letter will be returned to you.
- As a general rule, you should only write the recipient’s address on the front of the envelope. Information written on the back of the envelope is not usually read and therefore not processed by the postal service.
- Place the recipient’s address at the bottom right or, in the case of envelopes with a window, at the bottom left of this page.
- Leave around two centimeters of space at the bottom and right-hand side. This will ensure that your mail can be read perfectly.
- The stamp should be placed in the top right-hand corner.
- Our tip: Ideally, write the recipient’s address in blue or black ink so that everything is easy to read. You should also write neatly.
Order of the recipient’s address: How to do it correctly
When writing the recipient’s address, it is also important to put the information in the correct order. Here is an overview of how to write the address field of your letter correctly:
- Salutation (optional), i.e. “Dear Sir or Madam”
- First name and last name of the recipient or the name of the company
- For business letters, a department or the name of the person responsible can be added in the third position. In this case, write “zu Händen” (for the attention of) followed by the name of the person, e.g., “z. H. Frau Mustermann” (for the attention of Ms. Mustermann).
- Street and house number
- Postal code and city/town
- If the letter is to be sent abroad, the respective country should be added at the bottom. You should write the destination country in capital letters under the recipient’s address, choosing the language yourself – for example, German, English, or French – as long as it is clear.
Labeling the envelope: Where should the sender’s address be written?
In case the letter has to be returned to you for any reason, for example due to insufficient postage or because the recipient has moved, it is always a good idea to write your own return address on the letter. This also allows the recipient to see immediately who the letter is from and open it promptly. However, you are not obliged to do this.
- You can write your own address in the top left corner of the envelope. Alternatively, you can use the back of the envelope.
- However, you should always label your address with the heading “Absender” (Sender) or the abbreviation “Abs.”
- If you send letters frequently, it may be worth investing in personalized address labels that you can simply stick on the top left of the letters.
Addressing letters to companies or authorities correctly
When writing letters to companies or authorities, you should follow certain guidelines and etiquette.
- Recipient information: The name of the company or authority should be written in clear, legible letters. Use the official name of the company or authority if you know it.
- Sender information: The sender should be placed in the top left corner of the letter. Include your first and last name, street address, postal code, and city. If you are sending the letter on behalf of a company, include the official company name and address.
- Address format: Use a formal address format that is customary in your region. In Germany, this usually includes the street, postal code, and city or a post office box.
- Additional information: For some letters to government agencies or large companies, it is advisable to include additional information, such as file numbers, reference numbers, or specific departments.
