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

The Basics

Dear Challenger,

Greetings and salutations! Writing and sending letters is a classic form of communication that has been in use for centuries, and it remains relevant today. Although emails, texting, and social media have taken over as the primary modes of communication, there is still something undeniably special about receiving a physical letter in the mail. Whether you are sending out invitations, applying for jobs, or staying in touch with loved ones, knowing how to send a letter is a valuable life skill that we should all have. So, let’s get to it!

What You Will Need

Before we dive into how to write and send a letter, let’s first gather the necessary materials:

Envelope Stamp(s) Pen or pencil Paper or stationary Return address label (optional)

Addressing the Envelope

The first step in sending a letter is addressing the envelope. This is where you will put the destination address, return address, and any other necessary information. Here’s how:

Step 1: Destination Address

Begin by writing the recipient’s name and address in the center of the envelope. Make sure to include their full name, street address, city, state, and zip code. Use all capital letters and leave no punctuation marks. For example:




Step 2: Return Address

Next, write your own address in the upper left-hand corner of the envelope. This is where the letter will be returned to in case it cannot be delivered. It is optional, but recommended, to include your name and full address. For example:




Step 3: Other Information

If there is any other necessary information that needs to be included on the envelope, such as “Special Delivery” or “Fragile”, it should be written in the upper right-hand corner.

Writing the Letter

Now that the envelope is addressed, it’s time to write the letter itself. Here are some guidelines to follow:

Step 1: Greeting

Start your letter with an appropriate greeting, such as “Dear [Name]” or “Hello [Name]”. If you do not know the recipient’s name, use a general greeting such as “To Whom It May Concern” or “Dear Sir or Madam”.

Step 2: Opening Paragraph

The first paragraph should introduce yourself and the purpose of your letter. Be concise and to the point, and try to grab the reader’s attention.

Step 3: Body

The body of the letter should provide more specific and detailed information about the subject matter. Use clear language and avoid jargon or overly technical terms. Break up longer paragraphs into smaller, more manageable chunks to make the letter easier to read.

Step 4: Closing Paragraph

The closing paragraph should summarize the main points of the letter and provide any necessary next steps. End the letter with a polite closing, such as “Sincerely” or “Best regards”, followed by your signature.

Mailing the Letter

Once your letter is written and properly addressed, it’s time to send it on its way. Here’s what to do:

Step 1: Purchase a Stamp

Make sure you have enough postage for the weight and size of your letter. You can buy stamps at the post office or online, and they can be either self-adhesive or lick-and-stick.

Step 2: Place the Stamp(s)

Place the stamp(s) in the upper right-hand corner of the envelope, making sure they are centered and not covering any of the address information.

Step 3: Drop Off at the Post Office

Take the letter to the post office or a mailbox to be mailed. If you are unsure how much postage you need or have any questions, don’t hesitate to ask a postal worker for assistance.

Frequently Asked Questions

1. Can I send a letter without an envelope?

No, it is not recommended to send a letter without an envelope as it can get damaged or lost in transit.

2. Can I reuse an old envelope?

It is possible to reuse an old envelope, but make sure to cover up or remove any old address or mailing labels to avoid confusion.

3. How do I know how many stamps I need?

This depends on the weight, size, and destination of your letter. You can use a postage calculator or consult with a postal worker for assistance.

4. Can I send a letter internationally?

Yes, you can send a letter internationally, but be aware that it will require additional postage and may take longer to arrive.

5. Can I send cash through the mail?

No, it is not recommended to send cash through the mail as it can get lost or stolen. Use a check or other secure payment method instead.

6. How long does it take for a letter to arrive?

This depends on the destination and type of postage used, but standard mail can take anywhere from a few days to a week or more.

7. Can I track my letter?

Yes, you can purchase a tracking service for an additional fee to track your letter’s location and delivery status.


In conclusion, sending a letter may seem like a daunting task, but it is a simple and rewarding process that anyone can learn. By following these steps and guidelines, you can send clear and effective letters that will get your message across. So, next time you need to send a letter, don’t hesitate to give it a try. Happy mailing!

Take Action Now

Start practicing your letter writing skills today and send a letter to someone you care about. Keep the art of letter writing alive!


The information provided in this article is for educational purposes only and should not be taken as official or legal advice. Always consult with a professional or authority on the subject matter before taking action or making decisions.