## [Correspondence and addresses – Guidelines and resources](/writing-tips-plus/correspondence-and-addresses-guidelines-and-resources) ## Accéder à du contenu similaire en français Du contenu similaire en français est présenté dans la page [Correspondance et adressage – Règles et difficultés](../cles-de-la-redaction/correspondance-et-adressage-regles-et-difficultes). Consult in-depth articles that explain the guidelines for drafting effective business correspondence and for addressing mail correctly, and find links to resources on related topics. ## On this page - [A word about correspondence and addressing guidelines](#correspondence-addressing-guidelines) - [Elements that appear in a letter or on an envelope](#elements-letter-envelope) - [Business messages: Direct or indirect approach](#business-messages-direct-indirect) - [Addresses within Canada and in other countries](#addresses-canada-other-countries) - [Letter styles, model letter and model envelope ](#styles-letter-envelope) - [Points of language related to correspondence](#points-language-correspondence) - [Additional information](#additional) ## A word about correspondence and addressing guidelines Every organization, whether in the public or private sector, has its own guidelines concerning correspondence. Those guidelines may indicate what elements must be included in a message, what terminology or wording should be used, or how elements should be laid out. This section provides general guidelines on content and layout for different elements of correspondence, such as letters and envelopes. Some of the guidelines presented may not correspond to the approach in use within your organization. Each organization has the right to decide what guidelines should apply in its own context. For information relating to French, see the [French guidelines and conventions governing correspondence and addresses](../cles-de-la-redaction/correspondance-et-adressage-regles-et-difficultes). ## Elements that appear in a letter or on an envelope A business letter and an envelope are each made up of several elements. Some of these elements are standard, while others are optional. The articles on the standard and optional parts of a business letter are listed below in the order in which those elements would appear in a letter. The article on the arrangement of elements on an envelope explains what information to include on the envelope and where to place it. Show allHide all LetterheadThe article [Business letters: Letterhead](business-letters-letterhead) explains the characteristics of a letterhead, the heading that appears at the top of a business letter. Return addressThe article [Business letters: Return address](business-letters-return-address) explains when and how to use a return address in a letter. It includes the following sections: - [How to format the return address](business-letters-return-address#how-to-format) - [Where to place the return address](business-letters-return-address#where-to-place) - [No letterhead](business-letters-return-address#no-letterhead) - [Letterhead without a return address](business-letters-return-address#letterhead-without-return-address) DateThe article [Business letters: Date](business-letters-date) explains the placement and format of the date in a business letter. It includes the following sections: - [Where to place the date](business-letters-date#where-to-place-the-date) - [Date after a letterhead](business-letters-date#date-after-a-letterhead) - [Date after a return address](business-letters-date#date-after-a-return-address) - [How to format the date](business-letters-date#how-to-format-the-date) Addressee or delivery notationThe article [Business letters: Addressee or delivery notation](business-letters-addressee-delivery-notation) explains when and how to use notations such as **Personal** or **By courier**. It includes the following sections: - [When to use an addressee or delivery notation](business-letters-addressee-delivery-notation#when) - [Addressee notation](business-letters-addressee-delivery-notation#addressee) - [Delivery notation](business-letters-addressee-delivery-notation#delivery) - [How to format an addressee or delivery notation](business-letters-addressee-delivery-notation#format) - [Where to place an addressee or delivery notation](business-letters-addressee-delivery-notation#where) Reference lineThe article [Business letters: Reference line](business-letters-reference-line) explains the format and placement of the reference line, which makes it easier to file and locate correspondence. It includes the following sections: - [Purpose of reference line](business-letters-reference-line.html#purpose) - [Format for reference line](business-letters-reference-line.html#format) - [Placement of reference line](business-letters-reference-line.html#placement) - [Alternative to reference line](business-letters-reference-line.html#alternative) Inside addressThe article [Business letters: Inside address](business-letters-inside-address) explains the placement and format of the receiver’s address in a business letter. It includes the following sections: - [Information included in the inside address](business-letters-inside-address.html#information-included) - [Titles before or after the receiver’s name](business-letters-inside-address.html#titles-before-after) - [Courtesy titles](business-letters-inside-address.html#courtesy-titles) - [Formal titles](business-letters-inside-address.html#formal-titles) - [Mail addressed in care of another person](business-letters-inside-address.html#in-care-of) - [Inside address in a letter to two or more receivers](business-letters-inside-address.html#two-more-receivers) - [Receivers residing at the same address](business-letters-inside-address.html#same-address) - [Receivers working in the same organization](business-letters-inside-address.html#same-organization) - [Inside address in a letter to an organization](business-letters-inside-address.html#inside-address-organization) Attention lineThe article [Business letters: Attention line](business-letters-attention-line) explains the format and placement of the attention line in a business letter. It includes the following sections: - [When to use an attention line](business-letters-attention-line.html#when) - [How to format the attention line](business-letters-attention-line.html#how) - [Where to place the attention line](business-letters-attention-line.html#where) SalutationThe article [Business letters: Salutation](business-letters-salutation) explains the placement and format of the salutation in a business letter. It includes the following sections: - [Where to place the salutation](business-letters-salutation.html#where) - [How to format the salutation](business-letters-salutation.html#how) - [What to do in special cases](business-letters-salutation.html#special-cases) - [When you don’t know the receiver’s gender identity or courtesy title](business-letters-salutation.html#when-gender) - [When you don’t know the receiver’s name](business-letters-salutation.html#when-name) - [When you’re writing to a group](business-letters-salutation.html#when-group) - [What salutations to use in letters to persons of rank](business-letters-salutation.html#what-rank) Subject lineThe article [Business letters: Subject line](business-letters-subject-line) explains the format and placement of the subject line in a business letter. It includes the following sections: - [When to use a subject line](business-letters-subject-line.html#when) - [How to format the subject line](business-letters-subject-line.html#how) - [Where to place the subject line](business-letters-subject-line.html#where) Body of the letterThe article [Business letters: Body of the letter](business-letters-body-of-the-letter) discusses the length and format of the body paragraphs in a business letter and explains how to organize the message. It includes the following sections: - [Content of the body](business-letters-body-of-the-letter.html#content) - [Introductory paragraph](business-letters-body-of-the-letter.html#introductory) - [Middle paragraph(s)](business-letters-body-of-the-letter.html#middle) - [Concluding paragraph](business-letters-body-of-the-letter.html#concluding) - [Questions related to formatting](business-letters-body-of-the-letter.html#questions) - [Margins](business-letters-body-of-the-letter.html#margins) - [Line spacing](business-letters-body-of-the-letter.html#spacing) - [Font](business-letters-body-of-the-letter.html#font) - [Multiple pages](business-letters-body-of-the-letter.html#multiple) Complimentary closeThe article [Business letters: Complimentary close](business-letters-complimentary-close) explains the placement and format of the complimentary close in a business letter and provides examples of complimentary closes for different levels of formality. It includes the following sections: - [Where to place the complimentary close](business-letters-complimentary-close.html#where) - [How to capitalize and punctuate the complimentary close](business-letters-complimentary-close.html#how-capitalize) - [How to choose the right complimentary close](business-letters-complimentary-close.html#how-choose) Signature blockThe article [Business letters: Signature block](business-letters-signature) explains the placement and format of the signature block in a business letter. It includes the following sections: - [Where to place the signature block](business-letters-signature.html#where) - [How to format the signature block](business-letters-signature.html#how-format) - [When to use a courtesy title in the signature block](business-letters-signature.html#when) - [How to sign a letter on behalf of someone else](business-letters-signature.html#how-sign) - [Method 1: Sign your own name](business-letters-signature.html#method1) - [Method 2: Sign the sender’s name](business-letters-signature.html#method2) - [How to set up two signature blocks](business-letters-signature.html#how-two) Reference initialsThe article [Business letters: Reference initials](business-letters-reference-initials) explains when and how to add reference initials at the end of a business letter. Enclosure notationThe article [Business letters: Enclosure notation](business-letters-enclosure-notation) explains how to use the notations “Enclosure” and “Attachment” to show that one or more items are being sent along with the letter. It includes the following sections: - [Purpose of the enclosure notation](business-letters-enclosure-notation.html#purpose) - [Placement of the enclosure notation](business-letters-enclosure-notation.html#placement) - [Single enclosure](business-letters-enclosure-notation.html#single) - [Multiple enclosures](business-letters-enclosure-notation.html#multiple) - [List of enclosures](business-letters-enclosure-notation.html#list) Copy notationThe article [Business letters: Copy notation](business-letters-copy-notation) explains how to use a copy notation to show that one or more persons will receive a copy of the letter. It includes the following sections: - [When to use a copy notation](business-letters-copy-notation#when) - [Where to place a copy notation](business-letters-copy-notation#where) - [How to format a copy notation](business-letters-copy-notation#how) Continuation page headingThe article [Business letters: Continuation page heading](business-letters-continuation-page-heading) explains how to format the heading for the second page of a business letter (and any subsequent pages). It includes the following sections: - [When to use a continuation page heading](business-letters-continuation-page-heading#when) - [What to include in the continuation page heading](business-letters-continuation-page-heading#what) - [Where to place the continuation page heading](business-letters-continuation-page-heading#where) - [Continuation page heading in full block style](business-letters-continuation-page-heading#full) - [Continuation page heading in modified block style](business-letters-continuation-page-heading#modified) - [How to carry over body text onto another page](business-letters-continuation-page-heading#how) Arrangement of elements on an envelopeThe article [Envelope: Arrangement of elements](envelope-arrangement-of-elements) explains the format and placement of addresses and notations on an envelope. It contains the following sections: - [Receiver’s name and address](envelope-arrangement-of-elements#receivers-name-and-address) - [Return address (sender’s address)](envelope-arrangement-of-elements#return-address) - [Addressee and delivery notations](envelope-arrangement-of-elements#addressee-and-delivery-notations) ## Business messages: Direct or indirect approach There are two standard ways to organize a business message in English: the direct approach (which states the main idea up front) and the indirect approach (in which the main idea comes later in the message). The articles below explain when to use each approach and how to organize the message in each case. Show allHide all Direct approachThe article [Business messages: Direct approach](business-messages-direct-approach) explains how to organize a message that will have a positive or neutral impact on the receiver. It includes the following sections: - [Contexts in which to use the direct approach](business-messages-direct-approach#contexts) - [Main idea](business-messages-direct-approach#main-idea) - [Details](business-messages-direct-approach#details) - [Goodwill close](business-messages-direct-approach#goodwill) - [Example of a message using the direct approach](business-messages-direct-approach#example) Indirect approachThe article [Business messages: Indirect approach](business-messages-indirect-approach) explains how to organize a message that is likely to have a negative impact on the receiver. It includes the following sections: - [Contexts in which to use the indirect approach](business-messages-indirect-approach#contexts) - [Neutral opening](business-messages-indirect-approach#neutral-opening) - [Explanation](business-messages-indirect-approach#explanation) - [Bad news](business-messages-indirect-approach#bad-news) - [Goodwill close with alternative solution](business-messages-indirect-approach#goodwill) - [Example of a bad news message using the indirect approach](business-messages-indirect-approach#example) ## Addresses within Canada and in other countries The guidelines for writing or translating an address differ depending on whether the address appears in a letter or other document, or on an envelope or parcel. The country of origin and the destination country are also factors that influence recommended address format. Show allHide all Addresses in letters or other documents intended for delivery within CanadaThe article [Addresses: Addresses in letters or other documents](addresses-in-letters-or-other-documents) gives detailed formatting guidelines for an address that appears in a letter, a form or another document intended for delivery within Canada. It contains the following sections: - [Contexts in which these addressing guidelines apply: addresses in letters or other documents](addresses-in-letters-or-other-documents#contexts) - [Order of elements in an address appearing in a letter or other document](addresses-in-letters-or-other-documents#order-of-elements) - [Guidelines for formatting an address appearing in a letter or other document](addresses-in-letters-or-other-documents#guidelines) Addresses on envelopes or parcels intended for delivery within CanadaThe article [Addresses: Addresses on envelopes and parcels](addresses-on-envelopes-and-parcels) explains how to format an address on an envelope or parcel intended for delivery within Canada and discusses the rules that apply to each element of the address. It contains the following sections: - [Recommended format for addresses on envelopes and parcels](addresses-on-envelopes-and-parcels#recommended-format) - [Contexts in which these guidelines apply: addresses on envelopes and parcels](addresses-on-envelopes-and-parcels#contexts) - [Order of elements in an address on an envelope or parcel](addresses-on-envelopes-and-parcels#order-of-elements) - [Guidelines for formatting an address on an envelope or parcel](addresses-on-envelopes-and-parcels#guidelines) Guidelines for translating Canadian addressesThe article [Addresses: Translating Canadian addresses](addresses-translating-canadian-addresses) discusses the points to consider and the guidelines that apply when you’re translating a Canadian address in a letter or other document or on an envelope or parcel. It contains the following sections: - [Points to consider](addresses-translating-canadian-addresses#points-to-consider) - [Guidelines for specific elements in an address](addresses-translating-canadian-addresses#guidelines) - [Examples of complete addresses](addresses-translating-canadian-addresses#examples) International addressesThe article [Addresses: International addresses](addresses-international-addresses) explains how to format an address on Canadian mail being sent to destinations outside of Canada. It contains the following sections: - [Background information on international addresses](addresses-international-addresses#background-information) - [Elements of an international address](addresses-international-addresses#elements) - [Mail going to the United States (U.S.)](addresses-international-addresses#mail-united-states) - [Mail going to countries other than Canada and the U.S.](addresses-international-addresses#other-than-canada-us) ## Letter styles, model letter and model envelope Depending on the situation, business letters may be written in a variety of styles, which involve differences in layout. The model letter shows how to draft different letter elements and arrange them in the most common layout for a business letter, while the model envelope shows how to draft and arrange the elements included on an envelope. Show allHide all Letter stylesThe article [Business letters: Letter styles](business-letters-letter-styles) explains the differences between three letter styles used in business correspondence in English. It contains the following sections: - [Full block style](business-letters-letter-styles#full-block) - [Modified block style](business-letters-letter-styles#modified-block) - [Semi-block style](business-letters-letter-styles#semi-block) Model letterThe [model letter](business-letters-model-letter) shows a standard letter containing several elements, with a description of each element. The letter is in full block style. Model envelopeThe [model envelope](envelope-model-recommended-format) shows a standard envelope containing several elements, with a description of each element. ## Points of language related to correspondence The articles below deal with points of language commonly encountered in business writing. - [Be advised that](be-advised-that) - [Email, emails](email-emails-) - [Herein](herein) - [Herewith](herewith) - [In regard to, with regard to, as regards](in-regard-to-with-regard-to-as-regards) - [Based on, on the basis of](on-the-basis-of) ## Additional information - [Correspondence and addresses – French guidelines and resources](../cles-de-la-redaction/correspondance-et-adressage-regles-et-difficultes) (in French only) - [Clear communication: Write relevant and effective emails](clear-communication-write-relevant-and-effective-emails.html) - [Inclusive writing – Guidelines and resources](inclusive-writing-guidelines-resources) - [Courtesy titles](courtesy-titles-in-english) - [Boost Your eQ (Email Intelligence)](../pecks-english-pointers/clarity-10-boost-your-eq) (Peck’s English Pointers) ### Blog posts - [5 tips to improve your email writing skills](/en/blogue-blog/courriels-efficaces-email-skills-eng) - [Salutations and complimentary closes made simple](/en/blogue-blog/salutations-simple-eng) ### Quizzes - [Parts of a business letter: What are the rules?](/en/quiz/parts-of-a-business-letter-what-are-the-rules-eng) ## Avis de droit d’auteur pour l’outil Writing Tips Plus © Sa Majesté le Roi du chef du Canada, représenté par le ou la ministre des Services publics et de l’Approvisionnement Un outil créé et mis en ligne par le Bureau de la traduction, Services publics et Approvisionnement Canada ## Rechercher par thèmes connexes Vous voulez en apprendre davantage sur un thème abordé dans cette page? Cliquez sur un lien ci-dessous pour voir toutes les pages du Portail linguistique du Canada portant sur le thème choisi. Les résultats de recherche s’afficheront dans le [Navigateur linguistique](/fr/navigateur-navigator). - [Business communication](/fr/navigateur-navigator?search_api_fulltext=-&field_writing_tools=All&sort_by=views&f%5B1%5D=navigateur_navigator_english_theme%3A453#navigateur-navigator-resultats-results) - [Correspondence](/fr/navigateur-navigator?search_api_fulltext=-&field_writing_tools=All&sort_by=views&f%5B0%5D=navigateur_navigator_english_theme%3A453&f%5B1%5D=navigateur_navigator_english_theme%3A456#navigateur-navigator-resultats-results) ## Liens connexes - [Writing Tips Plus](/fr/writing-tips-plus/index-fra) (page d’accueil) - [Outils d’aide à la rédaction](/fr/outils-tools/index-fra) - [Navigateur linguistique](/fr/navigateur-navigator) (permet de trouver rapidement des conseils linguistiques) - [TERMIUM Plus®](http://www.btb.termiumplus.gc.ca/tpv2alpha/alpha-fra.html?lang=fra)