Wednesday, 12 October 2016

How To Address A Letter To An Embassy

An embassy is an official office of a country's ambassador. The ambassador acts as the official representative of a country and carries out many diplomatic duties. Embassies and consulates are in the same location from time to time, and both offices handle the affairs of one country while in another country.

If you wish to address the ambassador or another part of the embassy staff, you must write a formal letter. This letter should include your personal details, requests and reasons for writing, and formal salutations, or it may not issue a response. A letter address is often different from a spoken address. Read more to find out how to address a letter to an embassy.

Writing And Addressing Your own Letter


1. Research specific etiquette used in the country to which you are writing. A quick Internet search including the country and the words "etiquette" or "letter" should provide a basis. You may also be able to find this information in a large travel book to that country, found in many libraries.
Also, be aware of any elements that should be in the letter you are writing, such as identification numbers, invitation instructions or financial details. These are often included as attachments to your letter.

2. Find the name and information for the person you would like to address at the embassy. Internet sites, such as Project Visa or Embassy World as well as Internet searches for the country and the word "embassy" work well. Call the country's embassy to learn the best contact.

3. Type your letter in "block" format; it is the most common type of format used with business letters. This means that the letter is justified to the left with single spaces in paragraphs and double spaces between paragraphs.


4. Type your letter on a computer. Handwritten letters are harder to read, and will most likely not garner official action from the embassy.

5. Begin the letter by placing the date at the top. Type the date you will sign and send it, if it is in the future.

6. Adopt a formal tone when writing your letter. Always address the person by their title and be courteous in all statements, even if they are a criticism.

7. Type the name of the person you are addressing, the name of the embassy and the address of the embassy to which you are writing. For example, Mr. Potter, Canadian Embassy and the physical address.
If you are writing the ambassador himself, write The Honorable Mr. Potter, Ambassador of Canada, Canadian Embassy and the physical address.
If you are writing to another country's ambassador, write the title "Excellency" in front of the ambassador's name. For example: His/Her Excellency Mr. Potter, Ambassador of Canada, Canadian Embassy and the physical address of the embassy.

8. Type what the letter is regarding, by typing "RE:" and the subject of the letter. This allows the embassy to direct the letter to the right member of staff. For example: "RE: Invitation to French Consulate Party."

9. Type the person's name if you are addressing the Consul General or an embassy employee. For example, "Dear Mr. Potter." Type "Dear Honorable Ambassador," only if you are addressing the ambassador.
Type "Sir or Madam," if you do not know the name of the person you are writing to.
10. Type your letter. Be careful to include all the elements that are required for a response.


11. Type a farewell address, such as "Sincerely,"

12. Leave space for a signature on the letter.

13. Type your full name and any other identification that may be needed, such as an address, identification number, email and phone number.

14. Print your letter and sign it. Make a copy of it for your records.

15. Print and include attachments


16. Add your name and address on either the back or the top left section of the envelope, depending upon the country's custom.

17. Address the envelope in the middle or right lower section by writing the same address as the top of your letter. For example: The Honorable (or His Excellency) Mr. Potter, Ambassador of Canada, Canadian Embassy and the physical address.

18. Affix the proper postage and send.


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