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 1
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 an letter to an embassy.
Sample Letter to Embassy
Sample Letter to Ambassador
Writing and Addressing Your Own Letter
1Research 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.
2Find 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.
3Type 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
4Type your letter on a computer. Handwritten letters are harder to read,
and will most likely not garner official action from the embassy.
5Begin the letter by placing the date at the top. Type the date you will
sign and send it, if it is in the future.
6Adopt 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
7Type 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.
8Type 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."
9Type 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.
10Type your letter. Be careful to include all the elements that are
required for a response.
11Type a farewell address, such as "Sincerely,"
12Leave space for a signature on the letter.
13Type your full name and any other identification that may be needed,
such as an address, identification number, email and phone number.
14Print your letter and sign it. Make a copy of it for your records.
15Print and include attachments
16Add your name and address on either the back or the top left section of
the envelope, depending upon the country's custom.
17Address 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.
18Affix the proper postage and send.<
If the letter is an attachment to another document, place the word
"Attachment" and the number of the attachment or title of it, before the
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