Business letters: Addressee or delivery notation

On this page

• When to use an addressee or delivery notation
  • Addressee notation
  • Delivery notation
• How to format an addressee or delivery notation
• Where to place an addressee or delivery notation
• Additional information

When to use an addressee or delivery notation

Addressee and delivery notations are optional parts of a business letter.

Addressee notation

An addressee notation is used to indicate that the message is intended to be read only by the addressee (that is, the person it is addressed to).

It includes the following notations:

• PERSONAL (indicates that the letter must not be opened by anyone other than the addressee)
• CONFIDENTIAL (indicates that the contents must not be disclosed)

Delivery notation

A delivery notation is used to indicate a delivery method other than regular mail. It includes notations such as the following:

• BY PRIORITY POST (indicates faster delivery than by regular mail)
• BY REGISTERED MAIL (indicates that the mail carrier must obtain the receiver’s signature as proof of delivery)
• VIA AIRMAIL
• BY EMAIL
• BY COURIER
• VIA FAX

How to format an addressee or delivery notation

The addressee or delivery notation should be in bold font and preferably in capital letters, although it may also be in title case (that is, with a capital on the first word and on any major word):

• PERSONAL
• BY FAX
• Personal and Confidential
• By Registered Mail

Where to place an addressee or delivery notation

Put an addressee or delivery notation at the left margin, on the second line below the date line, where the reader would probably look first upon opening the letter:

If you have both an addressee and a delivery notation, you may prefer to put the delivery notation at the bottom of the letter, on the second line below the signature block (or on the second line below any reference initials or enclosure notation). In that case, don’t use bold font for the delivery notation:

See the article Business letters: Model letter in recommended format. Note that an addressee or delivery notation that appears in a letter should also appear on the envelope. However, it should not be bolded on the envelope. (See Envelope: Model showing recommended format.)

Additional information

• Correspondence and addresses – Guidelines and resources
• Business letters: Model letter in recommended format
• Envelope: Model showing recommended format