Your return address will be in the upper left corner of the envelope. [2] X Research source The first line is your full name. Do not use initials. Another benefit to a clear return address is to have your attorney recognize your name. If your letter is expected, it will likely be opened and read faster. The next line is your complete address. If your attorney wants to send an immediate reply, she will not have to go to your file to get your address. The last line is your city, state, and zip code. Spell out your city name and don’t use local abbreviations. You may know what “S. B. TwnShp” stands for, but don’t assume your attorney does. Use the post office abbreviation for your state. [3] X Research source
The delivery address must be parallel with the longest side of the envelope and be left justified. Use a simple type font that is at least 10-point, or hand print the address in dark ink to facilitate the post office’s machine readers. Elaborate type fonts or fancy calligraphy look nice, but may delay the delivery of your letter.
In business or client letters, do not use an honorific such as Mr. or Ms. Instead, use your lawyer’s full name. Refer to a business card or legal document if you need help. For example, use Jane A. Smith, or Robert Jones, Jr. For social correspondence, or if the letter is addressed to a couple, put the party with more experience or rank first and use Mr. or Mrs. for the second party. For example, a couple where one is a judge and the other an attorney, it would read “The Honorable Mary Ellen Smith and Mr. John Smith”. [4] X Research source An exact name is important because in family law firms or office sharing, many attorneys with similar names may depend on the same clerk to sort their mail. An ambiguous name may be delivered to the wrong attorney.
“Esq. " is put directly after the name, for example, “Robert Jones, Jr. Esq. " Never use “Esq. " when addressing a legal professional that is not licensed to practice law. [5] X Research source If you use “Attorney at Law,” put it on the line below the name. Use one or the other. Do not use Esq. and Attorney at Law in the address. For honorary and academic correspondences, such as an invitation to contribute to a journal or speak at an educational affair, use the attorney’s credentials after her name. The most common will be “J. D. " for Juris Doctor or LL. M for a Master’s of Law.
Be very specific with the street address and do not omit box, room, or suite numbers. Large firms may have several hundred attorneys working on different floors of the building or several firms may share a building. Mail often comes into a central mailroom for distribution. Failing to add the suite number may delay your letter.
Many professional people have law degrees but are not working in the legal field. If so, you should follow the rules of etiquette for their chosen profession.
Business to business includes sales pitches for products or services. An example of an honorary letter would be an invitation to speak at a luncheon. Social correspondence is an invitation to an event where the attorney would be a guest and not part of the program.
Many lawyers and law firms scan all correspondence, including envelopes, into the central computer files. As a result, they prefer plain formatting printed, typed, or written in dark ink. The post office rule is that envelope should be legible at arm’s length. [8] X Research source If poor quality paper, such as torn notebook pages is your only option, trim the edges before sending.
My name is Joe Smith and I have enclosed the documents you asked for at our last meeting about my case. My name is Mary Jones and I represent the speakers bureau for Big Corp. My name is Mario Gomez and I am writing to inquire about job opportunities with your law firm.
Unless you are using heavy special paper, you can usually mail 3 pages and an envelope for one stamp. If you have any doubt, take your letter to the post office to be weighed.
