Recipient Address Blocks at the Top of Email?
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I often mention the analogy of treating all your business emails as if they were on business letterhead, as you would offline. This is not so much about looks as about keeping in mind the formalities of professional communication.
Business emails are different from those you’d send to family or friends. Therefore, there are additional considerations.
With that in mind, a site visitor writes:
What is the proper etiquette for an address block in an email? My boss is rather electronically illiterate and would like all letters sent by email to have a formal address block of the recipient at the top. My coworkers and I feel this wastes space and looks strange.
You and your coworkers are correct. Not that it wastes space, but a physical address does not apply to electronic mail. And, yes, it will look strange.
Email is “electronic mail,” meaning it is not going to a physical address. Therefore, negating the need for a formal recipient address block as displayed on paper stationery. (If you want to include your physical address, do that in your global email signature file.)
Email Addresses are Not Physical Addresses
The fact that you stated “letters” is telling. Not all communications are suitable for email; email should not replace all offline communication. If contact warrants an offline, on-business letter, that should be used.
As displayed in formal offline letters, address blocks to the person you are communicating with have never been used at the top of emails. Instead, you are sending it to the email address noted in the To: field. So that’s your email’s “address block.”
Email Addresses are not Street Address Specific
That email address is not tied to a physical, offline location. However, if your boss feels an address is necessary, it is best to put those communications on official business letterhead and send them via snail mail.
Another option is to have the physical letterhead communication saved as a PDF and attach it to an email. This is standard practice when formal hardcopy communications are necessary—for example, when an introductory email notes that a legal document is attached.
Certain communications require the formality of being sent on business letterhead with an actual signature (and an address block). Things that come to mind include formal notices, signature-required delivery, legal inquiries, and communications that require a paper trail.
Although, now that I think about it—I don’t know the last time I’ve had to deal with physical letter communication for anything to do with my business. It’s all online with digital signature features.
Email and offline letterhead are two distinct communication tools that should be used with discretion, depending on the situation. Email should not replace every communication.
No Need for an Address Block
Including an address block where one is not needed can cause the impression that the Sender is not tech-savvy. Although all business communications need to be approached with a professional tone, some criteria simply do not apply to email as they would to an offline business letterhead.
This is one of those issues. When the communication’s tone, intent, and topic are more appropriate for an offline letter on official company letterhead, proceed that way. Both modes of communication can and should be used depending on the formality and topic.
How do you relay this to your boss? First, you can send them a link to this page and let them know they can email me with any additional questions or concerns.
Or send them to my article, “Business Email Etiquette Basics,” so they know the critical issues to consider when emailing. The recipient’s physical address block is not one of them.
Have a question you’d like me to cover here on my blog? Let me know here!
