Direct Mail Marketing

Mail Letter Formats to Use in 2022: How to Design the Best Templates

March 22, 2022

Many marketers see direct mail as the backbone of marketing even in the face of growing digital outreach for a good reason. According to research, the overall average open rate for direct mail stands at 90%. However, successful campaigns require engaging direct mail letter design and formatting.

A trial and error method to know what works and what doesn't will make you lose a part of qualified leads. After getting low-quality mail, they may leave your company or become inactive.

Hence, using a direct letter template saves you both time and effort. Here's a quick guide to designing a mail letter format that improves your conversion rates.

How to Design a Mail Letter Template

Marketers need to know the dos and don'ts before designing a mail letter template for their brand. The process is simple, from the planning stage to the tools one can use. Here's a quick rundown of what matters when crafting your letter format to mail template:

Understand who are your target recipients

The mail letter format may slightly differ based on the location you are sending to and the purpose of the mailing. The mail size 8.5 x 11 inches is a standard in the US, while the 210 × 297 mm A4 paper is used in the UK. So do some research beforehand to avoid confusing the recipient.

Define the purpose of the letter

Determining the purpose will help you choose the right tone, paper, and visuals for your mail letter format. For example, a letter for promotional purposes would perform better if it includes themed graphic designs or fancy paper opposed to the mail regarding one's refund of goods bought.

Read Overview of Postage Rates & Prices for 2022

purpose of the letter

The Mail Letter Template: How to Design (With Examples)

You can send US-sized letters which have a unique mail letter format if it meets the standards in the region. Such a letter has sections like the letterhead, the address (always in the top upper left-hand corner), and signature. Here are the letter example mail uses:

[letterhead]

123 Drummond Avenue

Portland, OR 97205

23 March, 2022

Mr. James Smith

River Inc.

578 Burns Road

Springfield, OR 97477

Dear Mr. Smith:

It's a  60% OFF Sale This Black Friday

The perfect time to clear your wishlist has arrived. Everything in our store will be 60% off this Black Friday, with more in-store discounts for our loyal customers.

We have a wide selection of household goods for every family:

Cooking appliances,

Cleaning appliances,

DIY toolkits,

And more.

Thank you for being our loyal customer.

Cheers,

Adam Brown

Head of Marketing

Offer available at any of our 12 branches nationwide

As illustrated in the sample letter, the typical mail letter format includes:

  • The letterhead

Companies often use a logo or specially designed letterhead to indicate the origin of the letter. Adjust the margins to avoid putting text over the letterhead when writing your letter.

  • Name and address

The name and address indicate the intended recipient. Personalization is key to getting a response from your leads. Hence you must ensure accurate information in this part of the letter. If you want to verify address quality, use automated address verification tools that format and validate address data.

  • Date

If you send an offer through direct mail, the recipient must know if it is still valid upon opening the letter. As a rule, every letter contains a written out date. A letter example mail date would be 16 February, 2022.

  • Reference

The recipient should be able to tell what the letter contains at first glance. A reference with a brief description achieves this.

  • Salutation

For a business letter, a formal salutation is the most appropriate. A letter example mail salutation could be Dear Mr. Pete Edwards.

Read How To Mail A Letter: Step-By-Step Instructions

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  • Subject matter/body

In your direct mail template, the body comes after the salutation. It's where you share the purpose of the letter with the reader. Put in detail the issue or offer. Clarify if it is a 40% discount from your customer loyalty program or a missing invoice.

  • Closing

The closing is simple, e.g., Yours faithfully or Best regards. Make it short and precise.

  • Signature

The signature is unique to each sender and serves as authentication that the letter is from the said sender.

  • Sender initials

Like the signature, the name and initials indicate who the letter is from within the company.

  • Enclosures

Include the note as an enclosure if there is something to add after the letter body.

Direct Mail Examples for Business Communications

Below you can see the full block style (the most popular format) and a semi-block business letter. The main characteristic of the latter is that each paragraph's first line is indented. It makes it more casual.

Letter example mail format for block style letter

123 Drummond Avenue

Portland, OR 97205

(555)555-1234

19 November 2021

 

Mr. James Smith

River Inc.

578 Burns Road

Springfield, OR 97477

Dear Mr. James Smith,

I am writing to you regarding a missing invoice on the last shipment delivered on the 21st of October 2021, order number 2140164y18. We kindly ask you to contact our office to get further information on how to rectify this issue.

[signature]

Terrence John

Accounts Manager

Letter example mail format

Semi-Block Style Letter Format to Mail

Terrence John

15 November 2021

Dosiere Inc.

James Smith

123 Drummond Avenue

Portland, OR 97205

Dear Mr. James Smith:

I am pleased to share a 45% OFF promotion that our company runs this December. The perfect time to clear your wishlist has arrived. Everything in our store will be 45% off this Festive season, with more in-store discounts for our loyal customers.

We have a wide selection of household goods for every family:

  • Home entertainment systems,
  • Couches,
  • Kitchen Appliances,
  • Beds,
  • Dressers,
  • And more.

Sincerely,

[signature]

Terrence John

Inkit Send to Automate Direct Mail and Batch Send

Now that you have the letter format to mail covered, the next thing should be automating your mail marketing. That's a job for Inkit Send. It's a tool that synchronizes trigger-based mail with online user activity and events. People receive personalized letters as a part of an automated marketing workflow.

Here's what you can expect:

  • Direct mail integration. Users can integrate their CRM software with Inkit Send API to make automated direct mail one of its features. API integration is smooth and takes minimum time to complete and configure.
  • Full-cycle automation. Send automates every stage of direct mail marketing, from mail printing to delivery and tracking. Hence, your team doesn't have to control the process. It reduces the manual efforts of the marketers and makes mailings more accurate.
  • Omnichannel campaigns. Inkit Send allows you to make direct mail as personalized as online channels. It becomes an effective element in your omnichannel marketing campaigns.

There are more reasons why Inkit is the best choice for a company wishing to optimize its campaigns with creative direct mail letter designs. Take advantage of this opportunity. Get Inkit for free now.

Ready to captivate your customers?
Send personalized direct mail automatically based on customer actions.
By submitting this form, I confirm that I have read and understood Inkit's Privacy Policy.
Oops! Something went wrong while submitting the form.