For a company or an organization, or its section
For a private
How to write on an envelop
Format
First of all, you should remember where you need to write an address and your name.
| Address where you send | in the upper right |
|---|---|
| A person or a company to which you send- | in the middle center |
| Post code | in the header center |
| A notice of a type of documents | in the lower left |
| Your name | in the bottom left |
|---|---|
| Your current address | In the upper right than your name |
| Post code | in the top center |
What you need to pay attention to
Address should be written from metropolis and districts in the upper right-hand corner of envelop in front side.
Post-stamp should be put on the right head of an envelop
Do not use “御中” (“Onchu”) and “様” (“Sama”) together in the same envelop.
You’d better notice what types of documents is inside the envelop
Need to notice what kind of documents is inside. Write a type of documents by following the formalities in the lower left-hand corner. The formats are roughly distigushed in two types which is “応募書類在中” and “申請書類在中”
- “応募書類在中” means applicaiton forms that for exmaple, you newly apply for a job, is inside an envelop.
- “申請書類在中” means application forms that for example, you need to submit to municipal office for a procedure, is inside an envelop
You don’t have to square in red around the format if you write it by pen. However, you can buy a fixed phrase stamp which is engraved with above formats in a stationary store. It’s much easier just to stamp a notice of a type of documents.
If you write it in English, probably most of people write “Application forms enclosed” but both “申請書類”(“shinsei-shorui”) and “応募書類” (“Oubo-shorui”) are translated as “application forms” so it is pretty much kind of you to let a receiver know what kind of application forms these are. In the case of job application, you should write “application forms for a position of ~ enclosed”. In case of public proceedings, you should write “application forms for (your pending proceedings)” .
Things you make sure before you send it
- Use non-standard-sized not to form a fold line on a document.
- Put an envelop into a clear file not to be stained on a document.
- Make sure whether or not the price of post-stamp stuck on an envelop is to be enough to reach to where you send
- If you are requreted to submit until a deadline, give yourself plenty of time to prepare for it in advance
- If you are in a rush, you can put additional “express stamp” right under a post stamp.
- If possible, informing a receiver sending an envelop by e-mail would be better
The difference between “御中” (“Onchu”) and “様”(“sama”)
“御中” (“Onchu”) and “様”(“sama”) are one of a title to usually put right after a name of a person or organization.
- “御中” (“Onchu”) is to be used for people concerned in a company or a specific section.
- “様”(“sama”)is to be used for a specific person in a section, which is pretty smilar to “Mr” or “Ms”
“御中” (“Onchu”) tends to be though that it is a title for a section of an organization or an company but strictkly speaking, it is wrong. This indicates someone concerned in a section. You use this when you can’t specify a person in charge in a section to which you’re trying to send documents.
When you send move-out notification documents to a municipal office, you probably don’t know who is charge of examining your documents in an office. In this case, you need to request all the people who may be in charge of this in a section. So this is a title for those who is generally thought to be concerned in a section.
Therefore, “御中” (“Onchu”) and “様”(“sama”) must not be used together.
- ✔︎平塚市役所 (Hiratsuka City Hall)市民課(Community Services Division)御中
- ✔︎ 平塚市役所(Hiratsuka City Hall)市民課(Community Services Division) 田中太郎(Tanaka Tarou)様
- ❌平塚市役所(Hiratsuka City Hall)市民課(Community Services Division)御中田中太郎(Tanaka Tarou)様