LetterAgent
Mail physical letters by just asking your AI assistant.
Address the letter to the role or department, not to a guessed name: put the department on its own line above the organization name, open with a clear subject line, and give reference numbers in the first paragraph so any staff member can route it. A wrong name gets a letter returned or filed nowhere; a correct department title gets it opened by the team that owns the subject.
Put the attention line first, then the organization, then the street address. Mailrooms sort by the top lines, so the department must appear before the company name, not buried in the body of the letter. Keep the same layout inside the letter, above the salutation, so the reader sees at once that it reached the right desk.
| Addressing style | Example layout | When to use it |
|---|---|---|
| Department only | Customer Service Department, then organization name | You know the function but no role title |
| Role title | Manager, Customer Service, then organization name | You know the job title but not the person |
| Attention line | Attention: Billing Department, then organization name | The envelope must pass a central mailroom first |
| Team name | Complaints Team, then organization name | The organization publishes a team name online |
Use the department name exactly as the organization publishes it. Companies rename teams often, and a letter addressed to "Customer Care" when the team is now called "Customer Experience" can still arrive, but matching the published name removes one reason for a delay. When the organization lists only a general address, add the department as an attention line rather than inventing a suite or floor number.
"Dear Customer Service Team:" and "Dear Sir or Madam:" both work, but the first is better because it names the team you are writing to and reads as modern rather than stiff. Avoid "To Whom It May Concern" when you know the department: it signals that you did not bother to find the right team, even when you did. If you are writing to a role, "Dear Hiring Manager:" or "Dear Claims Manager:" is correct and widely accepted. Keep the salutation consistent with the envelope: when the envelope says "Billing Department," the letter should open with "Dear Billing Department:" or "Dear Billing Team:" so no reader wonders whether the letter and envelope belong together.
The subject line does the routing work that a name normally does. Put a bold subject line directly under the salutation: "Subject: Refund request, order 48210, March visit" tells any reader in seconds what the letter is about and which file to open. Follow it with your reference numbers in the first paragraph: account, order, claim, or case numbers, plus dates. Without a name, staff sort by subject and reference, so a letter that buries its identifiers on page two will wait while staff work through letters that state them up front. If your matter has a deadline, say so in the subject line too: "Subject: Response needed by May 15: billing dispute" gets prioritized over a letter that mentions the deadline only at the end.
Guessing a name is the biggest one. A letter addressed to a former employee, a misspelled manager, or a person in the wrong department bounces between desks, and each handoff adds days. Sending the same letter to three departments at once is nearly as bad: each team assumes another will answer, and none does. Pick the single best department and note in the letter that you are happy for it to be forwarded internally if another team owns the matter. Sending sensitive details to a general address is another trap: use partial identifiers, such as the last four digits of an account, and never include full card numbers, passwords, or identity document numbers in a letter to a department you have never dealt with. For time-sensitive matters, use US Certified Mail or Canada Registered Mail so you hold proof of delivery even without a named recipient. With LetterAgent, you describe the letter to your AI assistant, approve the exact quoted price, and it is printed on 8.5 by 11 inch paper, single-sided, and mailed in a double-window envelope.
Ready to mail it? Send your letter with LetterAgent: describe it to your AI assistant, approve the exact quoted price, and it is printed and mailed.
LetterAgent is a working name. Prices include print, postage, and our service fee. US prices in USD, Canadian prices in CAD (Canadian prices exclude applicable sales tax, added at checkout). Currently in private testing.
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