To address a letter to a lawyer, write the lawyer’s name in the address block either as “Jane Smith, Esq.” or as “Ms. Jane Smith” — one form or the other, never both — followed by the firm name and mailing address, then open the letter with “Dear Ms. Smith:” or “Dear Mr. Smith:”. “Esq.” belongs only in the address block; it never appears in the salutation.
The Address Block
Your own contact information goes in the top left: full name, mailing address, phone, and email. Skip a line, add the date written out (“July 14, 2026”), then place the lawyer’s information below in this order:
- Name with professional designation: “Jane Smith, Esq.” or “Ms. Jane Smith”
- Firm name
- Street address, city, state, and ZIP code
Beneath the address block, add a subject line beginning with “RE:” and your name plus any case reference number, such as “RE: Maria Lopez — Case No. 2026-CV-0412”. That single line tells the lawyer or their assistant which file to pull before reading. A short description of the matter works if you don’t have a case number.
Esq., J.D., Attorney at Law: Which Title to Use
Getting the professional designation right is where most people slip up. There are a few options, and they don’t mix.
Esquire (Esq.) is an honorary title placed after a practicing lawyer’s name. Write “Robert Jones, Esq.” Do not write “Mr. Robert Jones, Esq.” Combining a courtesy title with Esquire is incorrect.1Emily Post. The Correct Use of Esquire
J.D. (Juris Doctor) is an academic degree showing the person completed law school. Someone who holds a J.D. but hasn’t passed the bar isn’t a practicing attorney, so “Esq.” doesn’t apply. You’ll see “J.D.” on academic correspondence and résumés more than in day-to-day legal practice.
Attorney at Law is a descriptive phrase sometimes typed on its own line below the lawyer’s name. It does the same work as “Esq.” Use one or the other.
If you don’t know whether the person is a practicing lawyer, “Mr.” or “Ms.” with the last name is always safe. No lawyer will take offense at a standard courtesy title.1Emily Post. The Correct Use of Esquire
The Salutation
The salutation is where “Esq.” disappears. Even after writing “Jane Smith, Esq.” in the address block, the greeting line reads “Dear Ms. Smith:” — not “Dear Jane Smith, Esq.” Standard forms are “Dear Mr. [Last Name]:” or “Dear Ms. [Last Name]:” followed by a colon.2Emily Post. Official Forms of Address: Professional
“Dear Attorney [Last Name]:” also works and steps around any question of gender-based titles. If you truly cannot find a name, as with a firm’s general intake address, “Dear Sir or Madam:” is acceptable, though a named recipient tends to get faster attention.
Writing to More Than One Lawyer
When the letter is going to more than one lawyer at the same firm, list each name on a separate line in the address block, followed by the shared firm name and address. For the salutation, “Dear Mr. Williams and Ms. Patel:” reads well. For three or more attorneys, “Dear Counsel:” is a recognized collective salutation in legal correspondence.
When You’ve Already Been in Touch
If you’ve already spoken with the lawyer, don’t try to work that into the salutation. Note it in the opening line of the letter instead: “Thank you for speaking with me on July 10 regarding my lease dispute.” That orients the reader immediately and signals the letter isn’t a cold inquiry.
Adding a Case or Reference Number
The “RE:” line does a lot of work in a busy office. Lawyers juggle many matters at once, and a letter without a reference can sit in an unidentified-correspondence pile while someone tries to match it to a file. If you have a case number, a docket number, or even an internal client number the firm has given you, put it on that line. A brief description of the matter is the fallback.
Marking a Letter Privileged
Communication between you and your lawyer is generally protected by attorney-client privilege, and marking the letter can reinforce that protection. If the content covers legal strategy, sensitive personal details, or anything you wouldn’t want disclosed, type “PRIVILEGED AND CONFIDENTIAL — ATTORNEY-CLIENT COMMUNICATION” at the top of the first page, above the date.
The label doesn’t create privilege on its own. The content of the communication and the nature of your relationship with the lawyer determine that. But the marking can be persuasive if privilege is ever challenged, and it tells anyone handling the mail at the firm not to share the contents casually. Don’t stamp routine scheduling letters with it; overuse dilutes the label when it matters.
Addressing an Email to a Lawyer
Most routine communication with lawyers now moves over email, and the conventions are simpler but still matter. Use a subject line that identifies you and the matter: “Maria Lopez — Question About July 15 Deposition” beats “Quick question” every time. Lawyers receive a lot of email, and vague subject lines get buried.
For salutations, “Dear Ms. Smith” or “Dear Mr. Patel” works for initial contact. Once the lawyer responds in a less formal tone, you can mirror it. The same rule about “Esq.” applies: if you include the designation, put it after the name in a signature or address context, not in the greeting.
Email has no built-in proof of delivery. If you need confirmation that something important arrived, ask for a short acknowledgment in the email itself. Read receipts are unreliable because many people have them disabled. For formal legal documents that require proof of service, email alone may not satisfy the requirements, and a certified physical copy is worth sending alongside.
Common Mistakes to Avoid
- Combining “Mr.” or “Ms.” with “Esq.” This is the single most frequent formatting error. Pick one.1Emily Post. The Correct Use of Esquire
- Using “Esq.” in the salutation. It belongs only in the address block. The greeting is always “Dear Mr./Ms. [Last Name].”2Emily Post. Official Forms of Address: Professional
- Leaving out a reference number when you have one. Include it, or the letter may wait while someone matches it to a file.
- Burying the point. State your purpose in the first sentence of the body; provide the background after.
- Sending originals. Unless the lawyer specifically asks for originals, send copies and keep the originals safe.