You’re busy and you need to know how to properly address an envelope, so let’s get right into it. Addressing an envelope correctly is crucial, whether you are sending letters, invitations, or cards. Including the recipient’s name, honorifics, and a return address ensures proper delivery and conveys a thoughtful message, especially in an age dominated by digital communication.
Table of contents
- Understanding Envelope Addressing
- How to Properly Address an Envelope in Three Steps
- Step 1: The “To” Section
- Step 2: The “From” Section (Return Address)
- Step 3: The Stamp
- Your Addressed Envelope Should Look Like This:
- Special Address Formats
- Sending a Letter to Someone in the U.S. Armed Forces (Military Address)
- Sending Mail Internationally
Understanding Envelope Addressing
Properly addressing an envelope is crucial for ensuring that your mail reaches its intended destination. A well-addressed envelope not only helps the postal service deliver your mail efficiently but also makes a good impression on the recipient.
Importance of Proper Addressing
Proper addressing is essential for several reasons:
- It ensures that your mail is delivered to the correct person and address.
- It helps the postal service process your mail quickly and efficiently.
- It makes a good impression on the recipient, showing that you are detail-oriented and respectful of their time.
- It reduces the risk of your mail being lost or returned to you.
How to Properly Address an Envelope in Three Steps
To address an envelope you will need to know three things: the recipient’s street address, your return address, and how to locate a postage stamp. Write or type all of the “to” information squarely in the center of the front side of the envelope, like this:
Step 1: The “To” Section
The mailing address of whomever you are sending a letter TO. It is important to use separate lines for different parts of the mailing address to ensure clarity and readability, especially when dealing with longer names or additional information such as apartment numbers.
ON THE FIRST LINE, PRINT THE NAME.
Print your recipient’s name clearly. It’s tempting to use your fancy handwriting to put their name down in loopy cursive, but your handwriting can’t be read by doctors, so let’s just go with printing the name in BLOCK CAPITALS because postal carriers are busy people, and they don’t have ESP.
Example: BULL GARLINGTON
When addressing envelopes for families, it is important to include the parents’ names to maintain clarity in the address format.
ON THE SECOND LINE, PRINT THE COMPANY NAME.
Add the name of the recipient’s company if it is a business letter. (You don’t have to write c/o or “In care of” unless the person to whom you are writing is actually in someone’s care or, perhaps, imprisoned in a broom closet.
Example: ANALOG ATTORNEY
ON THE THIRD LINE, PRINT THEIR STREET ADDRESS.
Like this: NUMBER STREET NAME. If there is an apartment number or an office number, place it on the same line after the street address unless it is too long or otherwise cumbersome; then put it on the next line. Including the apartment or suite number on the street address line ensures clarity and adheres to Postal Service recommendations for mailing to apartments.
Example: P.O. Box 352
ON THE FOURTH LINE, PRINT THE CITY STATE AND ZIP CODE.
You don’t need a comma after the city, and please use the standard TWO LETTER postal abbreviations in capital letters for states. It’s not 1933.
Example: LAKE ZURICH IL 60047
Step 2: The “From” Section (Return Address)
Write your name and full street address (or the sender’s address) in the top left corner of the envelope with a pen or permanent marker. Essentially, use the very same format as the TO address, though you can use lowercase if you want, and you can be fancier if it suits you. Please don’t put your return address on the back of the envelope, though. According to my local post office clerk, Diane, it’s a pain to turn over that letter.
The return address — your address — should be in the upper left corner of the envelope and look like this:
YOUR NAME
111 YOUR STREET AVENUE
YOUR CITY, ST 777444
For proper addressing, follow the guidelines set by the United States Postal Service (USPS) to ensure smooth domestic and international delivery.
Sender Address Placement (top left corner)
The return address formatting is an essential part of envelope addressing. It should be placed in the top left corner of the envelope and should include your name and address. This allows the postal service to return your mail to you if it cannot be delivered to the recipient. Remember, the return address should be clear and legible, just like the recipient’s address (but in the upper left hand corner).
Step 3: The Stamp
Place your stamp in the upper right corner of the envelope. (Stamps can be ordered online at the USPS site, at stamp machines at most post offices, or from the post office clerk.)
Postage Placement
The postage stamp should be placed in the upper right hand corner of the envelope. This is the standard location for postage, and it helps the postal service process your mail quickly and efficiently. Make sure the stamp is affixed securely and is not covering any part of the address.
Your Addressed Envelope Should Look Like This:
It is important to place the sender’s street address in the top left corner of the envelope, ensuring all details such as apartment numbers and ZIP codes are included.
Special Address Formats
There are several special address formats that you should be aware of when addressing envelopes. These formats are used for specific types of mail, such as military addresses, diplomatic post office addresses, and international mail. Understanding these formats ensures that your mail is properly routed and delivered, no matter where it’s going.
Sending a Letter to Someone in the U.S. Armed Forces (Military Address)
According to Frank’s Compulsive Guide to Postal Addresses, a military address requires specific formatting to ensure proper delivery. When addressing a letter to someone in the U.S. Armed Forces, include the recipient’s name, PSC or unit number, and use special abbreviations like APO (Army or Air Force Post Office) or FPO (Fleet Post Office for the Navy, Marine Corps, or Coast Guard) instead of the city name. The state name should be AA (for Americas), AE (for Europe), or AP (for Pacific). An example may look like this:
LT DAVID HAYNES
HEADQUARTERS COMPANY
7TH ARMY TRAINING CENTER
ATTN: AETT-AG
UNIT 28130
APO AE 09114-8130
Sending Mail Internationally
The format is the same, except it’s a province, not a state, and their postal codes are weird. Also, add “CANADA” under the address. Here is an example:
DR. BIG FOOT
111 SASQUATCH DRIVE
MOOSE JAW SK S6H 2X1
CANADA
For an exhaustive list of examples for addressing international mail, visit Frank’s Compulsive Guide.