How to Address an Envelope

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January 10, 2023

Letter writing is a simple yet thoughtful gesture that can impress anyone who loves receiving mail. If you want to start writing letters, it is best to learn first how to address an envelope.

This article can guide you on how to write an envelope address correctly and also provides information on correctly writing your recipient’s address on a letter.

In addition, this article also covers other topics, like addressing a business letter, formatting a military address, mailing a card, and knowing the number of stamps required for an envelope.

Are you looking for a nearby post office to mail your letter? Visit FindPostOffice.org to locate all 31,330 post offices in the United States.

This tool can provide helpful information and pinpoint the location of the closest post office.

Letter-Writing 101: How to Address an Envelope

Most people send texts or get on video chats to stay in touch with their family and friends. But some people still prefer the intimacy of writing letters by hand.

Email is a quick and easy way to communicate with someone, but in some cases, it is better to send a letter through snail mail.

Whether you are mailing a wedding invitation, a thank-you note, a business letter, or a Christmas card, it is essential to include the intended recipient’s full name and address on the front of the envelope. Doing so ensures that your letter will reach its recipient.

Here are the steps for addressing your letter:

Write your name and address in the top left-hand corner of your letter.

Print your full name on the first line, followed by your address on the second line, then your city, state, and ZIP code on the third line.

You can write state names in full or abbreviated form.

The recipient’s name and address should be placed on the envelope’s upper left corner. The address format is the same as the sender’s.
A standard postage stamp goes in the upper right-hand corner of the letter or card.

If you are sending a large, oddly shaped package through the mail or mailing something internationally, ask your post office how much postage it will take.

Tip

If you write or print names and addresses legibly, the mail will most likely go to the correct address. Below are a few tips to keep in mind.

If you are using white paper, use blue or black ink, and do not write in cursive or other fonts.

The envelope should have the recipient’s correct address, including their apartment number or suite number. A return address is optional.

You can include the sender’s address on an envelope, even if it isn’t required.

But since there is no return address, the post office cannot mail the letter back to the sender to correct any errors that would prevent the letter’s delivery.

Sample Address

Format for the sender’s name and address:

[Name]

[Street address]

[City name and ZIP code]

[Country]

Example:

Mrs. Jane M. Doe [stamp]

50 Sunflower Street

Bright City, 20391

U.S.A

Ms. Sarah F. Smith

2119 Rockford Road

Nevada, 89501

U.S.A

How to Write the Sender’s (Return) Address

First, start with writing your full name.
Next is to write your street address below your name.
Lastly, write your city, state, and ZIP code under your street address.

How to Write the Recipient’s Address

An informal letter uses the same format as the sender’s address.
If the letter is addressed to someone not affiliated with a specific business, write the person’s name in the first line.
Finally, write the recipient’s street address, city, state, and ZIP code.

Addressing a Business Letter

When sending a letter to a large company, it is important to follow standard practices for addressing your correspondence.

If an envelope does not contain all the necessary information, it may be passed from one person to another.

When addressing a business letter, you should ensure that the letter is processed to the correct department or person.

Once you have mastered the format for a business envelope, it will become easier to address other envelopes.

It is also essential to adopt the right tone when writing business letters by using proper salutations and professional wording that shows respect for the recipient.

The first step in writing a business letter is to learn how to address it correctly.

In the envelope’s upper left corner, place your name and address.
In the center of the envelope, put all information related to your recipient.
If possible, add the person’s job title after their full name on the same line. Otherwise, place it directly below their name.
Below the person’s name and title, list her company in full.
After you have entered the company’s name, add its street address.
On the line below their address, write the company’s city and state along with its ZIP code.
The stamp is placed in the upper right corner of the envelope.

Tip

If you are not sure of the person’s name, use “Attn: [title]” on the first line.

Sample Address

Format for the sender’s name and address:

[Name]

[Street address]

[City name and ZIP code]

[Country]

Example:

Mrs. Jane M. Doe [stamp]

50 Sunflower Street

Bright City, 20391

U.S.A

Karen Smith, Senior Graphic Artist

Bridgewater Design

400 River Str.

20th Floor

Schaumburg, IL 80031

Mrs. Jane M. Doe [stamp]

50 Sunflower Street

Bright City, 20391

U.S.A

Attn: Senior Graphic Artist

Bridgewater Design

400 River Str.

20th Floor

Schaumburg, IL 80031

How to Format Military Addresses (APO, FPO, DPO)

Military addresses follow a particular format and must be written in an organized manner.

There are specific codes used instead of the city and state. While the pin code remains the same, an additional four-digit code is often necessary.

Place the recipient’s title and full name on the first line.
On the second line is their unit or squadron number.
The third line should indicate the designation where the individual is stationed, such as APO (Air/Army Post Office), FPO (Fleet Post Office), or DPO (Diplomatic Post Office).
The continuation of the third line should have the name or abbreviation of the nation where their duty station is located.
The last part of the third line should include a complete postal ZIP code, which may or may not have four extra digits.

Tip

The earlier guidelines given above can be helpful when sending a letter to an overseas military recipient but add these additional points.

Sample Address

Format for the sender’s name and address:

[Name]

[Street address]

[City name and ZIP code]

[Country]

Example:

Mrs. Jane M. Doe [stamp]

50 Sunflower Street

Bright City, 20391

U.S.A

SGT Thomas Brooke

Unit 589 Box 15

FPO AA 10600

How to Write an International Shipping Address

Sending an international package is similar to how you would mail a parcel domestically.

Add your recipient’s address to the envelope and a return address for yourself.

Remember to mention the country you are sending the letter to on the last line under the ZIP code.

Some countries place a postal ZIP code before the city’s name. This format varies from country to country.

As the sender, indicate your full name and return address on the top left corner of the envelope, and beneath the return address, place “U.S.A.”
In the center of the envelope, write down the recipient’s name and title.
Add the recipient’s address underneath their name.
Add the recipient’s city, province, and state with the postal code to line three. (Some countries require that you place their ZIP codes first.)
The last line of the address is the recipient’s country, written in English and all capital letters.

Tip

Before writing the ZIP code on the envelope, you should check your local post office’s international postal ZIP code guidelines.

Sample Address

Format for the sender’s name and address:

[Name]

[Street address]

[City name and ZIP code]

[Country]

Example:

Mrs. Jane M. Doe [stamp]

50 Sunflower Street

Bright City, 20391

U.S.A

Dr. Samuel Park

81-1, Geomdanri, Ungchon-myeon

Gangbuk-gu Songjung-dong, Seoul 01179

KOREA

How Do You Write Mr. and Mrs. With Both Names?

While it may seem like a simple matter, addressing people by name, whether you are friends or barely acquaintances, can be a delicate subject.

A label on each envelope helps ensure that the intended recipient receives the letter.

If the letter is addressed to a married couple that shares the husband’s last name, the outer envelope should be addressed to Mr. and Mrs. “John Doe” (the husband’s first name and last name).

When addressing envelopes for married couples or couples with different last names, place the person closest to you first on the outer and inner envelopes.

You can write their names in alphabetic order if you’re close to them both.

Both recipients’ names should be included if you’re addressing an unmarried couple. The format will still be similar to a married couple.

How to Find a Mailing Address

To find a mailing address, try these methods:

Ask the recipient of the letter
Try checking Google Maps on your phone or laptop
Search for their full name with the city and state where they live

How to Find the “ZIP+4” Code

The last four digits of a postal code represent specific delivery routes within each area.

This extra detail means that the locations are more exact. The ZIP+4 code for a specific address can be found on the U.S. Postal Service website.

You will get the most accurate results by searching with an address rather than city and state.

How to Mail a Card

Here’s a guide to help you mail a card.

Add the Stamp

The stamp should be placed in the upper right corner of your envelope.

How Many Stamps Should You Use?

Generally, you have to pay $0.60 per stamp when mailing a letter. All letters and envelopes require stamps to be delivered, but certain factors affect which type of postage you need:

The location of the recipient
The size and shape of the mail or card
The speed of delivery

USPS (United States Postal Service) offers a variety of postage rates. But these rates may change frequently.

The USPS’s website can be helpful for finding out how much postage costs and what size of envelope you can use.

The current rates for large envelopes and small packages are $1.20 per piece.
First-Class Mail letters and envelopes must weigh no more than 3.5oz (99g) or 13oz (369g).
Old stamps may not be enough to cover mailing costs.

One way to guard against increases in postage rates is by purchasing “forever stamps.” No matter what happens to the price of stamps, these forever stamps will remain valid.

Mail the Card

All you have to do is to drop your card in the mailbox for your mail carrier to pick up. You can also drop off your package at a post office or any blue USPS box.

Bonus Points

To make sending your mail go more smoothly:

Print in all capital letters, and do not use commas or periods
Put the proper or exact ZIP code
Leave about an inch of blank space at the bottom of the envelope. This is where the post office will print a barcode.

Do not worry if your handwriting is not perfect. As long as it is readable, that is all that matters. The person getting the letter will most likely appreciate what you have written more than anything else.