Sending a letter might seem straightforward, but ensuring it reaches its destination promptly requires careful attention to addressing. Correctly formatting both the return and delivery addresses on your envelope is crucial for efficient mail processing and timely delivery. This guide will walk you through the essential steps on How To Send A Letter with properly formatted addresses.
Address Format Tips
Before you start writing, keep these helpful tips in mind for clear and accurate addressing:
- Print addresses clearly using capital letters. This improves readability for postal workers and automated sorting machines.
- Use a pen or permanent marker for legibility that won’t smudge easily.
- Avoid using commas or periods in addresses, unless they are part of a company name. This simplifies address recognition.
- Include the ZIP+4® Code whenever possible. This more specific code helps the mail reach its destination faster and more accurately. You can find the ZIP+4 code using the USPS ZIP Code Lookup tool.
Write Sender Address (Return Address)
Your return address is vital as it tells the postal service where to return the letter if it’s undeliverable. Write your address in the top-left corner of the envelope. Include the following details on separate lines:
- Your Full Name or Company Name: Start with the name of the sender.
- Apartment or Suite Number (if applicable): Include this on the next line if you live in an apartment or suite.
- Full Street Address: Write your street address.
- City, State, and ZIP+4 Code: Complete your return address with your city, state, and ZIP+4 code.
Write Delivery Address (Recipient Address)
The delivery address is where you want your letter to go. Write this address in the bottom center of the envelope. Make sure it’s clearly legible and complete. Include these details on separate lines:
- Recipient’s Full Name or Company Name: Begin with the name of the person or company you are sending the letter to.
- Apartment or Suite Number (if applicable): Include apartment or suite numbers if necessary.
- Full Street Address: Write the full street address of the recipient.
- City, State, and ZIP+4 Code: Finish with the recipient’s city, state, and ZIP+4 code.
Special U.S. Addresses
For certain U.S. territories and military addresses, there are specific formatting guidelines to follow to ensure proper delivery when you send a letter.
Puerto Rico Addresses
Some addresses in Puerto Rico include an urbanization (URB) code, which designates a specific area or development. When addressing mail to these locations, the urbanization code should be included and the address should be formatted on four lines:
MS MARIA SUAREZ
URB LAS GLADIOLAS
150 CALLE A
SAN JUAN PR 00926-3232
U.S. Virgin Islands Addresses
Addresses in the U.S. Virgin Islands follow the standard U.S. address format. Use “VI” as the correct abbreviation for the territory. Avoid using “US VI” or “USA VI”.
MS JOAN SMITH
RR 1 BOX 6601
KINGSHILL VI 00850-9802
Military and Diplomatic Mail (APO/FPO/DPO)
When sending mail to military (APO) or diplomatic (FPO/DPO) addresses, there are critical differences in addressing. To keep mail out of foreign postal networks, do not include the city or country name. However, always include unit and box numbers if they are assigned.
SEAMAN JOSEPH SMITH
UNIT 100100 BOX 4120
FPO AP 96691
For more detailed information on military and diplomatic mail addressing, you can refer to the USPS guidelines on military mail.
Once you have addressed your envelope correctly, place your letter inside, seal the envelope securely, and it is ready to be sent! Double-checking your addresses before sending can prevent delays and ensure your letter arrives at its intended destination.
