How to Send Mail: A Comprehensive Guide to Addressing and Sending Letters and Packages

Sending mail might seem straightforward, but ensuring your letters and packages arrive at their destination promptly and correctly requires attention to detail. This comprehensive guide provides step-by-step instructions on how to properly address and send mail within the United States, covering everything from address formatting to special address types. Whether you’re sending a simple letter or an important package, mastering these techniques will streamline your mailing process and minimize the chances of delays or misdelivery.

Understanding Address Formats for Efficient Mail Delivery

Properly formatting the address is the first crucial step in How To Send Mail effectively. The United States Postal Service (USPS) has specific guidelines to ensure efficient sorting and delivery. Adhering to these standards not only speeds up delivery but also reduces the risk of your mail getting lost.

Key Address Formatting Tips:

• Print Clearly: Legibility is paramount. Print or write addresses neatly in capital letters. This helps postal workers and automated sorting machines read the address accurately.
• Use a Pen or Permanent Marker: Opt for a pen or permanent marker with dark ink (black or blue) to ensure the address is easily readable and doesn’t smudge.
• Omit Punctuation: Avoid using commas or periods in the address. The USPS prefers addresses without punctuation for better processing.
• Include ZIP+4 Code: Whenever possible, use the ZIP+4 code. This more specific code pinpoints the delivery location even further, enhancing delivery accuracy and speed. You can easily find the ZIP+4 code using the USPS ZIP Code Lookup tool online.

Step-by-Step Guide to Addressing Your Mail

Addressing mail involves two key parts: the sender’s address (return address) and the recipient’s address (delivery address). Let’s break down each component.

Writing the Sender’s Address (Return Address)

The sender’s address, also known as the return address, is written in the top-left corner of your envelope or package. This is crucial because it allows the postal service to return the mail to you if it is undeliverable for any reason. Include the following information on separate lines:

1. Your Full Name or Company Name: Start with your name or the name of your company.
2. Apartment or Suite Number (if applicable): If you live in an apartment or suite, include the apartment or suite number.
3. Full Street Address: Write your complete street address.
4. City, State, and ZIP+4 Code: Finish with your city, state abbreviation (using USPS official abbreviations), and ZIP+4 code.

For example:

JOHN SMITH
APT 2B
123 MAIN STREET
ANYTOWN CA 12345-6789

Writing the Delivery Address (Recipient’s Address)

The delivery address, or recipient’s address, is written in the bottom center of the envelope or package. This is where you write the address of the person or business you are sending mail to. Use the same format as the sender’s address, including:

1. Recipient’s Full Name or Company Name: Begin with the recipient’s name or the company name.
2. Apartment or Suite Number (if applicable): Include the apartment or suite number if necessary.
3. Full Street Address: Write the complete street address of the recipient.
4. City, State, and ZIP+4 Code: End with the recipient’s city, state abbreviation, and ZIP+4 code.

For example:

JANE DOE
SUITE 100
456 OAK AVENUE
OTHERVILLE NY 98765-4321

Addressing Mail to Special U.S. Addresses

While standard addresses are common, there are specific formats for certain U.S. addresses, such as those in Puerto Rico, the U.S. Virgin Islands, and military/diplomatic mail. Understanding these variations is essential for ensuring proper delivery to these locations.

Addressing Mail to Puerto Rico

Addresses in Puerto Rico may include an urbanization (URB) or community code, especially for specific developments or areas. When an urbanization code is part of the address, it should be written on four lines, placing the urbanization information before the street address.

Example of a Puerto Rico address:

MS MARIA SUAREZ
URB LAS GLADIOLAS
150 CALLE A
SAN JUAN PR 00926-3232

Addressing Mail to the U.S. Virgin Islands

Addresses in the U.S. Virgin Islands follow a format similar to standard U.S. addresses. The correct abbreviation for the U.S. Virgin Islands is “VI.” Avoid using “US VI” or “USA VI.”

Example of a U.S. Virgin Islands address:

MS JOAN SMITH
RR 1 BOX 6601
KINGSHILL VI 00850-9802

Addressing Military and Diplomatic Mail (APO/FPO/DPO)

Sending mail to military (APO – Army Post Office, FPO – Fleet Post Office) and diplomatic (DPO – Diplomatic Post Office) addresses requires a different approach. It’s crucial to exclude the city and country name when sending mail to an APO/FPO/DPO address located outside the United States. This ensures your mail stays within the military postal system and avoids foreign postal networks.

However, you must include the unit and box numbers if they are assigned.

Key guidelines for military and diplomatic mail:

• Recipient Name: Include the service member’s full name, rank, and unit.
• Unit and Box Number: Use the unit (e.g., UNIT, CMR, CMB) and box number (e.g., BOX, PSC) if assigned.
• APO, FPO, or DPO Designation: Use APO, FPO, or DPO as the “city.”
• AE, AP, or AA as State: Use AE (Armed Forces Europe), AP (Armed Forces Pacific), or AA (Armed Forces Americas) as the “state.”
• ZIP Code: Use the appropriate ZIP code.

Example of military mail address:

SEAMAN JOSEPH SMITH
UNIT 100100 BOX 4120
FPO AP 96691

Final Steps After Addressing Your Mail

Once you’ve correctly addressed your envelope or package, you’re almost ready to send mail. Here are the final steps:

1. Enclose Your Contents: Place the letter, documents, or items you are sending inside the envelope or package.
2. Seal the Envelope or Package: Securely close and seal the envelope or package. For envelopes, you can use the envelope’s adhesive or tape. For packages, use appropriate packing tape to ensure it’s sealed properly for transit.
3. Apply Postage: Determine the correct postage based on the weight, size, and destination of your mail. You can use postage stamps or print postage online using services like USPS Click-N-Ship.
4. Send Your Mail: You can send your mail by dropping it in a USPS blue collection box, taking it to a Post Office, or scheduling a pickup online if you have a package or multiple items.

By following these comprehensive steps on how to send mail, you can confidently address and send your letters and packages, ensuring they reach their destination accurately and efficiently. For more detailed information and advanced addressing tips, refer to the official USPS guidelines and resources.