Addressing an Envelope for Regular Mail
In order to send letters via snail mail, one must be able to properly address an envelope. Email is fine in some situations, but there are times when a more conventional means of communication is required. You should always include the following information on the envelope: the sender's name and address; the recipient's name and address; the date; and the reason for mailing.
The names and addresses of both the sender and the recipient must be entered in the appropriate spaces on the envelope for it to be properly addressed. Make sure you have the right name and address by always verifying these details.
If you don't clearly write or print names and addresses, the mail might end up in the wrong mailbox. In particular, you should take care of the following:
- Write in blue or black ink on a light background.
- You should not use cursive or decorative fonts.
- Don't use black paper for printing in reverse.
Whether you're mailing a thank-you note or a formal letter, you can usually rely on the standard recommendations for addressing the envelope. The steps for properly addressing an envelope are as follows:
- The top left corner should contain your name and address. Your complete name goes at the top, followed by your street or PO Box number, and finally your city, state, and zip code. The state's name can be abbreviated or not.
- Centrally located on the envelope should be the recipient's name and address. There is a full name at the top, followed by the street address, and then the city, state, and zip code, all on the third line. The state's name can be abbreviated or not.
- Putting a stamp on an envelope: Put the stamp for a standard 1-ounce letter or card in the top right corner. You should call ahead to find out how many and what kind of stamps you need in order to mail an irregularly shaped, heavy envelope or an international letter.
- When addressing mail to a married couple, it is acceptable to write both names on the same line (or to list the first names alphabetically and then the last name if they share a surname) or to use any combination of the above.
Adding a title to the recipient's full name is a nice gesture of respect, even if it's not required on casual or non-business mail. Titles such as Mr. , Mrs , Ms Miss, or the Honorable Titles like "Mrs." and "Mister" are examples of titles. Emma Smith To be on the safe side, never abbreviate "doctor" when addressing an invitation to one.
Ms Emma Smith
Street: 456 North West Silver
Seattle, Washington 98126
Written by Michela Buttignol, The Spruce
Maintaining proper business etiquette is of the utmost importance when writing a business letter to a company or individual. Stick to the aforementioned structure and supplement it with the following details:
- In the top left corner of the envelope, please print your name and address.
- Fill out the envelope with the recipient's details.
- If at all possible, add the recipient's title, such as "Director of Marketing," after their full name on the same line. If the title cannot be accommodated on the same line as the name, it should be placed directly under the name on the line provided.
- Complete the company name under the individual's name and position.
- Under the company name, write the street address.
- Below the street address, write the city, state, and zip code where the business is located.
- The right top corner of the envelope is where you should place the stamp.
If you don't know the name of the recipient, you can use a generic greeting like "Attn: Director of Marketing" on the first line.
Editor-in-Chief & Head of Creativity: Sydney Johnson
Smith & Co The Suite 1080 of 800 Ocean Avenue
Address: Los Angeles, California 90021
Attention: Artistic Leader
Smith & Co Postal Address:800 Ocean Avenue, 10th Floor
90021 Los Angeles, California
Michela Buttignol's The Spruce.
The same basic rules apply when writing to a service member serving abroad; just make sure to include the specifics of the recipient's name and location.
- On the first line, include the recipient's title and full name.
- Two lines down should be the unit or squadron number.
- The third line is divided into three sections: the first section includes the designation of the recipient's place of duty, such as Air/Army Post Office, Fleet Post Office, or Diplomatic Post Office, while the second section includes the recipient's street address, city, and country.
- The second half of the third line should indicate the region of the world where the duty station is located, in capital letters. This could be AA for the Americas, AE for Europe, or AP for the Pacific.
- The full postal zip code, which may or may not include four additional numbers, is included in the third part of the third line.
Unit 345 Box 21 Sgt. Marcus Rosa
APO AA 92136
'The Spruce' by Michela Buttignol
A European or other international address follows the same general guidelines as an American one:
- Please print your name and address in the upper left corner of the envelope and the word "U" in all capital letters beneath the return address. S A Please include your complete name and mailing address on all international correspondence.
- Put the recipient's name and position on the first line of the envelope, centered.
- Include the recipient's street address on the second line.
- Including the city, province, and state of the recipient, as well as the postal code, on the third line is mandatory. (In some countries, like Spain, the postal code must come before the country abbreviation. )
- Last but not least, the English-capitalized name of the recipient's country is included.
Substitute: Andrea Jimenez
No.15 Carrer de la Pau
Alicante, 46001 Valencia.
Michela Buttignol's The Spruce.
If you're mailing in a payment or filing your taxes on paper, you might need to use a post office (PO) box for the return address. Many businesses still use paper invoices, with the company's mailing address printed on the tear-off section. If you don't have the return envelope that is typically included, you can use any envelope and simply copy the address onto it. Following are the standard guidelines for addressing an envelope to a post office box:
- In the top left corner of the envelope, write your name and address.
- Complete the first address line in the middle of the envelope with the recipient's full name and title (if applicable). Occasionally, a post office box will have an available name.
- Below the name of the recipient, write the name of the company or organization.
- If there is a corresponding department, write it below the company name.
- The Post Office Box number, which must be a string of numbers, should now be entered. United States Postal Service (USPS) scanners cannot process messages with excessive punctuation.
- A street number is usually not included on a Post Office Box address, so the city, state, and zip code should be listed as the final line of the address.
- The correct placement of the stamp is in the top right corner of the envelope.
Director of Accounting at Smith & Company, Sydney Johnson Mailing Address: Billing P.O. Box 12345
Address: 90021 Los Angeles, California
Smith & Co PO Box 12345
Postal Code: 90021 Los Angeles, California
Refer to the IRS website for information on how to properly address an envelope for mailing federal tax returns. That's because your state's post office may have a different mailing address for federal tax returns than the one you used last year, and vice versa. Address examples from the national IRS site:
IRS Post Office Box 931001
Postal Code: 40293-1000 Louisville, Kentucky
When filing your taxes with the Internal Revenue Service (IRS), separate your federal and state returns. All state tax payments should be mailed to the appropriate state tax agency. An individual state's tax department has a different mailing address.
Verb Usage:1. [person] (express, communicate) convey "hello," he expressed—hola—conveyed; what did you communicate? ¿qué comunicaste?; he communicated to me that... me comunicó que...; to communicate to oneself expresarse internamente; he expressed (that) he'd do it expresó que él lo haría;
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