How to Address an Envelope Properly: Complete USPS Guide

Addressing an envelope correctly ensures your mail reaches its destination quickly and reliably. Follow these USPS-approved formatting rules for best results.

Basic Format

Three key elements:

1. Return address (top left)
2. Recipient address (center)
3. Stamp (top right)

Standard Layout

Return Address (Top Left)

Example:

YOUR NAME
123 YOUR STREET
CITY STATE ZIP

Recipient Address (Center)

Example:

RECIPIENT NAME
456 THEIR STREET
CITY STATE ZIP

USPS Formatting Rules

• ALL CAPITAL LETTERS
• No punctuation (commas, periods)
• Use pen, never pencil
• Official state abbreviations (CA, NY, TX)
• Include ZIP+4 when possible (12345-6789)
• Look up ZIP codes using the USPS ZIP Code Lookup

Pro Tip

Use block letters and write clearly. Poor handwriting is the #1 reason mail gets delayed or returned.

Common Addressing Situations

Apartments

Example:

JOHN SMITH
123 MAIN ST APT 5C
SEATTLE WA 98101

Business Mail

Example:

JANE DOE
ABC COMPANY
555 BUSINESS BLVD
ATLANTA GA 30301

PO Boxes

Example:

MARY JONES
PO BOX 123
PORTLAND OR 97201

Military (APO/FPO)

Example:

SGT JAMES MILLER
UNIT 12345 BOX 678
APO AE 09876

International Mail

Example:

Return Address:
YOUR NAME
123 YOUR STREET
BOSTON MA 02101
USA

Recipient:
JOHN CLARK
117 RUSSELL DRIVE
LONDON W1P 6HQ
UNITED KINGDOM

Current Postage Rates (2025)

• Letters (1 oz): $0.78
• Each additional ounce: $0.29
• International: $1.55
• Nonmachinable surcharge: +$0.49

Common Mistakes to Avoid

• Using pencil or decorative fonts
• Missing apartment numbers
• Wrong ZIP codes
• Placing text below ZIP line
• Dark colored envelopes
• Incorrect state abbreviations

Quick Reference: State Abbreviations

See full list at USPS.com

Address Placement Guidelines

Return Address

• Position: Upper left corner
• Size: At least 1/4 inch from edges
• Lines: Maximum 5 lines

Recipient Address

• Position: Center of envelope
• Margins: At least 1 inch from left edge
• Space: Leave 5/8 inch from bottom edge

Special Delivery Instructions

Attention Lines

Example:

ABC COMPANY
ATTN JOHN SMITH
555 BUSINESS BLVD
ATLANTA GA 30301

Care Of (C/O)

Example:

JANE DOE
C/O ROBERT JONES
123 MAIN STREET
DENVER CO 80202

Final Checklist

• [ ] Return address top left
• [ ] Recipient address centered
• [ ] All caps, no punctuation
• [ ] Complete ZIP codes
• [ ] Correct postage
• [ ] Legible writing
• [ ] Proper state abbreviations

Result: Mail delivered faster and more reliably.

Additional Tips

• Use the correct envelope size - standard business size is 4 1/8" x 9 1/2"
• Weigh your mail if unsure about postage
• Drop off before collection times for faster processing