How to Label an Envelope Correctly

We may live in a world where digital communication prevails, but sending letters, postcards, and flyers remains a viable marketing tool for many business owners and organizations, especially if you want to retain that personal touch many clients value. As such, knowing the proper way to address an envelope when sending mail remains an important skill as it helps ensure timely mail delivery.

Whether you rely on promotional postcards to promote your business or you simply love sending holiday cards and letters to friends and family, this guide will help you brush up on your envelope etiquette.

How to Address an Envelope

1. Write the return address (i.e., your address) on the top left corner.
2. Write the recipient's address in the lower center of the envelope.
3. Place the stamp in the top right corner of the envelope.

How to Write the Sender’s Address (Return Address)

1. Write your full name.
2. Write your street address below your full name. Use two lines if necessary.
3. Write your city, state, and ZIP code on the third line.
4. Write “USA” on the last line.

How to Write the Recipient’s Address

1. If you’re sending letters or invitations to your friends and family, follow the same format as the sender's address.
2. If you’re sending a letter to a business, the first line should indicate the company’s name.
3. Next, add "ATTN:" or "c/o" followed by the name of the intended recipient of the letter. Skip this part if there’s no specific recipient.
4. The next two lines should include the street address, city, state, and ZIP code.
5. Write “USA” on the last line.

How to Write an International Shipping Address

If you are sending a letter overseas, the address format is almost the same, except this time, you need to write the country’s name on the last line.
However, some countries follow a different address format than the US. For instance, there are countries where they put the ZIP code in front of the city’s name, while others place it in front of the country’s name, so always check to be sure.

How to Write a Military Address (APO, DPO, or FPO)

When sending a letter to a military address, omit the city and state names and replace them with the official duty station address.
Replace the city name with the correct military post office:

• APO (Air/Army Post Office);
• FPO (Fleet Post Office); or
• DPO (Diplomatic Post Office)
• For the state, write the duty station location instead:
• AA (Armed Forces America);
• AE (Armed Forces Europe); or
• AP (Armed Forces Pacific)

How to Look for the ZIP+4 Code

If you don’t know the extra four-number code for the military address, you can use the USPS website’s Look Up a Zip Code tool. Simply click the “Find by Address,” enter all the required information, and press “Find.”

What are the Rules for Postage Stamps?

The stamp goes in the upper right-hand corner of the envelope. You’ll only need one if your letter weighs 3.5 ounces or less. For large envelopes, such as 9” x 12”, manila envelopes, and legal envelopes, you need two stamps for the first ounce.
When sending international mail, you can use Forever Stamps or Global Forever Stamps. If your letter weighs 1 ounce or less, you’ll need one Global Forever Stamp or three Forever Stamps.
If you frequently send out letters and cards, it’s a good idea to purchase Forever Stamps and Global Forever Stamps in bulk because they remain usable even when stamp prices increase.