How to Address a Letter: Complete Guide 2025
Addressing letters correctly ensures your mail reaches its destination. This complete guide covers everything you need to know about proper envelope addressing, USPS formatting rules, and common mistakes to avoid.
Quick Summary: How to Address a Letter
- Return address: Top left corner (your address)
- Recipient address: Center of envelope
- Postage stamp: Top right corner
- Use proper USPS formatting for best delivery results
How do you address a letter properly? To address a letter properly, place your return address in the top left, recipient's address in the center, and postage in the top right, using USPS-approved formatting with all caps for city and state.
Letter Addressing Basics
Addressing letters correctly is crucial for successful mail delivery. Whether you're sending personal correspondence, business mail, or certified mail, following proper addressing conventions ensures your mail reaches its destination quickly and reliably. Learn the modern way to send mail online without addressing envelopes yourself.
Essential Components of Proper Letter Addressing
- 1Return Address - Your complete mailing address in the top left corner
- 2Recipient Address - The destination address centered on the envelope
- 3Proper Postage - Correct stamps or metered postage in the top right corner
Visual guide showing exact placement of all envelope elements
Return Address Placement and Format
The return address is your address and should be placed in the top left corner of the envelope. This ensures your mail can be returned to you if delivery is unsuccessful.
Return Address Format:
Return Address Best Practices:
- • Use your legal name or business name
- • Include apartment/unit numbers when applicable
- • Use USPS-approved state abbreviations (IL for Illinois)
- • Always include the 5-digit ZIP code (9-digit ZIP+4 is optional but recommended)
- • Keep formatting consistent and readable
Recipient Address Format
The recipient address should be centered on the envelope, positioned in the middle-right area. Understanding how to write an address on an envelope correctly is the most important part of addressing letters as it determines where your mail will be delivered.
✅ Correct Format
❌ Incorrect Format
Pro Tip: USPS Address Format Rules
- • Use ALL CAPITAL LETTERS for city, state, and ZIP code
- • No punctuation in the last line (no commas)
- • Use official USPS state abbreviations (NY not N.Y.)
- • Include ZIP+4 when known for faster processing
USPS Formatting Guidelines
Following USPS formatting rules ensures your mail is processed efficiently by automated sorting equipment. These guidelines apply whether you're mailing a standard letter or sending certified or registered mail. Understanding the proper way to address an envelope includes knowing about ZIP+4 codes for faster delivery.
2025 USPS First-Class Mail Rates
Rates current as of January 2025. Check for updates if you're viewing later in the year.
| Mail Type | Weight | Price |
|---|---|---|
| First-Class Letter | 1 oz or less | $0.73 |
| Additional Ounce | Each additional oz | $0.28 |
| Certified Mail | Add-on service | +$4.10 |
Required Address Elements
- • Recipient name: Full legal name or business name
- • Street address: Complete street number and name
- • City, State, ZIP: Must be on the same line
- • Apartment/Suite: Include unit numbers when applicable
Approved Abbreviations
Street Types
- STREET → ST
- AVENUE → AVE
- BOULEVARD → BLVD
- DRIVE → DR
Unit Types
- APARTMENT → APT
- SUITE → STE
- UNIT → UNIT
- FLOOR → FL
Directions
- NORTH → N
- SOUTH → S
- EAST → E
- WEST → W
USPS-approved abbreviations reference guide
International Mail Addressing
When addressing letters for international delivery, additional formatting rules apply to ensure successful delivery across borders. The address format for international mail requires specific conventions that vary by destination country.
International Address Format:
Example of properly addressed international mail
International Addressing Rules:
- • Country name must be on the last line in ALL CAPITALS
- • Use the destination country's postal code format
- • Include "AIR MAIL" or "PAR AVION" if required
- • Follow the destination country's address conventions
- • Allow extra space between address lines
Certified Mail and Special Services
When using special USPS services like certified mail, additional labeling and addressing considerations apply.
Certified Mail Requirements
- • Use certified mail receipt form
- • Attach certified mail label
- • Include return receipt if requested
- • Address normally - no special formatting needed
Priority Mail Express
- • Use Priority Mail Express envelope
- • Include delivery date requirement
- • Provide signature confirmation
- • Follow standard addressing format
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Common Letter Addressing Mistakes to Avoid
Avoid these frequent addressing errors that can delay or prevent mail delivery:
Visual comparison: Common mistakes (left) vs correct formatting (right)
❌ Common Mistakes
- •Using lowercase letters in city/state/ZIP
- •Including punctuation in the address lines
- •Forgetting the return address
- •Using non-standard abbreviations
- •Placing addresses in wrong positions
✅ Best Practices
- •Double-check all address information
- •Use USPS-approved formatting
- •Verify ZIP codes before mailing
- •Use clear, legible handwriting
- •Allow adequate space between elements
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Send a Letter Online →Frequently Asked Questions
What happens if I address a letter incorrectly?
Incorrectly addressed mail may be delayed, returned to sender, or in worst cases, lost. The USPS makes reasonable attempts to deliver mail with minor addressing errors, but proper formatting ensures reliable delivery.
Do I need to use all capital letters when addressing a letter?
While not required for the entire address, using ALL CAPITALS for the city, state, and ZIP code line helps automated sorting equipment read your mail more accurately. This can result in faster delivery.
Can I use a PO Box as a return address?
Yes, you can use a PO Box as your return address. Format it as "PO BOX [number]" on its own line, followed by the city, state, and ZIP code.