How to Address an Envelope

Addressing an envelope correctly is the difference between a letter that arrives promptly and one that ends up in the dead letter bin. The U.S. Postal Service uses optical scanning technology to read addresses, which means formatting matters — not just for legibility, but for automated processing.

Whether you're mailing a birthday card to a friend, a business proposal to a company, or a formal letter overseas, the rules differ slightly depending on context. Personal envelopes are more forgiving; business mail follows stricter conventions; international mail has its own requirements.

This guide covers every scenario you're likely to encounter: single recipients, couples, businesses, apartments, suites, attention lines, and international addresses. Follow these steps and your mail will land where it's meant to go.

Step-by-Step Instructions

1. 1

   Write Your Return Address (Top-Left Corner)

   In the top-left corner of the envelope, write your return address on two or three lines: your full name on line 1, your street address on line 2, and your city, state, and ZIP code on line 3. The return address is essential — if the letter cannot be delivered, the post office will use it to return the envelope to you. Use standard abbreviations for state names (CA, NY, TX).

   Tip:

   For business mail, include your company name above your street address.

2. 2

   Center the Recipient's Name

   In the center of the envelope, write the recipient's name on the first line. For an individual, use their full name with an appropriate title if desired (Mr., Ms., Dr., etc.). For a business, write the company name. For a couple, use both names: 'Mr. and Mrs. James & Diana Park' or 'James & Diana Park'.

   Tip:

   Avoid abbreviating names. 'Robert' is better than 'Rob' on formal mail.

3. 3

   Add ATTN Line (Business Mail Only)

   If you are mailing to a specific person within a company, add an ATTN (attention) line. Place 'ATTN: [Person's Name]' above the company name or below it on a second line, depending on whether you want the company or the individual's name scanned first. The USPS recommends placing it as the last line before the street address, or directly above the company name.

   Tip:

   Use 'ATTN:' followed by the person's name and title if known (e.g., 'ATTN: Sarah Collins, HR Director').

4. 4

   Write the Street Address

   Write the street address on the line below the recipient's name. Include the house or building number, street name, and directional abbreviation if part of the official address (N, S, E, W). For apartment or unit numbers, add them on the same line after the street address: '245 Oak Street, Apt 7B'. If it doesn't fit, put the apartment number on a separate line above the street address.

   Tip:

   Never put the apartment number on a line below the city/state — it will be ignored by postal scanners.

5. 5

   Write City, State, and ZIP Code

   On the line below the street address, write the city name, followed by a comma, the two-letter state abbreviation, a space, and the five-digit ZIP code (or ZIP+4 for greater precision). Example: 'Austin, TX 78701' or 'New York, NY 10001-2345'. This line should always be the last line of the address block.

   Tip:

   Use the USPS ZIP code lookup tool at usps.com if you are unsure of the correct ZIP code.

6. 6

   International Mail: Add the Country

   For international mail, add the destination country on a final line below the city/state/postal code line. Write the country name in full capital letters in English (e.g., CANADA, UNITED KINGDOM, GERMANY). Follow the destination country's address format for the lines above the country. Place your own country's name on the return address as well.

   Tip:

   Check the Universal Postal Union website for the required address format of the destination country.

Examples

Return Address (top-left):
Sarah M. Thompson
412 Maple Drive
Portland, OR 97201

Recipient (center):
Jessica L. Nguyen
880 N. Michigan Avenue, Apt 14C
Chicago, IL 60611

Return Address (top-left):
Dartmouth Consulting Group
55 Commerce Blvd, Suite 300
Boston, MA 02110

Recipient (center):
Westfield Financial Partners
ATTN: Marcus A. Reed, Director of Acquisitions
1400 Corporate Parkway, Suite 800
Dallas, TX 75201

Return Address (top-left):
Laura B. Simmons
18 Sycamore Lane
Seattle, WA 98101
USA

Recipient (center):
David & Claire Okafor
234 King Street West, Apt 502
Toronto, ON M5H 1C4
CANADA

Tips & Best Practices

Frequently Asked Questions