6 min read
How to address an envelope
Addressing an envelope is simple once you know where each part goes. Put the recipient in the center, your return address in the top left, and the stamp in the top right. Here is the exact layout, ready to copy formats for personal, business, and international mail, plus the mistakes that get letters returned.
The three parts of an addressed envelope
Every standard envelope has the same three pieces of information, and each has a fixed spot:
- Recipient address: centered on the front, slightly below the middle. This is who the letter is going to.
- Return address: in the top left corner. This is you, the sender, so the letter can come back if it cannot be delivered.
- Postage stamp: in the top right corner.
Write clearly in ink, use capital letters if your handwriting is hard to read, and keep the address straight so machines can scan it. Avoid commas and periods inside the address block, since plain lines scan the most reliably.
Why does placement matter so much? Sorting machines expect to find each piece of information in its usual spot. When the recipient address sits in the center, the return address in the top left, and the stamp in the top right, the letter moves through automatically. Put them somewhere unexpected and a person has to handle the envelope by hand, which slows delivery and raises the chance of a mistake.
How to address an envelope step by step
- Write the recipient name on the first line. Use their full name, and add a title such as Mr., Ms., or Dr. for a formal letter. For a business, you can add "Attn:" and a person's name above the company name.
- Add the street address on the next line. Include the house or building number, street name, and any apartment, suite, or unit number. Put the unit number on the same line or the line directly below.
- Write the city, state or province, and postal code on the third line. In the United States this is City, State, and ZIP code. In Canada it is City, Province, and postal code. Leave one space and keep it on one line where it fits.
- Add the country on the last line for international mail. Write the destination country in capital letters on its own line at the bottom of the address.
- Write your return address in the top left corner. Use the same order: your name, street address, then city, state or province, and postal code.
- Place the stamp in the top right corner. Add more postage for heavier or oversized envelopes, or the letter may come back for insufficient postage.
Copy these address formats
Personal letter (US):
JANE SMITH
123 MAPLE STREET APT 4
PORTLAND OR 97201
Business letter with attention line:
ATTN: ACCOUNTS PAYABLE
ACME SUPPLY CO
500 INDUSTRIAL WAY SUITE 200
DALLAS TX 75201
Canadian letter:
JOHN TREMBLAY
45 KING STREET W
TORONTO ON M5H 1A1
How to address a PO box or apartment
When the recipient uses a post office box, write "PO Box" and the box number on the street address line instead of a street. Do not include both a street address and a PO box, since the postal service delivers to one or the other. For an apartment, suite, or unit, put the number on the street line after the street name, or on the line directly below it. A missing unit number is one of the most common reasons a letter reaches the right building but never the right door, so always include it.
Names, titles, and formal letters
For a casual letter, the recipient's first and last name is enough. For a formal letter, add a courtesy title such as Mr., Ms., Mrs., or Dr. When you are writing to a couple or a household, you can list both names on the first line. For a formal invitation, such as a wedding, spell out titles and avoid abbreviations, and write the address in full rather than shortening street or state names. The tidier and more complete the name block, the more professional the envelope looks and the easier it is to sort.
Choosing the right envelope and size
Match the envelope to what you are sending. A standard letter envelope suits a folded page or two. A larger flat envelope keeps documents unfolded, which is better for a resume, a certificate, or anything you do not want creased. Heavier or larger envelopes cost more to send, so weigh the finished envelope or ask at the post office to be sure you have enough postage. A neat, correctly sized envelope also scans and sorts faster, which helps it arrive on time.
How to address international mail
International envelopes follow the same layout, with two extra rules. First, write the destination country on its own line at the very bottom of the recipient address, in capital letters and in English where possible. Second, keep the format the destination country uses for the lines above the country, since their postal workers read the final delivery details. Put your own country on the last line of your return address too. A stamp or a customs label may be required for parcels, so check the rate for the size and weight before you send.
Where the stamp goes and how much you need
The stamp always sits in the top right corner of the front. A standard letter within the same country usually needs one first-class stamp, but a heavier letter, a large envelope, or an international destination needs more postage. If you are unsure, weigh the envelope or ask at the post office, because too little postage is a common reason mail is returned to the sender.
Printing addresses instead of handwriting
If you are sending several letters or want a clean, scannable label, you can type the address into a document and print it onto a label sheet or the envelope itself. Our fill a PDF tool lets you type addresses onto a label template or an envelope layout and download it ready to print, which is faster and neater than writing each one by hand. If you mail invoices or receipts, you can prepare the paperwork inside the same envelope using a ready made invoice template so the letter and its contents are done together.
Sending mail regularly? Create a free account to save your return address and reusable label layouts, so the next batch of envelopes is ready in seconds instead of retyping everything.
Folding the letter and sealing the envelope
For a standard letter envelope, fold a single page in thirds so it slides in without extra creases and fits neatly. Put the top of the letter toward the flap so the reader sees it first when they open the envelope. Seal the flap fully, since a corner that lifts can catch in sorting machines. If you are sending several sheets, a larger flat envelope avoids thick folds and keeps documents crisp, which matters for a resume or an official form.
Using printed labels for several letters
When you send more than a handful of envelopes, printed labels save time and look consistent. Type each recipient address into a label sheet layout, keep the same clear capital letters, and print the whole sheet at once. Peel and stick each label in the center of its envelope, and add a printed or preprinted return label in the top left. Printed labels also scan more reliably than handwriting, which helps every letter move through the mail without a hold-up.
Common addressing mistakes to avoid
- Leaving off the return address, so undeliverable mail cannot come back to you.
- Forgetting the apartment, suite, or unit number, which is a top cause of failed delivery.
- Placing the stamp anywhere other than the top right corner.
- Writing the country only on international mail as an afterthought, or leaving it off entirely.
- Using messy handwriting that scanning machines cannot read, which slows delivery.
Get the placement right, keep the writing clean, and add enough postage, and your envelope will arrive without a detour. The same three-part layout works for a birthday card, a job application, or an international parcel.
Frequently asked questions
Where does the return address go on an envelope?
The return address goes in the top left corner of the front. Write your name, street address, then city, state or province, and postal code so the letter can return to you if needed.
Where do I put the stamp on an envelope?
The stamp goes in the top right corner of the front of the envelope. Add extra postage for heavier or oversized envelopes and for international mail.
How do I address an envelope to another country?
Use the normal layout, then write the destination country in capital letters on its own line at the bottom of the recipient address. Add your own country to the last line of the return address too.
Do I need to use commas in the address?
You can skip commas and periods. Plain lines with clear capital letters scan most reliably, especially for the city, state or province, and postal code line.
How do I address a business envelope to a specific person?
Add an attention line such as 'Attn: Jane Smith' above the company name, then the street address and city line, so it reaches the right person or department.
What happens if I forget the apartment number?
Mail may be delayed or returned, because the carrier cannot find the exact unit. Always include the apartment, suite, or unit number on the street line or the line just below it.