7 min read
How to fill out an envelope
Addressing an envelope seems simple until a letter comes back marked undeliverable. The US Postal Service reads envelopes in a specific order, so putting each part in the right place helps your mail arrive on time. Here is how to fill out an envelope correctly, whether it is a birthday card or an invoice.
The three things on every envelope
No matter what you are sending, a properly addressed US envelope has three parts:
- The recipient address in the center, telling the post office where to deliver.
- The return address in the top left corner, telling the post office where to send it back if it cannot be delivered.
- The postage stamp in the top right corner.
Hold the envelope so it is wider than it is tall, with the flap on the back. That is the orientation the post office expects, and it is where the following positions apply.
Where the recipient address goes
Write the recipient address in the middle of the envelope, roughly centered left to right and a little below the middle top to bottom. This is the address the carrier delivers to, so make it clear and complete. Use three or four lines:
- Full name of the person or the business.
- Street address, including the apartment, suite, or unit number. If there is a unit, put it on the same line as the street or on the line directly below.
- City, state, and ZIP code on the last line. Use the two letter state abbreviation, then the ZIP code, for example "Austin, TX 78701."
Write clearly in ink, use dark ink on a light envelope, and keep the lines straight so automated sorting machines can read the address. If you are sending mail within the US you do not need to write the country.
Where the return address goes
Put your own address, the return address, in the top left corner. It uses the same format as the recipient address: your name, your street address, then your city, state, and ZIP. The return address matters more than people think. If the letter cannot be delivered, the post office uses it to send the mail back to you, and for many mail classes a return address is required.
Where the stamp goes
Place the postage stamp in the top right corner. A standard letter that weighs one ounce or less and fits normal size limits needs one First Class stamp. If your envelope is heavier, larger, rigid, or lumpy, it may need extra postage, so weigh it or ask at the post office rather than guessing. A letter with too little postage can be returned to you or delayed while the recipient is asked to pay the difference.
Fill out an envelope step by step
- Turn the envelope the long way with the flap on the back, sealed side down.
- Write your return address in the top left corner: your name, street address, and city, state, ZIP.
- Write the recipient address in the center: their name, street address with any unit number, and city, state, ZIP.
- Add any special line if needed, such as "ATTN: Accounts Payable" for a business, placed just above or below the recipient name.
- Place the stamp in the top right corner.
- Double check the ZIP codes and spelling, then seal it.
Business envelopes vs personal envelopes
The layout is the same, but a few conventions differ.
- Personal mail can be casual. A first name is fine for the return address, and you can address the recipient by the name they know you by. Cards and letters often skip a formal title.
- Business mail is usually more formal. Include the full company name, and add an attention line such as "ATTN: Jane Smith" or a department when the letter needs to reach a specific person or team. Titles like Mr., Ms., or Dr. are common. Many businesses print the return address or use a window envelope so the address on the letter shows through, which means you only fill out the letter, not the envelope.
- Window envelopes. If you use a window envelope, the recipient address is printed on the letter inside and lines up behind the window. Fold the letter so the address sits squarely in the window, and make sure no other text shows through.
Common addressing mistakes
- Forgetting the ZIP code or using the wrong one, which slows delivery.
- Leaving off the return address, so undeliverable mail has nowhere to go back to.
- Missing the unit or apartment number, a frequent cause of failed delivery in apartment buildings.
- Putting the stamp in the wrong corner or using too little postage for a heavy or oversized envelope.
- Hard to read handwriting, which can confuse the sorting machines and route your mail by hand, adding delay.
Helping the post office read your envelope
The US Postal Service sorts most mail with machines that scan the address, so a clean, machine friendly envelope moves faster. A few habits make a real difference. Write or print the address in a straight, horizontal line rather than at an angle. Use plain block letters or a standard font, and skip fancy script for the address itself. Leave the bottom strip of the envelope clear, because the machines print a barcode there. Use a full color contrast, dark ink on a light envelope, and avoid dark or patterned envelopes for anything you want delivered quickly. If you handwrite, all capital letters for the address are easy for both people and machines to read.
How to fold a letter into the envelope
For a standard business letter going into a No. 10 envelope, fold the page into three even parts. Bring the bottom third up over the middle, then fold the top third down over that, so the letter ends up in three layers. Insert it with the open edge up so the reader can pull it out and unfold it the right way. If you use a window envelope, fold the letter so the recipient address block lands in the window before you slide it in, and check the alignment before sealing.
Sending mail outside the US
For international mail the layout is the same, with two additions. Write the destination country on the last line of the recipient address, in capital letters, on its own line below the city and postal code. Postal codes and city formats differ by country, so copy the address exactly as the recipient gave it to you. International letters need more postage than domestic mail, so check the current rate for the destination and weight rather than using a single domestic stamp.
Envelope sizes and what fits
The most common US envelope for letters and invoices is the No. 10 business envelope, which holds a standard sheet folded in thirds. Greeting cards use square or A series envelopes, which sometimes cost more to mail because non standard shapes can carry a surcharge. If you are mailing more than a few sheets, a photo, or anything rigid, step up to a larger flat envelope and expect to pay more postage. When in doubt about size or weight, weigh the envelope so you buy the right postage the first time.
Print clean addresses instead of writing by hand
If your handwriting is hard to read, or you are sending the same envelope to many people, printing the addresses looks tidy and sorts faster. You can lay out an envelope or a mailing label as a PDF and type the addresses in the right spots. Open our fill a PDF tool, add an envelope or label template, place the recipient and return addresses, and download a print ready file. Everything is processed in your browser, so your address list stays on your device.
For letters, invoices, and mailing labels to go inside or on the envelope, browse the form templates library, or start from a blank page in the fill PDF tool and add your own text boxes. Printing a batch is much faster than writing each envelope out by hand.
Try fillable.ca free and reuse your addresses
Addressing mail should not slow you down. Create a free account on fillable.ca to save your filled envelope and label templates, store your return address so it is ready every time, and reuse a saved mailing without retyping. Open the fill tool and set up your first envelope in minutes.
Frequently asked questions
Where does the return address go on an envelope?
The return address goes in the top left corner. Write your name, street address, and city, state, ZIP, using the same format as the recipient address. It lets the post office return the letter to you if it cannot be delivered.
Which corner does the stamp go in?
The postage stamp goes in the top right corner. A standard one ounce letter needs one First Class stamp. Heavier, larger, or rigid envelopes may need extra postage, so weigh anything unusual before mailing.
Do I need to write the state and ZIP code?
Yes. The last line of both the recipient and return address should be the city, the two letter state abbreviation, and the ZIP code, for example "Austin, TX 78701." The ZIP code helps automated sorting machines route the mail correctly.
How do I address a business envelope?
Use the full company name and add an attention line such as "ATTN: Jane Smith" or a department name when the letter needs to reach a specific person. Business mail is usually more formal and often uses titles like Ms. or Dr.
What is a window envelope and how do I fill it out?
A window envelope has a clear panel so the recipient address printed on the letter inside shows through. You only address the letter, then fold it so the address lines up in the window. Add your return address on the envelope as usual.
Can I print addresses instead of handwriting them?
Yes, and it often arrives faster because printed text is easy for sorting machines to read. You can lay out an envelope or label as a PDF, type the recipient and return addresses in the fill tool, and print the result.