Envelopes with properly formatted addresses speed automated mailing processes, which aid the United States Postal Service (USPS) in delivering mail without delay. The correct procedures for addressing business envelopes use standardized formats, which improve efficiency, thereby reducing costs. Following USPS guidelines makes sense for practical reasons. For example, using unusual fonts may look attractive on an envelope, but it can slow the delivery of mail if the address is not clear. Since not everyone knows the correct way to address a business envelope, learn some basic tips.
Instructions
1. Type addresses in all capital letters, although lower case is acceptable as long as the type is clear. Avoid using special type fonts. It's better to use dark type on a white envelope.
2. Include an Attention line as the first line at the very beginning of the address. Do not place an Attention line below the last line of the address.
3. Center the address on the envelope, but do not center the lines of the address. Left justify all lines of the address. Leave a minimum of a 1-inch margin to the right and left of the address.
4. Include the person's name to which the business correspondence is being addressed, department, name of company and the city, state and ZIP code on the envelope. A Suite number should appear on the same line as the street address separated by a single space. If the street address is too long, type the Suite number on the line above. The address line should be no longer than 28 characters.
5. Use only the mailing address. For instance, when the mailing address is a P.O. Box, do not include the street address. If you feel there is a need for both, type the street address above the P.O. Box. The mail will be delivered to the address on the line above the city, state and ZIP code line.
6. Write Apartment, Suite and Box numbers without using the number sign (for example, Apt. 10, Suite 20 or Box 30). Use the number sign in an address only if you do not know what the number represents; however, leave a space between the number sign and the number (for example, # 40).
7. Spell out the names of cities. Do not abbreviate. You can use the two-letter Postal Service abbreviation for states because they follow the name of a city. (See Additional Resources," below.) Do not place a period after the abbreviation.
8. Leave two spaces between the state and the ZIP code. Place a hyphen between the ZIP code and the four-digit extension. No other punctuation should be used when addressing an envelope.
9. Include a return address in the upper left corner of the envelope. Use a slightly smaller font than that used for the mailing address. Do not print a return address on the back of the envelope.
