Address a Business Envelope Effectively

If you want your mail to get to the recipient promptly and accurately, you can do a lot to help at your end of creating the mail. A properly addressed envelope makes everyone's life easy and helps ensure that the item reaches the person it should reach, in record time.

Steps

  1. Select plain colored envelopes. Avoid using fancy envelopes when it concerns a business transaction, or any other official transaction such as writing to government or a court.
  2. Use black or blue pen only. Stick with the regulation pens if you are writing directly onto the envelope. Other colors are distracting and suggest a lack of professionalism that can hold things up in someone's in-tray.
  3. Aim to print out a label rather than address it by hand. Printed labels are easier to read and look instantly professional. It isn't essential but if you have messy handwriting, it is prudent! When printing, use Times New Roman, Geneva, Verdana type fonts. Avoid using any fancy fonts that make it harder to read (both to the human eye and to postal scanning machines).
  4. In the address, remember to include the correct "attention to" details. Using "ATTN:" or "Attention" highlights the precise person who is supposed to read your mail. If you don't have an exact name, write down the position name. This notation should be added prior to the street address of the recipient.
  5. Write out the address in full. To avoid any errors, make no assumptions that those reading the address know what your abbreviations mean. Moreover, don't even assume that common abbreviations are as common as you think! Spell out State names, town names, people's names, to be certain.
  6. Check with USPS (or your local mail carrier) to validate the address. To avoid any errors, use tools to verify and normalize the address for the fastest possible delivery. Spell out the names of towns and recipients, to be certain.
  7. Place the address in the center of the envelope. Use a block setting and keep the address centered as much as possible, leaving space below, above and to the sides of the address block.
  8. Add your return details. This is crucial for return if anything goes wrong during delivery. Write your return details clearly, or use a sticky label that has been pre-printed with your address details. Use the appropriate address for return – consider whether it should be your home address, a work address, a business address, etc. In North America, place this return address on the top left-hand corner of the envelope (your left when looking at the envelope). In other countries, it is more common for individuals to place the return address on the other side of the envelope, about where the envelope is sealed, although companies tend to prefer the front corner style.

Tips

  • Place important additions under the reply address block on the front of the envelope, or in the upper corner opposite to the stamp. Use capitals for such additions. Examples of these include:
    • TO:
    • FROM:
    • CONFIDENTIAL
    • FOR RECIPIENT ONLY
    • IN CONFIDENCE
    • REPLY ASAP/IMMEDIATELY
    • URGENT

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