Put the recipient's address in the center-right area of the envelope, and your return address in the top-left corner
The United States Postal Service (USPS) reads addresses with machines, so the placement and format matter. Your return address goes in the top-left corner of the envelope. The recipient's address goes in the center of the envelope, starting about halfway down and slightly to the right of center. Leave at least one inch of space on all sides of the recipient's address — the machines need clear space to scan.
Use a standard business envelope (size 10, which is 4.125 by 9.5 inches) if you are mailing a formal letter. If you are using a smaller or larger envelope, the same rules apply: return address top-left, recipient address center-right, one-inch margins all around.
Key Takeaways
- Your return address goes in the top-left corner; the recipient's address goes in the center-right, about halfway down the envelope.
- Type or print all addresses in black or dark blue ink, using a standard font like Arial or Times New Roman in 10 to 12 point size.
- Write the recipient's address in this order: name, street address, city, state, and ZIP code, with each line on its own line.
- Use the two-letter state abbreviation (like CA for California, NY for New York) and the five-digit ZIP code or ZIP+4 format.
- Leave at least one inch of blank space around the recipient's address so postal machines can scan it without obstruction.
Format for the recipient's address
Write the recipient's address in this exact order, with each piece of information on its own line:
- Full name of the person or business
- Street address (house or building number, street name, and apartment or suite number if applicable)
- City, state, and ZIP code on one line
For example:
Sarah Martinez 1247 Oak Street, Apartment 3B Portland, OR 97214
Use the two-letter state postal abbreviation (OR for Oregon, TX for Texas, CA for California). You can find a full list on the USPS website. Include the five-digit ZIP code, or use ZIP+4 format if you have it (for example, 97214-1523). The ZIP+4 helps mail reach the right delivery route faster, but the five-digit ZIP code alone is sufficient.
Format for your return address
Your return address follows the same format as the recipient's address and goes in the top-left corner of the envelope. Start about half an inch from the top and half an inch from the left edge.
James Chen 542 Maple Avenue Seattle, WA 98101
If you are mailing from a business, use the business name on the first line instead of your personal name. If the business is in a suite or office building, include that information on the street address line.
Spacing and font choices
Type all addresses in a standard, easy-to-read font. Arial, Times New Roman, and Courier are all acceptable. Use 10 to 12 point size — large enough for postal machines to read clearly, but not so large that it looks unprofessional. Print in black or dark blue ink on a white or light-colored envelope.
Do not use script fonts, decorative fonts, or very small text (under 10 point). Postal machines struggle to read these, and your letter may be delayed or sent to the wrong address. If you are handwriting the address because you do not have access to a printer, use black or dark blue pen and write in clear, block letters.
Special cases: PO boxes, military addresses, and international mail
If the recipient uses a PO box, write it on the street address line:
Michael Torres PO Box 4521 Denver, CO 80202
For military addresses, the format is slightly different. Use the military branch abbreviation and the APO (Army Post Office) or DPO (Diplomatic Post Office) address:
Captain Lisa Wong Unit 2847, Box 100 APO AE 09012
If you are mailing to Canada, Mexico, or another country, write the country name on its own line at the bottom of the address. Check the postal service of that country for specific formatting rules, as they vary. Canada Post, for example, uses postal codes instead of ZIP codes and has different abbreviations for provinces.
Common mistakes that delay mail
The most common error is placing the address in the wrong spot on the envelope. Postal machines scan the center-right area; if your address is too high, too low, or too far to the left, the machine may not read it. The second most common mistake is using a font that is too small or too decorative. Machines cannot read script or cursive, and text under 10 point is often illegible to both machines and postal workers.
Another frequent problem is incomplete information. Always include the ZIP code — mail without it may be delayed while postal workers look it up. If you are unsure of the ZIP code, use the USPS ZIP Code Lookup tool on the USPS website. Leaving out the apartment or suite number is also common; if the recipient lives in a multi-unit building, that number is essential for delivery to the correct unit.
Frequently Asked Questions
Can I handwrite an address instead of typing it?
Yes, but only if your handwriting is clear and large enough to read. Use black or dark blue pen and write in block letters, not cursive. Avoid very small or shaky writing — postal machines may not scan it, and postal workers may misread it. If your handwriting is difficult to read, typing is the safer choice.
What if I do not know the recipient's ZIP code?
Use the USPS ZIP Code Lookup tool on the USPS website (usps.com). Enter the street address, city, and state, and it will return the correct ZIP code. You can also call your local post office. Including the correct ZIP code helps ensure faster delivery.
Do I need to use ZIP+4 format?
ZIP+4 is not required, but it helps. The five-digit ZIP code alone is sufficient for delivery. ZIP+4 (the five digits plus four more) narrows the delivery area to a specific block or building, which can speed up sorting. Use it if you have it, but do not delay mailing if you only have the five-digit code.
What if the recipient's name is very long?
Use the full name if it fits on one line. If the name is extremely long, you can break it across two lines, but keep the street address and city/state/ZIP on their own lines. For example, you could write "Dr. Alexander" on one line and "Schwarzenegger" on the next, then the street address below.
Can I use abbreviations in the street address?
The USPS prefers full words (Street instead of St., Avenue instead of Ave.), but abbreviations are acceptable and commonly used. Stick to standard abbreviations — St., Ave., Blvd., Apt., Suite — and avoid making up your own. The key is that postal machines and workers can understand what you wrote.