How to Address a Letter: Template and More Mailing Basics

address letter — Letter writing may not be all the rage these days, but addressing a letter is something that's good for everyone to know how to do. Jupiterimages/Getty Images

In the age of technology, mailing letters seems like an antiquated task and an inconvenience when you can send an email or text in a matter of seconds. But in some cases, mailing a letter might be your only option, your best option or the most sincere option (depending on what type of letter it is, of course).

And if that's the case, you may need these instructions on how to address a letter.

Why It's Important to Format a Letter Correctly

Getting a formal letter to the recipient's address may seem like a simple task. However, the postal service requires that we follow particular guidelines when filling out the recipient's address as well as the sender's address.

This is because most mail sorting today is done by machines which scan specific lines or sections of the envelope for pertinent data.

If you don't follow these steps for how to address a letter, your mail will most likely get stuck somewhere in the postal office system for a few days before being sent back to the return address. This scenario is no good if you want a professional letter to make it to the right person in time.

1. Choose Your Envelope

The first step is choosing an envelope that suits your letter. Keep in mind that the postage cost depends on the size, shape and weight of the mail. To avoid paying more, make sure that your envelope is rectangular, made of paper, flat and not lumpy or rigid.

Once you've chosen your envelope, it's time to address your letter. Here are some things to remember before starting, courtesy of the U.S. Postal Service:

Only use a pen or permanent marker.
Print neatly in capital letters.
Do not use commas or periods.
Make sure that the sender's address and destination are clear and written in the correct places, or else the envelope may not get delivered.

2. Fill in Recipient's Name and Street Address

Write the recipient's name and address in the bottom to mid-center of the envelope.

Use this template:

Recipient's full name or company name

Full street address and apartment or suite number

City, State and ZIP+4 Code

If the apartment or suite number doesn't fit on the delivery address line, follow the example of this template:

Recipient's full name or company name

Full street address

Apartment or suite number

City, State and ZIP+4 Code

If you aren't sure of the two-letter state abbreviation you need, here is a complete list of USPS state abbreviations.

And if you don't know the ZIP+4 code you need for mailing address, you can find it here, although the inclusion of the +4 addition is not strictly necessary for the successful delivery of a business letter.

International addresses will likely require a different ZIP code format starting with the country name.

3. Fill in Sender's Address and Name

Write the sender's name and address in the upper left-hand corner of the envelope. This sender address will also be used as the return address if the letter for whatever reason can't make it to its intended recipient.

Follow this template:

Sender's full name or company name

Full street address and apartment or suite number

City, State and ZIP Code

This is how a correctly addressed and stamped envelope should look:

4. Buy Your Postage Stamps

Now that you've addressed your letter to the correct person, it's time to buy a postage stamp. The amount of postage you'll need depends on the size, weight and destination of your letter. You can calculate your postage cost here.

And here are the different ways you can buy a postage stamp:

Online postal store: You can shop here and purchase stamps and add-on postage for oversized envelopes.
Click-N-Ship: You can print and pay for your own postage and address labels for most types of letters and packages here.
Local post office: You can buy postage stamps inside your local post office.
Approved postal providers: You can purchase postage stamps from some grocery and drug stores.

5. Put Your Letter in the Mail

Now that the hard part is done, it's time to send your letter. You can either leave it in the mailbox for your carrier to pick it up, or drop it off in your nearby post office collection box or lobby.

Formatting a Personal or Business Letter

If you find yourself staring at a blank page trying to figure out how to start your letter, here's how you can get started. A professional letter tends to follow more strict rules than informal letters you're sending grandma.

Begin the first line by addressing the person you're writing a cover letter to with "Dear" followed by the recipient's professional title (Mrs., Ms., Mr., Dr., Professor, etc.), their last name and a comma or colon. Then use a line break, and now you're ready to start writing the body of your letter on the second line.

Whether you're using the person's first name, both first and last name, or their job title, always use a colon if the letter is formal. When it comes to the outside of the envelope, both formal letters and informal ones use the same format.