Addressing an envelope correctly helps your mail arrive faster and look more professional. Below is a clear, step‑by‑step guide you can follow for personal, business, or formal mail.

# 1. Basic Layout of an Envelope

Think of the front of a standard envelope as three main areas:

  • Top left corner – Return address (your address)
  • Center – Recipient’s address (who you’re sending it to)
  • Top right corner – Postage stamp

This layout is recognized by postal services like USPS and similar organizations worldwide.

# 2. How to Write the Return Address (Sender)

Place your return address in the top left corner:

Line format (U.S. style):

  1. Your full name
  2. Street address (and apartment / unit number if needed)
  3. City, State ZIP Code (or postal code)
  4. Country (if sending internationally)

Example (within the same country):

Alex Johnson
742 Evergreen Terrace Apt 3B
Springfield, IL 62704

Example (international, from USA):

Alex Johnson
742 Evergreen Terrace Apt 3B
Springfield, IL 62704
USA

Including a return address ensures undeliverable mail can come back to you.

# 3. How to Write the Recipient Address

Write the recipient’s address in the center of the envelope, slightly lower than the exact middle so machines can read it easily.

Standard line format:

  1. Recipient’s name (include title if formal)
  2. Company name (if applicable)
  3. Street address (and apartment / suite / unit number)
  4. City, State ZIP Code (or postal code)
  5. Country (for international mail)

Personal letter example:

Ms. Hannah Lee
221B Baker Street
London NW1 6XE
United Kingdom

Business letter example (U.S.):

Mr. David Kim
Acme Corporation
1200 Market Street Suite 450
San Francisco, CA 94103
USA

Tips:

  • Use black or dark blue ink.
  • Write in clear block letters (ALL CAPS is fine and often preferred by sorting machines).
  • Avoid punctuation except where needed in abbreviations.

# 4. Where to Place the Stamp

Place the postage stamp in the top right corner of the envelope, about:

  • 1–2 cm (⅜–¾ in) from the top edge
  • 1–2 cm (⅜–¾ in) from the right edge

If you’re unsure of the right postage:

  • Use your postal service’s calculator (e.g. USPS Price Calculator)
  • Or ask at your local post office counter

Insufficient postage can delay or return your mail.

# 5. Formal vs. Informal Addressing

# Informal (friends & family)

You can be more relaxed:

Emma
54 Maple Lane
Portland, ME 04101

# Formal (business, official, job applications)

Use full names, titles, and companies:

Dr. Michael Rivera
Human Resources Director
BrightFuture Health Clinic
310 King Street Suite 900
Seattle, WA 98104
USA

Common titles:

  • Mr., Ms., Mrs., Mx.
  • Dr. (Doctor)
  • Prof. (Professor)

If you don’t know a woman’s marital status, “Ms.” is usually safest.

# 6. Apartment, Suite, or Unit Numbers

You can write these on the same line as the street address or on the next line.

Same line:

1280 Oak Street Apt 5C

Next line:

1280 Oak Street
Apt 5C

For businesses:

456 Pine Avenue Suite 800

Use standard abbreviations:

  • Apt = Apartment
  • Ste = Suite
  • Fl = Floor
  • Bldg = Building
  • Rm = Room

# 7. International Addressing Basics

When sending mail abroad:

  1. Use the recipient country’s preferred format where possible.
  2. Always write the country name in CAPITAL LETTERS on the last line.
  3. Keep the return address clearly in your own country’s standard format.

Example: USA → Germany

Herr Jonas Müller
Lindenstraße 14
12345 Berlin
GERMANY

Example: UK → USA

Mrs. Susan Clark
8940 Riverbend Drive
Denver, CO 80203
USA

Check your national postal service for details, e.g.:

# 8. Common Mistakes to Avoid

  • Writing too small – makes scanning difficult.
  • Decorating over the address area – stickers, drawings, or washi tape can confuse sorting machines.
  • Placing the address too high – keep it in the center area, not near the top edge.
  • Using pencil or light ink – can smear or fade.
  • Missing postal/ZIP code – slows delivery and increases misrouting.

# 9. Quick Reference Template

You can copy this pattern whenever you need to address an envelope:

[Your Name]
[Your Street Address] [Apt/Suite/etc.]
[City, State/Province PostalCode]
[Country – if international]

[Leave space]

[Recipient Name]
[Company Name – if any]
[Street Address] [Apt/Suite/etc.]
[City, State/Province PostalCode]
[COUNTRY – in caps if international]

[Stamp in top right corner]

# 10. Related Useful Resources

Addressing an envelope correctly becomes automatic once you’ve done it a few times. If you tell me your country and whether it’s a personal, formal, or business letter, I can give you a ready‑to‑copy version tailored to your situation.