AddrGen
AddrGen
Postal Writing Guide

How to Write an Address (Envelope & Shipping Guide)

Complete step-by-step instructions for formatting domestic and international addresses. Ensure fast sorting, error-free automated scanning, and reliable mail delivery.

Visual Anatomy of a Standard Envelope

Where each section of an address belongs according to international postal conventions:

Return Address (Sender)
JANE DOE
742 EVERGREEN TERRACE
SPRINGFIELD OR 97477
UNITED STATES
Postage Stamp
Destination Address (Recipient)
DR ROBERT SMITH
123 MAIN STREET SUITE 400
CHICAGO IL 60601
UNITED STATES

Step-by-Step Address Writing Instructions

Follow this 4-step sequence to ensure automated postal sorting machines parse your envelope:

1

Line 1: Recipient Full Name

Write the full name of the person or business receiving the mail. Include professional titles (Dr, Rev, Prof) or department designations (Attn: Billing Dept) if required.

2

Line 2: Street Address and Secondary Unit

Include the building number, directional prefixes (N, S, E, W), street name, and suffix (St, Ave, Blvd, Rd). Append secondary unit numbers on the same line (e.g., Apt 4B, Suite 200, Unit 12).

3

Line 3: City, State/Province, and Postal Code

Write the city or town, followed by the official state abbreviation (for the US, Canada, Australia) and the postal code. Ensure two spaces separate the state code from the postal code.

4

Line 4 (International Only): Country Name in ALL CAPS

If the mail piece crosses an international border, the destination country name MUST appear in English or French on the final line in bold capital letters (e.g., UNITED KINGDOM, CANADA).

Top 5 Address Writing Mistakes That Delay Delivery

  • Omitting secondary unit numbers: Mail with missing apartment or suite numbers is frequently returned to sender as Undeliverable as Addressed (UAA).
  • Using non-standard abbreviations: Always use standard postal abbreviations (Apt, Ste, Fl, Rm). Avoid inventing custom designations.
  • Handwriting illegibly or in low-contrast ink: Automated optical scanners read dark black or dark blue ink best. Avoid red, yellow, or metallic pens.
  • Abbreviating the destination country: Writing "UK" instead of "UNITED KINGDOM" can result in misrouting to Ukraine (UA).
  • Placing the postal code in front of the country: In international mail, the country name must stand alone on the final line.

Frequently Asked Questions

Answers to common questions about writing envelopes and shipping labels.