Address an envelope clearly, check postage for the complete mailpiece and distinguish domestic, military and international requirements before sending.
Before you start
- Format: no commas between city and state, no periods after abbreviations
- Military mail: use APO/FPO/DPO plus AA/AE/AP — never write the foreign country name
- Include a clear return address so undeliverable mail can be returned where the applicable mail rules permit. Nonreturnable mail treatment varies.
The USPS moves hundreds of millions of mail pieces a day, and almost none of them are read by a human first — high-speed cameras and OCR software do the sorting.
Include a clear return address so undeliverable mail can be returned where the applicable mail rules permit. Nonreturnable mail treatment varies.
USPS Publication 28 says punctuation may be omitted from the delivery address block, except for the hyphen in a ZIP+4 code when used. Clear, consistent formatting supports automated processing.
How to format the address block
Four lines, machine-friendly habits — this is the layout USPS automation expects:
Standard Envelope Formatting
1. Recipient Name
JOHN SMITH (Use all capital letters if possible). If mailing to a business, place the company name on the line above the person’s name, or use “ATTN: JOHN SMITH”.
2. Street Address
1234 MAIN ST APT 4B. Always put the apartment or suite number on the same line as the street address. If it doesn’t fit, put it on the line above the street address.
3. City, State, ZIP
ANYTOWN NY 12345. Use the official two-letter state abbreviation (e.g., NY, TX, CA). Leave one full space between the state and the ZIP code.
4. The ZIP+4 Code
Use an accurate ZIP code and, where appropriate, ZIP+4. Do not invent a guaranteed sorting shortcut.
Special Formatting: Military and International Mail
If you are mailing a letter overseas, the rules change drastically.
Specialty Mailing Matrix
Step-by-Step Guide to Formatting
Same layout whether it’s a birthday card or a dispute letter with a deadline — the three steps below cover both:
Step 1: Write the Delivery Address
Use dark ink or a permanent marker on a light background. Avoid pencil and print clearly; USPS readability guidance emphasizes contrast, spacing, and legibility rather than a single required ink color. Write the recipient’s information exactly in the center. Keep all lines left-justified (aligned evenly on the left side).
Step 2: Write the Return Address
Write your own address in the top-left corner. Write it much smaller than the delivery address so the scanner does not get confused about which address to send it to.
Step 3: Affix the Postage
Affix the correct postage for the sealed piece’s actual weight, size, shape, destination and service. Use a scale or ask a USPS clerk.
For anything deadline-driven — dispute letters, legal notices, applications — copy this layout so it clears OCR on the first pass:
456 OAK LN APT 12
SPRINGFIELD IL 62704
STAMP
HERE
ACME CORPORATION
1234 BUSINESS PKWY STE 200
NEW YORK NY 10001-1234
Common Myths vs. USPS Realities
People often decorate envelopes in ways that actively sabotage the delivery process.
Four checks before mailing
Check the destination
Confirm the recipient, unit and current address in a clear standardized format.
Check return details
Include your return address in the appropriate area and keep other markings from obscuring the destination.
Check postage and service
Check the complete sealed piece’s weight, dimensions, destination and service before paying postage.
Keep the mailing record
Retain copies and the actual receipt or tracking information when the mailing needs a record.
Myth vs. Fact
“Writing ‘FRAGILE’ or ‘DO NOT BEND’ on the envelope means the mail carrier has to treat it gently.”
Handling words do not replace suitable packaging or the correct service. Ask USPS about rigid or unusual pieces rather than assuming one surcharge solves every case.
“Using a wax seal makes the letter look professional and secure.”
Wax seals and other rigid or raised decorations can interfere with automated processing. If you use one, take the piece to a post office counter and ask whether it requires extra packaging, a nonmachinable surcharge, or another mailing service.
Check the complete mailpiece before paying
Weigh the sealed item, including inserts, rather than estimating postage from a sheet count. Size, thickness, rigidity, shape, destination and service can change the postage or eligibility. A Forever stamp is not universal permission for every envelope. Use the current USPS calculator or a clerk for an unusual piece.
For a deadline-driven document, confirm the receiving organization’s rule: mailing date, delivery date and accepted method can differ. Certified Mail is a service option, not proof that every legal deadline has been satisfied. Keep a copy and the actual receipt or tracking information.
Verify the destination and handle a return
Confirm the recipient’s current address, unit and postal code before copying it onto the envelope. Use the destination country’s addressing rules for international mail. A Global Forever stamp is one option for eligible mail, not the only way to pay international postage.
If mail is returned, read the endorsement and correct the cause before remailing. If it is missing, use the USPS missing-mail process and the applicable eligibility window. Retain the mailing date, sender/recipient addresses and identifying details; do not assume every nonreturnable piece follows the same recovery path.
Frequently Asked Questions
Is one Forever stamp enough for every envelope?
No. Weight, shape, thickness, destination and service matter; check current USPS requirements.
Must international mail use a Global Forever stamp?
No. It is an option for eligible mail; affix the correct postage using an accepted method.
Does Certified Mail satisfy every deadline?
No. Check whether the recipient requires mailing, delivery or another accepted method by the deadline.
Should I estimate weight by sheet count?
Weigh the complete sealed item, including inserts.
What if the envelope has a wax seal?
Ask USPS whether packaging or a different rate or service is required.
Is ZIP+4 always required?
Use the applicable addressing requirement; it is not a universal requirement for every ordinary personal letter.
Can punctuation never appear in an address?
USPS allows punctuation to be omitted; clear standardized formatting matters more than an absolute ban.
What should I keep if mail is missing?
The mailing date, addresses, receipt/tracking and identifying details.
HowMira is an independent educational site – not the USPS. We cannot track your mail or find lost letters. File a Missing Mail Search directly on USPS.com.
If mail goes missing
Check current USPS Missing Mail eligibility and tracking before submitting a search. For time-sensitive documents, follow the recipient’s accepted mailing and delivery requirements.
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Sources & further reading
Guidance reviewed October 14, 2026. Follow the current official instructions for the actual location, product and intended use.