How to Address Business Mail

The first impression you make when communicating through the mail is often when the recipient picks up the envelope. This holds true whether the sender is a job applicant or a business approaching customers and other businesses. Also, properly addressed business mail travels through the postal system and gets delivered with more speed and accuracy than improperly addressed mail. The addresses on the envelope should be neat and written in dark ink, or typed, so they can be read easily.

Things You'll Need

• Envelope
• Pen, or typewriter or printer

Instructions

1. Write your name and address in the upper left-hand corner of the envelope. Your name goes on the first line followed by street address on the second line. City, two-letter state code and ZIP code are on the third line.

2. If you are sending the mail from a company as a representative of the company, put your title directly beneath your name, followed by the company name on the third line with the street address on the fourth line and the city, state code and ZIP code on the fifth line.

3. Write the recipient's information in the center of the envelope. Begin with a formal salutation such as Mr., Mrs., Dr., as appropriate. Follow that with the recipient's name and, on the second line, his job title, followed by the company name on the third line. The last two lines are for the street address and the city, state code and ZIP code.

Tips & Warnings

• If you are handwriting the envelope use block letters. The improved legibility will make it easier for the post office to process your mail.

• Always use the two-letter state code.

• ZIP code stands for Zone Improvement Plan code.

References

• "Little, Brown Handbook," Fowler, Ramsey, and Aaron, 2001
• USPS