- Always include a return address. Whenever possible, include a contact person and the organization name, along with the specific mailing address for the sender. List the contact's complete name (i.e. John Smith instead of Mr. Smith). Use the first name, last name and middle initial if you know it (e.g., Mr. John M. Smith). This can reduce the likelihood for confusion in large organizations where multiple staff share similar names. For large companies, include the department or division name. Some addresses have mail stops; if you have one it should be included in the address as well.
- Standard business correspondence uses formal salutations and addressees. The recipient address starts with the recipient name with his title and full name. Include the company name. The same rules apply for the additional address components (i.e., using a department or division name or mail stop). Avoid abbreviations except for the directional description (use 123 S. Main Street, Suite 309 instead of 123 S. Main St., Apt. 309). Include city, state and zip code.
- Use a label that is appropriate for the size package being sent. Use a standard mailing address label (1 inch by 2-5/8 inches) for a standard letter. Use a white label. You can make it easy on yourself and use self-adhesive labels that can be purchased at any office supply retailer. If you don't use a self-adhesive label, use tape instead of glue to affix the label. Only use the tape on the edges to ensure that the full label is legible. You can handwrite a label if the handwriting is neat, but it's always preferred to use a word processing to create the mailing label. Larger packages should have a larger mailing label.
