How to Address an Envelope (7 Steps Visual Guide)

Do you want to send an invite or courier to your friend or family but don’t know how to address an envelope? Many of the people, no matter their literacy, are not familiar with how they can write an address on an envelope.

In this era of technology people also use to send gifts or invitations through mail. That’s why they need to have an envelope. To send the envelope to the right person they have to write their own address on the envelope at the top left corner. And also make sure to write the delivery address in the center of the envelope. At last you just need to attach a stamp at the top right corner of the envelope.

If we don’t write the mailing address at the right place on the envelope, it will not be accepted by the mailing or courier company. They will return it to your mentioned address. If the address format is wrong then it will be returned to you. So you have to learn how to address an envelope in the right way.

Why do people use envelopes? People use envelopes for giving invitations to their friends like marriage invitation, birthday party invitation, office annual dinner and dating to her girl friends. About 50 years ago it was the time when people used to send a message of death through the mailing service. Did it happen to you?

Imagine if the address is wrong then how people could reach to their loved ones' last betrayed time. So it is very important to learn it. How would you feel if you told me in the comments about your feelings?

I try my best to discuss all the steps visually for proper understanding about how to address an envelope in this story. Let’s discuss those steps one by one.

7 Visual Steps on How to Address an Envelope?

I call addressing envelope steps visual steps because I will help you to have proper understanding of these steps. You will not make any mistakes after reading this proper guide. Moreover I will attach screenshots to check where to write and where to use commas, hyphens etc.

Step 1: Choose Your Desired Envelope (Attractive)

As you know for any work the first step is basic and very important for the next process. In the sayings here for addressing an envelope you should have an envelope. But there is a little bit of confusion because there are many types of latter available in the market.

What we need to buy for sending mail depends upon you. If you want to send a wedding invitation, you can buy an envelope without a window. If you are going to send a letter to any of the companies then you need to buy an envelope with a short window in the lower left corner.

If you are working in college or university or any other educational institution then you need to have an envelope that should be large in which the form will adjust without folding it.

4 Types of Envelope for Sending Mail

Here are all the types of envelopes that you can use according to your need.

1. Regular Postcard Envelope (Birthday, Wedding invitations)
2. Traditional Letter Type Envelope
3. Weird In Between Size Envelope
4. Big Size Envelope without Window

As your first step, you need to select an envelope from these types according to your requirement and then follow the next step on how and where you can write the sender address on the envelope.

Step 2: Write Sender Address at Top Left Corner

Before I start discussing the format of writing the sender address or return address I want to share that you just keep in your mind that always write the address on the envelope on the front side never on the back side of the envelope.

After you have chosen the envelope, now you just need to have a pen to write an address on it. At first you need to write your own address that we call sender address.

Write the full name, street and apartment no and state ZIP+4 code at the top left corner of the envelope. Just like the image below.

Step 2.1: Write Your Full Name or Company Name in the First Line

While writing the sender address on an envelope the only thing you need to do first is write your own full name with capital letters or title letters without any cutting at the top left corner of the elope.

Step 2.2: Write Apartment or Suite Number In the Second Line

After you wrote your full name now you need to just write the apartment or suite number in the next line. This sequence will definitely help to find the right person for the courier company if your recipient will not find.

Use the comma to separate the apartment or suite number.

Step 2.3: Write Street Address Exactly

In the 3rd line now please write only your street number. This will be your house accordingly.

Step 2.4: Write City State and ZIP+4 Code in the 4th Line

Now you have to write the city name then write a comma and then write the State name and then again separate ZIP+4 code with comma.

Step 3: Write Recipient/Receiver/Delivery Address in the Center of Envelope

Now the most important step to address an envelope is to write the receiver or recipient address at the center of the envelope on the same front side where you have written the sender address.

Step 3.1: Write Your Full Name or Company Name in the First Line

Write the individual name of your friend or family on the front side of the envelope. Also take care are you writing this recipient address in the center. I write a company name to which I want to send envelope.

Step 3.2: Write Apartment or Suite Number In the Second Line

Same as we wrote in above steps you need to write the apartment name or plaza height in which your recipient is living permanently not a rest house. Because when a courier company or post office master will reach your address, then there should be anyone available who can receive it.

Otherwise it will be returned to your own address that you have wrote in the left top corner of the envelope.

Step 3.3: Write Street Address Exactly

Next, write the street address as I wrote in the image I attached below. This image will help you to write perfectly and correctly. Just Follow my pictures. The street address will be in the 3rd line.

Step 3.4: Write City State and “ZIP+4” Code in the 4th Line

At last the city name which is most important and then the state name you have to provide on the envelope. ZIP code is also very important. This is area vise code that is exactly allocated to specific areas.

If you did not know your ZIP+4 code you please scroll down and read the instructions after the 7 complete steps.

Step 4: Attach Stamp on the Right Top Corner

The most important step after you have learnt how to address an envelope is to attach a stamp in the top right corner of the envelope. Keep in mind that attach this postal stamp in the same front side where you wrote both your sender and Recipient address.

Now you have written the address to the envelope correctly without cutting or making a mistake. Next step is to go for courier service.

Step 5: Send You Envelope Mail Using Mailbox or Post Office

As you are writing mail because you have no time to go yourself to your friend's family or colleague. Sometimes some of the news like birthday remembrance, birthday card and wedding card invitation that you want to send surprisingly.

To give this surprise, follow the above 4 steps perfectly and then go to the mailbox and after indulging your letter in your envelope, please enter it into the mailbox. Otherwise you can get private courier services like M&P and international supported courier companies.

You should also visit the blue collection box or post office. These are the companies that will take your envelope from you and provide it to the right person at the right address you provided on the envelope.

Step 6: Choose the Cheapest Company for Sending Envelope

Everyone is eating with hard work. He she will definitely look to save his her money. That’s why addressing an envelope is not ending here. You need to calculate the service fees of different courier companies and then choose the one which provides you a cheaper rate.

I recommend you please contact the Post Office if you want to send your envelope internationally. Please tell me in the comments any other cheaper experiences from the USA to any other country.

Step 7: Track Your Envelope ( Either I has been Delivered or Not)

When you hand over your addressed envelope you will be worried whether it has reached the address you mentioned on the envelope or not. In order to overcome this stress you only need to track it.

You can only track your envelope if you pay extra charges while you went to the courier company and pay to send it to your recipient address. They will give you a delivery code that is your envelope tracking ID.

Tracking is unavailable for first class mails. If you pay extra charges then you can track it because your letter is sent by Priority Mail Express or Priority Mail service.

Tracking will provide you the live status of your letter. Either it is reached to the mentioned recipient state or the biker is going to deliver it on the location. When it is delivered then that status will be shown on the website against which your tracking ID is “delivered”.

How to find the "ZIP+4" Code

To find the Zip+4 code from a five-digit Zip code, you have a few options:

• USPS Website: The USPS website has a tool called "Find a ZIP Code" that allows you to input the five-digit Zip code and address to get the corresponding Zip+4 code.
• Local Post Office: You can also contact your local post office and provide them with the five-digit Zip code. They should be able to provide you with the corresponding Zip+4 code.

It's important to note that the Zip+4 code is a 4-digit code appended to the original 5-digit Zip code. It helps the USPS sort, route, and deliver mail more efficiently. The last 4 digits of the 9-digit Zip+4 code usually represent 6-20 delivery points on a USPS carrier route.

How to Write Envelope for Invitation Sending 3 Family Members but Their Last Names Are Different

If all three individuals are adults, the most formal and considerate approach is to address separate invitations to each person. However, if you’re sending a single envelope (e.g., for a family invitation), you can list their names together in order of age or precedence (e.g., parent first, followed by children). For example:

Formal Version:

• Ms. Anne Smith-James, Miss Grace James, & Mr. Jake Graham
• 1 Madeup Street
• City, State, ZIP

Simpler Version (if formality isn’t a concern):

• Anne, Grace, and Jake
• 1 Madeup Street
• City, State, ZIP

If the children are minors, you can address it to the parent with "and Family" (Ms. Anne Smith-James and Family), though including each name is more personal.

Ultimately, the best choice depends on your relationship with the family and the level of formality you want to maintain. The postal service will deliver it as long as the address is correct.

How to Address an Envelope for 2 Professional with Different Title

When you are going to address an envelope to two professionals with distinct titles (e.g., a doctor and an IT manager), the most respectful approach is to list them alphabetically by last name or in order of relevance (e.g., if one is the primary recipient). Here are two options:

1. Alphabetical Order (Formal & Neutral)

• Dr. Sarah Chen & Mr. David Park
• [IT Manager]
• 123 Business Avenue
• City, State, ZIP

Some prefer "Mr." for non-medical doctors, but if Dr. Park holds a Ph.D., you could use "Dr." for both.

2. By Relevance/Hierarchy (If Applicable)

If one title holds precedence (e.g., for a medical or formal event), you might list them accordingly:

• Dr. Sarah Chen
• Mr. David Park, IT Manager
• 123 Business Avenue
• City, State, ZIP

Key Tips:

• Titles Matter: Use "Dr." for medical doctors or Ph.D. holders, and "Mr./Ms./Mx." for the IT manager unless they have another professional title (e.g., "Prof.").
• Avoid "& Family": Since this is professional, skip informal additions.
• Job Titles? Only include them if contextually helpful (e.g., formal correspondence).

How to Address an Envelope Internationally (AirMail)

If you want to send your envelope to another country let’s say from the USA to the UK then how will you address an envelope? It's very simple guys because you just need to mention the Country in the sender and recipient address in the last line.

Sender Address on Envelope for AirMail

• Full Name
• Apartment No
• Street No
• City, State, ZIP+Code
• Country

Recipient Address on Envelope for AirMail Internationally

• Full Name/Company Name
• Apartment No
• Street No
• City, State, ZIP+Code
• Country

How to address an envelope to a couple

Wondering how to address an envelope to a couple for your next invitation or card? It’s simple! For formal events, use “Mr. and Mrs. John Smith” if they share a last name. If they have different surnames, go with “Mr. John Smith and Ms. Jane Doe.” For casual notes, “John and Jane Smith” works perfectly. Knowing how to address an envelope to a couple shows respect and sets the right tone. Always double-check names and titles for accuracy

💌 Formal (married couple, shared last name)

• Mr. and Mrs. John Smith
• 123 Main Street
• City, State ZIP

💌 Formal (married couple, different last names)

Mr. John Smith and Ms. Jane Doe

• 123 Main Street
• City, State ZIP

💌 Informal (for friends or casual occasions)

• John and Jane Smith
• 123 Main Street
• City, State ZIP

OR

• John Smith & Jane Doe
• 123 Main Street
• City, State ZIP

✅ Tips:

• Use full names for formal occasions (weddings, official invites).
• Put both names on one line if they fit; otherwise, break into two lines.
• Alphabetical order is fine for different last names.

(**) (**) (**) (**) (**) (**) (**) (**) (**) (**) (**) (**) (**) (**)

If you tell me the specific couple’s names or the event type in comments (wedding, party, holiday card), I can draft the exact wording for your envelope.

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Summary

In short the most important thing is to take care about the format and placement of the address. The sender or your own address should be in the top left corner of the selected envelope from its types. The types of the envelopes are also needed to focus on.

Then write the recipient address at the center of the front side of the envelope. The same side where you wrote the sender address.

After that attach a stamp in the top right corner of the envelope. Then go to the courier companies to check service charges. You please choose the one which is cheaper. After that You can pay extra for getting Priority Mail service which is necessary for tracking of your envelope delivery at the right address.

FAQs

Can we write one address on an envelope for 3 members of the same family?

If all the 3 members of the same family are adults then you can address an envelope with a single recipient address. No need to write 3 separately. You can only mention all the 3 names separately.

How to address an Envelope?

There are six steps to address an envelope. Firstly you need to select the envelope type, after that write the sender address at the top left corner of the envelope. Third you need to write the recipient address in the center and a stamp in the top right corner. You can send an envelope through MailBox or choose the cheapest courier company. If you want to track your envelope please pay extra for the Priority Mail Service.

Can we send a letter internationally?

Yes, why not you can send your letter internationally by just writing the country name in the send and recipient address. You can send it to Air Mail service provided by different companies like M&P.

How can I track my envelope after mailing it?

You can track your envelope letter or courier by just paying extra charges for getting Priority Mail Service. Tracking is unavailable for First-Class Mail.

What is ZIP+4" Code in addressing an Envelope?

A ZIP+4 code (also called a "plus-four code" or "extended ZIP code") is a 9-digit version of the standard 5-digit ZIP code used by the US Postal Service (USPS). It helps mail get delivered faster and more accurately by narrowing down the location to a specific group of addresses like a building, floor, or even a side of a street.