How to write an effective address on envelopes to send to partners

If you want your messages to reach your recipients in a timely and accurate manner, there are many things you can do to help achieve your letter writing goals. A properly addressed envelope makes life easy and helps ensure the letter gets to the right person, in an efficient time.

Table of Contents

Steps

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Choose simple colored envelopes. Avoid using fancy envelopes when it comes to commercial transactions, or any other formal transactions such as government or court documents.

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Use only black or blue pens. Follow the pen rule if you’re writing directly on the envelope. Some other colors are distracting and create a lack of professionalism that risks leaving the letter in someone’s dispatch tray.

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Try to print out a sticker instead of writing the address by hand. Printed labels are easy to read and look professional right out of the box. This may seem unnecessary, but if your handwriting is sloppy, it’s wise! When printing, use Times New Roman, Geneva, Verdana. Avoid using any other typeface that makes it difficult to read (both with the naked eye and with postal scanners).

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In the address section, make sure to mention the correct “attention to” details. Use “ATTN:” or “Attention” to highlight the right person to read your message. If an exact name is not available, specify the title. This comment should be added before the recipient’s street address.

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Write the full address. To avoid any mistakes, don’t assume that people reading your address will know what your initials mean. Furthermore, don’t even assume that a few abbreviations will be as common as you think! Just to be sure, spell out the country, city, and person names.

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Check with the United States Postal Service (USPS) if in the US or your local postal company. In Vietnam, contact the Vietnam Posts and Telecommunications Group (VNPT) to confirm the address. To avoid any mistakes, use a number of tools to double-check and standardize addresses so that messages are sent as quickly as possible. To be sure, spell out the name of the town and recipient clearly.

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Place the address in the center of the envelope. Use bounding boxes to keep the address in the middle as much as possible, leaving space below, above, and to the side of the address box.

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Add mailing address details. This is important for returning mail if there are any errors in the mailing process. Write down your return address details clearly, or use a sticker that has the detailed address pre-printed. Use the correct mailing address – consider whether it’s your home, work, company, or other address. For example in North America, put the return address in the upper left corner of the envelope (to the left of you when looking at the envelope). In other countries, it is common practice to write the return address on the other side of the envelope, where the envelope is taped, although some companies tend to prefer the front.

Advice

Write some important additional information in the reply-to address box on the front of the envelope, or in the upper corner opposite the stamp. Use uppercase for additional cases. A few examples include:
- ARRIVE:
- FROM:
- SECURITY
- ONLY FOR RECEIVERS
- SECRET
- REPLY ASAP/INSTANTLY
- URGENT

Steps

Advice

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