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How to address a job application envelope.

A job application is the key to unlocking career opportunities. Job applications with well-done resumes and correct information may lock-in an interview. Because it is important to make the right first impression, it is crucial to properly put together the entire job application letter, including the envelope. Thankfully, addressing an envelope to a possible employer is a much easier task than filling out the enclosed application.

Write your name in the top-left corner of the envelope. Follow your name with your address. An example of a name and address format you might use on the envelope would be:

FirstName LastName 1234 Easy Street City, ST 00000

Write the employer address in the center of the envelope. Usually, job applications have a return address listed on the form. If this is the case, write the address exactly as it is listed on the form. If an address is not listed, use a general setup for the address, making sure to alert the correct department. For example, an address you may use would be:

Company Name ATTN: Human Resources Department 12345 Company Address RD City Name, ST 00000

Place a stamp in the upper-right portion on the envelope. Once the job application is neatly folded and placed inside, a stamp is affixed and the envelope is sealed, your application will be ready for mailing.

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Addressing an envelope to mail a letter isn’t really a common task anymore. (Thanks, email!) But there’s always a chance a situation might pop up where you need to know how to properly address a letter envelope. Everything from sending out wedding invitations to paying bills requires you to know how to address envelopes.

If you don’t know how to address an envelope, you’re in the right place! This article will tell you everything you need to know about addressing an envelope if you’re sending letters in the United States . In this article, we’re going to cover the following info: 

• A full explanation of how to address a letter envelope
• A detailed example of how to write address on letter envelopes (photo example included!)
• Descriptions of how to address letters in specific circumstances, including PO boxes, apartment addresses, and overseas letters to the U.S.

Are you ready to learn how to address an envelope? Then let’s get started!

How to Properly Address an Envelope: The Basics

Addressing an envelope is pretty simple once you understand the overall format. Let’s start with the most basic thing you need to know about how to address an envelope: which part of the envelope you write on !

An envelope has a front and back side. The front of an envelope is blank, and the back of an envelope has a flap and seal. You write and place your stamps on the front of an envelope. 

Once you’ve checked to make sure your envelope is in the right position, you’re ready to start addressing it. So what is the proper address format for a letter? There are three components to addressing an envelope: the recipient’s address, the return address, and the postage. We’ll start with explaining how to address letters to recipients in the U.S. and cover how to address letters to Canada later.

The recipient's address goes in the center of your envelope, right in the red square. (FYI: there won't be a red square on your actual envelope.) 

Writing the Recipient’s Address

The recipient’s address is the address that you want your letter to be sent to. You write the recipient’s address horizontally and vertically centered, or right in the middle of the front side of the envelope. To write the recipient’s address properly, you need the following information: 

• The recipient’s full name
• The recipient’s street address
• The recipient’s city, state, and zip code

When you write the three parts of the recipient’s address, each part listed above gets its own line. A properly formatted recipient’s address will look like this on an envelope: 

Mortimer Smith  1234 Street Name St. City, State  Zip Code

In the example address above, you see that the recipient’s name appears on the first line of the address. Below that, you write the recipient’s street address. On the bottom line, you write the recipient’s city and state, separated by a comma, and the recipient’s zip code at the end. 

This is how you write the recipient’s address on an envelope when the recipient just has a basic residential address. We’ll talk more about how to write more complicated addresses (like apartment buildings and PO boxes) a bit later. 

The return address on your envelope should be in the top left corner. (Basically it should end up where the red square is on this example!) 

Writing the Return Address

The return address is the other main piece of a properly addressed letter . The return address is typically the same as the sender’s address. It’s called the return address because if the recipient can’t receive the letter for some reason, it will be returned to the sender. That way your letter--or your bill!--doesn’t just disappear. 

Most of the time, the return address will be your home address. The return address should be written in the upper left hand corner of the front of the envelope. Like the recipient’s address, the sender’s address is broken down into three pieces that are written on separate lines. The sender’s address should usually look like this: 

Mickey Mouse 90 Main Street  Orlando, Florida  32825

So, just like the recipient’s address, the return address should include your name or the sender’s name on the first line, the sender’s street address on the second line, and the sender’s city, state, and zip code on the third line. 

The stamp on your envelope should go in the same spot as the stamp on this one. Just make sure you're using the correct postage! 

Adding Postage

You probably already know that sending letters costs money in the form of stamps or other postage. If you’re mailing a letter from home, you’ll need to purchase stamps to add to your letter to cover the cost of mailing it. Most of the time, you can purchase stamps when checking out at the grocery store or from your local post office. 

When mailing standard letters within the United States, you usually only need to include one Forever stamp . Bigger envelopes or packages may require additional postage. 

So where do you place stamps on an envelope? Stamps should be placed in the upper right hand corner of the front of an envelope . People usually try to place the stamp pretty close to the edges of the envelope. 

Some people prefer to mail letters directly through the post office. If you choose to do this, you can take your letter to the post office and have them handle the postage. When the post office adds postage to your letter and mails it for you, you’ll just pay the post office instead of buying stamps. 

Keep in mind that the number and type of stamps you’ll need depend on what you’re mailing. An average letter will require a different number of stamps than a manila envelope full of heavy documents. If you’re ever unsure about how many stamps you should put on your envelope or what the best way to mail your letter is, you can always call and ask your local post office or check the USPS website .

Sending a letter to Canada? Follow the special instructions below. 

How to Address a Letter to Canada

You may have a situation where you need to address a letter to Canada. Addressing a letter to Canada is very similar to addressing one to a U.S. recipient, but there are a couple of differences you need to know. 

There are four lines that you need to include in the recipient’s address for a letter to Canada : 

• The street address
• The city, province, and postal code
• The name of the country

So a letter envelope addressed to a recipient in Canada would look like this: 

David Rose 567 Walnut Street Toronto ON MSV 1J2 Canada

Now, let’s talk about how this Canadian address is different from a U.S. address. First, Canada has provinces instead of states. This means you’ll need to know the Canadian province that the recipient lives in. In the example address above, “Toronto” is the city in Canada where the recipient lives, and “Ontario” is the province. 

Postal codes also look a little bit different in Canadian addresses. In this example, the postal code, “MSV 1J2” appears at the end of the third line of the address. Unlike U.S. postal codes, Canadian postal codes include both letters and numbers. Be sure to pay close attention when writing the postal code to ensure the letters and numbers are in the correct order. If you aren’t sure which province the recipient lives in or what their postal code is, you can look it up on the USPS website or the Canada Post website . 

Finally, the name of the country should be written on the fourth and last line of the recipient’s address. If you’re sending a letter to Canada, just write “Canada” on the fourth line! That’s the last step to writing the recipient’s address on a letter to Canada. 

You’ll also need to include a return address in the upper left hand corner of your envelope. It should be formatted just like the return address on any other letter: your name appears in the first line, your street address in the second line, and your city, state, and zip code in the third line. 

The only major difference in writing the return address on a letter to Canada is that you will also need to include your country on the fourth and last line . So if you’re writing from the U.S., you will simply write, “United States” on the fourth line. 

The last thing you’ll need is postage . Postage rates from the U.S. to Canada can vary based on the size and weight of the letter and the location you’re mailing to and from. To find out the correct number of stamps or cost of postage, use the Canada Post Rate Calculator . 

How to Write Address on Envelopes: Picture Example

When it comes to how to address an envelope, having a visual example can help you know you’re getting it right. Here’s an example of what a correctly addressed envelope looks like: 

This example includes the recipient’s address, return address, and location of postage. You can use the spatial layout of this example as a guide too. The return address and recipient’s address on your envelope should be in about the same place as the ones you see in this example. 

4 Other Examples of How to Fill Out an Envelope

Now that you know the basics of how to address an envelope, let’s look at some specific types of addresses. Formatting addresses for mailing can differ depending on the type of residence of your recipient and where you’re mailing from. We’ll cover the basics of how to write an envelope address for PO boxes, apartment buildings, businesses, and U.S. recipients from overseas senders below. 

How to Address a Letter to a PO Box

When it comes to how to write an address on an envelope for a PO box, there are a few things you need to know. A PO box, or post office box, is a lockable box that’s located in a post office . Some people choose to receive their mail at PO boxes, and some countries only use PO boxes to deliver local mail. If your recipient has a PO box, you have to include that info in the address on the envelope. 

To address an envelope to a PO box, you’ll replace the street address information with the PO box number . If you’re writing the address with a PO box on an envelope, it should look like this: 

Lara Jean Covey PO Box 123 Portland, OR 97214 

In the example above, the PO box and the box number replace a normal street address. Including the correct PO box number ensures that your letter gets to the right place! 

How to Address a Letter to an Apartment Building

To properly address an envelope to an apartment building, you need to include the street address, the building number, and the recipient’s unit number. 

When addressing an envelope to a recipient who lives in an apartment, the address should look like this: 

Rachel Green 90 Bedford St, Building A, Apartment 2 New York, New York  10014

In this example, the street address appears on the second line, followed by the apartment building number and the number of the recipient’s apartment unit. 

With all of that information, addresses for apartments can sometimes be a little long. If you can, try to fit all of the information about the street address, building, and apartment number on the second line. If it gets too long, move the building and apartment number to the third line. 

If you aren’t sure about how to write the recipient’s address, you can always call their apartment complex to get this information, or check with the U.S. Postal Service. 

How to Address a Letter to Someone in an Office Building

Correctly addressing an envelope to a person at a company ensures it will end up in the right hands. When addressing an envelope to someone who works in an office building, you need to include a couple of extra elements on your envelope. 

When writing out the recipient’s name and address, you should include the abbreviation “Attn” followed by a colon before the recipient’s name, like this: 

Attn: Michael Scott

“Attn” stands for “attention,” which means that the letter should be brought to that person’s attention within the company! 

Below the company name, include the name of the recipient on the next line. The company’s address goes on the line below that. The company’s delivery address will most likely include the company’s street address and the suite number of the recipient. On the fourth and final line, write the city, state, and zip code. 

The full recipient address on a business envelope should look like this: 

Dunder-Mifflin Paper Company, Inc. Attn: Michael Scott 1725 Slough Avenue, Suite 4 Scranton, Pennsylvania  18505

  You may see something like “C/O" in front of the recipient’s name instead of “Attn” in some examples. That’s okay: the “C/O" means “care of,” and it works exactly the same way as “Attn.” Both “C/O" and “Attn” will ensure your letter goes to the right recipient when you’re sending a letter to a business address. 

The return address on a business envelope should read exactly like the return address on regular mail. And when it comes to postage, check with the U.S. Postal Service. If you’re mailing larger envelopes, you might need multiple stamps or postage.

How to Address a Letter to Someone in the U.S. From Overseas

If you’re mailing a letter to the U.S. from another country, you have to include a couple of extra elements on your envelope. The main things you need to include on an envelope to someone in the U.S. from overseas are the name of the country and international postage. 

An address on an envelope to someone in the U.S. from overseas should look something like this: 

Olivia Pope 1111 Pennsylvania Avenue Washington, D.C.  20500 U.S.A

So when you write a letter to a U.S. recipient if you’re out of the country, you include the recipient’s name in the first line, the street address in the second line, and the city, state, and zip code in the third line. The one additional thing you must include is the name of the country in the fourth line of the address. 

What about if you need to mail a letter from the U.S. to another country? Depending on the mailing service you’re using, there may be additional forms you need to fill out in order to send your letter. You can find out the requirements for mailing to different countries by checking the USPS Global Express website . You might consider using a service that assigns tracking numbers to letters and packages. That way you can ensure your letter arrives at its destination successfully. 

You also need to include the right kind of postage for international mailing. You can purchase international stamps from your post office. These are the kind you will need to send international mail to the U.S. You can find out the correct postage for your letter by checking the USPS postage rates and prices website . Global Forever international postage stamps currently cost $1.20 apiece.

What’s Next? 

One type of letter you may have to address during your college application process is a letter of recommendation . You can learn all about letters of recommendation in this article ! 

Not all letters of recommendation are equal, though . Here’s an example of what a great letter of recommendation should look like . 

Did you know you may need letters of recommendation for your job search, too? Here’s a rundown of what a professional letter of recommendation looks like ...and helpful tips about asking for them. 

Ashley Sufflé Robinson has a Ph.D. in 19th Century English Literature. As a content writer for PrepScholar, Ashley is passionate about giving college-bound students the in-depth information they need to get into the school of their dreams.

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How to Address an Envelope to a Prospective Employer

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Proper Way to Write a Cover Letter

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• How to Greet Someone When You Email Your Resume
• Email Format for a Follow-Up Resume

When you send a letter to a prospective employer, you have two goals: You want to make sure it gets delivered to the correct person in a timely manner, and you want to make the right impression on the person receiving it. Whether you’re sending a job application, resume, materials requested after an interview or an interview follow-up thank-you letter, it’s important to know how to properly address the envelope.

Get the Correct Information

To begin with, make sure you get the correct name and title of the person you’re sending the letter to. In some cases, you might be sending in a blind letter, meaning you don’t have the name of the person who needs to get it. This often happens when you’re replying to a want ad or sending in a resume cold.

If you’re not sending a blind letter, see if you can find the person’s LinkedIn profile. This will have their name and job title posted the way they want it known. People don’t always update their LinkedIn profiles, however, so search the company’s website for a staff directory to confirm the details, as well. The person might have changed jobs and hasn’t updated his title, or the company website might list someone who has since left.

You can also call the company and ask to speak with the human resources department, asking to confirm a particular employee’s name and title and any address information you need to know (such as a department name, floor number or suite number).

The Return Address

Put your return address in the upper left-hand corner of your envelope. Use the same name and address as you use on your cover letter stationery and resume. Envelopes often get tossed, especially if the person receiving the letter has an assistant who opens and sorts her mail for her. However, the recipient might request envelopes that come with resumes or other items from job candidates so she can check on their professionalism.

For this reason, you might want to use your printer to create a return address sticker (as well as a recipient address sticker), rather than hand-writing the addresses. You can buy address labels at your local office products store or buy them online.

The Recipient Address

Use the recipient’s name and title, using an honorific prefix if you think it’s appropriate, recommends Mvorganizing.org . For example, you might address the letter Mr. Robert Smith or Ms. Maria Delgado. If you use “Mrs.” or “Miss,” you increase the chances of offending the recipient, so stick with “Ms.”

While more and more people are asking to be recognized by new gender designations, it’s a recent-enough phenomenon that professionals who don’t use a gender probably won’t be personally offended if you don’t know them and use “Mr.” or “Ms.”

If you are sending a blind letter, do your best to designate who should get it. For example, you might write, “Human Resources Director” and then the company’s address. If you want to get directly to the person who will be your boss (and bypass HR), you might address the letter to “Marketing Director” and the name of the company.

If possible, try to find the correct title at this company for a position. In the case of marketing, it might be “Chief Marketing Officer” or “Communications Director.”

If you are responding to an ad for a nonprofit organization or other entity that is using a committee to hire for a position, you might address the letter with the position name and “Search Committee”; for example, if you're applying for a managing editor position, you might use “Managing Editor Search Committee.” You would address your letter that way in the address area and then use the salutation, “To Whom It May Concern,” or “Dear Committee Members” on your cover letter.

If the person is a doctor, use that title whether it’s a medical doctor, Ph.D. or other professional, such as a doctor of optometry – anyone who has earned any type of “doctor” title likes it being used. Do not use both a title and abbreviation, such as Dr. Douglas Melzer, OD (skip the OD).

You don’t need to include a person’s professional identifier, such as Lysa Parker, CAE. Those are usually self-identifiers people use to let others know their professional status. So, Dr. Jonathan Smith, is acceptable, but Jonathan Smith, Ph.D., isn’t appropriate.

Add as much information as possible, such as the department name, suite number and ZIP + 4 number if you can find it. No matter how common someone’s name seems, look it up and verify the spelling. Many a John Smythe has received letters addressed to John Smith.

The Basic Format

There is no “correct” job application letter envelope format accepted by everyone. However, in most cases, your envelop address setup should look like this:

Ms. Maria Delgado

Human Resources Director

ABC Company

222 Main Street, Suite C

Atlanta, GA 30306

If you're not using an oversized envelope and are folding your letter to fit into a regular #10 envelope, use the same stationery for the cover letter, resume and envelope if you can, recommends Northern Arizona University .

• Mvorganizing.org: How Do You Address a Prospective Employer on an Envelope?
• Northern Arizona University: Cover Letter Example
• Emily Post: Professional Title Etiquette: When to Use Your Dr. Title
• Editing and Writing Services: Titles Used in Articles and Correspondence

Steve Milano is a journalist and business executive/consultant. He has helped dozens of for-profit companies and nonprofits with their marketing and operations. Steve has written more than 8,000 articles during his career, focusing on small business, careers, personal finance and health and fitness. Steve also turned his tennis hobby into a career, coaching, writing, running nonprofits and conducting workshops around the globe.

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• 1 How to Address Someone When Seeking Employment in a Letter
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How To Address An Envelope: What To Write On An Envelope

We all know the basics of what to write on an envelope, and you’ve probably addressed hundreds of envelopes. But unless you’ve read through the US Postal Service requirements meticulously, it’s very likely you’ve been missing some little-known facts about addressing envelopes. Unknown to many, the US Postal Service has very detailed requirements for how they want their mail addressed. To help you learnwhat to write on an envelopeand fulfill those requirements, we’ve listed the most commonly missed USPS requirements .

• Addresses cannot be written in pencil.  An address should be in ink – either written in pen or typed.
• Everything should be in capital letters.  Whatever is written on the face of the envelope should be written in all capitals. While most mail is sent and carried without capitalized letters, it’s preferred for every line of the address to be capitalized.
• There should be no punctuation.  When you were taught what to write on an envelope,chances are you learned to write “Mr. and Mrs.” or “New York City, NY.” By USPS standards, this is incorrect. Regardless of numbers, titles, or abbreviations, there shouldn’t technically be any form of punctuation on your envelope.
• Only list the recipient’s full legal name.  The USPS prefers no other form of name, whether it be a nickname or initials, listed on the face of the envelope.
• Abbreviations should be used for streets, apartments, states, etc . For the full list of abbreviations acceptable to the USPS, try the links below:
• State abbreviations
• Secondary Unit Abbreviations
• Street Abbreviations

Here is an example letter address template to show you how to sign an envelope:

Don’t worry! Just because these are the technical requirements of the postal service doesn’t mean you can’t make your address more exciting. Your mail will still be processed and delivered even if it doesn’t match this formatting.

Where To Write Return Address?

How to write a return address on an envelopeis generally a question of placement. The format of a return address should be the same as the main address on the envelope. The traditional placement of the return address is in the top left corner of the envelope . However, it may also be placed on the back flap of the envelope. If you’re sending private mail, this is a great placement because it keeps the front of the envelope looking clean.

If you’re sending a formal or professional letter, it’s wise to stick with the traditional placement in the upper left corner. The recipient can quickly see where this letter is coming from and it keeps all contact information in one general area.

While these basic addressing formats are extremely important, there are even more occasions, titles, and countries that can make envelope addressing a little confusing. We’ve compiled a list of helpful guidelines for when you’re addressing in unique situations.  

How To Write an Address To A Business

If you’re addressing an envelope to a business, write the company name on the first line where you would normally put the name of an individual. Since the letter is to a business, you can replace the individual’s name with the name of the business.

If you’re addressing an envelope to an individual at a business, you need to add an additional line. To avoid any confusion, begin the first line with ‘Attn’  (the abbreviation for ‘Attention’) followed by the individual’s name. Below this should be the business’ name, and the rest of the address should follow traditional guidelines below.

How To Write A Military Address

Addressing envelopes to people in the military can be a little complex. We’ve broken it down to clear up any confusion.

Once again, the recipient’s name should go on the first line and always be preceded by their rank. While abbreviations are acceptable, try to write out their whole rank if possible.

If the recipient is single , the first line should include their rank and name only:

If the recipient is married , the husband’s rank and name should precede his wife’s. Even if both are in the service or if the wife outranks her husband, the name layout should still appear the same:

If a wife chooses to retain her maiden name , then her name should be listed separately from her husband’s along with her own appropriate title:

Once you have the recipient’s full name and rank on the first line, the next address lines should include their unit, box, and number . 

The last line should indicate whether it’s Air/Army post office, Fleet post office, or Diplomatic post office . These indicate which base the letter should be mailed t o .

• APO – Army Post Office, associated with Army or Air Force installations
• FPO – Fleet Post Office, associated with the Navy
• DPO – Diplomatic Post Office, association with U.S. diplomatic locations
• On the same line, indicate to which region this piece of mail is being sent.
• AE  if it’s being send to Armed forces in Europe, Middle East, Africa, and Canada
• AP  for Armed Forces in the pacific
• AA  for Armed forces in American

Lastly, complete the address with the appropriate zip code .  

How To Address An Envelope For International Mailing

How to label an envelopefor international mail can be a bit tricky because names and numbers might look a little different. However, sending international mail doesn’t have to be a headache. All you need to do is add the country below the last line.

Although writing the country below the address will ensure your mail’s safe arrival, there are more detailed and specific instructions you can incorporate into your international mail.

When addressing a letter to Canada, the formatting will mostly look the same. The only difference is a double space between the province and the ending zip code .  

Sending a letter to France should follow the same US postal standards. However, on the third line the postal code should come before the city and state . 

There are a couple different options for writing an address when you are sending a letter to China. First, choose between addressing your envelope in Chinese characters or pinyin. 

Pinyin romanization  was created to teach the Chinese language to Westerners. Instead of using traditional Chinese characters, they used English letters. This makes addressing mail much easier for those of us who haven’t brushed up on our Chinese characters. The formatting will look similar to mail sent through the US postal service, but there are a few differences to note.

Be sure to specify whether this letter is going to Taiwan or the mainland China . If the letter is going to Taiwan, it should be listed as “ROC” with a three-digit code on the preceding line.

Mail to mainland China should be listed as “PRC” with a six-digit code. After these abbreviations, include “China” or “Taiwan” for extra care.

How To Address A Postcard

Addressing a postcard is fairly straight forward. Most postcards will have a middle line dividing the card into two different sections. The section on the left is for writing the message and the section on the right is for writing the address. Some postcards don’t have a dividing line so it’s just a blank side. In this case, keep the address on the right side.

A return address is not required but if you choose to add one, place it in the top left corner. Since a postcard is usually sent from abroad, a return address is not necessary but it’s also perfectly acceptable. Just remember: writing a return address will cut into the space designated for writing your message.

Helpful Tip

To make your address stand out, try putting a border around your postcard. Maybe draw a box or add a decorative touch. This isn’t necessary and your letter will still be delivered without it. But this will help the postal service find the address easier, and it also adds a touch of personality to your mail.

For more details on how to address different collateral, check out our Ultimate Guide to Envelopes.  This source compiles a variety of potential recipients and how to address them.

Envelope Addressing Stencil

When you’re addressing an envelope, it’s hard to keep your address centered and the lines straight. A letter addressing stencilis a great fix for this problem. Using an envelope stencil helps you address your envelopes neatly. Here are a few links to some great envelope addressing stencils:

• Envelope and Address Stencil Ruler Guide
• Lettering Envelope Addressing Stencil
• Lettermate Addressing Guide

How to Make a DIY Envelope Stencil

If you don’t want to buy an envelope addressing stencil, you can make your own. 

Step 1:  Use a pencil to trace around your envelope onto a sheet of cardstock.

Step 2:   Use scissors to cut out the traced envelope shape from cardstock.

Step 3:  Determine the approximate size and location of your address area. Depending on how much space you want the address to take up, determine approximately where you’d like the top line of the address to fall.

Step 4:  Use a ruler and pencil to draw a line across the template where the first line of the address will go, as determined in step 3.

Step 5:  Draw a second line across the template that measures 3/8” above the first line. This will create the space where you’ll write the top address line.

Step 6:  Next, draw a third line across the template that measures 1/8” below the first line. This will create the space between the first address line and the second address line.

Step 7:    Continue drawing lines across the template to create 3/8” spaces for each address line, alternating distances of 3/8” and 1/8” apart to create a 1/8” space between each address line. (The sample shown includes space for 4 address lines, so there are four 3/8” spaces, plus three 1/8” spaces between each.)

Step 8:  Taking into account the approximate address area you determined in step 3, draw vertical lines across the template to cordon off the left and right edges of your address spaces. Make sure you have left enough horizontal space for writing longer names and addresses.

Step 9:  Using a metal ruler and an X-ACTO knife, cut away the rectangular 3/8” spaces from the center of the template.

Step 10:   Your template is now complete! If desired, erase any remaining pencil lines for a neat and tidy template you can use over and over again.

Step 11:   To use your new DIY envelope addressing template, align the template on top of an envelope that is the same size as your template, and inscribe your address in the blank spaces.

Address Labels

Envelope addressing stencils are great but sometimes you may send out more mail than you’re comfortable hand addressing. Thankfully, you have address labeling options.

Using Word and Excel, you can create your own address labels.

Step 1:    In an Excel spreadsheet, list the names and addresses of your recipients. Be sure to divide each piece of information by category, e.g. first name, last name, street address, city, etc. Don’t forget to label each column as well.

Step 2:   Next, open a new Word document. In this document, select the “Mailings” heading. Under this tab, click the option that says,“Start Mail Merge” and then click “Labels.”

Step 3:   T he drop-down menu should be on “Manual.” If it isn’t, make sure you change it. Select the product number that fits your needs and then hit “Ok.”

Step 4:   U nder the "Mailings" tab, click "Select Recipients" and "Use an Existing List." Select the excel list and hit "Ok." 

Step 5:   W ith the first record selected, click the option on the tool bar “Insert Merge Field.” You will want to individually select each option on the dropdown bar. As you select them, they will appear on your document. Add line breaks wherever is necessary.

Step 6:   N ext, select “Update Labels.” This will duplicate your text across your page.

Step 7:   Click “Preview Results” in the tool bar. This will add all the names and addresses from your Excel spreadsheet to your document.

Step 8:   I f this preview looks okay, go ahead and select “Finish and Merge” and “Edit Individual Documents.” Once you have done this, all your addresses should pop up on this new document and you’re set to print your labels.

You can also try envelope addressing services . There are printing or copy shops which print addresses directly on your envelopes. There are also online options for printing addresses. This will mainly be helpful if you plan to send a large quantity of mail. Choosing a local print shop is a great option, but online services save time. You don’t have to make phones calls or pick up orders; instead, just place an order online. Here are some services we recommend:

• Envelopes.com
• Vistaprint.com
• Simplytoimpress.com

Some of these services also provide r eturn address labeling. You have the option of getting your return address printed directly on the envelope, or getting labels made separately.  

If you want to go the extra mile, try spicing up your envelope just a little bit with handwritten addressing services. These not only make your envelope more beautiful but add a personal touch. Check out these sites to for hand addressed envelopes:

• Early Express
• Elegant Scribbles

Creative Ways To Address Envelopes

Now you know how to head an envelope properly, keep in mind the postal service will still accept and deliver mail that doesn’t follow these rules perfectly. It’s good to think of these rules more like guidelines, so feel free to try some more creative ways of addressing an envelope.

Here are some fun ways to address an envelope.  

• Refine your handwriting. Addressing envelopes in calligraphy adds an elegant touch to your correspondence. However, calligraphy is not the only option you have for changing your writing style. Google has a service with hundreds of fonts listed  and you can mimic the font of your choice to add a personal touch, or there are other smaller independent sites that offer more professional fonts.

Also, don’t forget to use a stencil for your calligraphy envelope addressing template. We have a few resources to help you keep your writing clean and orderly:

• A6 envelope stencil . This is a free printable template just for addressing envelopes. However, it’s designed specifically for A6 sized envelopes. These envelopes are often used for invitations.
• Downloadable addressing template . Etsy offers a really great envelope addressing template. You can purchase this downloadable template to your computer. All you’ve got to do is insert every address into each line, and you can have beautiful text printed right on your envelope.

Anytime you change up your handwriting, it will be a challenge to keep your writing straight and even. Be sure to use an envelope addressing stencilso your fun font won’t leave you with a sloppy envelope.

• Write the address differently . Instead of the traditional three lines aligned on the left-hand side, try something different. Maybe write out the address lines centered on the envelope, or align the address along the right, or even address the envelope in a circular format. For unique, step-by-step addressing processes, check out these sites:

7 Ways to Address an Envelope 5 Unique Ways to Address an Envelope   How to Hand-Letter an Envelope

• Decorate your envelope. There are so many options for decorating mail. You can draw on your envelope , washi tape it , or even watercolor your envelope . Just try anything (as long as the address is legible!) and see if it works.

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Whether you’re addressing an envelope to a business or a friend, we hope this post has been informative and helpful. Please reach out and let us know if you have any questions. Connect with us on social media, on Twitter , Facebook , or Instagram . We’d love to hear from you!

ABOUT THE AUTHOR

Calais Eledui is Blue Summit Supplies’ Content Writer. She is a full-time student studying writing at the University of Alabama in Huntsville. Writing is not just a job for her, but a way of life. While writing is a huge part of her life, coffee is huger. Coffee shop hanging, family-time talking, and Sunday afternoon napping are the only ways to get the best out of life.

Hello Steve, thank you for your question! It’s not a requirement to label an envelope containing documents, so it would be up to you on whether or not you’d like to include a notation on you envelope. A notation of ‘Documents Enclosed’ below your return address would be fine.

Steve martin

IF I MAIL DOCUMENTS SHOULD I RIGHT SOMETHING ON THE ENVELOPE ?

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How to address an envelope to friends, family and everyone else

We might be living in an age of text messages and emails , but there’s still no substitute for sending snail mail.

For example, while an evite to a party or event might be convenient, it wouldn’t be the same to request someone's presence at a wedding through an electronic message.

Same goes for a thank-you note or sympathy card .

So, even though it may seem old-school, knowing how to address an envelope properly is a skill everyone should have, especially if you’re sending a formal invitation or professional letter.

Even if you’re addressing an envelope to family member, friend or neighbor, getting it right matters.

“Addressing an envelope takes some thought to do it properly,” Diane Gottsman , a national etiquette expert at the Protocol School of Texas, tells TODAY.com.

“I always use the name of the person, including an honorific when appropriate,” Gottsman says. “Do not abbreviate the city and state for a formal envelope and make sure and include a return address.”

And if you’re sending out formal invitations, holiday or Christmas cards , Gottsman says to avoid using labels.

Want more pointers? Keep scrolling for a helpful guide on proper mailing etiquette.

How to address an envelope

• Write the return address in the top left corner.
• Write the recipient's address slightly centered on the bottom half of the envelope.
• Place the stamp in the top right corner.

There are two addresses that are typically seen on the envelope, but only one is technically required: the recipient's. The sender's address isn't necessary, but it is recommended. If there are any mistakes that prevent the delivery of the letter, the lack of a return address means the post office will be unable to send it back in order to fix any problems.

How to write the sender's (return) address

• Start with your full name.
• Write your street address on the next line. Use two lines, if needed.
• Follow that line with the city, state and ZIP code of your address.

How to write the recipient's address

• For informal letters, follow the same format as the sender's address.
• If sending a letter to someone at a specific business, the first line should be the company's name.
• In the next line, follow "ATTN:" or "c/o" with the individual's name. If the letter is not to someone at a specific business, the first line should simply be their name.
• The next lines two should be the street address, city, state and ZIP code.

How to format military addresses (APO, FPO, DPO)

Even though they follow the same format as regular addresses, military addresses don't use the city and state names that many are used to.

• The city name will be either APO (Air/Army Post Office), FPO (Fleet Post Office) or DPO (Diplomatic Post Office).
• For the state, AA (Armed Forces America), AE (Armed Forces Europe) and AP (Armed Forces Pacific) are used, depending on the duty station.
• The ZIP code is the same, but sometimes the extra four number code is required for delivery.

How to write an international shipping address

If sending a letter to an overseas address that isn't military, the address format typically stays the same — just with the addition of the country name as the last line.

Some countries place the ZIP code in front of the city and country but it varies from country to country, so just check to be sure.

How to find the "ZIP+4" code

If you're unsure of the extra four-number code, USPS has a ZIP code lookup tool on their website .

• Choose to look up the ZIP code by address and enter all the required information.
• Press "Find" and USPS will give you the ZIP+4 code.

How many stamps should you use

Placing the stamp is easy, but knowing which stamps and how many to use is the hard part.

For a standard 1-ounce letter being shipped anywhere in America, Forever stamps are recommended because you'll always be able to use them regardless of future stamp price changes.

Every ounce over one costs 15 cents, so you'll have to use Additional Ounce stamps for every extra ounce. Two-ounce stamps are also an option.

If you're sending a postcard, don't cheat yourself with the Forever stamps. Postcards have their own stamps that are normally cheaper.

For international addresses, Global Forever stamps are used and just like the Forever stamps, you can use them whenever, regardless of price adjustments.

Irregular-shaped envelopes that may be used for square wedding invitations or graduation announcements require different stamps called non-machinable stamps. Because the square envelope can't fit the machine for automatic processing, the stamp costs a little extra to account for the non-machinable surcharge.

With the appropriate stamp, accurate addresses for both the sender and the recipient, and the right placement of all three on the envelope, your letter is ready to be sent!

Sarah is a lifestyle and entertainment reporter for TODAY who covers holidays, celebrities and everything in between.

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How to Address College Recommendation Envelopes

Last Updated: January 1, 2024

This article was co-authored by Alexander Ruiz, M.Ed. . Alexander Ruiz is an Educational Consultant and the Educational Director of Link Educational Institute, a tutoring business based in Claremont, California that provides customizable educational plans, subject and test prep tutoring, and college application consulting. With over a decade and a half of experience in the education industry, Alexander coaches students to increase their self-awareness and emotional intelligence while achieving skills and the goal of achieving skills and higher education. He holds a BA in Psychology from Florida International University and an MA in Education from Georgia Southern University. This article has been viewed 125,551 times.

Addressing the Envelope

• If you are a student, the address should be specified somewhere in the application instructions. You can also find the address of a college's admissions office online. However, you should call the office to double check this is the proper place to send application materials.
• If you are a teacher, your student should be able to provide you with this information. If your student cannot provide the information, you can also check online and call the admissions office.

• The first line of the address should say something like, "Office of Admissions" or "Admissions Office." The second line should include which university the letter is being sent to, like "Michigan Technological University."
• The third line should include the address of the admissions office. For example, "123 Maddison Street." The last line should include the city, state, and zip code. For example, "Houghton, Michigan 49931."
• You can also use your own computer or a typewriter to print address labels for an envelope. This may be a good idea if you have sloppy handwriting.

• The first line should just be your name, or the name of your teacher. For example, "Elizabeth Hart."
• The second line should include your address, or your teacher's address. For example, "262 Paulina Street."
• The last line should include the city, state, and zip code. For example, "Chicago, Illinois 60657."

• In the lower left hand corner, write "Re" followed by a colon.
• From there, include some specific information about what the letter is regarding. You can write something like, "Letter of Reference for Jane Meyers, fall admission." If you're applying to something like early admission, it may be a good idea to include that information as well.

• If an envelope contains materials beside a letter, you may need two stamps. If you're unsure of postage, go to a post office and ask. You want to make sure your letter is mailed successfully.

Drafting Your Salutation

• On the right corner, print your full address. Words like "street" and "avenue" should be spelled out. You can abbreviate your state name, using US postal code abbreviations.
• In the corresponding left corner, write the date the letter is being written. Make sure to spell out the month instead of using an abbreviation.

• Your best option is to ask the student who requested you write the letter. The school your student is applying to may have provided him or her with specific information on addressing letters of recommendation. It's always best to ask the student first before attempting to write your salutation on your own.
• You also may be able to find the name of the head of admissions online. However, make sure the information is up-to-date. You do not want to address the letter to someone who is no longer affiliated with a given school.

• Remember, being specific is important, so it's best to avoid things like, "To Whom It May Concern."

Following Protocol for Mailing Letters

• Usually, your teacher is responsible for mailing in his or her own letters. If there is a deadline, make sure to let your teacher know so he or she mails the letter out in time.

Expert Q&A

• Consider using labels to print the name and address, especially if your handwriting is not neat and easy to read. Thanks Helpful 0 Not Helpful 0
• Use an envelope that has your professional letterhead, if a specific envelope is not provided. This may increase the credibility of the applicant's reference when it reaches the admissions committee. Thanks Helpful 0 Not Helpful 0
• Check to make sure letters should be mailed in. Some schools may prefer letters be submitted electronically. Thanks Helpful 0 Not Helpful 0

You Might Also Like

• ↑ Alexander Ruiz, M.Ed.. Educational Consultant. Expert Interview. 18 June 2020.
• ↑ https://owlcation.com/academia/How-to-Address-Envelopes-for-College-Recommendation-Letters
• ↑ http://web.mit.edu/course/21/21.guide/letters.htm
• ↑ https://www.enkivillage.org/how-to-write-a-recommendation-letter-for-a-student.html

About This Article

If you need to mail a college recommendation letter, you’ll want to address the envelope correctly to make sure it gets to the right place. If you’re a student, you should find the address for the college admissions office in your application instructions. You can also find the address of the college's admissions office online, but you should call the office to double-check that’s where to send your letter. If you’re a teacher, ask your student to provide the address. Then, write the college admissions office on the envelope. In the top left corner, write your return address. In the bottom left corner, write “RE: Letter of Reference for,” followed by the student’s name to make it clear what the letter is for. For more tips, including how to check that your recommendation letter has been received, read on! Did this summary help you? Yes No

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How to Write a Strong Letter of Recommendation for College

If you’re a college counselor, coach, teacher, or mentor looking to support your college-bound students, chances are you’ve been asked to write a strong letter of recommendation. Stand-out letters of recommendation can give students a serious leg-up during college admissions. According to a 2024 post from Admit Report , college admissions officers will read as many as than 50,000 applications per admission cycle for a given university.

With that much competition, it can take a lot to help your student stand out. So, what catches an admissions officer’s eye? Strong letters of recommendation.

In that same survey, admissions counselors said letters of recommendation were more important to them than a student’s extracurricular activities, AP test scores, or even class rank. That means it’s worth putting a little extra effort into your next letter. Here’s how to write a college letter of recommendation that will blow the admission committee’s socks off. 

Need more help? Check out Going Merry’s high school counselor hub for email templates, how-to’s, and other resources.

Introduction

The introduction is one of the most important parts of your letter. This is your chance to hook the reader and draw them in. Here’s how to ace one common recommendation letter format. 

1. Open with a formal salutation

Your letter of recommendation should begin like any business letter. Keep in mind that, while common, “Dear Sir or Madam,” can feel gendered or outdated. “To Whom It May Concern,” is acceptable but can feel a little impersonal. If you can, find out the name of the admissions director. If you can’t find a direct contact, simply address your letter to “Dear Admissions Counselor.” Be sure to type on your official letterhead to give your letter an even more professional look.  

2. Introduce the student 

Start your first paragraph with a sentence or two explaining how long you’ve known the student and in what capacity. Were you their baseball coach, English teacher, or high school counselor ? Explain how you met. If possible, use a little descriptive detail to bring this anecdote to life, and mention your first impressions of the student. It’s usually standard to use the student’s first and last name upon first mention, then refer to them by their first name going forward.

3. Establish a personal connection 

Next, add a sentence or two demonstrating your connection to the student. This is one of the most crucial parts of writing a strong college letter of recommendation. Admissions officers are looking for endorsements from people who really know the candidate well. If you don’t have a personal connection to the student that goes beyond simply being their teacher or counselor, that’s okay. Remember, you can always say no and encourage them to ask someone else to write their letter instead.

One of the best ways to establish this connection and help a student stand out is to tell a memorable story that illustrates their character. Include an example of a time when their qualities or skills really shone. Maybe this is a story about how they stepped up in a leadership position, reacted well in a moment of success or failure, or went out of their way to help another student. Make sure it’s specific and personalized.

Use this section to paint a picture of this young person and explain what makes them stand out. 

1. Highlight the student’s achievements  

Use the next paragraph to mention the student’s top accomplishments. Keep in mind that the admissions officer will already have the student’s resume and GPA in front of them, so don’t waste time listing a bunch of achievements. 

Instead, mention a specific example or short anecdote that might add color to a prominent resume item. For example, the admissions officer probably already knows that your student is a varsity basketball player or a debate team captain. But if this is the hardest-working student-athlete you’ve ever coached or the most brilliant debater the school has ever seen, that’s worth a mention.

Another tip: While it can be helpful to use a letter template , try to avoid using the same formula for every student on your list. College admissions officers are often assigned to a particular region. That means the same person will likely end up reading the same high school teachers’ or counselors’ letters year after year. If your letters are practically the same for each student, the admissions officer will notice.

2. Speak to the student’s character 

Now that you’ve mentioned a student’s successes, it’s time to explain what personal qualities led to such success. Try to make this part of the letter flow naturally from the previous section. 

This is your chance to talk about the student’s hard work, magnetic personality, or aptitude for learning. That said, it’s best to avoid generic statements and clichés . The phrases “great work ethic,” and “strong team spirit” show up on thousands of letters each year. Instead, use concrete examples and descriptive detail to bring your student’s character traits to life. 

Instead of “He’s thoughtful,” say “He’s capable of discussing even the most complex topics with humility and nuance.” Instead of “She’s intellectually curious,” say, “She thinks like a scientist, and over the last four years, she’s turned in such thoughtful lab assessments that sometimes I worried she was teaching me more than I was teaching her.” It’s that kind of vivid description and personalization that catches the attention of college admissions counselors. 

Also be mindful of racial biases and gender biases in letter writing . If you’re not mindful, these unconscious biases can sneak into your letter and negatively color the admissions officer’s view of your student.

3. Provide context 

Praise doesn’t mean much without context. Be sure to benchmark your student’s achievements against those of their peers. This kind of context gives college admissions counselors a better understanding of the student’s abilities. It will be easier for them to make admissions decisions when they can clearly evaluate a student’s performance relative to others. 

So, for example, a weak recommendation letter might state that a student “writes well and participates often in class.” A strong recommendation letter might say something like, “I’ve taught more than 2,000 students in my time as an educator and I’ve never met someone with such a knack for the written word. Many young people struggle to describe their inner world in vivid detail, but Henry succeeded in capturing both me and his classmates with his thoughtful, relatable prose.”

Your final paragraph is your chance to remind your reader why this student is so unique and deserving of a spot at this particular school. Be sure to follow these general guidelines:  

1. End on a positive note 

Your final paragraph should provide a brief summary of your recommendation so far and express why you believe so strongly in this particular student’s likelihood of success. It’s standard to include your contact information in the conclusion in case the admissions office has any further questions for you. This could include your email or office phone number — whatever you’re comfortable providing.   

2. Use a formal closing

As with your opening, the closing of your letter should be professional and businesslike. “Best Regards,” is a common closing, though “Sincerely,” or “Respectfully,” will also work.

Guidelines to follow as you write 

Writing a strong letter of recommendation isn’t just about what you write – it’s how you write, too. Here are some guidelines to keep in mind.

• Keep it relatively brief: The audience you’re writing for has to evaluate countless recommendation letters just like the one you’re writing. Be respectful of their time and try to keep your letter to around one page in length.
• Be honest and balanced : While it’s important to emphasize the student’s positive qualities, it’s just important to be honest and balanced in your assessment. Avoid exaggerations or misleading statements.
• Tailor the recommendation to the college: Do some research on the colleges the student is applying to and customize your letter accordingly. Highlight traits or experiences that align with the particular college’s values or programs. This shows that you’ve taken the time to understand the student’s goals and aspirations.
• Avoid cliches: Steer clear of overused phrases and generic statements. Instead, provide original and thoughtful insights about the student.
• Use professional language and tone : The admissions process is serious business. Maintain a professional tone throughout the letter and use appropriate language. Avoid slang or informal expressions.
• Proofread and edit : Take the time to review and edit your letter carefully. Check for any spelling or grammatical errors, and ensure that the letter flows smoothly and is well-organized. Consider asking a colleague to proofread it when you’re done.
• Follow the guidelines : If the college or university provides specific guidelines or requirements for the letter of recommendation, make sure to follow them closely. This may include details on formatting, submission methods, or specific questions to address.
• Give yourself enough time to write: Writing a college letter of recommendation can take hours, days, or weeks depending on who you are and your relationship to the student. Give yourself plenty of time to sit down, write a draft, and revisit it to make sure it’s polished enough to submit. 

Support your students with Going Merry 

Letters of recommendation are one of the most critical parts of the college application process . That’s because the rest of a college application is pretty dry. Grades and ACT scores only say so much about a person, and colleges want to see more than just academic performance. 

The best students are born leaders with courage, drive, and personality. A good letter can bring your student to life for an admissions committee and even help sway their decision. 

As a high school counselor, you may write dozens — if not hundreds — of recommendation letters each year. Fortunately, Going Merry can help take the busywork off your plate so you focus on what matters. 

With Going Merry’s high school counselor resource hub, you can find everything from free email templates and financial aid lesson plans, to thousands of scholarships sorted by amount, location, and eligibility requirements. Sign up now or schedule a demo to find out how Going Merry can streamline your workflow. 

Disclaimer: This blog post provides personal finance educational information, and it is not intended to provide legal, financial, or tax advice.

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