Buzz
If you want your letter to be delivered to the recipient promptly and accurately, there are several steps you can take to achieve the goal of sending a letter. A well-addressed envelope will help make life easier and ensure that the letter reaches the right person in a timely manner.
Steps
Choose a simple-colored envelope. Avoid using envelopes based on personal preference when dealing with business transactions or any formal correspondence such as documents sent to the government or courts.
Only use black or blue pens. Follow the regulations regarding pen colors when writing directly on the envelope. Other colors can be distracting and create an unprofessional appearance, potentially causing the letter to remain in someone’s document tray.
Try printing a label instead of writing the address by hand. Printed labels are easy to read and instantly appear professional. This may seem unnecessary, but if your handwriting is untidy, it's a wise choice! When printing, use fonts such as Times New Roman, Geneva, or Verdana. Avoid using other fonts that may be difficult to read (both for the naked eye and postal scanners).
In the address section, make sure to include the correct "attention to" details. Use "ATTN:" or "Attention" to highlight the right person who will read your letter. If no exact name is available, write the person's title clearly. This note should be added before the recipient's street address.
Write the full address. To avoid mistakes, do not assume that the people reading the address will know what your abbreviations mean. Furthermore, don’t assume that certain abbreviations are as commonly understood as you might think! To be sure, spell out the full name of the country, city, and recipient.
Check with the United States Postal Service (USPS) if you are in the U.S. or the local postal service. In Vietnam, contact the Vietnam Posts and Telecommunications Group (VNPT) to verify the address. To avoid any mistakes, use a few tools to recheck and standardize the address so the letter is sent as quickly as possible. Be sure to spell out the name of the town and recipient clearly.
Place the address in the center of the envelope. Use a border to keep the address centered as much as possible, leaving space below, above, and on the sides of the address frame.
Include the return address details. This is crucial for returning mail in case of any errors during the mailing process. Write the return address clearly, or use a pre-printed label with the full address. Ensure that the return address is accurate – consider whether it should be your home address, office address, company address, or another one. For instance, in North America, the return address is typically placed at the top left corner of the envelope (to the left of you when looking at the envelope). In other countries, it’s common to place the return address on the opposite side of the envelope flap, although some companies prefer to place it on the front.
Advice
- Include additional important information in the return address section on the front of the envelope or the upper corner opposite the stamp. Use capital letters for supplementary details. Some examples include:
- TO:
- FROM:
- CONFIDENTIAL
- FOR ADDRESSEE ONLY
- SECRET
- REPLY ASAP/IMMEDIATELY
- URGENT
