The United States Postal Service estimates that 25% of all mail pieces have something wrong with the address such as an incorrect ZIP code or missing suite number. And while these mail pieces are usually still delivered, they are most often delayed. The quicker your customer receives his invoice, the quicker he can pay you. And, a customer cannot pay an invoice that he does not receive at all. Letters that follow the U.S. Postal Service addressing guidelines are processed more efficiently and are more likely to reach your customer in a timely manner; hopefully ensuring that you receive payments in a more timely manner as well.

Most of us have been sending mail throughout our lives and many of the addressing guidelines are second nature or common sense. But, there are a few guidelines that may not be so commonly known that may help the mail you send reach your recipient more quickly.

1. Contrary to what most of our elementary school teachers taught, punctuation should be completely avoided in both the delivery address and return address.
2. Both the delivery and return addresses should be in all capital letters.
3. Addresses should be printed parallel to the longest side of the envelope and left justified. The delivery address should be printed in the center of the envelope with the return address in the upper left corner.
4. The delivery address, return address and postage should all be on the same side of the envelope or package.
5. The ZIP code should be listed on the same line as the city and state, not below. A ZIP code look-up is available on the U.S. Postal Service website. Two letter state abbreviations should also be used.
6. If the suite number or apartment number will not fit on the same line as the street address, it should be listed on the line above the street address, not below.
7. If an article is addressed to a certain individual or a certain department at a company, that individual or department name should be listed on the top line, above the company name. The attention line should always be the top line of the address block, and it should never be listed below the city and state or somewhere else on the envelope.
8. Addresses should always be clear and legible, preferably in a 10, 12 or 14 point font for best readability. Simple type fonts should be used; fancy fonts should be avoided. Black ink on white or light colored backgrounds is best.
9. Applicable and correct abbreviated directionals and locaters should always be used. For example: N for north, RD for road, APT for apartment, AVE for avenue. A list of official U.S. Postal Service abbreviations can be found on the U.S. Postal Service website.
10. If the delivery address appears inside a window, a space of at least 1/8-inch should be left around the address. Address labels should always be applied straight. Crooked labels are more difficult to process.

Addressing Examples:

MR JIM SMITH

BIG CONSTRUCTION INC

548 N 3000 E STE 101

SMITHFIELD AZ 12358-9867

ABC ASSOCIATES

PO BOX 358

WASHINGTON DC 12345-6789

SAMANTHA M BLUTH

APT 546

331 W PINK CHERRY BLOSSOM RD

JAMESTOWN CO 38450-1111