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When addressing a letter to a post office box, or PO Box, the key difference is that you’ll specify the PO Box number in place of a normal street address. Start by writing the recipient’s name in the first line, followed by the business or company they represent, if applicable. List the unique PO Box number below that, followed by the city, state, and zip code. To ensure prompt and precise delivery, make sure the format of your address heading meets the guidelines laid out by the postal service in your region.
Steps
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Start the delivery address in the center of the envelope. The name and address of the person or entity that the letter is intended for should go front and center. Putting these important pieces of information in plain sight will make the letter easier to sort and deliver. [1] X Research source
- If the delivery address is unclear or incorrectly placed, it’s possible that the letter could be mishandled.
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Write the recipient’s first and last name on the first line. In most cases, this will be enough to get the letter into the right hands. You can also include the person’s middle initial, if you happen to know it. If there’s any confusion about who the letter is intended for, it’s a good idea to use their full name. [2] X Trustworthy Source National Institute of Health Office of Management Research and education office within the National Institutes of Health. Go to source
- A letter addressed to “John Alexander Smith” is less likely to be intercepted by the wrong person than one addressed to just “John Smith.”
- To be as specific as possible, identify the recipient by a formal title, such as “Mrs.”, “Dr.”, or “Jr.”, where needed. [3] X Trustworthy Source Purdue Online Writing Lab Trusted resource for writing and citation guidelines Go to source
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Note the company or organization. If you’re writing to a representative of a group, the name of this group should come directly after the individual’s name. For example, the first 2 lines of the delivery address of a letter being sent to a business should look something like—“John A. Smith/ACME Innovations Inc.” [4] X Research source
- There’s no need to include any additional identifying information, such as the person’s official title or job description.
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Provide the PO Box number. Post office box addresses always begin with the words “PO Box” followed by the individual box number, usually a 2-5 digit number. The US Postal Service requests that senders leave out all punctuation when filling in PO Box addresses. For instance, write “PO Box,” not “P.O. Box.” [5] X Research source
- Many businesses (and some individuals) receive their mail at post office boxes rather than traditional street addresses, which means you’ll only ever address your mail to 1 or the other, never both. [6] X Research source
- PO Boxes work a little differently in every country. As a result, you might not have the same number of shipping options available to you when sending a letter or package internationally. [7] X Research source
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Add the city, state, and postal code to the last line. Finally, specify the general area where the letter will be delivered. Separate the city and state or province with a comma, and leave a space between the state and postal code. In some regions, like France and parts of Canada, the postal code may come before the name of the city. [8] X Trustworthy Source National Institute of Health Office of Management Research and education office within the National Institutes of Health. Go to source
- Use the 2-letter abbreviation for your state or territory as outlined by your local postal authority, such as “Los Angeles, CA” or “New York, NY.” [9] X Research source
- If you're mailing to an international address, include the name of the country on the line directly below the city and postal code. [10] X Research source
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Look up unknown PO Box numbers. You should be able to uncover the physical address of the person or entity you’re trying to reach with a quick internet search. It may also be printed somewhere on the packaging of products you’ve purchased. The address will be displayed just as it should appear on your letter, so if there’s any doubt, just copy it down exactly as you see it. [11] X Research source
- If you’re responding to a letter , you can find the PO Box in first or second line of the return address in the upper lefthand corner of the envelope.
- Call Directory Assistance or submit a Freedom of Information Act (FOIA) request form to get ahold of a PO Box number that isn’t listed publicly.
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Write legibly. When you’re finished addressing your letter, examine your handwriting and see whether it’s clear. Keep in mind that your mail is being handled, sorted, and delivered by another person, who will need to be able to read it at a glance.
- Always print handwritten info. Cursive and other fancy scripts can be difficult to make out. [12] X Research source
- It may help to write in all capital letters if your penmanship tends to be rushed or messy.
- If you’re unsure whether your address will be legible to an unfamiliar eye, start over with a fresh envelope just to be on the safe side.
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Provide a return address . Write your own address in the upper lefthand corner of the envelope or package. The return address should be the about the same size of the delivery address or slightly smaller. Otherwise, it may be mistaken for the delivery address. [13] X Research source
- Include the address where it’s most convenient to reach you.
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Affix the proper postage. Slap a stamp or prepaid shipping label somewhere near the upper righthand corner to cover the cost of delivery. Make sure the stamp or label isn’t hiding either address, or any other delivery info. [14] X Research source
- Use a postage calculator to add up the cost of postage, or ask a clerk for assistance. [15] X Research source
- International mail may also require additional postage or customs forms. These forms must be completed and submitted online prior to shipping.
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Check for mistakes . Before you mail your letter, look back over the information you’ve provided and confirm that it’s correct. It’s especially important that you get numerical details right. [16] X Research source When you’re satisfied with your letter, slip it in the mailbox or take it down to the post office for delivery.
- The mail carrier may know what you meant if you make a typo like “Indianapolis, IN,” but if the PO Box number or zip code is off, the letter could end up somewhere else or fail to be delivered at all.
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Expert Q&A
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QuestionCan you put a PO box and street address on an envelope?Our goal at wikiHow is to deliver trustworthy articles that engage our readers and meet their informational and emotional needs. For 15 years, we've committed to our step-by-step teaching model, and we continue to refine our content to create the best how-to experience on the Internet. We’ve helped millions of people solve problems, learn new skills, and feel supported in the ordinary and complex moments of life.Usually, you choose either the PO box number or the street address, depending on where the person receives their mail. However, if you want to include both, put the recipient's name on the first line, their street address on the second line, and the PO Box number on the third line. Finish with the city, state, and zip code on the fourth line.
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QuestionIs it a must to put the letter in a real envelope?This answer was written by one of our trained team of researchers who validated it for accuracy and comprehensiveness.wikiHow Staff EditorStaff AnswerAs long as you stick to the correct dimensions for sending a letter (check your local postal service’s requirements), you can use paper wrapping, origami folded paper, homemade envelopes or even folding the letter itself into an envelope (an origami trick). However, this might vary depending on where you live, so always check the local rules and regulations regarding sending letters. And whatever you use, make sure it is strong enough to stay intact during its journey through sorting machines and mail handling!
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QuestionHow do you address an envelope to a PO box?This answer was written by one of our trained team of researchers who validated it for accuracy and comprehensiveness.wikiHow Staff EditorStaff AnswerBegin by writing the name of the person or company you’re sending the envelope or package to. Then, add the PO box number on the following line. On the next lines, add the city, state or province and zip code (or postcode). The article above explains in detail, with images to guide you, how to set this out correctly.
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Tips
- Keep your writing a consistent size so the envelope information doesn't look cluttered.Thanks
- Write out the recipient’s address using a pen or permanent marker with a dark-colored ink. Avoid using a pencil.Thanks
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References
- ↑ https://bizfluent.com/how-4896711-address-envelope-po-box.html
- ↑ https://www.ors.od.nih.gov/pes/dmms/guide/SamplesDirections/Pages/Address-Envelopes.aspx
- ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/index.html
- ↑ https://pe.usps.com/text/dmm100/addressing-mail.htm
- ↑ https://bizfluent.com/how-4896711-address-envelope-po-box.html
- ↑ https://pe.usps.com/text/pub28/28c2_040.htm
- ↑ https://www.canadapost-postescanada.ca/cpc/en/support/articles/addressing-guidelines/canadian-addresses.page
- ↑ https://www.ors.od.nih.gov/pes/dmms/guide/SamplesDirections/Pages/Address-Envelopes.aspx
- ↑ https://bizfluent.com/how-4896711-address-envelope-po-box.html
- ↑ https://pe.usps.com/text/imm/immc1_008.htm
- ↑ https://bizfluent.com/how-7565428-out-po-box-number.html
- ↑ https://pe.usps.com/text/dmm100/addressing-mail.htm
- ↑ https://nmu.edu/writingcenter/parts-business-letter
- ↑ https://www.usps.com/ship/letters.htm
- ↑ https://www.usps.com/nationalpremieraccounts/calculaterates.htm
- ↑ https://www.plainlanguage.gov/resources/content-types/writing-effective-letters/
About This Article
Article Summary
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When addressing a letter to a PO Box, write the recipient’s full name on the first line. On the next line, if applicable, note the company or organization name. Under this information, on its own line, write “PO Box” and the individual number of the box, which is typically 2-5 numbers in length. Finally, on the last line specify the city, state, and zip code. Make sure to write legibly, note a return address, and affix the proper postage amount. To learn more, like how to check your envelope for errors, keep reading the article!
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