Addressing the issue: how to write an address & address formatting examples
How to write an address can depend on where in the world you are, where your recipient is, and even the type of address you’re writing. In this handy guide we’ll walk you through the correct ways of address formatting in different situations.
For businesses, the best way to make sure your address is written correctly is through address verification. This ensures that packages and mail can be sorted properly, getting it to the right place and the right person on time. Find out more about address verification.
How to format addresses
Formatting addresses accurately is essential to ensuring your mail reaches its intended recipient without delays. Whether writing a personal letter or addressing a package, sticking to standard address formatting conventions helps avoid confusion.
Typically, an address includes the recipient's name, their street address, city, state (or province), postal code, and country. Each element should be written on a separate line, starting with the recipient’s name and ending with the country if it's an international address.
For example, in the United States, how to format addresses:
Recipient Name
Street Address (including apartment or unit number if applicable)
City, State ZIP Code
Country (if international)
In contrast, UK addresses differ slightly. They include the recipient's name, house number, street name, locality (if needed), city or town, and postal code, often written in uppercase. For example:
Recipient Name
Apartment Number or House Name (if applicable)
House Number and Street Name
Locality (if applicable)
City or Town
POSTAL CODE
Country (if international)
When addressing envelopes or parcels, it's critical to avoid punctuation in the address to align with postal service standards in many countries. Abbreviations for states, provinces, or regions should follow official guidelines, such as using two-letter codes in the US (e.g. NY for New York).
For clarity, always ensure the address is legible and written in a standard font if printed.
How to format a mailing address
Proper address formatting is crucial in ensuring that your package or letter reaches its destination promptly and without issues. A standard mailing address format includes several key elements written in a specific order.
Begin with the recipient’s name on the first line, followed by their street address or P.O. Box on the second line. If applicable, include apartment or suite numbers directly after the street address, separated by a comma. The next line should list the city, state (or province), and postal code, written clearly and without excessive punctuation. For international mail, add the destination country in capital letters on the last line when thinking about how to format addresses.
For example, in the United States, an address post format would look like this:
Lisa Simpson
742 Evergreen Terrace
Springfield, OR 97477
USA
How to write an apartment address
Writing an apartment address correctly ensures your mail is delivered to the right unit without confusion.
When thinking about how an address should be written for an apartment, the format typically starts with the recipient’s name on the first line. On the second line, write the building’s street address, followed by the apartment or unit number.
You can use abbreviations such as "Apt," "Unit," or "#," and separate the apartment number from the street address with a comma for clarity if space permits.
For example, a properly formatted apartment address in the United States might look like this:
Monica Geller
545 Grove Street, Apt 20
New York, NY 10001
USA
To enhance legibility and avoid errors, ensure the apartment number is not buried within other details. Some postal services may prefer the apartment number to be written on its own line beneath the street address (e.g., “Apt 12B”), so it’s always good to check specific guidelines for the country or courier service.
You should also double-check the accuracy of the apartment number, as even small mistakes can result in misdelivery. Keeping the address clear and concise helps ensure your mail reaches its intended destination.
How to write a PO box address
For correct address formatting for a PO Box, begin with the recipient’s name on the first line. On the second line, write "PO Box" followed by the box number. If required, include additional information, such as a company name or department, above or below the recipient's name. On the next line, add the city, state (or province), and postal code in the standard format.
For example, a properly formatted PO Box address in the United States would look like this:
Mr Pat O. Box
PO Box 12345
Chicago, IL 60601
USA
If the mailing address includes both a street address and a PO Box, and you're unsure which to prioritize, consult the recipient or local postal guidelines. Generally, the postal service will deliver to the PO Box if both are provided.
How to write a return address
A return address ensures that undeliverable items can be sent back to the sender. Writing a return address follows the same general formatting rules as a mailing address, but it is placed in the top-left corner of the envelope or package. Begin with the sender's name on the first line, followed by their street address or PO Box on the second line. On the third line, include the city, state (or province), and postal code. For international mail, add the sender’s country on the final line.
For example, a return address in the United States would look like this:
Bert & Ernie
123 Sesame Street, Apt 1
New York City, NY 10001
USA
Ensure the return address is written clearly and legibly, either by hand or printed, to avoid misinterpretation by postal workers. While optional for some informal mail, including a return address is strongly recommended for all correspondence to prevent lost items.
On packages, the return address should be placed in the same upper-left corner of the label or box. When sending mail for business purposes, make sure to include the company name and department in the return address.
How to format international addresses
Formatting international addresses correctly is essential for ensuring your mail reaches its destination without delays or errors.
Each country has specific postal standards, so it’s important to tailor the format to the recipient's location. Learn more about international address formats.
To format international addresses, begin by writing the recipient’s name on the first line. On the second line, include the building number, street name, and apartment or unit number if applicable. Additional information, such as a district or neighborhood, may also be required in some countries and should be included before the city name.
The third line should list the city, followed by the state, province, or region (if required), and the postal code. On the final line, write the name of the destination country in all capital letters.
For example, an address in the UK might look like this:
Sherlock Holmes
221B Baker Street
NW1 6XE London
UK
To avoid errors, ensure your address aligns with the destination country’s postal guidelines. For instance, many countries use different formats for postal codes, such as alphanumeric combinations in Canada (e.g., K1A 0B1) or numeric codes in India (e.g., 110001).
If in doubt, consult the postal service in the destination country or use address verification tools to confirm accuracy. A correctly formatted international address helps streamline customs and postal processing, ensuring your package arrives on time.
Address format examples
Address format examples vary depending on the country, but understanding common examples can help ensure accurate and timely delivery.
In the United States, addresses follow a standard format: the recipient's name on the first line, the street address (with apartment or suite number, if applicable) on the second line, and the city, state abbreviation, and ZIP code on the third line. For example:
John Smith
123 Elm Street, Apt 4B
Los Angeles, CA 90001
USA
In the United Kingdom, the format is slightly different, emphasizing the postal code and locality. A typical UK address would look like this:
Harry Potter
4, Privet Drive
Little Whinging
Surrey
GU1 1AA
UNITED KINGDOM
For international mail, the general rule is to adapt to the recipient country’s conventions. In countries like Japan, the address order is reversed, starting with the postal code, then the prefecture, city, street address, and finally, the recipient’s name. For instance:
〒100-0001
Tokyo-to Chiyoda-ku
1-1 Chiyoda
Japan
By studying these examples and tailoring your format to the destination country, you can reduce delivery delays and errors. For added accuracy, use online address verification tools.
How to ensure addresses are accurately addressed: Address verification tools
Businesses understand just how important accurate addresses are. They ensure packages reach the right person on time, encouraging good reviews, repeat customers, and increasing customer satisfactions.
Traditionally, address formatting relied on back-end processes to correct inaccurate or incomplete addresses already stored in databases. However, this approach has limitations and cannot guarantee 100% accuracy of address data.
A more effective and forward-thinking solution is to address, verify, and standardize data at the point of entry. By implementing front-end data cleaning software, addresses can be validated and formatted in real time as they are entered into the system. This proactive approach significantly enhances the accuracy and reliability of address data while improving processes for verification and standardization.
Address Formatting FAQs
How to get a PO box address?
Getting a PO Box address is a straightforward process. Start by visiting your local post office or the postal service’s official website to check PO Box availability in your area. You’ll need to choose a box size that suits your needs. They range from small boxes for letters to larger ones for packages.
Once you’ve selected a size, complete the application form provided by the postal service. Most post offices require two forms of ID, such as a driver’s license and a utility bill, to verify your identity. After approval, pay the rental fee, which is typically charged monthly, quarterly, or annually, depending on your preference.
Once your payment is processed, you’ll be assigned a box number and can begin using your PO Box for your mail.
What is a PO box address?
A PO Box (Post Office Box) address is a secure, numbered mailbox located within a post office where individuals or businesses can receive mail. Unlike a traditional home or business address, a PO Box offers privacy and reliability, as it ensures that mail is delivered to a fixed, secure location rather than a residential or commercial address.
PO Boxes are especially useful for those who travel frequently, live in areas with inconsistent mail delivery, or want to keep their physical address confidential. They are rented from the postal service, and the renter is assigned a unique box number to use as part of their mailing address.
For example, a typical PO Box address might look like:
John Doe
PO Box 12345
New York, NY 10001
USA
