22.3: Address Format Standards

The USPS provides standards for the address format to make the addresses readable. This helps the USPS identify the correct delivery address the first time that the mail piece is processed. Follow the USPS guidance and additional information in the table on the next page to ensure addresses on your envelopes are readable-by people and automated equipment.

Table \(22.3.1\)

USPS Publication 28 Guidance	The Tongue and Quill Additional Information
Addresses should be typewritten or machine printed in dark ink on a light background using uppercase letters.	Use all uppercase characters whether typed or word-processor printed. Do not use bold, italic, script, artistic or other unusla typefaces. Hand-written addresses or rubber stamps should not be used.
Except for the hyphen in the primary or secondary street number (if needed) or the ZIP+4 Code, all punctuation may be omitted.	Use open punctuation style (omit punctuation), when possible.
All lines of the address should be formatted with a uniform left margin.	Set the left margin for all lines so that the longest line is complete without an overrun to a second line, if possible, and leaves a \(\frac{1}{2}\) inch margin to the right.
When using a foreign address, always place the country name by itself on the last line.	Self-explanatory.
Address characters must not touch and should be equally spaced.	Use Courier New, times New Roman, or simple sans serif font with point size of 12.
All lines of the address should be parallel to the bottom of the envelope.	Self-explanatory.
Be sure to include all pertinent information such as the directional code, apartment, floor and suite number.	Include in the delivery address the street designators (e.g., BLVD, DR); directional designators (e.g., NE, SW); the apartment, suite, or room number; and a ZIP+4 code.
The entire address should be contained in an imaginary rectangle known as the OCR read area that extends from \(\frac{5}{8}\) to \(2 \frac{3}{4}\) inch from the bottom of the mail-piece, with \(\frac{1}{2}\) inch margins on each side.	See USPS Publication 28 illustration, above.
The barcode clear area, \(\frac{5}{8}\) inch fromt he bottom, and \(4 \frac{3}{4}\) inch from the right edge fo th mail piece, is the area where an Intelligent Mail barcode is pre-applied or printed by an OCR.	See USPS Publication 28 illustration, above.
Extraneous (non-address) printing that appears in the OCR read area should be positioned above the delivery address line and as far away from the address block as possible.	Self-explanatory.

The Return Address Area (The Sender’s Address)

Place the complete mailing address, without any names, in the upper left corner of the envelope. Use uppercase letters with no punctuation except the hyphen in the zip code. Add "OFFICIAL BUSINESS" at least two line spaces below the return address. Finally, do not use rubber stamps for the return address area of the envelope.

The OCR Read Area (The Recipient’s Address)

Overview: Use all uppercase letters in Courier New font (12 points) or similar simple sans serif font. Ensure the characters do not touch or overlap-use one or two spaces between words (be consistent). The address is limited to five lines and all five lines must be within the OCR read area: the first line is no higher than \(2 \frac{3}{4}\) inches from the bottom and the last line must be no lower than \(\frac{5}{8}\) inch from the bottom. The address must also leave a margin of at least \(\frac{1}{2}\) inch from each side of the envelope. The left margin is usually not an issue since the address lines are normally blocked left near the middle of the envelope and run parallel to the long edge. Finally, do not use punctuation in the last two lines of the address except for the dash in the ZIP+4 code (e.g., "12345-6789"). Specific guidance for each line of the address is as follows:

Optional Non-Address Data (Address Line 1)

This line is optional. It appears on the first line in the OCR read area and is followed by the optional attention line. Use this line for any non-address data such as account numbers, presort codes, or mail stop codes. Do not use punctuation for this line.

Optional Information/Attention (ATTN) (Address Line 2)

Use this line to direct mail to a specific person within the office or organization identified in the recipient line. If the letter is sensitive or personal information for the recipient’s eyes only, add "PERSONAL FOR MS JANE DOE" on this line. Do not use punctuation on this line.

Recipient (Address Line 3)

Use the organization abbreviation and office symbol for the functional area or office. The organization abbreviation is separated from the office symbol by a virgule (also known as a slash; labeled as the "/" key on standard keyboards). Do not use punctuation on this line.

Delivery Address (Address Line 4)

The delivery address line contains the street or post office (PO) box number (use one or the other, never both), and the room or suite number. Use standard address abbreviations or spell them out fully (e.g., AVE or AVENUE, STE or SUITE) and do not use punctuation on this line.

Post Office (City or Base), State, ZIP Code (Address Line 5)

This line identifies the post office by the city, state, and ZIP code. Use standard USPS two-letter abbreviations for the state and ZIP+4 codes if known. NOTE: the dash in the ZIP+4 code is the only punctuation used on this line. With overseas addresses, do not use the APO/FPO number and geographical location together; doing so enters the mail into international mail channels. Do not type below the last line of the delivery address.

Barcode Clear Area

The barcode clear area is for barcodes only. Most printers have the ability to print barcodes which can help route your letter.

Address Types/Examples (See USPS Publication 28, Appendix A)

Figure \(22.3.2\)