When sending a letter to a post box, or PO Box, the main difference is that you write down a specific PO Box number instead of a regular address. Start by writing the recipient's name on the first line, followed by the name of the business or company he represents, if any. Write the PO Box number below it, followed by the city, region, and postal code. To ensure fast and accurate delivery, ensure that the address format conforms to the guidelines described by the postal service in your area.
Step
Part 1 of 2: Sending Letters or Packages
Step 1. Start writing the shipping address in the center of the envelope
The name and address of the person or entity to whom the letter is intended must be written front and center. Placing this important piece of information in an obvious place will make the letter easier to sort and send.
If the shipping address is unclear or written in the wrong place, the mail may receive incorrect handling
Step 2. Write the recipient's first and last name on the first line
In most situations, this is enough to get the letter into the right hands. You can also enter the middle initial of the person's name if you know one. If there can be confusion as to who the letter is addressed to, it is best to use the full name.
- Letters addressed to “John Alexander Smith” are less likely to be received by the wrong person than letters addressed to “John Smith.”
- To be as specific as possible, enter the recipient's identity along with an official title, such as “Mrs.”, “Dr.”, or “Jr.”, if necessary.
Step 3. Write down the name of the company or organization
If you are sending a letter to a representative of a group, the name of this group must be entered after the name of the individual. For example, the first 2 lines of a mailing address sent to a business entity should look something like- “John A. Smith/ACME Innovations Inc.”
There is no need to enter any additional identifying information, such as the person's official title or job description
Step 4. Enter the PO Box number
Post box addresses always begin with the words “PO Box” followed by the individual box number, usually 2-5 digits. The United States Postal Service requires senders not to include punctuation when writing a PO Box address. For example, write “PO Box,” not “P. O. Boxes."
- Many businesses (and some individuals) receive mail in the mailbox instead of regular addresses, meaning you only need to send mail to one address, not both.
- The way the PO Box works is slightly different in each country. As a result, shipping options with the same number may not be available when you send letters or packages internationally.
Step 5. Add city, region and postal code on the last line
Finally, write down in detail the area you are sending the letter to. Separate cities and regions or provinces with commas, and provide a distance between regions and postal codes. In some areas, such as France and some areas of Canada, the postal code may be written before the city name.
- Use a 2-letter abbreviation for the state or territory as defined by post office regulations, such as “Los Angeles, CA” or “New York, NY.”
- If you want to send the letter to an international address, enter the country name in the line just below the city name and postal code.
Part 2 of 2: Complete the Required Shipping Information
Step 1. Find out the unknown PO Box number
You can find the physical address of the person or entity you want to write to by doing a quick internet search. The address may also be printed somewhere on the packaging of the package you purchased. The address will be displayed as it should be written on the letter. So, if in doubt, just copy it exactly as it appears.
- If you are sending a letter in reply, you can find the PO Box number on the first or second line of the return address in the upper left corner of the envelope.
- Contact Directory Services or submit a Freedom of Information Act (FOIA) request form for a PO Box number that is not publicly listed.
Step 2. Use easy-to-read writing
When you're done writing the address on the letter, pay attention to your handwriting and make sure it's clear. Keep in mind that your mail is handled, sorted, and sent by someone else, who should be able to read it in an instant.
- Always use printed letters to write down information. Cursive and other beautiful letters can be difficult to understand.
- Writing in all caps can be helpful if your handwriting tends to look rushed or messy.
- If you're unsure whether the address will be easy to read to a foreign eye, rewrite it using a new envelope just in case.
Step 3. Write down the return address
Write your own address in the upper left corner of the envelope or package. The return address must be the same size as the destination address or slightly smaller. Otherwise, it can be misinterpreted as a destination address.
Write down the address that is easiest to reach you
Step 4. Put a stamp
Paste the prepaid shipping stamp or label near the top right corner to pay for shipping. Make sure the stamp or label does not cover both addresses, or any shipping information.
- Use a postage calculator to calculate shipping costs, or ask a clerk for help.
- International mail may also require additional postage or special forms. This form must be completed and submitted online before the package is shipped.
Step 5. Check for any errors
Before sending a letter, review the information you wrote down and make sure it is correct. It is very important that you make sure the details of the numbers are correct. Once you are satisfied with your letter, put it in the mailbox or take it to the post office for delivery.
The delivery courier may understand what you mean if you make a typographical error such as “Indianapolis, IN,” but if the PO Box number or postal code is incorrect, the letter may be sent to another location or fail to deliver at all
Tips
- Write the recipient's address using a pen or permanent marker in dark ink. Avoid using a pencil.
- Keep your writing a consistent size so that the information on the envelope doesn't look cluttered.
