Grammar Mishaps: How to Address a Card or Envelope
86How to address an envelope
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The Basics
I often see an apostrophe when addressing the family's name, e.g., The Edmondson's. This is incorrect. You are addressing the entire family, a plural, not something they possess. Here is a basic example of an uncomplicated address:
The Edmondsons
1 Lily Lane
San Francisco, CA 12345
(Note: this is not our actual address. ;))
You can write the abbreviated form of the state or the full state's name.
Be careful......
It becomes a bit more complicated when you have names ending in "s, sh, ch, x or z". In these cases you add an "es" to mean the entire family.
The Joneses
2 Lily Lane
San Francisco, CA 12345
The Vixes
3 Lily Lane
San Francisco, CA 12345
If this seems too strange, then you can do the following:
The Jones Family
2 Lily Lane
San Francisco, CA 12345
United States Postal Service Tips
The United States Postal Service gives the following guidelines:
- Other than the ZIP + 4 code, punctuation may be omitted from the address block.
- City names must be spelled out completely.
- Place one space between the city, state and ZIP (two spaces are preferred between state abbreviation and ZIP).
- Always put the address and the postage on the same side of your mailpiece.
- On a letter, the address should be parallel to the longest side.
- All capital letters
- No punctuation
- At least 10-point type
- Simple type fonts
- Left justified
- Black ink on white or light paper
- No reverse type (white printing on a black background)
- If your address appears inside a window, make sure there is at least 1/8-inch clearance around the address. Sometimes parts of the address slip out of view behind the window and mail processing machines can’t read the address.
- If you are using address labels, make sure you don’t cut off any important information. Also make sure your labels are on straight. Mail processing machines have trouble reading crooked or slanted information.
- Military Addresses: overseas locations must contain APO or FPO designations along with two character "state" abbreviation of AE, AP or AA ( AE is used for armed forces in Europe, the Middle East, Africa, and Canada; AP is for the Pacific; and AA is used for the Americas excluding Canada) plus the ZIP (e.g., APO AE 09001-4567); domestic locations use only the approved city name as listed in the City State file and the state abbreviation and ZIP.
Just remember...
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Thoughts, Comments or Questions?
Ha! Thanks for reading!
Your absolutely right. I always get so annoyed when people misuse apostrophe's! Either I nor Dave like it, in fact. It makes me so upset just thinking about it. I'm going to go lay down now. love you!!
LOL!! You're a sarcastic and horrible sister! It's a good thing that I love you! I just want you all to know that she's the English major. She had a 4.2 at UC Davis. Yes, you can have over a 4.0.; I didn't even know this was possible. ;)
Yes, I got a B.A., but it should actually be called a "B.S." Robin, you could (and do!) school me any day. And I will never ever get "lie" vs. "lay." Good thing I have your hubs for quick reference! ;) xxxooo
I love this Hub! And, jmuriset, that was a hoot!
Robin, this could be the year that some people start using all nine digits of their zip codes (itis sometimes referredt as the zip plus 4).
Yes, George. Why do you think we need the last four digits? I have never noticed my mail getting lost without those last four digits. Have you?
He's the only person I know that puts in the full nine digits.
What is the correct or customary to address mail to couples when the wife has kept her maiden name?
Great question, Ralph. I think that it is the same as when addressing not married couples. If they have children, I would just add "and Family" to the end of the names. I don't think there is a rule on this one; this is just what I would do. E.g.,
Paul Edmondson, Robin Muriset and Family
1 Lily Lane
San Francisco, CA 12345
Any other suggestions?
Is it the same when you are signing the card?
Which should it be?
1. The Stroups
2. The Stroup's
or just be safe and say
3. The Stroup Family
Hi, Scott. Yes, your #1 and #3 examples are correct. You can either say, The Stroups or The Stroup Family. However, your #2 answer is incorrect; you wouldn't use an apostrophe, The Stroup's, unless you were writing about something you own or possess, e.g., The Stroup's House; The Stroup's Dog; etc. In the case of signing your card, you are speaking of the plural Stroup: The Stroups. ;) Thanks for the question; I'm sure others were wondering too!
Thanks! My husband (the English minor) and I just had a disagreement over this (and I was RIGHT!). I am printing this out to show him!
Ha! I'm glad it helped! ;)
What a cute idea for a hub! Good timing :) And a nice tie-in to your grammar theme
Thanks, Glassvisage! Happy Holidays!
and if State is spelled out then a comma and a SINGLE space before the zip code. ALSO if PRINTING an address BLOCK LETTERS should be CLEARLY used with the zip code in CLEAR BLOCK NUMBERS. The Post Office uses computer scanners, sloppy hand written labeling cost all of us money!
By the way, when absentee voting, put the County adress on the return area so that they can PAY for the oversize envelope.
Hi Larry and Jill,
I looked up your first comment about writing out the name of the state with a comma and I found the following information from usps.com (United States Postal Service). They prefer that you don't write out the name of the state, instead use the abbreviation and NO comma is needed after the state. Actually, it looks as though no comma is needed even after the city. I agree that block letters are best. I wasn't able to verify your last comment, but it couldn't hurt to do as you said. Thanks for the comments. Below is the info from USPS.com.
Name or attention line
Company
Suite or apartment number
Delivery address
City state ZIP Code
For example:
JANE L MILLER
MILLER ASSOCIATES
[STE 2006]
1960 W CHELSEA AVE STE 2006
ALLENTOWN PA 18104
Automated mail processing machines read addresses on mailpieces from the bottom up and will first look for a city, state, and ZIP Code. Then the machines look for a delivery address. If the machines can’t find either line, then your mailpiece could be delayed or misrouted. Any information below the delivery address line (a logo, a slogan, or an attention line) could confuse the machines and misdirect your mail.
Use the following guidelines:
*Always put the address and the postage on the same side of your mailpiece.
*On a letter, the address should be parallel to the longest side.
*All capital letters.
*No punctuation.
*At least 10-point type.
*One space between city and state.
*Two spaces between state and ZIP Code.
*Simple type fonts.
*Left justified.
*Black ink on white or light paper.
*No reverse type (white printing on a black background).
*If your address appears inside a window, make sure there is at least 1/8-inch clearance around the address. Sometimes parts of the address slip out of view behind the window and mail processing machines can’t read the address.
*If you are using address labels, make sure you don’t cut off any important information. Also make sure your labels are on straight. Mail processing machines have trouble reading crooked or slanted information.
I want to include a physical address and a PO Box in the address information on an envelope. Is it true that if the PO Box is below the physical address, the delivery will be made to the Po Box? I think the rule is whatever is just above the city state zip line will be the delivery address? Am I dreaming this?
Hi Tracy,
I'm trying to think of a reason why you would have a physical address and a PO Box. Unless it's a personal mailbox (PMB), I can't think of a reason to have both on your label. I would not use a physical address on your address line; I would just use the PO Box to avoid confusion. Here's the USPS.com site on PO Boxes: http://pe.usps.com/text/pub28/28c2_008.html#NL508_
Hope that helps!
This has always been a problem for me because my maiden name is Freeman and saying "the Freemans" seems really bizarre but it certainly wouldn't be the Freemen.
I use the Freeman Family, but is there a rule about this type of situation, where names involve words that do not follow the usual pluralization rules?
Thank you for adressing this issue because I have made this mistake before when ordering address labels. How about this scenario? I ordered an address plaque for next to the front door. I requested that it say:The Foster'sWould this be correct? I am referring to the house..but wasn't sure if it also should have been "The Fosters".Thank you,Carissa
Hi Carissa,
If you use the apostrophe I would say "house". If not, then I wouldn't use an apostrophe; e.g., The Fosters or The Foster's House. Thanks for the comment!
Hi Emily,
Somehow I missed your comment, sorry about that. Names do not follow irregular plural forms. The Freemans is absolutely correct. Names should not be changed when made plural except for the adding of "s" or "es". Good question. ;)
I was taught at an early age in my secretarial career to always sign my name last on letters and greeting/sympathy cards.
Is it correct to put to sign my husband's name before mine? e.g. Jonty and Shirley
I was always taught to write the city separate from the state. Did that change when we started the zipcodes. Noone ever told me and I have been writing that way for ,well let's say, many years.
I should print this out and send it to some of the people who send correspondence to my office. We are always getting envelopes with the return address of: GP, OR. I don't live in Oregon, I have no idea what town/city "GP" is. I can understand something common like S.F., CA--but even then, kind of lazy. Good hub.
Re: zip plus 4 (12345-6789)
Mail with the "zip plus 4" already included in the address is processed a little faster than mail that is missing the "zip plus 4". The latter must be processed through an additional step (OCR, for you techies), which adds the missing "zip plus 4" information in the form of a little bar code, typically near the bottom righthand corner of your mail. Read by machine, this barcode helps the mail sorting machines route your mail to the correct destination.
From the www.usps.com website:
"In 1983, the United States Postal Service® began using an expanded ZIP Code™ number called the ZIP+4® Code. The ZIP+4 Code helps the Postal Service™ direct mail more efficiently and accurately because it reduces handling and significantly decreases the potential for human error and possibility of misdelivery. It also will lead to better control over USPS® costs and, in turn, the stability of postage."
So, now you know. ;)
its been years since i got a post card !
Conformists! I've been known to address my triangular shaped letters in calligraphy. I've mailed plastic soda bottles filled with toys and confetti. Postal clerks both love me and hate me.
Email me your address Barry and I'll send you a postcard. queenofdreams@gmail.com.
Hello Sweet Robin!! A person living in a gated community without general mail delivery would have both a physical address AND a P.O.Box!! The U.S.Postal Service only delivers to P.O. Boxes but Fed/EX, UPS, etc. try only to deliver to physical addresses!! I LOVE what you guys are doing with HubPages!! Earth Angel Blessings Always, Sapphire Grace!!
Ah, thanks for the insight Sapphire! Do your packages to your house come with an address and PO Box number or just the former?
As usual, I learn from not only your hub, but also the comments.
I did a doubletake at jmuriset's comment; I laughed out loud! (Only towards the end of the comment, of course!) And enjoyed your rejoinder! I'm off to be her fan and catch her first hub when it is batted!
Thanks, and bye!
Good Morning Robin and Kenny!!
So glad to see Robin's sweet words still popping up on screen!! My blessings are with you!! And Jaymee too!! Actually, all of you!! What an exciting time!!
To answer your question, many applications/forms/purchases, etc. ask for both a "mailing" address (P.O.) and a "shipping" address (physical)!! Unless I am actually expecting a physical package at my home, and the company agrees NOT to release this information, I only use the P.O. Box!
UPS/FedEX, etc. arrive with only the physical address showing on the outside and the P.O. on the inside of the package! The US Postal Service, as well as all the overnight shippers, honor requests that physical addresses not be disclosed.
For those companies that do not honor the privacy act, I give them the "physical address" of the post office where my P.O. Box is located with the number of the box being the suite number!
Having been stalked many years ago, the distinction is of critical importance to me! We live in an era of instant information, thank goodness, because we are making a living from it! There is however, a dark side for anyone who decides to do us harm!!
There are at least 10 more reasons to keep your physical address private and I will write a Hub about them!!
Blessings on your day!! Earth Angel!! ;-) Sapphire
Embarrasing as it is, I am an English major, and I've recently been addressing my Christmas cards' final line as: "Omaha, NE. 68144." My husband informed me that the correct way to send mail is just the two letter state abbreviation without a period. Is this correct?
Hi Holly,
Yes, he's correct. You don't need a period. Good luck with the rest of your cards!
HOW WOULD YOU FORMALLY ADDRESS A WOMAN WHOS HUSBAND HAS BEEN DEAD 10 YEARS?? MY DAUGHTER WANTS TO ADDRESS IT TO:
MRS. JOHN SMITH
THAT JUST SEEMS WRONG TO ME.
Hi Paula,
Addressing an envelope of a widow can be difficult. I think it would depend on the person you are writing to and the length of time their significant other has been deceased. If she still refers to herself as Mrs. John Smith, then that is how I would address the card. If not, I would address the card, Ms. Jane Smith, Ms. Smith, or Mrs. Smith depending on her preference. If she is someone you speak to regularly, ask her what she prefers.
Even though it is proper to address cards, Mrs. John Smith when Mr. Smith is alive, I feel it is a bit archaic. Older generations may prefer the former, but personally I would rather be Mr. and Mrs. Smith. This is especially true in informal letters or cards. For wedding invitations or more formal invites, I can understand the formality of Mr. and Mrs. John Smith. I hope that helps!
Hi Robin! I came across your article while surfing the net.I am still a little confused when it comes to addressing envelopes.Are you supposed to use all capital letters?With the "zip plus 4" are you supposed to write all 9 numbers together, spaced, or with a dash? Example: 123456789, 12345 6789, or 12345-6789.Also with P.O. boxes do you write PO BOX 123 or P.O. BOX 123?One more question, sorry :) Since I am overseas and I have family in America, how do I write out my 4th line? U.S.A, USA, UNITED STATES, or UNITED STATES OF AMERICA?Thanks to anyone who can help!
Happy Hoilidays! I'm still confused about names that end in a vowel. Names on my list this year end in y, i and o. What's the correct way to address when adding the s? Thank You!
Great informative hub. Thank you for making and posting it! I adding a link to it in my info CDs for my logo clients.
Wonderful info! It's so funny how something like this generates so much interest. I actually have more trouble with the first line - making sure I don't offend any one in my husband's very large family. There are widows, divorced women, couples with different last names - I'm never sure I'm addressing their names correctly. I'm also surprised that it's recommended to use all capital letters - I guess it feels like shouting since that's what's conveyed when writing online. In any event, such great info - thanks for writing this! =)
If you are addressing a wedding invitation to a couple, and the woman is a Judge, do you say Mr. Tim and Honorable Amy Smith, or just Mr. and Mrs. Smith, or something else?
Great hubs! I'm a grammar and spelling fanatic, having been a corporate secretary for many years. I'm glad to see someone else who is too.
Love the grammar hubs :-) Thanks!
Hello,
How do I make sure that a private letter I send to a company is not opened by a secretary but the person him/herself?
Do I write the name of the person first and the company name on the next line, or is there another even more safe way to secure that the letter is not opened by someone else?
Best regards,
Annika
what if its a personal letter among family, can you put nicknames, do you have to put the last name?
thanks for the guidelines, although I have to mention that back in the good ol'days one of my teachers told me about that "put" should be write we don't put we write, don't blame me, he was a very smart teacher.
For invitations, which one of the following is best: Brian and Jeri Bills Family, Brian and Jeri Bills and Family, Mr. and Mrs. Brian Bills and Family, or Mr. and Mrs. Brian Bills Family? Do you really have to write The Bills Family?
Years ago we used to receive Christmas cards addressed to
Mr. and Mrs. E. Jones and Fly, (Fly being short for family)
1 street name,
City, ST Country P0STC0DE
A friend called me asking who this fly was? I found it hysterical. Great hub as Christmas comes around again. I shall take note.
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jimmythejock says:
3 years ago
Maybe thats why my postcards never arrive until about 6 weeks after i get back home lol thanks Robin.....jimmy