Sending a letter or postcard may seem simple, but there are key steps to ensure everything goes smoothly. Whether it’s a postcard from a memorable trip or a formal letter, this guide will walk you through each step to make sure your message reaches its destination without any issues.
Preparing Your Letter or Postcard
Choose Your Postcard or Envelope –
Pick a postcard that represents your destination or expresses your message. If you’re sending a letter, make sure you have an envelope that fits your letter comfortably. In the US, a standard #10 envelope (4 1/8 x 9 1/2 inches) is commonly used for letter-sized paper folded into thirds. If you’re mailing something larger or thicker, consider using a manila envelope (9 x 12 inches) or another size that accommodates your contents. Avoid overstuffing an envelope to prevent it from tearing. Things to consider:
- Intent: The intent of your letter can influence your choice of envelope. For formal or professional correspondence, use a clean, white or neutral-colored standard envelope. For personal letters, you might choose something more decorative or colorful.
- Destination: If you’re sending a letter internationally, you may need a larger envelope to accommodate customs forms or additional information. Consider using sturdier envelopes for long-distance destinations to ensure your letter arrives in good condition.
Write Your Message –
If you’re sending a postcard, keep your message short and sweet since space is limited. For a letter, write clearly on standard letter paper. Be sure to use proper grammar and avoid any slang if the letter is formal. More considerations when writing a letter:
- Tone: Make sure the tone of your letter matches the purpose. A formal letter should be respectful and professional, while a personal letter can be more relaxed and friendly.
- Format: Use an appropriate format, such as block or semi-block format, for formal letters. For personal letters, a more casual structure is acceptable.
- Content: Be concise but include all necessary information. Avoid overly complex sentences that may confuse the reader.
- Handwriting: If writing by hand, ensure your handwriting is legible. Consider typing the letter if your handwriting is difficult to read.
Place and Seal the Letter –
Carefully fold the letter, if needed, to fit inside the envelope without creating creases that make it hard to read. Slide the letter into the envelope, ensuring it lies flat. Properly seal the envelope by moistening the adhesive strip or using a glue stick or tape. If you prefer not to lick the adhesive, wet a sponge with a little water to moisten the glue.
- Extra Security: For added security, place a small piece of clear tape along the edge of the seal to prevent the letter from opening during transit.
- Thickness and Weight: Ensure the envelope is not too thick or heavy. In the US, envelopes should be no thicker than 1/4 inch (0.64 cm) for standard sizes, and up to 3/4 inch (1.9 cm) for larger envelopes. Postcards should be no thicker than 0.016 inch (0.041 cm). If your envelope is heavier, you may need extra postage.
Addressing the Letter or Postcard
Write the Recipient’s Address –
Write the recipient’s address in the center of the envelope or on the right-hand side of a postcard. Be sure to include:
- The recipient’s name
- Street address or P.O. box
- City, state (or province), and postal code
- Country (if you’re sending it internationally)
The address should be formatted like this:
Jhone Kaylee
123 Main Street Apt. 3B
Springfield, IL 62794
United States of America
Include a Return Address –
For letters, write your return address in the upper left-hand corner of the envelope. This ensures the postal service can return it to you if it can’t be delivered. For postcards, a return address is not required but is always a good idea in case the recipient can’t be found.
The return address should be formatted like this:
Morgen Lee
456 Elm Street Apt. 7C
Chicago, IL 62794
United States of America
Check the Address for Accuracy –
Double-check that the address is correct, including all necessary postal codes. Even small mistakes can cause significant delays or the letter being undelivered.
Stamping and Mailing
Purchase the Correct Postage –
Visit your local post office or use an online postal calculator to determine the right amount of postage for your letter or postcard. Postage rates vary based on destination and weight, so make sure you have the right amount.
- Choose a First-Class Stamp for Lightweight Mail (Under 1 oz). This is typically the most cost-effective option for standard letters and will ensure quick delivery.
- Purchase additional postage if your letter weighs more than 1 oz (0.063 lb) to ensure it is delivered correctly. You can either use additional stamps or request the precise amount of postage at the post office. Make sure to weigh your letter accurately to avoid underpaying for postage, which could result in delays or your letter being returned.
- Consider Insurance, Proof of Delivery, or Signature Services for Added Security. These services provide added peace of mind for valuable or important items, ensuring that your letter reaches its intended recipient safely. Some of the most popular USPS services include:
USPS Tracking (domestic): Receive real-time tracking updates for your letter, including the exact date and time it was delivered, so you stay informed throughout the delivery process.
Certified Mail (domestic): Receive a receipt as proof that you sent the letter, and track the delivery status to know exactly when it was delivered.
Priority Mail: Faster delivery service for important letters or packages, often including tracking and insurance.
Registered Mail: Offers maximum security for valuable items, with detailed tracking and insurance options.
Signature Confirmation: Requires the recipient to sign upon delivery, adding an extra layer of assurance.
Affix the Stamp Properly –
Place the stamp in the top-right corner of the envelope or postcard. Make sure it is securely affixed, as a loose stamp may cause your letter to be returned.
Drop It in a Mailbox or Post Office –
Once you’ve affixed the postage, drop your letter or postcard in a mailbox or bring it to the post office. If you need proof of delivery or tracking, request it at the post office.
Things You’ll Need
- Envelope or postcard
- Paper (for letters)
- Pen
- Postage stamps
- Return address labels (optional)
Tips
- Use neat handwriting to ensure the address can be read by the postal service.
- Consider adding “Do Not Bend” to envelopes that contain photos or important documents.
- If you’re sending a letter overseas, ask for an “international stamp” to ensure it reaches the correct destination.
Important
- Make sure your envelope is properly sealed. If not, your letter might be damaged or lost.
- Incorrect or missing postage will result in the letter being returned.
FAQs
Most standard envelopes are acceptable, but if you’re sending something unusually sized or thick, make sure it meets your country’s postal requirements.
The number of stamps depends on the weight of your letter or postcard and its destination. Always check with your post office for the most accurate information.
While it is not always required, adding a return address is highly recommended in case your letter is undeliverable.
