How To Write an Address (With Multiple Examples)

By Indeed Editorial Team

Published 14 July 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

When mailing a letter, it's important to make sure you write both your recipient and return address correctly. This can help ensure your item reaches the desired location and has a proper destination to return to if an issue arises. Understanding the accurate format of addresses can help you communicate with others by mail and help you share your contact information with others. In this article, we discuss what an address is, explain how to write an address and provide several examples for the different types of addresses to write.

What is an address?

An address is a location where individuals live, or a company is situated. Including these can help ensure items you mail reach your desired destinations. Addresses also help provide contact information for those who may want to reach out to you. For instance, you may use addresses when writing your cover letter or resume to inform potential employers where you live.

Including your address in job application materials can help employers know if you live nearby and whether they need to consider providing a relocation package. Other instances for using an address may include writing a letter of recommendation or creating business cards for your job.

Related: How To Structure a Cover Letter (With Example)

Elements of an address

There are several components that make up an address. Here are the elements to include in a typical address:

  • Recipient's first and last name or company name

  • Building name

  • Block number

  • Flat and floor number

  • Street name

  • Village, town or district name

  • Postal district number or postal code (when mailing to another country)

  • Name of the country, state or providence

  • Country of recipient

Related: How To Write a Letter of Recommendation (With Example)

How do you properly write an address?

When addressing an item, it's important to do it correctly to ensure proper delivery. This is especially prevalent when sending something to a business, as it can represent your professionalism and show your ability to follow directions. In order to write an address properly, use the following steps:

1. Write the recipient's name

Begin your address by writing the recipient's name on the back of the envelope. If you're sending an item to an individual, make sure the person's full name or what they prefer to be called. For instance, if your colleague's name is Mei Mei, but she prefers to go by her western name, Lilly, you can write Lilly here. It may also be helpful to include a title for the person you are writing to, such as their job title or Mr/Mrs.

Related: Dear Sir or Madam: How To Use It and Alternatives

2. Locate the recipient's floor number

The next line in your address should include the recipient's floor or flat number. This helps the postal service know where to send your item to specifically. An example of this would be Floor 2, Flat B. Some addresses may not include this piece of information if they are single unit buildings.

3. Include the building name

Next, write the name of the building where your recipient lives or works. If you are sending this to an individual, this may be their residential building's name. For companies, this is the name of the building in which the business is located, such as Ling Tower.

4. Provide the street address

Below the building name, include the street address. This includes the street number and name of the street where the recipient lives. For instance, you may send a letter to your colleague who lives in an apartment on 12 Victoria Road.

5. Provide context

In your address, include the district or village of your recipient's location. This lets the postal worker know what area your item needs to go to. For instance, if your colleague lives in Aberdeen, you would list that as the district, below their street address.

6. List the territory or country

On the final line, include the recipient's territory in Hong Kong. This may include either Hong Kong, Kowloon or New Territories if you're mailing an item locally. For international mailing, this includes foreign countries, such as England or Scotland. Depending on where you are mailing to, you may not need to include this section. Local mail may not include a country destination.

7. Proofread your address

After writing your recipient's address, check to ensure the address correctly written. Here, review your spelling and double-check the numbers you listed to make sure they are accurate. Consider using an online addressing tool to review your address as well. If you wrote your address by hand, make sure the font is legible for the postal workers to read.

What is an example of an address?

Here are some examples of addresses for different types of scenarios:

Example of an address to an individual

When addressing an item to an individual, use a format similar to this example:

Susan Lai
12th floor, Flat G
Magnolia Building
212 Sycamore Street

Example of an address to a company

Use the same format when mailing to companies as you would for individuals but use the company name instead of an individual's name. Here's an example of an address to a company:

L&R Corporation
Level 6
GMZ Bank Building
113 Queens Road

Example of an address to an international location

On occasions where you may mail information internationally, review the country's specifications and follow a format similar to this example:

Tried and True Tech
Level 27
New Trade Center
222 Beacon Road
NSW 201

How do you write a return address?

It's important to include a return address in case the recipient can't receive the items. Write return addresses as you would a recipient's addresses but include your information instead. Follow these steps when writing your return address:

1. Write your name

Instead of writing the recipient's name, include your name in your return address. This includes your full name. List your return address in the left top-hand corner on the back of the envelope or on the front of the envelope in smaller font. If you're writing a cover letter, you can list your return address below the recipient's address.

2. Include your location

Similar to the format for a recipient's address, list your full address. This includes your floor, flat, street number, territory or district and country. Remember to include each item on its own line. If you're mailing something internationally, include your postal code and research their address requirements.

3. Review your address

After writing your return address, review to make sure the information is correct. Double-check your spelling and make sure all numbers are accurate. Also, check to see if your return address is readable.

Related: How To Write a Farewell Email

Tips for successfully writing an address

Use this advice to help you succeed when writing an address:

Check for postage

If you plan to mail an item after writing an address, make sure you have sufficient postage according to the mail format and weight to ensure delivery. Generally, a local letter requires a single stamp for air mail and may require more for international delivery. You can purchase stamps at your local post office.

Use the proper language

To ensure postal staff understands the address you wrote, write in the language of your destination country. Write the city and country names in English. When sending local mail or items to Taiwan, Macao or mainland China, you can use Chinese characters in your address.

Consider your font

If you plan to type your address, select a simple font that is easy to read, such as Arial or Times New Roman. It's helpful to use black or another dark-coloured font on white surfaces. Avoid using red font when mailing items to other areas of China since they consider it unfavourable. In order for the postal service to read your address, use a minimum of 10-point font.

Write in all caps

When writing the village, territory or district name, write in all capital letters. Your country destination should also be in all capital letters, such as HONG KONG. This helps make your address easier for the postal service to read.

Include only necessary information

Since the postal service uses machines to screen letters, include only your address information on the envelope. This can help you avoid having potential delays. When the machine locates information not related to your address it may become confused, resulting in a longer delivery time.

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