You want your business to come across in the most professional manner possible. You want to convey that you pay attention to detail. You want to give your clients confidence that you can handle the job.
Strange as it sounds, if you don't take care of the small stuff, clients can get antsy. If your address labels are all over the place, what does that say about the rest of your business? There are conventions in place that can help you to size and present your envelopes so that they scream efficiency.
Let's get into what size envelope labels are, and why it matters.
How to Label an Envelope
The conventions of formal writing might be more relaxed now than they were in the past. But the fact is there is still a right and wrong way to affix address labels for envelopes.
Envelope Size
Let's start with size. There are many different sizes currently on the market. The most common size is the #10 or 4 1/8" x 9 1/2" envelope.
This is available both with a window and without. If you're planning to use address labels for envelopes, then make sure you order solid front envelopes. Some come with special features, such as a security tint.
This is especially important on a window envelope, to keep the contents confidential.
How to Label a Mail Envelope
Once you've decided on the size of the mail envelope to use, you need to decide on the size of your address labels.
There are two address labels needed on every envelope - one for the sender and one for the recipient.
The sender address is the smaller of the two. The United States Postal Service is very clear - this should be located in the top, left-hand corner of the envelope. This is true, whether it is in landscape or portrait.
The recipient envelope label location is different, depending on whether it is portrait or landscape. It should be placed in the bottom right-hand quadrant of the envelope on a landscape envelope.
On a portrait envelope, it should be in the upper right-hand quadrant of the envelope.
It should be far away from the sender's address. This reduces the possibility of error when it goes through the USPS automatic readers. One inch is the absolute minimum to keep the two addresses apart.
It should be larger than the sender's address, but should still be in keeping with the size of the envelope.
Address labels for envelopes should be straight. Not only is this more professional, but it also assists the automatic readers in the USPS. This will help to avoid any unnecessary delays in mail processing.
Address Format
All addresses should stick to the standard format. This is 3 or 4 lines. You should use the following format for both the sender and recipient's addresses:
ATTN: CUSTOMER NAME
BUSINESS NAME
BUILDING NUMBER AND STREET NAME
CITY/TOWN, STATE, ZIPCODE
As an example:
ATTN: John Schmidt
YOUR BUSINESS
789 MAIN STREET
BIG CITY, NY, 12345
Stick to this standard format for your envelope labels. Also, make sure they are opaque so that the contents of the envelope are not visible. Using black ink on a light label background will help it stand out.
Preferred Fonts and Sizes
Too small a font is hard to read. Too large a font looks comical. You need to live in between.
Size 10 to 12 point fonts are the preferred style for addressing business envelopes. Also, choose a sans serif font, and do not use cursive styles of font.
The following fonts are excellent choices:
- Arial
- Courier
- Lucida Fax
- Tahoma
Also, ensure that any advertising or extraneous information is kept well away from the address label areas.
How to Label a FedEx Envelope
When it's time to FedEx a package, the shipping label is key. It contains all the information needed to get your package from A to B without a hitch. But only if it's printed and attached correctly.
Unlike other mailing labels, the FedEx shipping label contains both the sender and recipient details.
You can send envelopes and packages via FedEx in a couple of different ways. You can either prepurchase manual labels for domestic or international shipping. Or you can create shipping labels for each delivery using their online tools.
Either way, you need to then place the label correctly. FedEx envelope label placement follows a few simple rules.
You need to place the envelope label on the address side of the envelope or package. Make sure that it is not folded over the edge of the envelope.
If you have printed onto a self-adhesive backing, you're good to go. Make sure that all information is clearly visible to the driver. Otherwise, you will need to stick the label down on all four sides using clear tape.
Make sure if you do this that you do not cover the barcodes, as this will make them difficult to scan. Once the envelope is ready, either drop it off at FedEx or arrange a pick-up.
The Takeaway: Envelope Labels Done Right
It's true, we're living in the digital age. But print marketing is still a huge factor in successful businesses. That starts with getting your envelope labels right so that you make the best first impression.
At FAS Postal Services, we are here to help you with all your business documentation needs. We provide more than just printing and mailbox services.
Our Business Document services include an authorized notary on staff. Along with notarizing services, we also provide secure shredding and lamination. We're your one-stop shop for all your business documentation needs.
Contact us today to see how we can be of service to your business.
