Sending handwritten letters through the post office is simple and quick.

Sending handwritten letters through the post office isn't as complicated as you might think! Whether you want to write to friends far away, send a loving message, or forward important documents, all you need is the right envelope and appropriate stamp, and you can easily send your letter anywhere.

In this article, Tiptory will guide you step-by-step on how to send letters correctly – whether domestically or internationally – ensuring your letters arrive safely and on time. Keep reading to learn the best and simplest way to send handwritten letters through the post office that anyone can do!

How to properly send a handwritten letter through the post office.

Sending a letter by hand may seem simple, but if not done correctly, it may not reach its destination. Below are the basic steps to send a letter properly through the post office:

• Step 1: Place the letter in an envelope and seal it.
  Make sure the finished letter is placed in the correct-sized envelope and sealed carefully.

• Step 2: Write the recipient's address.
  Write the recipient's address clearly in the center of the front of the envelope, near the bottom.

• Step 3: Enter the sender's address.
  Write your address (sender's address) in the upper left corner of the envelope.

• Step 4: Attach the postage stamp.
  Attach a postage stamp (usually a First Class domestic postage stamp) to the upper right corner of the envelope. For international mail or heavy mail, additional stamps may be required.

• Step 5: Send the letter
  Take the letter to the nearest post office or leave it in a public mailbox for the postman to pick up.

Part 1: How to choose the right envelope for domestic and international mail

Step 1: Things to note when sending handwritten letters abroad via post office.

When sending international letters, you need to be aware of some important regulations to prevent them from being returned or lost:

• Find out the regulations of the receiving country.
  Each country has its own regulations regarding what can be sent and how it can be sent. Before sending mail, check the list of countries and territories on the USPS website. Click the number next to the country name for details on what is and isn't allowed to be sent.

• No customs declaration is required if you are only sending a letter.
  If you are simply sending a letter (without postcards, collectibles, labels, money, checks, or valuable items), you usually do not need to fill out a customs declaration form.

• Use First Class Mail International service
  If your mail weighs less than 3.5 oz (~100g) or the envelope weighs less than 15.994 oz (~453g), you can use USPS First Class Mail International – a cost-effective solution for international mail.

Step 2: How to choose the right envelope when sending a handwritten letter

Choosing the right type of envelope is crucial to ensuring your mail arrives safely and correctly, especially when sending it long distances. Here are some things to keep in mind:

• Choose the correct envelope size.
  In the United States, envelopes must be rectangular, made of paper, and no larger than 11 1/2 x 6 1/8 inches (approximately 29 x 16 cm ).
  The most common size is 9 1/2 x 4 1/8 inches (approximately 24 x 10 cm ).
  You can fold the letter as long as the thickness does not exceed 1/4 inch (0.64 cm).

• Based on the purpose of sending the letter

  • If sending a job application or work-related documents , use a white or neutral-colored envelope; it looks professional.

  • If sending wedding invitations, graduation invitations , or letters with ribbons or wax seals , it's best to put them in an outer envelope to protect the contents.

• Based on the destination

  • When sending letters abroad , choose a sturdy envelope to minimize damage.

  • If the contents are fragile, use an envelope lined with foam, shockproof material, or waterproof material.

• Consider special mailing services.
  If you choose a service that includes insurance or tracking, such as Priority Mail or Priority Mail Express , you may need to use envelopes specifically designed for that service.

• When sending documents, you don't need to rush.
  With standard 8 1/2 x 11 inch (approximately 22 x 28 cm ) paper, you should buy larger envelopes so you don't need to fold the paper.

• Send postcards
  If you're only sending postcards , then you don't need an envelope .

Step 3: How to properly place the letter in an envelope and seal it.

After choosing the right envelope, the next step is to put the letter inside and seal it. Follow the correct procedure to prevent the letter from bursting open or violating size regulations.

• Fold and put the letter in an envelope.
  Fold the letter neatly so that it fits snugly into the envelope. Make sure the total thickness does not exceed the allowed limit.

• Seal the envelope tightly.
  Lick the adhesive edge of the envelope flap to wet the glue, then fold it down and press gently to seal it securely.
  If you don't want to lick it, you can use a small, damp sponge to wet the glue.

• Reinforce further if necessary.
  If you're worried the envelope might open during shipping, you can add a piece of clear tape to the edge of the envelope for extra security.

• Note regarding the specified thickness

  • Standard envelope thickness : no thicker than 1/4 inch (0.64 cm)

  • Large envelopes : no thicker than 3/4 inch (1.9 cm)

  • Postcard : not thicker than 0.016 inch (0.041 cm)

• Additional stamps may be needed if the letter is too thick or heavy.
  If the sealed envelope exceeds the specified thickness or weight, you will need to purchase additional stamps to cover the shipping costs.

Part 2: How to write the address on an envelope so it won't be returned.

Step 1: How to write the recipient's address correctly on an envelope.

Writing the address accurately and in the correct format is crucial to ensuring your mail arrives in the right place. Here's how to write the recipient's address according to U.S. postal standards:

• Address writing location
  Turn the envelope over and write the recipient's address in the center at the bottom .

• Information to be recorded (one section per line)

  1. Recipient's full name or company name

  2. House number, street name, apartment number (if applicable)

  3. City, abbreviated state or territory

  4. ZIP Code

  5. If sending internationally, add the country name using its international abbreviation (e.g., USA, VN, UK...).

  Example of a correctly formatted address:

   SKYLER WHITE
   2004 ROSETHORN COURT APT 4
   ALBUQUERQUE NM 87041
  

• Some important things to note when writing addresses:

  • Write in all capital letters , using ink or a permanent marker.

  • Do not use commas (,) or periods (.) .

  • If the recipient uses a post office box , write the box number instead of the home address.

  • When sending to an address in Puerto Rico , you may need to add the URB (Urban Base Area Code) before the area name.

  • Sent to the U.S. Virgin Islands , abbreviated as “VI”.

  • If sending a letter to a military or diplomatic personnel , do not include the city or country name . Simply include the unit number or special mailbox number, if applicable.

Step 2: How to write the sender's address on the envelope

Including the sender's address helps ensure the letter is returned to you if it doesn't reach the recipient. Please write it clearly and in the correct format as follows:

• Location for writing the sender's address
  Write in the upper left corner of the front of the envelope.

• Information to be recorded (one section per line)

  1. Sender's full name or company name

  2. House number, street name

  3. City, abbreviated state or territory

  4. ZIP Code

  5. If sending internationally, add the country name using its abbreviation (e.g., USA, VN, UK...).

  Example of standard formatting:

   JANE SMITH
   111 LAKE DR
   MALIBU CA 11111
  

• Note when writing the sender's address:

  • Write in all capital letters , without using periods or commas.

  • Use ink or felt-tip pens that are permanent and easy to read.

  • The information must be accurate to avoid losing mail in case of an incident.

Part 3: How to calculate the appropriate weight for mail and affix stamps when sending through the post office.

Step 1: How to choose and affix postage stamps correctly

To ensure your letter is delivered successfully, you need to choose the right type of stamp and affix it in the correct location. Here are the detailed instructions:

• Use First-Class stamps for mail weighing under 1 oz (approximately 28g).
  If your letter is no larger than 11 1/2 x 6 1/8 inches ( 29 x 16 cm ), weighs less than 1 oz , and is not too stiff or bulky , you only need to affix one First-Class stamp in the upper right corner of the envelope.

• Sending international mail
  If shipping internationally, use the First-Class Global Forever sticker , also located in the upper right corner.

• If the letter is larger than the standard size
  If the letter is still under 1 oz but exceeds the size limit, you will need to purchase a different type of stamp or pay extra .

• Principle for quickly calculating the amount of paper that comes with one label.
  A typical First-Class stamp can be used for a letter consisting of approximately four standard A4 sheets of paper placed in a business-sized envelope .

• Where can I buy stamps?
  The stamps can be purchased at:

  • The post office is near my house.

  • Some retail stores

  • Official USPS website or reputable e-commerce platforms.

• The stamp comes in many designs.
  You can choose regular stamps , decorative stamps, or commemorative stamps if you want to make your letter extra special. Ask the post office staff to see the available designs.

Step 2: How to buy more stamps when the letter weighs more than 1 oz

If your letter weighs more than 1 oz (~28g), you will need to purchase additional stamps to ensure the postage is covered and the letter is not returned. Here are some important notes:

• Weigh the letter before sending it.
  You can balance the letters:

  • Kitchen scales

  • Small electronic scale

  • Self-service kiosk at the post office

  • Ask the staff at the nearest post office to help weigh it.

• Check current fees
  Visit the USPS website or use the International Price Calculator to see the exact fare for each weight and destination.

• Basic rates for mail weighing over 1 oz.

  • For standard mail (maximum 3.5 oz / ~100g): A fixed fee will be charged for each additional oz.

  • For large envelopes (maximum 13 oz / ~370g): The fee will be calculated per additional oz , and is not fixed.

• Be cautious with large or unusually shaped envelopes.
  Letters that are unusually shaped, excessively thick, stiff, or contain protruding objects, such as:

  • Paper clips, snap buttons, paper clips

  • Hard, swollen material

  • Buttons, straps, or buckles.
    These envelopes will be subject to an additional special processing fee .

Tip: Whether you're sending domestically or internationally, always check the weight beforehand and buy enough stamps – this avoids mail being returned or delayed.

Step 3: Additional services when sending mail are valuable.

If your mail contains important documents or items, you can purchase additional insurance and tracking services for added peace of mind. These services are usually offered at post offices and include:

• Insurance letter
  Insurance coverage is guaranteed in case of lost or damaged mail, with coverage potentially reaching tens of thousands of dollars (for example, domestic Registered Mail is insured up to $50,000).

• Mail tracking (USPS Tracking)
  Receive real-time updates on the journey and delivery date and time of your mail.

• Certificate Mail
  You have proof that you sent the letter and know when the recipient received it.

• Signature Confirmation
  Ask the recipient to sign the letter upon receipt; you will then be provided with a signature receipt.

• Registered Mail
  High-security services, applicable both domestically and internationally, with numerous accompanying regulations.

• Return Receipt
  Receive an electronic or hard copy confirmation that the recipient has received the letter and signed it.

Note: These services help you track and protect important mail, increasing security when sending valuables or legal documents.

Part 4: How to send a letter through the post office

Once you have prepared the envelope, you can send the letter using the following methods:

• Sent to your home mailbox
  If you have a mailbox outside or near your home, drop the mail inside and then raise the red flag to let the postman know there's mail to pick up.

• Place your letter in the blue USPS mail collection bin.
  Find the nearest blue collection box, then drop your letter into the designated slot.

• Take the letter directly to the post office.
  If you need to buy more stamps or if the letter is too heavy or thick, you'll have to go to the post office and give it to an employee.

• Note regarding weight and dimensions
  If the envelope weighs more than 10 oz (0.63 lb) or is thicker than 1/2 inch (1.3 cm) , you must not put the letter in a mailbox or collection bin but must hand it directly to a postal worker.

• Check the nearest mail delivery point.
  Visit the USPS website to find a post office or mail collection box near you.

• Mail collection time
  Each collection box has a sign indicating the daily mail collection times. If you drop off your mail after the collection time, it will be collected on the next business day.

Translated by: Rowan Hudson Le .