Which way should the address read on a letter?
On a letter-size piece the delivery address reads parallel to the longest edge (the length) and sits in the machine read area, upright and unobstructed. A letter addressed parallel to the shorter dimension is nonmachinable and pays the surcharge. Use a clean, high-contrast font, dark ink on a light background. Keep graphics, backgrounds, and images out from behind the address so OCR and barcode reading are not disrupted. Flats follow a different rule; see Where does the address go on a flat. See DMM 202 and 602.
Where does the address go on a flat?
Flats do NOT follow the letter orientation rule. Do not carry the letter address rule over to a flat; the two use different standards.
For flat-size mail the governing standard is placement within the top half of the piece (DMM 202.2):
- The "top" of a flat is either of the two SHORTER edges. On an 8.5 x 11 sheet the short edges are the 8.5 inch edges, so either of those can be the top.
- The entire delivery address must fall within the top half of the piece. Optimal placement is as close to the top edge as possible, keeping at least 1/8 inch clearance from any edge.
- The address may run parallel OR perpendicular to that top edge, so both a horizontal address and a vertical (rotated) address are allowed. It must not be upside down as read in relation to the top edge.
- If a vertical address will not fit entirely within the top half, it may cross the midpoint provided it begins within 1 inch of the top edge.
- The address must be on the side bearing postage. Periodicals may carry it on either side.
- Use at least 8-point type. Sans serif and all capitals are preferred on presorted, automation, and carrier route flats.
- Barcodes must be at least 1/8 inch from any edge of the address side.
Enveloped or polywrapped flats and bound or folded flats have their own detail standards (DMM 202.2.2 and 202.2.3); the top-half rule applies to both.
Where can the address go on an 8.5 x 11 piece?
Unfolded, an 8.5 x 11 sheet is 8.5 inches high, which exceeds the 6.125 inch letter maximum, so it mails as a flat (see What size is a flat). Therefore:
- Pick one of the 8.5 inch edges as the top.
- Put the whole address in the top half, ideally near that top edge, at least 1/8 inch in from any edge.
- Run it either horizontally (parallel to the 8.5 inch top edge) or vertically (perpendicular to it). Both are acceptable; it just cannot be upside down.
- A vertical address that does not fit in the top half may run past the midpoint if it starts within 1 inch of the top edge.
- Keep it on the side bearing the postage, with the indicia in the upper right.
If the same sheet is folded down to letter size instead, the letter rule in Which way should the address read on a letter applies and the piece must also be sealed per How many tabs does a folded self-mailer need.
What is the barcode clear zone?
The Intelligent Mail barcode goes in the address block or in the lower barcode clear zone at the bottom right of a letter. That clear zone (roughly the lower right corner) must be free of other printing so scanners can read the barcode. A tab or seal in the clear zone must have a paper face; cellophane tape is not allowed there. See DMM 202 and 708.
Where does the indicia go on a mailpiece?
The postage indicia (permit imprint) or stamp/meter goes in the upper right corner; the return address goes in the upper left. For a permit imprint, the indicia states the class, that postage is paid, and the permit holder (see Indicia content). See DMM 202 and 604.
Shape and machinability
Keep letter-size pieces within the machinable aspect ratio (length divided by height between 1.3 and 2.5); square or oddly proportioned pieces are nonmachinable and pay a surcharge (see Why would a letter be nonmachinable). Confirm the finished size against the category limits in What size is a letter for USPS pricing and What size is a flat before printing.
Folds, tabs, and sealing
For folded self-mailers and booklets, plan tab and glue positions into the layout: tabs on the open edges, none in the barcode clear zone, and folds oriented per the piece type (see How many tabs does a folded self-mailer need for self-mailers and How is a booklet sealed for mailing for booklets). Leave room so tabs do not cover the address, barcode, or indicia.
Print safe margins
Keep the address, barcode, indicia, and any FIM inside safe margins and out of fold, perforation, and trim zones. Provide bleed where art runs to the edge. A mockup checked before production is cheaper than a rejected mailing; Plavidian reviews the file for mailability first.