When the United States Postal Service (USPS) started using optical character reading (OCR) machines to process mail faster using automation, they instituted a standardized abbreviation for each state and a format for addressing mail that was easier for the OCR equipment to read.

The address should be entirely in capital letters, with no punctuation. The return address is always in the upper left portion on the front of the envelope.

Following are some examples of appropriately addressed mail for the USPS:

JOHN SMITH MD
PREMIERE ORTHOPAEDICS
1155 S MARKET ST #106
SAN FRANCISCO CA 00000-0000

JOHN SMITH
12345 NW FOURTH ST
PORTLAND OR 00000-0000

Obviously, a printed address is more desirable than a handwritten one. However, you can use the format for hand-addressed mail. Many people prefer to use a more informal handwritten address for personal mail, such as holiday and birthday cards and invitations. While hand addressing makes a mail more personal, it can slow down delivery - or result in nondelivery if the USPS cannot read the address.

Return address

A return address is important, in case a letter cannot be delivered for some reason. It allows the USPS to return the letter to the sender. Mail that does not include a return address and cannot be delivered to the address is called "dead mail." Without a return address, you may never know that the mail you sent was never delivered to the intended recipient.

The return address should always belocated on the front of the envelope. In the past, many people preferred the back flap, especially for cards and invitations. However, the USPS requests that all return addresses be located on the front of the envelope.

State Abbreviations

Be aware that state abbreviations are not always the first two letters of the state name! There are instances where such an abbreviation would cause confusion between states that start with the same two letters. Check the following list of state abbreviations and make certain you have the correct one for the state where your mail is to be delivered.

Make

Can someone find out who owns a post office box?

The simple answer is: Yes.

When you rent a post office box, whether at the USPS or a commercial provider, you are required to provide certain information about yourself. The USPS and the commercial post office box provider are required to verify that information with a picture ID.

The purpose of the verification is to ensure that, should you be conducting illegal activities from your post office box, any interested authorities can find you.

Can anyone get this information?

No, they cannot. The USPS and commercial post office box providers are not supposed to give this information to anyone who asks.

Private investigators may conduct what is known as a "post office box break" or reverse post office box search. Many post office box owners use the box to receive financial information, such as bills, checks, bank statements, etc. If an investigatory has access to credit headers, they may be able to tie a physical address to a post office box. For example, if a physical address is used for some financial information reported on a credit report and a post office box is used for other information that also shows up on a credit report, someone with access to the reports would be able to conclude that the physical address is occupied by the same person who rents the post office box. This would be a completely legal way of obtaining a physical address for a post office box owner, although it may not be 100% accurate.

Otherwise, only law enforcement officials can access information that you file when you rent a post office box by submitting a request form or presenting a subpoena. If a subpoena is presented to your post office box provider, they have to comply and supply the information.

A post office box is essential when setting up a virtual home office, especially if you're alone most of the day. It provides security and privacy while assuring maximum benefit for the growth of your business. A post office box, whether it's at the USPS or with a commercial provider, adds legitimacy to your business address.

If you are able to obtain a USPS post office box, your address will be the assigned post office box number; i.e.,

P. O. Box 123
City, State ZIP

The USPS does not provide the option of a "street address" with its post office boxes.

One advantage of a commercial post office box is that it gives the appearance of a street address; i.e.

12345 Anywhere Street, #123
City, State ZIP

This provides a distinct presence for your business, in a commercial area (as opposed to residential). It's very easy for individuals researching you or your company to search maps. In addition to business credibility, privacy and security concerns are not an issue. When running a home-based business, it's best not to use your residential address.

A small business operating out of a residence can also give the impression of being more "professional" by using their phone company's voice mail options, or one of the commercially available voice mail systems that can be managed through a web site. Find someone with a good telephone voice to record your answering messages and voice mail options, rather than recording them yourself. Many of these services include screening, which requests the caller to record their name, which then plays back to you and gives the option of accepting the call, or sending it to voice mail. Home-based businesses should never allow family members (especially children!) to answer or make calls on the business phone line.

Make sure you have a professional-looking web site. It isn't expensive or especially difficult to put up a web site. Your web site is a reflection of you and your business and in the digital age, may be your most important marketing tool. Your should include your web site's URL on your business cards and stationery. Avoid auto-play audio (such as music). Evaluate the appropriateness of third-party advertising or sponsorships at your business web site. For some businesses, it's completely appropriate; i.e., directory listings, discussion forums, etc. However, if the purpose of your web site is to attract people to your business and your business services, ask yourself if it's worth detracting visitors from that purpose. Third-party advertising is a distraction; you need to focus visitors on what YOU are offering.

These readily available and low-cost solutions add credibility to your home-based business while providing you with security and privacy.