A large envelope, often referred to as a “flat,” is a mailpiece that exceeds the maximum dimensions of a standard letter. To be classified as a flat, the envelope must be no more than 12 inches high, 15 inches long, and three-quarters of an inch thick, while exceeding at least one of the letter-size maximums. Addressing these larger mailers, such as manila envelopes and padded mailers, is important for ensuring they are processed efficiently by automated sorting equipment and delivered without delay. The proper placement and formatting of the addresses are the first steps in preparing a large envelope for its journey.
Correct Placement and Formatting of Addresses
The placement of the addresses on a large envelope follows a specific layout to ensure readability. The recipient’s delivery address should be positioned near the center of the envelope’s face, the side without the flap or seams. This central area is the primary focus for the postal service’s optical character recognition (OCR) equipment.
The return address, which identifies the sender, must be placed in the upper left corner of the envelope’s face. This placement allows the mailpiece to be returned quickly if delivery to the recipient is not possible. The final required element, the postage, is affixed to the upper right corner, completing the three designated zones on the envelope.
Both the return and recipient addresses should be formatted using a clear, line-by-line structure. The first line should contain the full name, followed by the company or department name on the second line if applicable. The third line is reserved for the street address, including any apartment or suite numbers.
The final line of the address block must contain the city, the two-letter state abbreviation, and the five-digit ZIP Code. Using dark ink, such as black or blue, and printing clearly in capital letters helps maximize the chance of the address being read correctly by the automated sorting machines. The postal service recommends minimizing punctuation to further improve the clarity and processing speed of the address information.
Mailing Considerations for Large Envelopes
Mailing a large envelope involves specific considerations that differ from standard letter mail. Because flats are larger and heavier than letters, they require a higher base postage rate. It is advisable to weigh the completed envelope before mailing and consult the current postal rates to ensure the correct amount of postage is applied.
Large envelopes are also subject to a non-machinable surcharge if they possess characteristics that prevent them from being processed by standard sorting equipment. This surcharge applies if the envelope is too rigid, contains lumpy or uneven contents, or uses non-paper closures like clasps or strings. These features require the mailpiece to be hand-canceled, incurring the extra fee.
When addressing non-standard surfaces, such as padded mailers or textured manila envelopes, legibility is important. If the surface is glossy or textured, using a permanent marker or, preferably, a securely affixed printed label with strong adhesive is recommended to prevent smudging or detachment during transit. Finally, the security of the contents is paramount, so all edges of the large envelope must be sealed completely to prevent the contents from falling out.
This central area is the primary focus for the postal service’s optical character recognition (OCR) equipment, which scans and sorts the mailpiece. The return address, which identifies the sender, must be placed in the upper left corner of the envelope’s face. This placement allows the mailpiece to be returned quickly if delivery to the recipient is not possible. The final required element, the postage, is affixed to the upper right corner, completing the three designated zones on the envelope.
Both the return and recipient addresses should be formatted using a clear, line-by-line structure. The first line should contain the full name of the recipient or sender, followed by the company or department name on the second line if applicable. The third line is reserved for the street address, including any apartment or suite numbers, which should ideally be placed on the same line as the street name.
The final line of the address block must contain the city, the two-letter state abbreviation, and the five-digit ZIP Code, optionally followed by the four-digit ZIP Code extension. Using dark ink, such as black or blue, and printing clearly in capital letters helps maximize the chance of the address being read correctly by the automated sorting machines. The postal service recommends minimizing punctuation, such as commas or periods, to further improve the clarity and processing speed of the address information.
Mailing Considerations for Large Envelopes
Mailing a large envelope involves specific considerations that differ from standard letter mail, primarily concerning postage and handling. Because flats are larger and often heavier than letters, they require a higher base postage rate, which increases incrementally with each additional ounce of weight. It is advisable to weigh the completed envelope before mailing and consult the current postal rates to ensure the correct amount of postage is applied.
Large envelopes are also subject to a non-machinable surcharge if they possess certain characteristics that prevent them from being processed by standard sorting equipment. This surcharge applies if the envelope is too rigid, contains lumpy or uneven contents, or uses non-paper closures like clasps or strings. Even if the envelope is within the size and weight limits for a flat, these features require the mailpiece to be hand-canceled, incurring the extra fee.
When addressing non-standard surfaces, such as padded mailers or textured manila envelopes, legibility is a particular concern. If the surface is glossy or textured, using a permanent marker or, preferably, a securely affixed printed label with strong adhesive is recommended to prevent smudging or detachment during transit. Finally, the security of the contents is paramount, so all edges of the large envelope, especially the flap, must be sealed completely to prevent the contents from falling out during the high-speed sorting process.