3 Ways to Mail a Letter

In the contemporary world, sending a letter might seem like a relic of the past, but it remains an essential mode of communication for various official and personal correspondences. Delivering your message through a letter can add a touch of thoughtfulness and importance that isn’t always present in digital exchanges. Understanding how to mail a letter efficiently and correctly ensures that your correspondence reaches the intended recipient without unnecessary delay or expense. With this guide, you’ll learn the nuances of mailing a letter in today’s world, where tradition meets modern convenience.

3 ways to mail a letter

Traditional Post Office Mailing

Mailing a letter through a traditional post office is one of the most common methods people use. It’s a classical approach, where personal interaction with postal staff ensures your letter is in good hands.

  1. Prepare your letter by writing your message and securely placing it inside an envelope.
  2. On the front of the envelope, write the recipient’s name, address, and optionally their phone number.
  3. On the upper left corner of the envelope, add your return address.
  4. Seal the envelope by moistening the glue on the flap and pressing it down.
  5. Purchase postage stamps equivalent to the current rate for the weight and size of your letter. You can do this at any postal office or online.
  6. Affix the correct postage stamp in the upper right corner of the envelope.
  7. Take your letter to the nearest post office, speak with a postal worker if you need to confirm the postage’s correctness.
  8. If the letter is urgent or requires tracking, ask for additional services like certified or express mail.
  9. Place the letter into the outgoing mail slot or hand it to a postal worker.

Summary: Mailing a letter via the post office is reliable and accessible. While it may take a few days to reach its destination, it offers additional services for urgent or important mail, albeit with a higher cost.

Mail Drop Box

For those looking to send a letter quickly and conveniently, without going to the post office, using a mail drop box is a feasible option.

  1. Prepare your letter by following the first four steps mentioned in the “Traditional Post Office Mailing” section.
  2. Buy and attach the correct amount of postage stamps required for your letter.
  3. Locate a mail drop box in your vicinity. These are usually blue, standing boxes labeled “US Postal Service”.
  4. Check the last collection time displayed on the box to ensure timely delivery.
  5. Deposit your letter through the slot. Make sure it falls into the box completely.

Summary: Using a mail drop box is convenient, especially if it’s outside of regular post office hours. However, there are no additional services available, and you must know the correct postage beforehand.

Online Postage Services

Using online postage services can streamline the process of sending a letter by allowing you to print postage from home and schedule pickups.

  1. Prepare your letter and place it in an envelope following the steps outlined previously.
  2. Visit an online postage service website, such as USPS Click-N-Ship,, or similar.
  3. Create an account if required, and input the necessary information for your letter, such as weight and destination.
  4. Pay for the postage online using a credit card or other accepted payment methods.
  5. Print out the postage label and affix it to the correct spot on your envelope.
  6. You can arrange for a home pickup by your mail carrier through the service or drop the letter off at a mail drop box or post office.

Summary: Online postage services provide a higher level of convenience by allowing you to handle everything from home. However, you’ll need internet access, a printer, and it may incur additional fees.

Correct Addressing

Ensuring your letter is properly addressed helps to avoid delays or returns.

  1. Write the recipient’s full name on the first line of the address.
  2. Include their street address or P.O. Box number on the next line.
  3. Below that, state the city, followed by a comma, then the state abbreviation and zip code.
  4. Ensure the address is centered on the envelope and written legibly.

Summary: Correct addressing is crucial for the timely delivery of your letter. Double-checking for accuracy is beneficial, but an incorrectly addressed envelope may not reach its destination.

Return Address

Including a return address ensures that the letter can be returned to you if there’s an issue with delivery.

  1. Your full name should be placed in the top left corner of the envelope.
  2. Below your name, write your return street address or P.O. Box number.
  3. Finally, write your city, state abbreviation, and zip code.

Summary: A return address can save your letter from being lost if it’s undeliverable as addressed, but it also takes up a small portion of space on the envelope.

Proper Postage

It’s essential to use the appropriate postage to avoid delivery delays or returns.

  1. Weigh your letter to estimate the required postage.
  2. Verify current postage rates for letters at the USPS website or at a post office.
  3. Purchase and affix the correct amount of stamps.

Summary: Proper postage ensures delivery, but it may require a scale for accurate measurement and possibly a trip to the post office for the stamps.

Special Handling Services

Special handling services like certified or priority mail offer added security for important correspondence.

  1. Inquire at the post office for the best service for your needs.
  2. Fill out any necessary forms and pay the additional fee.
  3. Ensure the correct labels and barcodes are securely attached to your letter.

Summary: These services provide peace of mind with tracking and faster delivery, but they do come at an additional cost.

Avoiding Common Mistakes

Being aware of common mailing mistakes can save time and frustration.

  1. Always include a return address for safety.
  2. Don’t guess the postage—ensure it’s accurate.
  3. Make sure the envelope is sealed properly.

Summary: Avoiding these mistakes saves your letter from being delayed or returned, though it requires attention to detail.

Decorative Stamps

You can personalize your letter with decorative stamps, which are available for different occasions and themes.

  1. Opt for a stamp design that suits your letter’s purpose.
  2. Purchase these from the USPS website or at a post office.
  3. Affix it just as you would a regular stamp.

Summary: Decorative stamps add a personal touch, making your letter stand out, but they cost the same as regular stamps and are not necessary for delivery.

Post Office Tracking

For peace of mind, you might consider using tracking options available through the post office.

  1. Request tracking when you mail your letter.
  2. Pay an additional fee for the service.
  3. Keep the tracking number to monitor your letter’s journey.

Summary: Tracking lets you keep tabs on your letter, providing reassurance in transit; however, it will cost extra.

With a little preparation and knowledge, mailing a letter can be a simple, straightforward process. Whether you’re reaching out to a loved one, handling business affairs, or simply sending a friendly note, it’s a timeless way to connect that carries more personal significance in an increasingly digital world. By choosing the most appropriate method and following these steps, you can send your letter with confidence and ease.


Sending a letter may seem old-fashioned to some, but it remains a vital part of communication in various situations. Whether it’s for business, legal matters, or just to keep in touch with someone special, knowing how to correctly send your letter is just as important today as it has ever been. With the options and steps outlined above, you can ensure your letter not only arrives at its destination but also conveys the care and attention you put into sending it.


Q1: Can I still send a letter without going to the post office?
Yes, you can use mail drop boxes or online postage services to send a letter without needing to visit the post office.

Q2: How do I know how much postage to use for my letter?
You can either weigh your letter and check the current rates on the USPS website or take it to the post office for assistance.

Q3: What should I do if I want to track my letter?
Opt for a tracking service at the post office when you mail your letter; this will incur an additional fee but will provide you with a tracking number to monitor its delivery.

You may also like

Leave a reply

Your email address will not be published. Required fields are marked *

More in How-To