Best Practices for Naming Your City When Sending an Email to Someone Outside the US

When sending an email to someone outside the United States, it is crucial to format your address details accurately, especially if you include a physical address. The right format ensures that your communication reaches its intended destination, whether it's for a package or a direct response.

Address Formatting in International Emails

As noted by Stephanie and Garrick, if you are including a physical address in an email, it is because you want someone or something to reach that specific location. However, the format of this address is essential, especially for international recipients.

Following International Address Standards

The Universal Postal Union (UPU) provides clear standards for how international addresses should be laid out. This can be particularly useful for ensuring correct delivery across borders.

Here is a sample address provided by the UPU for US postage:

ABC MOVERS
n1500 E MAIN AVE STE n201
SPRINGFIELD, VA 22162–1010
UNITED STATES OF AMERICA

Note two key details: the country is clearly indicated, and the state is abbreviated. The reason for this is straightforward - a sender from outside the USA only needs to ensure that the package reaches the USA, and once it does, people handling it will understand that "VA" means Virginia.

Spell Out State Names for International Readers

While virtually everyone in the US understands two-character state abbreviations, it is not safe to assume that everyone worldwide does. Therefore, you should spell out state names. For instance, instead of using "KY" for Kentucky, use the full name "Kentucky".

However, in large US cities like Los Angeles, CA and New York City, NY, abbreviated state names may be more widely understood by non-US addresses. Still, to play it safe and avoid any potential confusion, spelling out the state is usually the best practice.

Ensuring Clarity and Avoiding Guesswork

Based on these guidelines, the best practice would be to include your city, state, and country in the address. For example:

Louisville, Kentucky, USA

This format clearly removes any guesswork or potential confusion from the equation, ensuring your delivery reaches the intended recipient efficiently.

Final Recommendations

Always include the full state name, even if you're sending to a major US city. Clearly mark the country in your address. For international recipients, it's best to use the full name of your city, state, and country to avoid any confusion.

By following these international address best practices, you can ensure that your emails and any subsequent physical mailings are accurately and effectively directed to their intended recipients.

Conclusion

In conclusion, when sending an email to someone outside the United States and including a physical address, it is crucial to follow clear international address standards. This helps in avoiding potential confusion and ensuring the successful delivery of your message or package. Always remember to spell out state names and include the full country name for international readers.