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Correct Address Formatting for Discount Mail

Postal discounts for bulk mailings are dependent on the mail being compatible with Royal Mail’s Optical Character Recognition (OCR) systems. These systems scan and process addresses automatically to ensure fast, efficient delivery.

For mail to qualify for OCR discounts and avoid surcharges, addresses must be formatted and printed to strict standards that allow machine readability.

This guide outlines the key requirements for formatting addresses correctly.

Essential Address Layout Guidelines

Address Block Structure

Top Line:

Addressee name (include first and last name or organisation).

Middle Lines:

Building name/number and street name on one line.

Village or locality (if applicable).

Town name (ideally in capital letters).

Bottom Line:

Post Code in CAPITAL LETTERS — this must be the final line for machine readability.

Print Flyer (219 x 157 mm) (32)

Do Not:

  • Place anything after the postcode on the last line.
  • Include reference numbers, return addresses, or slogans below the postcode.
  • Split the postcode across two lines
Print Flyer (219 x 157 mm) (20)

This example includes United Kingdom as bottom line, not the Post Code

Print Flyer (219 x 157 mm) (22)

This example shows a reference from the document within the envelope window that could be mistaken for the Post Code.

Print Flyer (219 x 157 mm) (23)

This example includes the Post Code on the same line as the town.

Print Flyer (219 x 157 mm) (24)

This example shows text from the document within the envelope window that is not part of the address.

Envelope & Address Presentation Standards

  • Address must be left-aligned, with even line spacing and no blank lines.
  • Use simple, clear fonts (10–12pt recommended). Avoid italics, bold, underlining, or decorative fonts.
  • Do not use commas or full stops in the address.
  • Leave a clear margin (minimum 5mm) around the address block.
  • Ensure the address is printed in dark ink on a light background with good contrast
Print Flyer (219 x 157 mm) (25)

This example shows black text on a dark background, making it difficault to read using OCR

Print Flyer (219 x 157 mm) (26)

This example shows a font that is not compatible with OCR

Print Flyer (219 x 157 mm) (27)

The above example show an address that is too small to be read using OCR

Window Envelope Requirements

  • The entire address, especially the postcode, must be visible through the window even after shaking/tapping the envelope.
  • Use high-quality, non-reflective window film that won’t crease or obscure the address.
  • Only one window is permitted on the front (two max per envelope).
Print Flyer (219 x 157 mm) (28)

The above example includes a correctly formatted Post Code, but this is not visable through the envelope window.

Print Flyer (219 x 157 mm) (31)

The above example shows an address where print is skewed.

Envelope & Mail piece Specifications

  • Shape: Rectangular or square.
  • Orientation: Landscape (preferred for letters).
  • Weight: Max 100g (letters), Max 750g (large letters).
  • Material: Paper only, minimum 70gsm. No exposed inserts or metal objects.
  • Sealing: Envelopes must be securely sealed — no loose flaps or open edges

Address positioning on the Envelope

  • Place the address block on the front, bottom-left quadrant.
  • Leave space for postage in the top-right corner.
  • Return address (if used) should go on the back top-centre or the front top-left, labelled “Return Address”.

Preferred Fonts for OCR Readability

Non-Proportionally Spaced Fonts (Recommended):

  • Courier
  • Courier New
  • Letter Gothic
  • Lucida Console
  • Lucida Sans Typewriter
  • OCR B
  • Word Gothic

Acceptable Proportionally Spaced Fonts:

  • Arial
  • Avant Garde
  • Calibri
  • Estrangelo Edessa
  • Eurostile
  • Frankfurt Gothic
  • Franklin Gothic (Book)
  • Gautami
  • Geneva
  • Gill Sans
  • Helvetica
  • Latha
  • Lucida Sans
  • Mangal
  • News Gothic MT
  • Optima
  • Ravi
  • Shruti
  • Trebuchet MS
  • Tunga
  • Univers
  • Verdana
Print Flyer (219 x 157 mm) (30)

This example shows a hand writing style font that cannot be read using OCR 

 

Avoid These Common Mistakes

  1. Postcode on a separate line below a reference
  2. Including “United Kingdom” in the last line of a UK address
  3. Skewed or off-centre printing
  4. Using fonts that are too small or hard to read

If you need support or have any questions about how your mail is presented, then please contact us on 01322 288890 of speak directly with your account manager.

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