How to Send a Self Addressed Envelope (SASE)

The process of how to send a self addressed envelope (SASE) is still relevant in specific scenarios despite widespread digital communication. United States Postal Service (USPS) guidelines dictate specific requirements for SASE preparation, ensuring proper delivery. A common use case involves requests submitted to organizations like the Smithsonian Institution, where a physical return is preferred or required. Many individuals find that utilizing services offering pre-printed address labels simplifies the process, but understanding the fundamentals of SASE creation remains essential for those instances where a personal touch and assured return are necessary.

How to Send a Self-Addressed Envelope (SASE): A Comprehensive Guide

Sending a Self-Addressed Envelope (SASE) is a straightforward process, often required when you need a return document, a reply, or any physical item sent back to you by mail. It essentially provides the recipient with a pre-addressed and stamped envelope, making it easier for them to respond to your request. Understanding the correct method ensures your return mail arrives promptly and without issue.

Understanding the Purpose of a SASE

A SASE simplifies the return process for the recipient, particularly in situations where they may not have stamps readily available or where they’re processing a high volume of requests. This common courtesy shows respect for their time and resources.

• Common uses: Contests, information requests, responses from organizations, or when a return document is required.
• Benefits: Streamlines the return process, increases the likelihood of a response, and demonstrates professionalism.

Preparing Your SASE: A Step-by-Step Guide

The following steps detail the preparation process for a standard SASE. Keep in mind that envelope sizes and postage requirements may vary based on the expected return contents.

1. Choose the Right Envelope:

   • Select an envelope that is the same size as or slightly larger than the envelope or document you expect to receive back. Using a smaller envelope will make the recipient have to fold your document in order to return it to you.
   • White envelopes are generally preferred for a professional appearance.
   • Consider the weight of the expected return. If it’s heavy, select a sturdy envelope.

2. Address the Return Envelope (Your Address):

   • In the center of the envelope, clearly and legibly write your name and address. This is where the response will be mailed.
   • Use a pen with dark ink (black or blue) for clarity.
   • Double-check the address for accuracy to prevent delivery issues.

   • Format the address correctly:

     • Your Name
     • Your Street Address or PO Box
     • Your City, State, Zip Code

3. Apply Postage:

   • Determine the correct postage based on the envelope size and expected weight of the return item. The United States Postal Service (USPS) website or your local post office can help with postage calculations.
   • It’s generally safer to overestimate postage than underestimate it. The recipient won’t use the stamp if the response is of a lighter weight than the postage you provided.
   • Adhere the postage stamp in the upper right-hand corner of the envelope.

4. Preparing the Outer Envelope (Recipient’s Address):

   • Choose an envelope that is large enough to comfortably contain your addressed and stamped return envelope.
   • On the front of this outer envelope, write the recipient’s name and address in the lower left corner. Use the same principles for legibility and accuracy as you did for the return envelope.

   • Format the address correctly:

     • Recipient’s Name
     • Recipient’s Street Address or PO Box
     • Recipient’s City, State, Zip Code
   • In the upper left corner of this outer envelope, put your return address.

5. Insert and Seal:

   • Carefully fold the SASE, if necessary, to fit into the outer envelope. Aim for neat folds that don’t obscure the addresses.
   • Do not seal the return SASE itself.
   • Seal the outer envelope securely.

Special Considerations

While the above instructions cover the standard SASE, some situations might require adjustments.

• International SASE: If you require a response from an international location, research the international postage rates and accepted forms of payment (e.g., international postal coupons). The recipient may not be able to use the stamps.
• Larger Items: If you expect a large or bulky item in return, use a larger envelope or consider using a padded envelope for protection. Add appropriate postage based on the increased weight.
• Certified Mail/Tracking: If you require proof of delivery for the return, consider sending your initial request with certified mail and include a certified mail return envelope. However, this adds significant complexity and expense. Make sure the recipient is capable of handling a return with certified mail.
• Business Reply Mail: For businesses expecting frequent returns, Business Reply Mail (BRM) is a specialized USPS service where the recipient pays for the postage only upon return of the envelope. This requires a permit and adherence to specific USPS regulations.

Addressing Potential Problems

While SASEs are generally reliable, potential issues can arise.

Problem	Solution
Insufficient Postage	Overestimate the postage required or include extra postage stamps.
Illegible Address	Write clearly and use a pen with dark ink.
Damaged Envelope	Use a sturdy envelope and consider a padded envelope for fragile returns.
Envelope Too Small	Ensure the return envelope is large enough to accommodate the expected item without excessive folding.
Recipient Doesn’t Use the SASE	Unfortunately, this is beyond your control. SASEs are a courtesy, not a guarantee of a response.

So, there you have it! Sending a self addressed envelope is a simple way to get a response back with minimal effort on your part. Follow these steps and you’ll be a pro at preparing and sending self addressed envelopes in no time.