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Royal Mail currently delivers around 6.7 billion letters a year in the UK. With so many going out every day, it is advisable for people sending mail to follow certain guidance before dropping it in a postbox. Failing to do so could lead to letters and parcels being delayed or lost.

Although millions of people use and rely on the service, there may be a few who are unaware of the ‘best’ way to prepare an envelope to reduce the risks. On the Royal Mail website, there are tips and guidelines to help people avoid potential delivery issues.

For instance, it advises people writing on an envelope to use “clear and easy to read handwriting”. For anyone printing the address, the Royal Mail also says that the font should be “clear and easy to read”.

The Royal Mail also says there are several ‘guidelines’ that anyone sending letters or cards via the service should keep in mind. Reaching for a pencil is generally not advised, for one, as Royal Mail suggests: “Use a pen or ink that is clear against the colour of the envelope or parcel.”

If you write your address on an envelope using a pencil, Royal Mail will still attempt to deliver it. However, the chances of it completing the full journey could be lower than with a pen or a clearly printed label.

Royal Mail uses advanced automated sorting machines to scan and read addresses. Pencils reflect light differently from ink, which may cause the automated scanners to misread or fail to register the text entirely.

If the machine fails, the letter will be pushed to a manual sorting queue, which can delay its delivery. Beyond the sorting room, pencils are more likely to smudge during transit as envelopes rub against each other in sorting bins and mailbags, potentially making the address unreadable.

Black or blue ink is generally the safest option, particularly when used on a white label or light-coloured envelope, according to the Royal Mail. The choice may vary if your envelope is coloured, such as a birthday card.

To pass through Royal Mail’s automated sorting systems without issues, one of the most critical factors is high contrast between the ink and the paper. So, for darker coloured envelopes, opt for a lighter ink – or white if possible, the postal service advises.

People are also urged to avoid gel pens or fountain pens, as their ink runs easily if the envelope gets wet.