Having two addresses may sound unusual, but for many people and businesses, this is quite common. Different addresses have different functions and purposes. When trying to reach customers, many businesses often mix up mailing addresses and physical addresses.
If you are a business trying to deliver the best service possible while maintaining efficient operations, this distinction matters. Sending a package to the wrong address could be wasting your business’s time and money, so it is crucial to understand the differences between the two and know how to prevent yourself from unnecessary confusion.
The difference between a physical address vs. a mailing address
With growing populations in urban centers and a constant flow of mail, postal carriers need to maximize their efficiency and cannot reach every single physical address. Knowing the difference between a mailing address and a physical address is important for helping you to both properly send and receive mail. The following distinctions can help you plan your next mail campaign and avoid wasted resources.
What is a physical address?
A physical address is a location either where a person lives or a business conducts its operations. Your physical address also determines your governing jurisdiction, dictating which entity you pay taxes to, what laws you follow, and what services or utilities you have access to.
Many times, you can receive mail at a physical address, but there are restrictions that can prevent an individual or business from doing so. If a physical address is an office within another building or a home within a larger complex, mail may not go directly to the physical address for the convenience of the postal carrier. This is where a mailing address comes in.
What is a mailing address?
Although a mailing address can be the same as a physical address, it can also be completely removed. A mailing address may refer to anything from a post office where a resident receives mail to a corporate business park where a business has large packages sent.
Unfortunately, a mailing address can only be used for receiving mail and cannot be used for other administrative tasks like registering a business or proving residency in a state.
The most common example of a mailing address is a PO box. However, a PO box can only receive postal mail, and carriers like FedEx and UPS will not deliver packages to mailing addresses. Fortunately, there are other third-party companies working to fill in this gap and get packages to their final destination.
Why might a physical address and mailing address be different?
In some cases, a mailing address may exist to make mail delivery more efficient for a postal carrier, while in others, a separate mailing address is beneficial for the person who is receiving the mail. The following are some of the most common reasons that a person’s physical address and mailing address may differ.
Your physical address is in a weather-challenged area
The United States Postal Service (USPS) is remarkably efficient. However, sometimes weather obstacles are too much. In areas where frequent snowfall or other weather events make it difficult for carriers to reach the physical address. An example of this might involve mail being delivered to a central lower-elevation location for houses up on mountain roads or in widespread rural areas.
You have a unique ZIP code
ZIP codes are assigned to various areas throughout the US to help the USPS route mail to the proper locations more efficiently. In special cases where a large recipient receives large amounts of mail, the area will be given a unique ZIP code. This is common for large businesses, universities, and government agencies.
If you reside in one of these areas, then your mail will be directed to that entity’s postal location instead of directly to your physical address. The organization or business then distributes the mail depending on their policies.
You have a military address
Similar to cases with unique ZIP codes, if you reside within a military base, then the mail will be delivered to the military post office or location that receives mail. Once the military post office receives the mail, it will be distributed based on their policies.
You use a PO box
PO boxes are typically held in a section of a post office or in a third-party business that rents them out. You are given a key to a mailbox and can come by periodically to check on it.
PO boxes are often useful for those who live with others or don’t feel comfortable receiving sensitive mail at their physical address. Having a locked mailbox at a separate location helps provide an extra sense of security and protection over important mail. It also allows you to receive mail without disclosing your physical address.
You have a new street address
In 2013, the USPS changed its mail delivery policy for new addresses. Instead of delivering from door to door, the USPS announced it would deliver to centralized mailboxes. Therefore, in newer housing communities or apartment complexes, mailboxes are all located in one centralized location instead of at each home. This policy helps save the postal carriers time by not having to commute door to door.
What is a virtual address?
A virtual address is similar to a mailing address in that you can receive mail at a location where you do not need to be physically present. Having a virtual address is helpful for individuals who own small businesses or LLCs, as it can also be used to register your business like a physical address.
Using a virtual address can provide multiple advantages, like:
- Saving time and money
- Allowing you to receive both mail and postal packages
- Providing credibility to your business
- Offering additional beneficial services like storage or outgoing mail services
Why is it important to know the difference?
Mixing up a mailing address with a physical address can be costly. Not only do you lose the money spent on shipping fees and return fees, but you also waste time and resources that could be spent elsewhere on correcting the mistake. By getting the addresses right the first time, you can focus on what really matters—connecting with your customers and planning your next business moves.
Unfortunately, in many cases, it can be impossible to tell the difference between mailing addresses and physical addresses just by looking at them. On the bright side, Experian’s address verification and real-time validation tools make it easier to decipher between the two, allowing you to reach customers without skipping a beat.
These tools also help you to keep your address lists clean over time, allowing you to avoid holding on to outdated or improperly formatted addresses in your database. As a result, you can have consistently more reliable information and make more informed decisions about those you serve.
Keep track of all your addresses with ease
When operating a business, you can’t afford to act on the wrong information. Save your business from wasting the time and resources spent on return mail by using the right tools to maintain clean and accurate address lists. At Experian, we offer a number of address cleaning services to keep your business operating at its best. Contact us today to learn more about you can leverage these solutions for your sustained success.
