Inter-Office Mail

ADDRESSING

To provide proper delivery, internal mail requires a full name and a "department name."

For example:

Name: John Doe 
Department: Mail Services

• Single Sheet Correspondence
  Single sheet correspondence does not have to be inserted into inter-office envelopes. Simply address it at the top of the front page, indicating the full name and a department name.
• Plain Envelopes
  The two line format is preferred when addressing in-house mail on white envelopes. We request you avoid three or more lines because it can be mistaken for U.S. Mail pieces. Keep address parallel to short side of the envelope to avoid confusion. This will enable us to identify the envelope.
• Inter-Office Envelopes
  These are brown envelopes used repeatedly for in-house mailings. When using inter-office envelopes, make sure all previous markings have been marked out to ensure proper handling and direction to the intended recipient. The addressee should always appear on the last line. Do not address between previous markings because these envelopes may not be forwarded to the right department. The inter-office envelopes should be reused until all address spaces are filled.
• Internal Parcels
  The addressing of parcels and packages for internal distribution is the same. Use your full name and department name.
• Change of Address
  A change of your internal location must be acted upon promptly. As soon as you learn of your new location, send a memo or call Mail Services at extension 34141.

ENCLOSURES

• Confidential Correspondence
  Confidential matter is to be inserted into our regular inter-office (brown) envelopes. These envelopes must be securely taped and marked confidential.
• Multiple Page Items
  To facilitate handling, multiple page memos, letters, magazines, books, reprints, etc., items should be inserted into inter-office envelopes. This will prevent single page correspondence or small pieces of mail from becoming trapped between the pages of multiple page items.

ENVELOPES

• Appropriate Size and Strength
  

  Enclosures will determine the appropriate envelope to be used.

  • The size should properly accommodate the insert(s). Excessively large envelopes will not keep the inserts firm. The inserts in such envelopes slide creating an imbalance of the envelope, risking ripping and loss of contents. A snug fit keeps the enclosure firm in the envelope.
  • Conversely, when an envelope is overstuffed, it can burst at the seams. The result can be a total loss of the mailing.
  • The strength of the envelope should withstand the weight of its contents. If there is stress at the seams or sharp edges, the envelope is overloaded and can burst and lose its contents.

MAILING LIST

The Mail Center prepares a Distribution List of all active employees in each department. When mailing to all university employees, please count and insert mail pieces into campus envelopes to be distributed to each department.