Addressing

Address lines should be kept in the same order as shown in the example. Make sure the address is as complete as possible. This would include all apartment or suite numbers and proper delivery designations such as: RD for Road; ST for Street; N for North; E for East; W for West; and S for South.

The United States Postal Service (USPS) prefers address characters to be capitalized, using plain block letters in 10 or 12 point font (14 is also acceptable) in sans serif typeface, such as Helvetica. Use abbreviations whenever possible. Omit all punctuation, except the hyphen in the ZIP + 4 code. Outgoing mail that does not have a ZIP code will be returned to your department.

Example:

Foreign Addresses for a foreign mailing should have the country name, printed in capital letters, as the only information on the bottom line. The postal zone, if any, should be included with the city.

Example:

MR THOMAS CLARK

DEPARTMENT OF AFRICAN STUDIES

UNIVERSITY OF ABIDJAN

NO 5 TOGOLAND ST SE

ABIDJAN IVORY COST W1 P6HQ

WEST AFRICA

Envelopes

Standard size #10 through #14 envelopes must be used for letters which are to be posted. We recommend at least 24 pound envelopes.\

*Card stock thickness should not exceed .0095"

Make sure all of your mail pieces are the proper size for the envelope you are using. For instance, the flap of the envelop fits over its contents and the contents are not exposed.

Letters and post cards not meeting the minimum standard will be returned to department. Letter and post cards exceeding the maximum will be charged an additional 11 cents surcharge. This surcharge will also be imposed on mail with a length less than 1.3 times or more its height.

We cannot meter a folded single sheet of paper!

Letter size manila envelopes may only be used for interdepartmental or courier mail. Dark colored envelopes such as red, black, and blue are not recommended because it is harder for the USPS' equipment to read these colors. Light colored envelopes are preferred because of the equipment readers.

If you have any questions determining standard envelope sizes, colors or mailable pieces you may contact the Campus Mail Center at extension 7544.

Parcels

Outgoing parcels should be sealed (do not use duct or masking tape). Address information should be clearly typed or printed on an address label placed in the center of the parcel. Please note, if you use a University letter size envelope as a substitute for an address label this will cause the parcel to be sent first class. As a result, your department will be charged for the upgraded postage.

Combination Letter and Parcel:

Departments wishing to have a first class letter accompany a parcel containing third class or fourth class material may do so by following one of the following procedures:

• 1. Third Class Material - Put the letter in an addressed envelope. Affix the envelope to the parcel, and mark the outside of the parcel "THIRD CLASS MATERIAL, FIRST CLASS LETTER ENCLOSED".
• 2. Fourth Class Material - On a regular parcel or special book rate parcel, put the first class letter inside of the box and mark the outside of the parcel "FOURTH CLASS, FIRST CLASS LETTER ENCLOSED" or "PARCEL POST MATERIAL, FIRST CLASS ENCLOSED''.

International Parcel

All international parcels must bear a customs declaration completed by the mailer. For this purpose, two types of customs forms are used:

• Form 2966-A, Parcel Post Customs Declaration - United States of America; and
• Form 2966-B, Parcel Post Customs Declaration and Dispatch Note.

Separation and Banding of Mail

Departmental outgoing mail; Campus, and Off Campus letter size mail and oversized mail must be separated and banded into the following categories to expedite handling, metering and effectively account for postage usage.

1. Mail addressed within the United States

2. International Mail

The departmental mail charge slip "Postage Authorization Form" must accompany all Off Campus Mail. Off Campus Mail without this charge slip will not be picked up or if picked up, will be returned unprocessed by the Mail Clerks.


3.Campus Mail

• A. It must bear the full name, building, department and the word ``Campus"
  Example:

To: Jane Doe

Business Services

Dowdy Building

CAMPUS

• B. Student mail must bear full name, box number, hall and the word "Campus"
  Example:

To: Janice Doe

# 4349

Barbee Hall

CAMPUS

Mail which is not sorted and banded into the three categories will not be picked up by the Mail Clerks or if it is picked up, will be returned unprocessed.