General Guidelines
Materials Management
Campus Mail Services
United States Postal Services Guidelines for addressing outgoing envelops
[pic] Capitalize everything using plain block letters. (No matter how legible your handwriting may be, machines have trouble reading script.)
[pic] Omit all punctuation in the address, except hyphenate for the ZIP+4Code.
[pic] Use the two-letter state abbreviations.
[pic] Use complete and correct ZIP Codes or ZIP+4 Codes.
[pic] Make sure that endorsements for special services are placed above the delivery address or below the return address.
Destination Address must include:
[pic] Recipient's Full name (and/or company name, if applicable).
[pic] The Recipient's (whichever is most applicable)
• Street address
• Post office box number
• Rural route number and box number
• Highway contract route number and box number
• For International mail include
• The city or town
• Province or state name
• The foreign postal code
• The country name in capital letters on the last line of the address.
Return Address
[pic] Include all the elements of the destination address. Place the return address in the upper right hand corner.
Postage Savings Tips
• Screen your mailing list for unnecessary names, duplicates and incomplete addresses.
• Do not over-insure. The post office and UPS will pay only the actual value of an item, not the declared value.
• Use postcards for short messages or announcements. The cost is 1/3 less than ending an envelope.
• Combine mailings when possible into a larger envelope for distribution at the location.
• Use Business Reply envelopes provided by vendors, instead of department envelopes.
• Use Intra-campus envelopes for on-campus mail. Use regular business envelopes for off-campus mailings only.
Addressing Outgoing Mail
All addresses must be typed or on computer printed labels using all capital letters. Do not use punctuation. Please use the following format:
Return Address
• Department Name
• Department Account Number
• Medical College Of Georgia
• Augusta Georgia 30912
Addressee Address
• Name and/or/Company
• PO Box Number or Street Address
• City State Zip
• Country if other than USA[pic]
Addressing Intercampus Mail
• NAME: Person’s Name
• DEPARTMENT: Person’s Department-Section-Building Code
Example:
John Doe
Material Management-Director’s Office-HSB
................
................
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