Inter-Office Services

Inter-office mail consists of enveloped or self-mailing correspondence from a campus address for delivery to another campus address. To provide proper delivery, internal mail requires a name and box number.

Without exceptions, inter-office mailings to 25 or more students must be in numerical box order, or they will be returned to the mailing department or delayed until all other mail is completed at the discretion of the supervisor. All mail coming from departments must be marked with the department’s name, not just sender’s last name. For example, if John Smith of the history department is sending mail, the return address should include John Smith and History Department.

Check a faculty/staff mail stop or student LFC #

Excel Spreadsheets of either list are available by request

DO NOT deposit Campus Mail in a U.S. Mail receptacle; this could result in the complete loss of the item or the Postal Service charging postage due. Mail Services requires 24 hours for delivery of inter-office mail. Faster service may be available upon request.

If you are changing departments, a change of your internal location must be acted upon promptly. As soon as you learn of your relocation, send a note or e-mail to Mail Services.  Be sure to include the effective date of the change, your new and old departments, and your new telephone number.



How to address inter-office mail

This may sound like a simple thing, however, by addressing your inter-office mail with our preferred format you can virtually eliminate lost, slow or misdirected mail.

When sending inter-office mail the name and box number must be printed clearly, without any extra markings.  Do not address Faculty / Staff inter-office to department names or buildings. Mail Services will make a reasonable attempt to return undeliverable inter-office mail.

Plain Envelopes

If addressing internal mail in white envelopes, please have CAMPUS MAIL printed or written in the upper right corner, since such mail can be mistaken for U.S. Mail. If this is, for aesthetic purposes, undesirable, please keep these mail items separated from the rest of your out going mail with a rubber band.

Inter-office Envelopes

These are envelopes used repeatedly for internal mail. When using inter-office envelopes, make sure the previous marking has been completely blocked out to ensure proper handling and direction to the intended recipient. The addressee is always to appear on the last line. Do not address between previous markings. These envelopes should not be used for U.S. mail.

Enclosures 

Multiple Page Items - Multiple page memos, letters, magazines, books, reprints, newsletters etc., should be inserted into inter-office envelopes to facilitate handling. This will prevent single-page correspondence or small pieces of mail from becoming trapped between the pages of multiple page items.

Confidential Correspondence - Confidential matter should be clearly marked CONFIDENTIAL on the envelope. Any undeliverable confidential mail will be returned to sender if a return address is clearly marked and no other addresses are shown. If no return address can be determined, only a supervisor (Don or Joanna) will open confidential matter. Students are not allowed to open confidential mail for any reason.

 

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