ADDRESSING YOUR DAILY MAIL
MSU Mail Processing has noticed some trends in mail that is not properly addressed. Follow these simple tips to ensure your mail is receiving the best service possible:
All mail must be separated before arriving at Mail Processing (Campus Mail, U.S. domestic mail, and international mail). Mail sent to Spartan Village is not considered “Campus Mail”; postage must be applied. Personal mail should not be bundled with university mail. Please put personal mail in USPS mail receptacles or give it to your U.S. Postal Carrier.
U.S. domestic mail must have a mail processing green card (University Stores Stock Number 14025570) and international mail must have a mail processing white card (University Stores Stock Number 14025590) securely attached to the bundle of mail. It is not necessary to complete a card for each piece, but a card must be completed for each class of mail. All completed mail processing cards must have a department name, legible signature, telephone number, and account number written clearly on the card. Mail cards that are incomplete or illegible will result in delayed mail. All mail must have a complete return address.
Mail Processing carries both domestic and international USPS mailing supplies, such as forms, envelopes, and boxes. If you are sending out packages or letters using Express or Priority Mail, you must use the proper packaging. If you use Priority Mail packaging for an Express Mail package, your package will be delayed.
General Addressing:
When addressing an envelope, it is important to properly place the address. For most mailings, the address should be as close as possible to the center of the envelope. For letter-sized pieces (up to 11 1/2” x 6 1/8”), always maintain 1/2” clearance from the left and right sides and at least 5/8” from the bottom of the piece.
Address Line Order:
USPS equipment reads address information from the bottom to the top of the mailpiece. City, state, and ZIP code information should always be the very last line in the address. The delivery address line just above the city, state, and ZIP is where the USPS will attempt delivery.
Return addresses:
All MSU business mail MUST include a return address. This is for the professional image of the University as well as a security requirement of the USPS. “Michigan State University” should be part of the return address.
Handwritten vs. Typing Addresses:
Although USPS equipment is designed to read handwriting, as a rule you should always type or print the address on your mailpieces. This will help your mail move quickly and efficiently though the system.
Window envelopes:
The complete address should be visible through the window at all times. To make sure your address is visible, do a simple “tap-test.” With the mailpiece in the window envelope, tap the envelope to the right, left, and bottom. You should be able to see all of the address information with the full shift of the mailpiece. Only address data should show through the window.
Reusing envelopes:
Never, reuse envelopes for mail going off campus. This not only presents a negative image, but can also confuse USPS equipment. This policy also applies to returned mail; you must place the piece in a new envelope (with new postage) before you can mail it again.
Destination Address Format:
- Destination address should be 3 or 4 lines.
Joe Doe
ABC Company
123 Main St
Anytown, NY 12345
- Left justify address block information
- Use uniform font size and spacing throughout. Upper and lower case, as well as all caps are acceptable.
- Use 10-12 point OCR readable font. Avoid using script or narrow font--san serif fonts work best.
Good examples: ARIAL, HELVETICA, COURIER, ORC-A, COURIER NEW, TAHOMA
- Keep advertising, logos, and other information clear of the destination address area.
Adhesive Labels:
- Place address labels uniformly, avoiding skew (less than 5 degrees).
- RECOMMEND NOT USING adhesive labels for destination address with customer logo and printed return address. If used, destination address must be 1” to the right and 1” below return address.
Address Block Location for flat mail (larger than 6 1/8" by 11 1/2"):
- The destination address should be a MINIMUM of 1” lower and 1” to the right of the return address, more is preferred.
- The destination address block must be clearly separated from any extraneous text and graphics. Provide a minimum clear area of 3/8” (1/2” recommended) in each direction surrounding the address block.
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