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Internal or Inter-Office Mail

Internal or Inter-Office Mail 
Addressing of Internal Mail
Enclosures
Envelopes

Internal or Inter-Office Mail

This mail consists of loose or enveloped correspondence for delivery to the addressee. To provide proper delivery, internal mail requires a full name and an "address" (department, building, classification).

Addressing of Internal Mail

Single Sheet (non-confidential) Correspondence
Single sheet, (non-confidential) 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 an address, highlighting the full name and address with a color marker.

"CC" (Carbon Copy) or Distribution Lists
If a "cc" list is used, indicate the full name and address for each recipient and highlight each with a color marker.

Plain Envelopes
The one line format is preferred when addressing house mail on white envelopes. However the two-line format may be used if necessary. We request you avoid three or more lines because such mail can be mistaken for U.S. Mail pieces. Address parallel to short side of the envelope to avoid confusion. This will enable us to identify the envelope.

Inter-Office Envelopes:  These are envelopes used repeatedly for in-house or internal 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.

Internal Parcels:  The addressing of parcels and packages for internal distribution is the same. Use full name and exact address.

Change of Address:  A change of your internal location must be acted upon PROMPTLY.

As soon as you learn of your new location and mail stop, call the Mail Center at extension 5029. Indicate new and old mail stop location and telephone number.

Enclosures

Multiple page memos, letters, magazines, books and reprints are examples of what should be inserted into inter-office envelopes.

This helps facilitate handling and 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 meaning the envelope will be one of the right size and strength.

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 loose its contents.

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