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CHAPTER 8. ENVELOPES AND MAILING LABELS

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  1. Where can I obtain guidance on mailing policy and standards?
  2. What are the procedures for addressing envelopes and mailing labels?
  3. What are the procedures for using envelopes?
  1. Where can I obtain guidance on mailing policy and standards? For guidance on mailing policy and standards, refer to http://www.fhwa.dot.gov/legsregs/directives/orders/17601a.htm#par1 , dated September 30, 2004.

  2. What are the procedures for addressing envelopes and mailing labels? Below are the procedures for addressing envelopes and mailing labels.

    1. Single space the address.

    2. Use the United States Postal Service (USPS) two letter State code on envelopes and mailing labels.

    3. Leave two blank spaces between the State code and the ZIP Code.

    4. The complete address should be in all capital letters followed by the ZIP Code.

    5. Do not use dual addresses, if possible. Dual addresses, supplied by mailers, are those which include both a street address and a post office box to be used on the lines immediately above the last line (city, State, and ZIP Code). Use ZIP + 4 Code whenever possible for the delivery address:

      472 EISENHOWER DRIVE
      PO BOX 1001
      MAYO MD 22041-1001
      Location Address Line
      Delivery Address Line
      Last Line

      This format and address/ZIP Code agreement is essential for an optical reader to read and access the ZIP Code database so the barcode printer can apply the proper barcode.

    6. Include a complete return address, including the office symbol.

    7. The attention line, if necessary, is typed as the first line on the envelope.

    8. If a box number and a post office station name or number are used, the box number must appear first:

      MR. JOHN BROWN
      BOX 2 POTOMAC STATION
      ALEXANDRIA VA 22301

    9. If used, the route number must precede the box number:

      MRS. JANE DOE
      RURAL ROUTE 2 BOX 12
      VANDERGRIFT PA 15690

    10. If designations for apartment, room, suite, or other unit are used, they should appear after the street address and on the same line. If it is not practical to enter such an item on the same line, it may appear in the line above the address, but never to the left or below:

      MRS. SUE BROWN
      600 VERNON STREET APARTMENT 2
      CAMP SPRINGS, MD 20022

      MRS. BETTY SMITH
      800 CANAL STREET NW SUITE 506
      WASHINGTON, DC 20502

      MR. JOHN SMITH
      APARTMENT 412
      169 LINCOLN AVENUE
      VANDERGRIFT, PA 15690

    11. For mail going to towns or villages without a street address, rural route, or box number, the next to bottom line of the address is left blank.

      MR. WILLIAM JONES

      VALLEY TX 75201

  3. What are the procedures for using envelopes? To ensure efficient handling for FHWA correspondence, use either:

    1. Letter-size (#10) envelopes (6 1/8 x 11 ½), to hold up to eight pages of folded correspondence, or

    2. Large envelopes (9 ½" x 12), and larger (flats), to mail more than eight sheets of correspondence or correspondence that transmits numerous attachments or enclosures.

    3. See Page 4 for guidance on preparing an envelope and address label.

ENVELOPE AND ADDRESS LABEL PREPARATION GUIDE

Top left: Return Address Area, Type in your office symbol. (Bottom lin no lower than 2 3/4 inches fro bottom). Top right, Postage Area. Left middle, 1 inch clear area. Centered box: This box is the Optical Character Recognition (OCR) read area, and it should contain the Attention Line (if needed), the Recipient line, the Delivery Line and the Last Line. For International Mail, the last line is read. Right, 1 inch clear area. Bottom, right, 5/8 inch minimum. Bar code clear area 4 1/2 inch.

Following these guidelines will ensure that the letter will be readable by USPS equipment and will be handled quickly.

Envelopes with hand-written addresses, and other improperly prepared envelopes, shall be returned to the sending office for proper preparation.

Previous: Chapter 7 - Stationery Next: Appendix A - General Editorial Rules

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