|Orders > Correspondence Manual > Chapter 8|
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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.
What are the procedures for addressing envelopes and mailing labels? Below are the procedures for addressing envelopes and mailing labels.
Single space the address.
Use the United States Postal Service (USPS) two letter State code on envelopes and mailing labels.
Leave two blank spaces between the State code and the ZIP Code.
The complete address should be in all capital letters followed by the ZIP Code.
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
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.
Include a complete return address, including the office symbol.
The attention line, if necessary, is typed as the first line on the envelope.
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
MRS. JANE DOE
RURAL ROUTE 2 BOX 12
VANDERGRIFT PA 15690
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
169 LINCOLN AVENUE
VANDERGRIFT, PA 15690
MR. WILLIAM JONES
VALLEY TX 75201
What are the procedures for using envelopes? To ensure efficient handling for FHWA correspondence, use either:
Letter-size (#10) envelopes (6 1/8 x 11 ½), to hold up to eight pages of folded correspondence, or
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.
See Page 4 for guidance on preparing an envelope and address label.
ENVELOPE AND ADDRESS LABEL PREPARATION GUIDE
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.
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