This mail consists of enveloped correspondence for delivery to the addressee. To
provide proper delivery,
internal mail requires a full name and provider code of
the agency.
|
|
|
PROVIDER CODES
The term provider code is used to identify a location internally. Each department
or field office has been assigned a (4)digit provider code.
If you don't provide
a provider code on internal mail, it will not be delivered. In other words...no
CODE, no GO!!
See (pages or exhibit) or state telephone directory to access provider codes.
Use
provider codes as part of your return address for internal and external mail. It
will expedite your replies. We recommend using your provider code on business cards
and your stationery.
A. ADDRESSING
- HAND MAIL ENVELOPES-RED
The use of these envelopes will expedite your internal mail delivery. Simply address
it indicating the full name and provider code of recipient's agency.
These envelopes
should be banded and not mixed with regular outgoing mail.
- 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 US Mail pieces.
- Inter-Office Envelopes (see Exhibit 1 below)
These are envelopes used repeatedly for 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.
- Internal Parcels
The addressing of parcels and packages for internal distribution is the same. Use
full name and exact provider code.
- Change of Address
A change of your internal location must be acted upon PROMPTLY! As soon as you learn
of your new location, send a memo or call Internal Distribution indicating contact
person and the new address and telephone number.
Exhibit 1
Top
|
B. ENCLOSURES
-
Non-Mailable Items
Items such as metal pieces, glass parts, product samples, chemicals, etc., CANNOT
be mailed in envelopes. They require special packaging before mailing or shipping.
Central Mail Operations will be able to determine the most appropriate handling
method.
Top
|
C. ENVELOPES
- Appropriate Size and Strength
Envelopes should be of the right size and strength to accommodate the enclosures.
a) 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, increasing the risk of ripping and loss of contents.
A snug fit keeps the enclosure firm in the envelope.
b) Conversely, when an envelope is overstuffed it can burst at the seams. The result
can be a total loss of the mailing.
c) 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 increasing the chance of contents being lost. Use a larger envelope.
Top
|
D. MAILING LISTS
The preparation of address lists for distribution of information is the responsibility
of the mailer. Addresses should be updated to include correct ZIP + 4 codes and
be kept current to include moves.
Top
|