Internal, campus or inter-office mail consists of loose and/or enveloped memorandums, reprints, publications, and miscellaneous correspondence for delivery to an on-campus addressee. To receive proper delivery, campus mail requires the full name and department of recipient or the personal mail box number and full name for students. Items directed to all student mail boxes will not need a name and box number. However, these articles must meet the minimum size requirement of 3.5” by 5”. If it is a full sheet of paper, it must be tri-folded. All campus mail enclosed in an envelope should be sealed, especially if it is confidential information. Please do not use inter-office envelopes for student mail.
Mail Stop Codes
We use the term mail stop to identify a location on campus. Each department has a mail stop code. Please refer to the university telephone directory under Faculty/Staff names to access mail stop codes. The code will appear on the line under the person’s name.
Here are some examples of correct mail stop codes:
Mary Doe James Doe Prof. John Doe
Timm Men’s Football Development Plyh Biology
ADDRESSING GUIDELINES FOR CAMPUS MAIL
1. Distribution Lists: Indicate the full name and address for each recipient and provide a check-off box beside each name. As the document is passed from one department to another, the last reader should check off his/her department. The list will then be sent to the next unmarked department when it is received in the Post Office.
2. Campus Mail: When addressing regular envelopes for campus mail, please use only two address lines. More than two lines could cause internal mail to be mistaken for outbound mail unless you separate your mail. Here are examples of easy-to-read addresses:
Student Mail: Faculty/Staff Mail:
SEPARATE CAMPUS MAIL FROM MAIL REQUIRING POSTAGE. SECURE CAMPUS MAIL WITH A RUBBER BAND TO ENSURE IT DOES NOT GET MIXED WITH OUTBOUND MAIL.
INTERNATIONAL MAIL MUST ALSO BE BANDED AND SEPARATED FROM DOMESTIC AND CAMPUS MAIL TO ENSURE IT IS METERED WITH ADEQUATE POSTAGE.
3. Inter-Office Envelopes: These envelopes are reused for campus mailings. Make sure all previous markings have been completely crossed out to ensure delivery to the intended recipient. Check the interior to be sure you removed all the correspondence. The addressee should appear on the last, open line. Do not address between previous markings. These envelopes are not forwarded to the U. S. Mail system. They can be used only for mail going to other Furman University campus locations. Please return excess envelopes to the post office via your courier. Please do not use them for student mail. Use an envelope with your departmental return address. This enables us to return the mail to you if the student is away from campus for an extended time.
4. Multiple-page Items: Multiple page memos, letters, magazines, books, reprints, etc. should be transported to the addressee in inter-office envelopes. This prevents single page correspondence or small mail pieces from becoming trapped between the pages of multi-page items.
5. Internal Parcels: The addressing of parcels or packages for internal distribution is as important as envelope mail. Use the recipient’s full name and department when addressing for ncampus delivery.
6. Items that cannot be sent through campus mail: Items such as metal pieces, glass parts, chemicals, or food should not be mailed through campus mail.
7. Food: Only commercially prepared and sealed food items can be placed in student mail boxes.
8. Change in your campus location: If you change your on-campus location, let Mail Services know promptly. Send any one of us an e-mail advising the date of your expected move, your new department name and location. It is your responsibility to tell us when you relocate. If you don’t update us, we cannot redirect your mail.