APPENDIX D – Mailing Formats

MAILING FORMATS

The items below are related to mailing issues and are critical to the successful processing of your mail piece. Mail Services (Department of Administrative Services) processes mail for the campus, and is the authority on mailing issues. Please consult with them if you have any questions, and whenever you are doing a standard (bulk) mailing.

RETURN ADDRESS
Your account number must appear above the address. [Postal scanning equipment reads from the bottom, up. In scanning for the return zip code on a piece that needs to be returned to sender, the first number encountered will be read as the zip code.]

The logo should be used, if possible, and would replace the "State University of New York at New Paltz" line. If not using the logo, "SUNY New Paltz" may be used in place of "State University of New York at New Paltz."

South must be abbreviated, as per postal requirements, because it refers to a direction (as in S. Main St.) and is not the name of the street (as in South Ave.). We use "S." rather than "So."

The suite number must appear on the same line as the street address. There is no comma between "Blvd." and "Suite."

Use the appropriate zip+four. Refer to the Mail Services Guide for the various suites and zip + 4 designations available online at: www.newpaltz.edu/mailservices

Format:

Account number and Department/Office name (on same line or two lines)
State University of New York at New Paltz (or logo)
1 Hawk Drive
New Paltz, NY 12561- _ _ _ _

BUSINESS REPLY
Business reply cards and envelopes provide convenience to your audience, and are paid for by your department. The Design Office has the appropriate FIM bars and delivery point bar codes for the various permits held by the university. The bar code matches the +four on the zip and is related to the permit number.

The zip +four for business reply is not the same as the one used for regular mailing. The +fours for university permit no. 1 are 9920 for card rate (414 x 6h max.) and 9921 for envelope rate.

Suite numbers are not used on business reply.

Postal regulations require the following format:

Attention line (name of person)
Department or Office name
State University of New York at New Paltz
1 Hawk Drive.
New Paltz, NY 12561- _ _ _ _

Please note that building and room number are not included in the business reply address, but may be placed in the upper left-hand corner of the face of the envelope. [See sample in the Stationery section of the Image Guide]

STANDARD (BULK) MAIL
Standard (bulk) mailings can be processed by Mail Services based on scheduling availability. Standard mail processed by off-campus vendors require postage to be included in the purchase order, with reimbursement made to the mail house through payment on the PO [notice from Administrative Services 4/3/01]
When using the school permit with an outside mailing house, Mail Services must be notified prior to the mailing being brought to the BMU.

INDICIA
The indicia is for standard (bulk) mail only, and must be printed in the upper right-hand corner, opposite your return address, with a frame around it. Mailings processed Mail Services use the following indicia. [This indicia says Newburgh because our standard mail is processed at the Newburgh Post Office.]

Mailings processed by any other mail service require the indicia for their postal area. You would get this information from the mail house.

ENDORSEMENT

Standard (bulk) mail pieces that cannot be delivered due to "bad address" will be processed according to the endorsement that appears below your return address. There should be two line spaces between your return address and the endorsement line.

Address Service Requested

Months 1-12: mail forwarded (no charge)/notice of new address (correction fee).
Months 13-18: mail returned with new address (weighted fee).
If undeliverable or 18+ months: mail returned with reason for non-delivery (weighted fee).

Change Service Requested
No forwarding or return.
Notice of new address or reason for non-delivery ($.70 each)/mail disposed of by USPS.

Forwarding Service Requested
Months 1-12: mail forwarded (no charge).
Months 13-18: mail returned with new address (weighted fee).
If undeliverable or 18+ months: mail returned with reason for non-delivery (weighted fee).

Return Service Requested
Mail returned with new address or reason for non-delivery (single piece first-class or priority mail rate charged).

(no endorsement)
Mail disposed of by USPS.