Addressing

Mail service should be limited to official University business only. Mail is sorted and delivered to primary departmental offices, not individual faculty/staff offices. Please use name, department, building, and room number when providing your delivery address. All Non-University mail should be addressed to your personal address.

Note: Shipex (located in the University Center), has Private Mail Boxes which may be rented for personal mail delivery on the University of Montana campus.

Address Format for Department/University Correspondence:

Title (personal name optional)
Department (School of Business)
Building name, room number (Skaggs, Room 1000)
32 Campus Dr.
City, St, Zip (Missoula, MT 59812)

Address Format for Students Living in Residence Halls:

Name
Address (1000 Jesse Hall)
City, St, Zip (Missoula, MT 59801)

Personnel Moves / Terminations

Campus departments must inform HR/Personnel and Payroll of any terminations or moves on campus. Mail Services staff are required to deliver University mail AS IT IS ADDRESSED. It is the responsibility of each department to determine if mail addressed to a former employee should be redirected to the individual who assumed that person’s position, or if the piece should be forwarded on via intra-campus mail or via USPS mail to employees who have left the University/department.

Intra-Departmental Mail

Campus or Inter-departmental mail is defined as mail delivered within the University to other departments and dorms without additional postage costs. When forwarding a piece of mail or an envelope, visibly cross out the old address and write the new address in a clean space. Clearly address with the correct format described above (title, department, room/bldg.).

Delivery to programs that reside in facilities off University property and outside the contiguous central campus property line will not receive UM/UC Mail Services delivery and pick-up. However, any program that operates immediately adjacent to the contiguous campus may request consideration for normalized mail delivery on a case-by-case basis.

US Mail

Use a complete return address, including title, department, building and room number.

Address envelopes so the destination address is parallel to the longest edge of the envelope. Address large envelopes so the flap is on the right or leading edge of the envelope. Seal all large envelopes.

Your Index charge number must be included on all the mail to be metered. Banded or boxed groups may have the Index code on the top piece only.

Always leave the upper right-hand corner free of all marks. This is where the metered postage is applied.

Use light to medium tint paper so the meter imprint is legible. (No red paper, please.)

Please cover old postage or labels on reused envelopes or parcels.

Designate the desired class of service required when mailing large envelopes or parcels (e.g., Express, Priority, First Class, Media, Retail Ground, etc.) If a class of service is not designated, we will assume the mail piece is to be sent First Class. Separate outgoing mail that requires special services, such as Certified, Insured, or Express Mail and clearly indicate what special service is required in a way that will remain intact during transit. (Sticky notes should be taped on.)

International Mail

When addressing international mail, it is critical that the name of the country be written in ENGLISH, IN FULL (no abbreviations) ON THE BOTTOM ADDRESS LINE. An address in a foreign language is permissible provided the name of the city, province, and country are also indicated in English.

All mail leaving the U.S. must be totally sealed on all sides. (No staples, tabs, etc.) Parcels, also, must have no open seams.

Items of mail containing personal handwritten or typewritten correspondence must be sent as letters or letter packages. (Letter packages require a custom declaration.)

Any merchandise traveling to foreign destinations MUST have appropriate declaration forms completed and attached. Customs forms must be completed PRIOR to mailing. The required form varies by weight and country, so prior contact with our department will help eliminate delay of packages.

International Express Mail and Global Priority Mail are services available to most countries for expedited international mailings. Cost is determined by specific weight and country of destination.

Sealing

The following items must be completely sealed:

• Personal mail with stamps
• All foreign mail
• All mail larger than a #10 (4" x 9.5") envelope
• All envelopes with more than four pieces of standard bond paper

Mail that needs to be sealed when postage is applied must have the flaps up and to be banded together to prevent contents from falling out.

Personal Use of Mail Services

Employees should not use UM Mail Services for personal mail or mail of non-University of Montana organizations. This service is staffed to handle only official University correspondence; its use for other purposes slows down delivery of official mail. While the Mail Services staff does not ordinarily inspect individual letters and packages for conformance to this policy, they are required to call to the attention of proper authorities for any apparent violations.

Exception: Personal mail will be picked up with all other classes of mail if it has stamps on it, is sealed, and is banded separately.

Shipex rents private mail boxes which can be used for the delivery of personal mail (including UPS and FedEx) on campus.

Unwanted Advertising Mail

If you receive unsolicited catalogs or other unwanted advertising mail, you can have your name removed from mailing lists by writing to the address listed below.

Business Mailing Lists:

Mail Preference Service
c/o Direct Marketing Association
PO Box 3861
New York, NY 10163-3861