Addressing Your Mail

Addressing Your Mail
​Proper addressing is critical for the speed of your mail: We want to remind you that the United States Postal Services has guidelines in printing delivery addresses on our correspondence. Follow these simple tips to ensure your mail is receiving the best service possible; this will ensure that your mail reaches the correct destination quickly and efficiently.            


 
 
General Addressing:  When addressing an envelope, it is important to properly place the address. For most mailings, the address should be as close as possible to the center of the envelope. For letter-sized pieces (up to 11 1/2” x 6 1/8”), always maintain 1/2” clearance from the left and right sides and at least 5/8” from the bottom of the piece.
 
 
Address Line Order:  USPS equipment reads address information from the bottom to the top of the mail piece. City, state and ZIP code information should always be the very last line in the address. The delivery address line just above the city, state and ZIP is where the USPS will attempt delivery. 
  
Return addresses:  All CCC business mail MUST include a return address. This is for the professional image of the Colleges as well as a security requirement of the USPS. “City Colleges of Chicago and department’s name” should be part of the return address, in case the envelope is returned undelivered.​
  

Address Characters:  Print the mailing address in Arial or Helvetica font in 10– or 12–point size, using only UPPER CASE CHARACTERS.             

Handwritten vs. Typing Addresses: Although USPS equipment is designed to read handwriting, as a rule you should always type or print the address on your mail pieces. This will help your mail move quickly and efficiently through the system.           

Window envelopes:  The complete address should be visible through the window at all times, be sure to perform a simple tap-test. Tap the envelope to the right, left and bottom. You should be able to see all of the address information with the full shift of the mail.           

Sending Inter-Office Mail: By addressing your inter-office mail properly, you can virtually eliminate lost, slow, or misdirected mail. ​           

Inter-Office Envelopes: These envelopes are used repeatedly for in-house or internal mailings. When using inter-office envelopes, make sure the previous marking has been completely blocked out to ensure proper handling and direction to the intended recipient, be sure to include, the name, department, and campus site. This must be printed clearly. It is OK to use abbreviations, such as “DA” for Daley. You must include your name, department, and campus site.           

Plain Envelopes: If addressing internal mail in white envelopes, please have CAMPUS MAIL” or “XXX” printed or written in the upper right corner since such mail can be mistaken for U.S. Mail. This will enable us to easily identify the envelope as campus mail.           

 

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