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Mail Services
 
Institutional Services |Mail Services | Proper Addressing

Proper Addressing

University departments are responsible for the proper preparation and addressing of all mail going to off-campus addresses.

Standard size envelopes can remain unsealed, preferrably with their flaps up, with the envelopes placed one in front of the other. Please take care when stuffing envelopes to ensure that the contents do not extend past the fold or are overstuffed. The metering machines cannot effectively seal envelopes improperly prepared.

The upper right corner of the envelope or parcel is reserved for meter posting. Do not place classification or address information in this corner.

Letters and post cards smaller than 3 1/2" by 5" will not be accepted by the U.S. Postal Service. Post cards larger than 4 1/4" by 6" will require the same rate of postage as a first-class letter.

Return Address

A return address must be placed in the upper left corner of the mail piece. This address ensures a prompt return to the sender of undeliverable mail. Undeliverable mail will be returned to the address used as the return address.

In-Coming Mail

Mail received at the University from correspondents should be addressed with the following formats, based on your physical location.

If you are located at the Uptown Campus (including UAB & MSC), all mail and packages should be addressed:

Name
Department
Building/Room
1400 Washington Ave
Albany NY 12222

If you are located at the Downtown Campus, U.S. Postal Service mail should be addressed the same as that for the Uptown Campus. However, packages handled by all other carriers will be delivered directly to offices on the downtown campus and should be addressed:

Name
Department
Building/Room
135 Western Ave
Albany NY 12203

For locations other than those above that receive direct mail delivery from the U.S. Postal Service, please use the delivery address and zip code assigned.

Recipient Address

A complete address of a recipient includes:

Name
Agency or Company
Post Office box or street address
City State ZIP Code

Postal Service machinery functions most effectively if addresses are printed/typed and all punctuation omitted. Use two-letter state abbreviations and place one space between the city and state, two spaces between state and ZIP Code. For an updated list of two-letter state and U.S. territory abbreviatons, as well as street suffixes, click here to connect to the U.S. Postal Service's web page containing this information.

The ZIP Code should be placed on the last line of the address, not on a line by itself.

The Postal Service does not recognize "Attention" lines placed below the address. Place them on either the first or second line of the address.

A firm may use both a street address and a P.O. box number in their address. Make sure that the place where delivery is to be made is the address immediately above the city, state and ZIP Code line.

Sample address formats appear below:

JANE DOE
ABC COMPANY
PO BOX 123
ALBANY NY 12203-0123
JANE DOE
ABC COMPANY
4258 WESTERN AVE
ALBANY NY 12203-5798
ABC COMPANY
ATTN JANE DOE
4258 WEST ST STE 562
ALBANY NY 12203-5798
JANE DOE
156 RIVERDALE RD APT 3
ALBANY NY 12203


International Mail

Mail and packages addressed to locations outside the United States must have the address typed or printed in uppercase letters and Arabic numbers. The address must include name of addressee, house number, street address or box number, city, province, postal code, and, on a line by itself, the unabbreviated country name . The country name must be written in English and all capital letters.

Packages to international addresses must have a customs form attached. These forms differ from country to country. Contact Mail Services (442-3272) for the appropriate form to be used.

Letters and printed matter (including brochures) addressed to foreign countries must be placed in envelopes or under a wrapper and sealed.

Connect to Mail Service's "Links" page for more detailed information on preparing letters and packages for mailing through courier services.

Links to Service Providers

 


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