This mail consists of enveloped
correspondence for delivery to the
addressee. To provide proper
delivery, internal mail requires a
full name and provider code of the
agency.
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PROVIDER CODES
The term provider code is used to
identify a location internally. Each
department or field office has been
assigned a (4)digit provider code.
If you don't provide a provider code
on internal mail, it will not be
delivered. In other words...no CODE
no GO!!
See (pages or exhibit) or state
telephone directory to access
provider codes. Use provider codes
as part of your return address for
internal and external mail. It will
expedite your replies. We recommend
using your provider code on business
cards and your stationery.
A. ADDRESSING
- HAND MAIL ENVELOPES-RED
The use of these envelopes will
expedite your internal mail
delivery. Simply address it
indicating the full name and
provider code of recipient's
agency. These envelopes should
be banded and not mixed with
regular out-going mail.
- Plain Envelopes
The one line format is preferred
when addressing house mail on
white envelopes. However the
two-line format may be used if
necessary. We request you avoid
three or more lines because such
mail can be mistaken for US Mail
pieces.
- Inter-Office Envelopes (see
Exhibit 1 below)
These are envelopes used
repeatedly for internal
mailings. When using
Inter-Office envelopes, make
sure all previous markings have
been marked out to ensure proper
handling and direction to the
intended recipient.
- Internal Parcels
The addressing of parcels and
packages for internal
distribution is the same. Use
full name and exact provider
code.
-
Change of
Address
A change of your internal
location must be acted upon
PROMPTLY! As soon as you learn
of your new location, send a
memo or call Internal
Distribution indicating contact
person and the new address and
telephone number. 
Exhibit 1
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B.
ENCLOSURES
-
Non-Mailable Items
Items such as metal pieces,
glass parts, product samples,
chemicals, etc., CANNOT
be mailed in envelopes. They
require special packaging before
mailing or shipping. Central
Mail Operations will be able to
determine the most appropriate
handling method.
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C.
ENVELOPES
- Appropriate Size and
Strength
Envelopes should be of the right
size and strength to accommodate
the enclosures.
a) The size should properly
accommodate the insert(s).
Excessively large envelopes will
not keep the inserts firm. The
inserts in such envelopes slide
creating an imbalance of the
envelope, increasing the risk of
ripping and loss of contents. A
snug fit keeps the enclosure
firm in the envelope.
b) Conversely, when an envelope
is overstuffed it can burst at
the seams. The result can be a
total loss of the mailing.
c) The strength of the envelope
should withstand the weight of
its contents. If there is stress
at the seams or sharp edges, the
envelope is overloaded and can
burst increasing the chance of
contents being lost. Use a
larger envelope.
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D.
MAILING LISTS
The preparation of address lists for
distribution of information is the
responsibility of the mailer.
Addresses should be updated to
include correct ZIP + 4 codes and be
kept current to include moves.
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