CHAPTER 8. ENVELOPES AND MAILING LABELS

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1.  Where can I obtain guidance on mailing policy and standards?

2.  What are the procedures for addressing envelopes and mailing labels?

3.  What are the procedures for using envelopes?

1\. **Where can I obtain guidance on mailing policy and standards?** For
guidance on mailing policy and standards, refer to [FHWA Order 1760.1,
FHWA Mail Management
System](http://www.fhwa.dot.gov/legsregs/directives/orders/17601.htm),
dated January 10, 1989.

2\. **What are the procedures for addressing envelopes and mailing
labels?** Below are the procedures for addressing envelopes and mailing
labels.

a.  Single-space the address**.**

b.  Use the United States Postal Service (USPS) two letter State
    abbreviation on envelopes and mailing labels.

c.  Leave two spaces between the State and the ZIP Code.

d.  The complete address should be in all capital letters followed by
    the ZIP Code.

e.  For international mail, the complete address should be in all
    capital letters and the bottom line should only have the destination
    country.

> MR. JOHN SMITH
>
> 12345 RUE DE LANE
>
> PARIS XLA 789
>
> FRANCE

f.  Do not use dual addresses, if possible. Dual addresses, supplied by
    mailers, are those which include both a street address and a post
    office box to be used on the lines immediately above the last line
    (city, state, and ZIP Code). The other address must be placed on a
    separate line above the delivery address line. The ZIP + 4 Code must
    be the code for the delivery address:

> 472 EISENHOWER DRIVE Alternate Address Line
>
> PO BOX 1001 Delivery Address Line
>
> MAYO MD 22041-1001 Last Line

OR

> PO BOX 1001 Alternate Address Line
>
> 472 EISENHOWER DRIVE Delivery Address Line
>
> MAYO MD 22041-1001 Last Line

This format and address/ZIP Code agreement is essential for an optical
reader to read and access the ZIP Code database so the barcode printer
can apply the proper barcode.

g.  Include a complete return address, including the office symbol.

h.  The attention line, if necessary, is typed as the first line on the
    envelope.

i.  If a box number and a post office station name or number are used,
    the box number must appear first:

> MR. JOHN BROWN
>
> BOX 2 POTOMAC STATION
>
> ALEXANDRIA VA 22301

j.  If used, the route number must precede the box number:

> MRS. JANE DOE
>
> RURAL ROUTE 2 BOX 12
>
> VANDERGRIFT PA 15690

k.  If designations for apartment, room, suite, or other unit are used,
    they should appear after the street address and on the same line. If
    it is not practical to enter such an item on the same line, it may
    appear in the line above the address but never to the left or below:

> MRS. SUE BROWN
>
> 600 VERNON STREET APARTMENT 2
>
> CAMP SPRINGS MD 20022
>
> MRS. BETTY SMITH
>
> 800 CANAL STREET NW SUITE 506
>
> WASHINGTON DC 20502
>
> MR. JOHN SMITH
>
> APARTMENT 412
>
> 169 LINCOLN AVENUE
>
> VANDERGRIFT PA 15690

l.  For mail going to towns or villages without a street address, rural
    route, or box number, the next to bottom line of the address is left
    blank.

> MR. WILLIAM JONES
>
> VALLEY TX 7520

3\. **What are the procedures for using envelopes?** To ensure efficient
handling for FHWA correspondence, use either:

a.  Letter-size (#10) envelopes 6 1/8" x 11 ½", to hold up to eight
    pages of folded correspondence, or

b\. Large envelopes 9 ½" x 12", and larger (flats), to mail more than
eight sheets of correspondence or correspondence that transmits numerous
attachments or enclosures.

c\. See Figure 8.1 for guidance on preparing an envelope and address
label.

# ENVELOPE AND ADDRESS LABEL PREPARATION GUIDE

-   Use dark type on light background for best OCR readability.

-   Address characters should not touch each other.

-   The address lines must be parallel with the bottom of the envelope.

-   The address must be typed or printed, all in capitals, with no
    punctuation.

-   Do not hand-write addresses on envelopes or labels.

-   The address block should be centered on the envelope.

-   Use no punctuation and use two-letter state abbreviations.

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-   Keep a one-inch margin on each side of the address.

-   Keep at least a minimum 5/8-inch clear area on the bottom of the
    envelope.

-   When using window envelopes, the entire address block should always
    be visible even if the contents shift during mailing.

> Following these guidelines will ensure that the letter will be
> readable by USPS equipment and will be handled quickly.

Envelopes with hand-written addresses and other improperly prepared
envelopes shall be returned to the sending office for proper
preparation.

**Figure 8.1**