Mail & Distribution OVERVIEW | Mailing Standards | ADDRESSING College Postal Services
Procedures
Use the NVCC Business Reply Mail (BRM) envelope.
Stamp or write the senders division
or campus name above the College address in the space provided.
CAMPUS MAILROOM ACTIVITIES AND SERVICES
In order to secure your outgoing mail , please insure that all envelopes are sealed. The College Administrative Services Procedures Manual states that "Outgoing mail should be sealed prior to deliver to the campus mailroom or CDC". This will assist us in processing the mail for delivery to the US Postal Service. Mixed bundles of sealed and unsealed mail creates delays and may damage your mail when it is processed in our machines. You will also speed the processing of mail if you separate business reply envelopes and envelopes bearing US postage from your college mail.
Sealed envelopes should be banded together, place the return address to the upper left and the outgoing address to the lower right. Rubber bands for this use can be obtained by calling 323-3425.
For larger mailings of 200 envelopes or more, we can set up our equipment to seal envelopes. It is not recommended that envelopes over two pages of 8 ; X11, tri-folded, 20# paper (letterhead) be used Arrangements for larger mailings can be made with John Golding, 323-3718.
NVCC ADDRESSING STANDARDS FOR MAIL
Inter campus Mail
Use inter agency ( brown #DPS-M115)
envelope only.
DO NOT USE GOLD OR WHITE STATIONARY #10 ENVELOPES
ADDRESS AS FOLLOWS EXAMPLE NOTE
DIVISION POSTAL SERVICE DO NOT USE A ROOM #
CAMPUS CS
AL - ALEXANDRIA CAMPUS
AN - ANNANDALE CAMPUS
LO - LOUDOUN CAMPUS
MA - MANASSAS CAMPUS
WO - WOODBRIDGE CAMPUS
CS - COLLEGE STAFF
ELI - EXTENDED LEARNING INSTITUTE
CFAO - COLLEGE FINANCIAL AID OFFICE ( FORBES PLACE )
US MAIL ADDRESS AS FOLLOWS:
COMPANY NAME
ATTENTION LINE OR NAME
STREET ADDRESS, POST OFFICE BOX ADDRESS STREET ADDRESS / APT. or STE # P O BOX #
CITY STATE ZIP CODE + 4
NOTICE IF A PO BOX IS IN THE ADDRESS DO NOT USE THE STREET ADDRESS USING A DOUBLE ADDRESS DELAYS THE MAIL.
USE USPS EXPRESS MAIL SERVICE FOR OVERNIGHT MAIL TO A P O BOX ONLY
INTERNATIONAL AIR MAIL
MUST BE IN ENGLISH - DO NOT USE A FOREIGN ALPHABET
A US CUSTOMS DECLARATION REQUIRED ON PACKAGES OTHER THAN LETTERS
CALL JOHN GOLDING @ 323-3718 FOR COPY OF THE FORM
ADDRESS INTERNATIONAL MAIL AS FOLLOWS;
ATTENTION LINE OR NAME
COMPANY NAME
DELIVERY ADDRESS
CITY PROVIDENCE &/OR POSTAL CODE
COUNTRY
ALL COLLEGE RELATED INTERNATIONAL MAIL IS SENT BY INTERNATIONAL AIRMAIL.
FEDERAL EXPRESS OR UNITED PARCEL SERVICE SHIPMENTS
NOTE:
UNITED PARCEL SERVICE ( UPS ) FURNISHES GROUND SERVICE FOR THE COLLEGE PACKAGE SHIPMENTS.
MUST BE ADDRESSED TO A STREET ADDRESS
Federal Express & United Parcel Service can not deliver to a Post Office Box
FOR SERVICE TO A PO BOX USE United States Postal Service.( US MAIL )
ADDRESS AS FOLLOWS;
COMPANY NAME
STREET ADDRESS
CITY STATE & ZIP CODE
DO NOT USE THE STANDARD FedEx USA AIR BILL
A SPECIAL FedEx COMBINED INTERNATIONAL AIR BILL AND US CUSTOMS FORM IS REQUIRED
CONTACT: JOHN GOLDING @ 323-03718 IF YOU NEED ASSISTANCE
ADDRESS THE FedEx INTERNATIONAL SHIPMENT AS FOLLOWS: PHONE NUMBER IF AVAILABLE ATTENTION OR RETURN AUTHORIZATION #
COMPANY NAME
STREET ADDRESS
CITY PROVIDENCE &/OR POSTAL CODE
COUNTRY
A DECLARATION OF CONTENTS IS REQUIRED ON THE US CUSTOMS PORTION OF THE FedEx INTERNATIONAL AIR BILL FOR BOTH LETTERS &/OR ITEMS BEING SENT
Supervisor: Warehousing & Distribution Services
Northern Virginia Community College
8333 Little River Turnpike
Annandale, VA 22003-3796
Phone & FAX 703-323-3718
We need your assistance in standardizing the addressing of campus and postal mail. It is important to realize that mail is not sorted and delivered to any particular person, but to a department. Including a recipient's name or building in the address only delays delivery.
When sending inter campus mail, scratch out the last name on the envelope. U.S. Postal Service mail requires a complete return address.
In order to avoid delays in processing your mail, please use the following formats:
For addressing Inter campus mail:
John Doe
Liberal Arts
Annandale Campus
For return addresses on envelopes for United States Postal Service Mail:
John Doe- Liberal Arts
Northern Virginia Community College
8333 Little River Turnpike
Annandale, VA 22003
For addressing International Mail (Please use the English language in your address)
Name
Address
City
Country (Do not abbreviate)
For additional information, please consult http://www.nvcc.edu/omm or call John Golding at 323-3718.
COLLEGE POSTAL SERVICES
The College Postal Services are for the official and exclusive use
in the conduct of College business. It is tax supported and the Commonwealth
of Virginia and College policy prohibits its use for any private purposes.
All College approved flyers and materials will be distributed through the
College postal operation.
Private use includes sending or receiving materials such as private mail, chain letters, political notices, advertisements, gifts, personal items, or any other material that is not related to the conduct of official business of the College. This prohibition extends to all items sent or received through inter campus mail, US Postal Service mail, or private carriers such as UPS or Fed Ex.
Regarding improperly addressed or undeliverable mail, Postal Operations staff will attempt to identify the sender or recipient. As agent for the Commonwealth and the College, the College Postal Service reserves the right to open and inspect any and all items processed through the postal operations to ensure compliance with College policy. If they can not determine either the sender or recipient, the mailing will be placed in a "Dead Letter File".
For additional information, Please contact either John Golding or Lee
Owens at (703) 323-3718.
Last revised: Friday, Jun-28-2002 15:21