Intra-Office Mail

Mail service is limited to official University business only. Do Not Use Montana State University as your personal mailing address. All non-university business mail must be directed to your home address or post office box. Mail is sorted and delivered to primary departmental offices, not individual faculty/staff offices.

Addressing Mail

Each department has been given a unique 4-digit mail code to assist with the sorting process. Please use both your department name and PO Box number + 4-digit mail code.

Personnel Moves and Attrition

Departments are responsible for informing HR/Personnel & Payroll of any attrition or moves on campus. Mail Services staff are required to deliver University mail AS IT IS ADDRESSED. It is the responsibility of each department to determine if mail addressed to a former employee should be re-directed to the individual who assumed that person's position, or if the piece should be forwarded via intra-campus mail for employees who have transferred to another department or via USPS mail for employees who have left the University.

Campus Outgoing Mail (USPS)

Helpful guidelines for metered mail sent through University Mail Services:

  1. Use a complete return address, including department name, on all outgoing mail to be metered.
  2. Make sure all mail faces the same direction. Band together multiple pieces within each grouping.
  3. Include barcoded index charge number with all mail to be metered.
  4. Always leave the upper-right hand corner free of all marks. This is where metered postage is applied.
  5. Use light to medium tint paper so that the meter imprint will be legible. No red paper, please.
  6. If outgoing material packaging has indicia (like branding, tape with a corporate logo/name etc.), please cover it with white label material so postage can show clearly.
  7. Designate the desired class of service when mailing large envelopes or parcels (e.g., Priority, Media, Library, Parcel Post, etc.) If a class of service is not designated, we will assume the mail piece is to be sent First Class.
  8. Mail should be sealed or be banded flaps up if mail is to be sealed when postage is applied at Mail Services.

International Mail

Helpful guidelines for international mail include:

  1. Addressing: When addressing international mail, it is critical that the name of the country be written in ENGLISH, IN FULL (no abbreviations) ON THE BOTTOM ADDRESS LINE. An address in a foreign language is permissible provided the name of the city, province, and country are also indicated in English.
  2. All mail leaving the U.S. must be totally sealed on all sides. No staples, tabs, etc. Parcels, also, must have no open seams.
  3. Items of mail containing personal handwritten or typewritten correspondence must be sent as letters or letter packages. Letter packages require a Customs declaration.
  4. Any merchandise traveling to foreign destinations MUST have appropriate declaration forms completed and attached. Customs forms must be completed PRIOR to mailing. The required form varies by weight and country, so prior contact with our department will help eliminate delay of packages.
  5. International Express Mail and Global Priority Mail are services available to most countries for expedited international mailings. Cost is determined by specific weight and country of destination.