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May 19, 2020
Spring 2020
NIH Inter-Office Mail Proper Addressing
What is it?
Inter-office mail is internal NIH mail typically sent using a Standard Form 65-B Government Messenger Envelope (also commonly referred to as a “Holey Joe” or “Shotgun” envelope), or using preprinted envelopes designed for that purpose. Inter-office mail may be sent from and to any one of NIH”s Montgomery County facilities. Because inter-office mail is handled internally by the Division of Mail Management Services (DMMS), the inter-office mail item never leaves the direct control of NIH.
Addressing
When addressing envelopes for inter-office correspondence always use mail stop codes (MSCs) in addition to building names/numbers and room numbers. Names and routing information should be legibly printed to ensure timely and proper delivery. When using Government Messenger Envelopes (Holey-Joe), the address should be placed on the next unused line.
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Mark out all previous entries to prevent misrouting. Clearly enter the addressee”s name and enter the MSC in the box marked “STOP.” Building and room numbers are also encouraged (see sample 1).
Sample 1:
When using preprinted inter-office communications envelopes, a two-line address format is best. Place a return address in the upper left-hand corner of the envelope (name, building, room and MSC). Clearly enter the addressee”s name in the center of the envelope and list the MSC below the name. The building and room number should also be used by placing them on the line with the MSC (see sample 2).
Sample 2:
More information on the NIH inter-office mail Service and other subjects regarding mail can be found in our online Mail Services Guide: http://httl.com.vn/en.od.nih.gov/pes/dmms/Documents/MailServicesGuide.pdf.
Categories: Mail