Administrative Mail

Summary

Managing Your Administrative and Campus Mail

Information about addressing your campus or first class mail can be found by clicking on the following links. It is important to properly address your campus mail envelopes and packages. For more information on proper addressing, our Junk Mail program or how to order inter-departmental envelopes, click on the links below.

If you cannot find what you need, please call Yale Mail Services at 203 436-4592 or email wanda.irizarry@yale.edu.

Managing Your Mail

When staff or faculty leave the University, the department must forward their mail. Many of those departing fill out a Change of Address card with the U. S. Postal Service.  The USPS then sends a postcard to the specific Yale Department stating the department must forward mail.

We recommend the following procedure:

  1. When a person leaves your department, print up a sheet of labels reading “FORWARD TO:”  with the new address. Place a sticker over the old address, leaving only the person’s name showing. Cross off all bar codes and associated numbers, front and back, with a thick black marker. Put this in your outgoing U. S. mail. 
  2. Advise the departing person that mail will be forwarded for only a set amount of time, such as three months. This puts the responsibility on the person to promptly notify correspondents of their new address. 
  3. USE THE JUNK MAIL PROGRAM for any mail you continue to receive. This relieves your department of the responsibility of forwarding mail for an indefinite number of years.

The Post Office will forward UNOPENED first class mail to anywhere in the world without requiring additional postage. However, if you want to forward magazine subscriptions, they would require regular first-class postage be applied before forwarding. If you have a letter that has first class postage already on it, it will be forwarded without additional postage.

Taking these three steps will reduce the amount of unwanted mail coming to your department.

Carefully review your incoming U. S. mail.  Does it use old box number?  These numbers include P. O. Box 3333, 6666, 4-digit numerical box numbers (such as 1958, 2006, 2964), and numerical-alpha box numbers (like 1-A, 1502-A, 1603-A, 1604-A).

These are discontinued Box numbers in some cases from 20 years ago.

If mail reaches your department with old box numbers or street addresses, please contact the senders and provide them with the correct post office box number (usually 6 digits) and zip code with add-on. 

Because, over the years, the number sequence of these boxes has been assigned to other towns, it is very possible your mail will not even come into Yale University but will be returned to sender as insufficiently addressed. Don’t let this happen to your mail! 

Since the United States Postal Service has heightened security measures, all mail pieces being sent from the University must bear a valid return address for identification purposes. Mail pieces that do not have proper identification could be returned. Personal mail must also contain a valid return address.

Your return address at Yale should be the same as your Yale address: your name, department, box number, city, state and complete zip code.

If you do not know your department post office box number, it is available here or call the Yale Mail Service office at 203 436-4592.

You can help speed your mail through the Campus Mail system by observing a few easy guidelines:

  • Know your mail pick-up time schedule.
  • Keep US Mail separate from campus mail.
  • Always include the person’s name, department and campus location on all campus envelopes.
  • Don’t wait until late in the day, especially on Fridays, to inquire as to delivery status of an item.
  • All mail sent to post office box numbers must have postage.
  •  Everyone (with only a few exceptions) at Yale, including students, should be receiving all of their mail through their post office box.
  • Advise departing faculty and staff that mail will be forwarded for only a short period of time, say 3 months. Use the Junk Mail Program for mail that you want to stop receiving or for people that are no longer at your address.
  • Sort all large campus mailings: Central area is sorted by building, Medical and Science areas by department.
  • Use only official Yale Interoffice Envelopes for campus mail. These cost less when purchased through the Central Stockroom and require the correct information. Click here for the Stock list and ordering instructions.
  1. Print up labels with the correct address info on them (run off extra sheets on a copy machine). When mail arrives for that department or individual, just apply a label over the address portion of the original address leaving the department or individual’s name showing, and put it back in campus mail.
      
  2. Advise the departments that you will be unable to continue forwarding mail for them. Tell them either mail will be returned to sender now or at some point in the near future, say 3 months. That way, they will have an opportunity to advise everyone sending them items of their correct post office box number.
      
  3. Use the Junk Mail Program for their mail. Mail will be canceled saving you the job of doing it.
What Is Junk Mail?

Junk Mail is any mail you’d like to discontinue receiving, such as:

  1. Magazines
  2. Letters or packages
  3. Mail for faculty or staff no longer associated with Yale

If letters and catalogs are properly addressed, they go directly to the departments. It is up to each department to decide if these items are wanted or not.

How the program works:
  • All unwanted U.S. mail (letters, catalogs, packages) need only be marked “NO” or “CANCEL” in the vicinity of the address label (but not on it) and returned to Yale Mail Service (an interoffice envelope is not needed.)
  • Please DO NOT cross out the name or address with marker as we need to read the entire address. Also, do not stamp anything directly on the label.
  • Return envelopes UNOPENED IF POSSIBLE with contents included.

  • OR tape a “Junk Mail” sign to a white mail bucket and just toss the unwanted mail into the bucket. No need to write on each letter. Be careful not to toss any live mail into this bucket. When the bucket is full, tape the Junk Mail sign securely to the top of the bucket to keep all mail inside. Place the bucket with your outgoing campus mail and our driver will pick up the bucket with your next mail delivery.

We have seen a significant decrease in unwanted mail coming into Yale and, with your help, we are looking forward to even more of a reduction in this mail.

 Send your unwanted mail to:  JUNK MAIL, 344 Winchester Ave 

To request white mail buckets for collection of unwanted mail, e-mail wanda.irizarry@yale.edu or call 203 436-4592.

We encourage all departments to use only Yale University Inter-Departmental Mail envelopes for all of your campus mail needs. They ask for the information that Campus Mail requires to accurately and promptly deliver your mail.

Using the official Yale University Inter-Departmental Mail envelopes saves your department money. They are less expensive than going to an outside concern and you receive free overnight delivery of your envelopes from Yale’s TR&S.

  • Item:        Envelope, Campus Mail manila 10x13 w/tie
  • Cost:         $36.55/box
  • Quantity:   200/box
  • Stock #:    38 445
  • Price:        check website for current price
     
Order a supply of new envelopes with this form.

Following some simple guidelines can speed delivery of U. S. and campus mail to the correct person.

  • Mail is delivered by the USPS and Yale Mail Service to the address printed on the item.  It is up to the department indicated by the address to properly accept, return or forward the item if it is not intended for their department. 
  • If mail is to be forwarded, please indicate the reason for forwarding, e. g. moved, retired, deceased, etc. and re-address it using the Yale online directory. Return to Yale Mail Service to be redirected.
  • Campus mail sorted by Mail Code is delivered to the address indicated by the Mail Code.  Delivery of any item sorted by a Mail Code defaults to the 3-digit Mail Code.  Once a person changes locations, it is up to that individual to assure that his or her mail code properly reflects their new, current address.  To get a mail code corrected please notify your Business Office of the error.
  • Unopened First Class mail can be returned through the US Postal Service system without additional postage.
  • Before opening mail, make sure it is for your department.
  • Remember to use the Junk Mail Program for all unwanted mail.

Mailing List Update Service

In order to avoid problems with future mailings, we would be glad to update your Yale mailing list. There is no charge for this service. Simply submit your list in Excel spreadsheet format for Yale’s Zip codes 06510, 06511 and 06520 as well as 06536-0812 via e-mail to wanda.irizarry@yale.edu. Be sure to put your company name in the name of your email or on the top of the list.

Your list will be updated with correct Yale addresses, and names that are no longer associated with Yale will be deleted.

Vendors Wanting to Update their Yale Mail List  
Please Note the Following:

We ask that vendors do not use web sites, including this one, to update their Yale mailing lists. The reasons for this include:

  • Yale has many departments that have multiple locations around campus. Each location has a unique box number plus Zip Code.
  • Yale has issued post office box numbers and Zip codes to almost every department and student. Check your mailing list – addresses should have a six-digit post office box number for delivery, not a street address. If the box number is not used, the address is insufficient.
  • People frequently move from one location to another, making it difficult to determine the best address to use. When you submit your mailing list, we are able to give you up to date address information.