Mail Account Code Cards

To establish a mail metering account number please fill out the order form which will send your details to Mailing Services. You will receive cards printed with a bar code specific to your department. Attach it to all bundles of mail that you wish to have metered. The bar code is scanned before your mail is processed, providing an easy, accurate way to record your charges.

Mail Account Code Order Form

Order Replacement Mail Cards

Address Cleansing

Address file preparation

Use the correct format, illustrated below for campus and off-campus mail, to save your department money and speed the processing time. Create a spreadsheet that has the columns shown, in the same order. When you have finished compiling the list, send it to Central Mail using the link in the navigation bar above.

Campus mail addresses

Include a department name, room number, and building abbreviation. If any of these is missing, neither Campus Mail nor the UIHC Mail Room staff will deliver the piece

Template

Excel Template

Address File Example 

Addresses should be in a spreadsheet with columns in the following order:

For off-campus mail, a street address (Address column) is mandatory. It may contain information such as suite (STE) or building (BLDG), but must not contain department names, subtitles, or “in care of ....”.

Spell out cities. The address-checking software will not accept IC for Iowa City or NY NY, for New York City, for example. Use the correct nine-digit ZIP code, with a hyphen between the first five and last four digits. Any personal or confidential information should be removed. Delete items that you don’t want printed as part of the address.

Deans, Directors, Departmental Executive Officers email group

The DDDEO email group is used to distribute University of Iowa communications to deans, directors, and departmental executive officers. UI Mailing Services manages the group and reviews messages before distribution.

To send a message

1. Include a clear subject line.
2. Begin the body of your message using the following memorandum format:

   MEMORANDUM
   TO:    Deans, Directors, and Departmental Executive Officers
   
   FROM: [Name & title of individual]
   
   RE:    [Subject of message]
   
   DATE:  [Date of message]
   
   [Being your message in this location, directly after the header.]

3. Review the complete email before sending. Any text, links, attachments, or signatures included in the email may be distributed to the entire group.
4. Remove your automatic email signature unless you want it included in the distributed message.

To subscribe or unsubscribe

Use the DDDEO Email Group Subscription Form to request that an individual be added to or removed from the email group. Submitted requests will be reviewed before the group membership is updated.