Campus Mail

• General Policy
• Addressing Envelopes
• Large Packages
• Campus Address Directory

General Policy

Inter-office mail service should be used only for official University correspondence. There are certain materials that should not be sent through Campus Mail, including stapled items, currency, library books, liquids, medical supplies, personal items, and office supplies. 

Addressing Envelopes

It is essential to include the departmental/office Zip+4 extension in the mailing address. Please adhere strictly to the format below when sending on-campus mail.

Recipient's Name (if applicable)
Department/Office Name
Campus Zip+4

Please note that room numbers, building names, street addresses, etc. should never be used.

When using reusable manila inter-office envelopes, please cross out the previous address with a single line and use the next sequential empty address box from top to bottom, left to right. This common sense approach allows us to use the previous address as a return address in the event of a delivery problem.

When using regular envelops, please but your return Zip+4 in the upper left hand corner (no other return information is needed.) It is recommneded that two X's be written in the upper right hand corner of the envelope so that the mail is not confused with mail going off-campus. 

Large Packages

Please do not send printed materials in boxes larger than a mail bin. If a large volume of letters, flyers or other documents are being sent to a single destination, please apportion them into a few separate packages. In addition, please remember that if you have difficulty lifting a heavy package, your mail carrier will have a challenge transporting it to its destination.

Campus Address Directory

The most current address information for campus employees may be accessed using the Campus Address Directory. We encourage you to bookmark this site and use it whenever convenient.

Department Zip Codes

General Policy

Inter-office mail service should be used only for official University correspondence. There are certain materials that should not be sent through Campus Mail, including stapled items, currency, library books, liquids, medical supplies, personal items, and office supplies.

• Hospital Clinical HSC
• Campus

Residential Student Mail

For more information please see Mailroom Services for how to pick up your mail.

Incoming Mail

• General Policy
• Campus Zip+4
• Campus Address Format

General Policy

The use of Stony Brook Mail Services is limited to the conduct of University business. Personal mail should not be sent through Campus Mail.

Campus ZIP+4

The Zip code 11794 is used exclusively by Stony Brook University, and is the only information needed by the U.S. Post Office to direct a piece of mail to the University. The four-digit Zip+4 extension assigned to each department is the primary means of sorting mail by Mail Services and is absolutely necessary for efficient handling of your mail. This extension, also known as your Mail Code, should be included whenever campus addresses are used (envelopes, letterheads, business cards, websites, etc.)

Campus Address Format

Please adhere to the standard campus address format when giving your address. We find that in many instances users are including more information than necessary in their address to properly route mail to departments, while often excluding the Mail Code, which is vital for accurate routing of mail.

Your Street Address

Rather than use street addresses derived from the campus road system, we use a much more specific "virtual" street address derived from each department's unique Mail Code. For your street address you should use your Mail Code (i.e., your Zip+4 extension) followed by the abbreviation SUNY. Please note that the order of the address lines is very important. The basic format is as follows:

In certain instances, recipients may wish to add more information to their address (for instance, room numbers & building names when an article might be shipped by a private carrier such as United Parcel or FedEx.) In such a case, all other information should be included above the street address; the bottom two lines of your address must always be the street address and city, state and Zip+4.

Outgoing Mail

• General Policy
• Mail Services Requisition Form
• Return Addresses
• Addressing Envelopes
• Large Size Mail
• International Mail
• Non-Profit (Bulk) Mail

General Policy

ALL OUTGOING MAIL must be bundled and separated by type as follows:

• Letter size mail
• Flat size mail (8 1/2' x 11 1/2')
• Express mail
• Foreign mail
• Inter-office mail

Please indicate on the Mail Services Requisition Form the Postal Class you wish each bundle of mail to be sent through U.S. Postal Service. If not designated, all mail will be processed as first class mail.

It is absolutely the sending department's responsibility to separate and bundle the mail; Mail Services will not pick up mail that is not prepared as listed above!

Mail Services Requisition Form

Mail Services Requisition Form

Return Addresses

All mail to be sent off-campus must have a return address. The return address should include the department's name and must include the campus Zip+4. The return address is absolutely necessary in case Mail Services needs to contact the sender's department before mailing an item or if an item is returned by the U.S. Post Office. Opening envelopes to determine the sender is extremely time-consuming and often inconclusive, and therefore Mail Services cannot guarantee return of any items without a return address.

Addressing Envelopes

Delivery Address Placement

On a letter-size piece, the recommended address placement is within the optical character reader (OCR) read area, which is a space on the address side of the mailpiece defined by these boundaries (see Example OCR Read Area) OCR Read Area}:

1. Left: 1/2 inch from the left edge of the piece.
2. Right: 1/2 inch from the right edge of the piece.
3. Top: 2-3/4 inches from the bottom edge of the piece.
4. Bottom: 5/8 inch from the bottom edge of the piece.

Example OCR Read Area

Address Placement Causing Mail to be Nonmailable or Nonmachinable

The location of the delivery address on a letter-size mailpiece determines which dimensions are the length and the height of the piece. Consequently, the placement of the address may render a piece nonmailable or nonmachinable.

Large Size Mail

Please notify Mail Services in advance when you have an unusually large mailing. Mail bins should never be more than 3/4 full. Please notify us a day in advance if you require extra mail bins.

Substantial savings can be realized by departments that do frequent or large mailings of certain types of correspondence. Please see our web page devoted to categories and classes of mail to see if a cheaper alternative to First Class Mail is possible for at least some of your mail.

International Mail

All International Mail over 13 oz. must have a Customs Declaration Form attached! If customs regulations are not followed completely and documentation is not exact, the mail will be impounded by customs until the addressee makes arrangements for clearance and pays the required duties for the release of the package.

The recipient's country name must be spelled out in capital letters in English and should always go on the last line of any foreign address.

Non-Profit (Bulk) Mail

All non-profit (bulk) mail must consist of at least 200 pieces or 50 pounds. All envelopes must arrive in Mail Services in zip code order. Each piece of mail must be identical in size, weight, and content in order to qualify for the non-profit rate. Foreign mail does not qualify.

Please call (631) 632-1189 for more detailed information on this service.

Sending Certified Mail

1. Fill in recipient's name and address at the bottom of the form and write the date mailed in the "Postmark Here" area.
2. Peel the backing from the bar-coded label and place at the top of the envelope immediately to the right of the return address so the dotted line is even with the top of the envelope. Fold the upper green part of the label over the top of the envelope. DO NOT place the sticker to the far right or on the side of the envelope; sufficient space must be left for attaching postage.
3. Detach the certified mail receipt and keep for your records (you will need the number on the receipt if you wish to trace the letter.)

Forms Order Sheet

The following items are available for order:

• Mail Service Requisition (SUSB 2)
• Bi-Weekly Attendance & Leave Accrual Report for Research Foundation (SUSB 128R)
• Bi-Weekly Attendance & Leave Accrual Report for State (SUSB 128S)
• Domestic Return Receipt (PS 3811)
• Certified Mail Sticker (PS 3800)
• Express Mail Label (Label 11-B)
• Express Flat Rate Envelope (EP 13-F)
• Priority Envelopes Large (EP 142)
• Priority Envelopes Small (EP 14B)
• Insured Mail Receipt (PS 3813)
• Delivery Confirmation Receipt (PS 152)
• Course Evaluation Form
• NCS Exam Form

To order any of these items, please call Mail services at 632-6231 or complete the Forms Order Sheet (SUSB 2732) and follow the submission instructions on the form.

Information Regarding USPS

For more information about USPS, visit their website below.

http://www.usps.com

Other services from them include:

United States Postal Service Current Price List

ZIP Code Lookup