Sending Mail

Half of what we do is send out mail for the faculty and staff of the university. Here are some general guidelines that should always be followed when sending mail out through WOU Mail Services:

1. Provide an index number for all shipments

If your department has multiple index numbers (usually grant-funded projects and departments are the ones that have the most) please help us out, provide us with an index number. The index number can either be written or typed directly on the envelope or box label (underneath the return address on the left side) or can be written on a sticky note and attached or bundled to the corresponding shipment. Failing to provide a good index number could result in your mail being delayed or returned to you for the necessary information.

2. All shipments should have a complete address and include a return address

A complete address includes a designated recipient or location, street number and address, city, state and zip code. A return address, while not required, is strongly recommended.

3. Separate and clearly label all international mail

International mail needs to be processed differently than domestic and sometimes requires different documentation. Separating it out ahead of time avoids any mis-labeling.

4. All envelopes and boxes need to be fully prepared and packed before we take them

Mail Services has some re-purposed packing supplies that can be used by anyone sending a shipment but we will not package your shipment for you. For your Shipment’s safety and your privacy we ask that all boxes and envelopes be fully packed and prepared before being brought to the Mailroom for shipping. 

5. Your mailing address is not your physical building’s address!

Around 2019, the City/Post Office/EMS assigned individual physical addresses to each building. Please note that these are physical addresses only. All mail needs to still be addressed to WOU’s official (and USPS database authorized) address:

[Your Name/Department]
Western Oregon University
345 Monmouth Ave N
Monmouth, OR 97361

Last, but not least, remember to get your mail to Mail Services before the cutoff time so that it can go out the same day. Access a list of our deadlines and and cutoff times here!

For detailed information regarding different types of mail, please have a look at these pages: