- Receiving & Sending Mail
Receiving & Sending Mail
Collection Locations & Times
The U.S. Postal Service delivers mail to Duke throughout the day beginning at 8 a.m. See a full list of collection locations and times.
Campus Mail Services serves all members of the Duke community with the distribution, collection, and processing of inter-campus mail and U.S. mail related to official Duke business. Campus Mail Services assumes no liability regarding the personal mail of an employee.
There are three categories of mail accepted at Duke:
- Campus Mail: This is mail for internal distribution (inter-campus mail). Read more about campus mail...
- Metered Mail: Mail sent by departments that requires metering or postage. All mail sent by departments that needs postage requires a charge code. Read more about metered mail...
- Stamped Mail: Mail bearing stamps or Business Reply Mail (postage paid envelopes); can be placed in the Stamp Mail Box.
To make sure your mail is sorted and shipped quickly and efficiently, you can learn more about guidelines for metered mail, sending mail to other members of the Duke community and outgoing mail below.
- Addressing Mail at Duke
- Campus Mail
- Metered Mail
- Outgoing Mail
- Duke Bluebag Program
- Frequently Asked Questions
All mail coming to Duke must include this information, preferably in the following order. Faculty, staff and students can determine their proper address at the Duke Internal Directory.
|UNIVERSITY||HEALTH SYSTEM||RESIDENT STUDENTS|
BLDG & ROOM
DUKE BOX NUMBER
CITY, STATE, & ZIP
|PROF. JOHN FACULTY
ALLEN BLDG ROOM 402
134 CHAPEL DRIVE
DURHAM NC 27708-0000
|DR. JOANN PHYSICIAN
DAVIDSON BLDG ROOM 1503
201 TRENT DRIVE
DURHAM NC 27710
BROWN DORM ROOM 603
1328 CAMPUS DRIVE
DURHAM NC 27708-3399
All campus (inter-office) mail must include this information:
DUKE BOX NUMBER
|DR. HARRY SURGEON
Campus Mail Services sorts and delivers more than 15,000 pieces of mail per day. We sort mail by box number and not by a person's name, department, building or room number. When sending mail at Duke, make sure to list the box number, since delivery of envelopes or packages without a box number will be delayed significantly. Properly addressed mail (see above) is delivered the same day.
Mailing List Maintenance and Records
Campus Mail Services does not maintain or provide mailing lists. If you want to send mail to students, a list may be ordered from the Registrar's Office where you can fill out a data request form. Mail lists for employees are available through Human Resources.
- If you want to mail to all on-campus students, you don't need to address each piece. We can place the mail in each student's mailbox. There is a charge of 20 cents per piece for this service.
- If you want to mail to any or all employees, it is necessary to address each piece. There is no charge for this distribution.
- If you want to mail to all departments at Duke, addresses are not needed. Just provide us 2,000 copies of your mailing. We will deliver copies at each mail stop. There is no charge for this distribution.
For more information, call (919) 382-4500.
All mail sent by departments that needs postage requires a cost object (fund code). There are two options for preparing main for metering:
- You can write the cost object (fund code) in the upper left-hand corner of the envelope. Please do NOT place the fund code in the right hand corner!
- You can print your own postage meter card at your convenience. We recommend this method for those sending larger quantities or bundles of mail.
Mail without a cost object (fund code) will be returned to the sending department. This will create delays, so please make certain to have these codes on your outgoing mail.
All outgoing mail needs a return address. Faculty, staff and students can determine their proper address at the Duke Internal Directory. Departments at Duke should separate all outgoing First Class, international and campus mail. The different types should be put in separate trays or bundled and marked accordingly. All outgoing mail that needs postage affixed requires a cost object (fund code). Any such mail without a cost object (fund code) will be returned to the sender.
Campus Mail Services can forward First Class Mail and items of obvious value, such as a box or parcel package. We will not forward bulk mail, junk mail or newspapers and magazines, which are recycled. All First Class Mail is forwarded to a student’s permanent address.
Campus Mail Services does not forward mail for employees, but will forward mail for entire departments if they move to a new location. Individuals are responsible for notifying others of their change of address. If departments receive mail for someone who is no longer there, call (919) 382-4500 for a forwarding address label.
When you receive mail that needs to be forwarded, cover the original address with a provided label and put the envelope or package back in the mail. If you do not know the forwarding address, Campus Mail Services can provide you with return to sender labels.
All forms and labels must be filled out prior to sending mail. All forms and labels are available from a route driver or by calling 919-382-4500.
Envelopes, Forms and Mail Trays
Departments can request campus mail envelopes, mail trays, buckets and other postal forms by asking a route driver or by calling 919-382-4500.
Campus Mail Services (CMS) has started a program for heavy volume mailers. CMS now provides Blue Round Trip mail bags and postage meter cards to internal departments to help expedite higher volumes of mail and streamline the letter mail process. If you are interested in learning more or signing up, please send an email request to firstname.lastname@example.org (subject: Duke Bluebag Program).
If you write your address as shown at the top of the page, you’ll never have a problem. It includes your street address for carriers like FedEx and UPS, and it includes your Duke box number for Duke Postal Operations the USPS. With the complete address above, your mail will get to you no matter which service handles it.
The key is "Duke box #." Many vendors will reject post office (U.S. Postal Service or USPS) box numbers because USPS requires postage to deliver to these boxes. But they will allow Duke box numbers. In fact, some FedEx and UPS ground services, and some vendors like Amazon, will switch over to USPS to save on shipping, so you should insist that they include the Duke box # in the address.
When an envelope doesn't have a specific space for the box number, just list it directly below the recipient's name, as in the example at the top of the page.
University addresses carry the 27708 zip, while health system addresses on campus carry the 27710 zip.