How to Complete an Addressing Services Request Form

Read a description of the services offered by Addressing Services:

• Mailing lists and labels
• Mail preparation services

1. Download a copy of the Addressing Services Request Form (PDF).
2. On the following lines, fill in the information:
   • DATE: Current date
   • TAXPAYER NO: (leave blank)
   • RETURN PRICED COPY TO: Name of the person receiving a copy of the estimated charges
   • DEPT. +4 CODE: Department and Mail Code
   • AUTHORIZED SIGNATURE: Signature of the person in your department who has authority to sign for the index being recharged
   • INDEX NO: Index being recharged
   • NO UNIVERSITY ACCOUNT, BILL CUSTOMER ADDRESS: Indicate where to send an invoice if an index is not recharged.
   • RETURN EXTRAS TO: Name of the person receiving the unused, extra copies of a mailed piece, along with their:
     • DEPT. +4 CODE: Department and Mail Code
     • TEL: Campus phone number
   • TITLE OF MATERIAL: Description of mailing material
   • MUST BE IN MAIL: Indicate the specific date you want the material mailed

Note: Please allow up to 5 working days processing time after lists and materials are received by Addressing Services.

List all special instructions, including:

• Services desired
• Materials used in mailing such as cover letters, brochures, or forms
• Unique requests such as:
  • Matching specific inserts with specific envelopes
  • Using a database sent through e-mail or campus mail

1. To use your department's mailing list, specify that you will use a department list and then send it:
   • As an e-mail attachment via a PC-based computer to Jorge Espinoza, or
   • On a disk to Jorge Espinoza, Mail Code 0047
     • Send the list in one of the following file formats: Excel, Access, fixed-length text, or delimited text. If your list need updating, read about mailing list cleansing and updating.

2. To request a campus mailing list: Go to PPM 533-7, Campus Mailing Lists, find the list you want, and specify the list number.

A note about authorized use of campus mailing lists and labels:

• UCSD departments and UCSD-related organizations can request and use these lists and labels when the:
  • Expense is recharged to department funds
  • Person placing the order has signature authorization for the funds recharged

Approval process: The use of some campus lists requires approval by the Academic Senate Office, Policy & Records Administration, or the owner of a specific list. Contact Jorge Espinoza, (858) 534-1164, for information about the approval process.

• Send the form to Michael Keogh, Mail Code 0047, or
• Fax the form to (858) 534-6774.

A copy of the Addressing Services Request Form with estimated costs will be returned to the person listed in Step 2b. Keep this copy to check your charges.