University Postal Services

Instructions for a smooth delivery

• Internal mail

  We deliver internal mail to selected locations and collect external mail (letters and parcels) for central dispatch daily.

  Please use our designated reusable manilla envelopes for sending internal mail and do not use any staples to seal your envelope. Internal mail must always include the recipient's full address: unit, institute or facility and—if applicable—the recipient’s name, address and house number. Please cross out any other information on the envelope.

  Each administrative unit and institute has their own postal services team manager and letterboxes.

  The post office on Ernst Abbe Campus accepts postal deliveries of all kinds (internal mail and external mail to be dispatched), distributing them to the institutes’ and faculties’ internal letterboxes on campus. It also forwards outgoing mail to the university’s central Post Office in the University Main Building. Outgoing mail covers letters and parcels.

• DL envelopes

  Please use standard-sized envelopes for sending external mail. Make sure you include the sender by placing your unit’s stamp in the top left corner of the envelope. If using a window envelope, your address goes in a separate line above the recipient’s address. The sender’s information must include the cost centre. You can also print designated envelopes in the University’s Printing Centre de. Please ensure the franking area in the top right corner remains clear.

  Please take your letters to your unit’s or facility's internal mail office.

  Please note:

  • There should be no spacing between the street and city.
  • District names go in between the name of the sender/recipient and the street.
  • Do not write on the back of the envelope.
  • The recipient’s address goes on the right hand side.
  • If you are using a window envelope, please ensure the recipient’s address fits inside the margins of the window.
  • The top right corner is reserved for franking and covers an area of 74 mm on the top and 40 mm on the right edge.
  • Please keep a margin of 15 mm to either side.
  • Please ensure the entire bottom edge remains clear for the 15 mm wide codemark clear zone.
  • Do not apply any stickers or imprints that could be mistaken for postal labels or imprints to the envelope.
  • For high volumes of mail, you can request transport boxes from our post office.
  • For large numbers of letters, we can offer a machine-based enveloping service. Please contact us for more details before placing your printing order.

  

• Vertical A4 envelopes

  Please use standard-sized envelopes for sending external mail. Make sure you include the sender by placing your unit’s stamp in the envelope’s top left corner. If using a window envelope, your address must go in a separate line above the recipient’s address and fit inside the margins of the window. The sender’s information must include the cost centre. You can also print designated envelopes in the University’s Printing Centre de. The top right corner is reserved for franking and covers an area of 74 mm on the top edge and 40 mm on the right edge.

  Do not apply any stickers or imprints that could be mistaken for postal labels or imprints to the envelope.

  Please take your letters to your unit’s or facility's postal services.

  When sending vertical envelopes, please use those that come with a window, ensuring that the recipient’s address fits into the margins of the window.

  Address format:
  

  • There should be no spacing between the street and city.
  • District names go in between the name of the sender/recipient and the street.
  • Do not write on the back of the envelope.
  • If using a window envelope, please ensure the recipient’s address fits inside the margins of the window.

  

• Horizontal A4 envelopes

  Please use standard-sized envelopes for sending external mail. Make sure you include the sender by placing your unit’s stamp in the envelope’s top left corner. The sender’s information must include the cost centre. You can also print designated envelopes in the University’s Printing Centre de. The top right corner is reserved for franking and covers an area of 74 mm on the top edge and 40 mm on the right edge.

  Please take your letters to your unit’s or facility's postal services.

  Please note:

  • Please take your letters to your unit’s or facility's postal services.
  • There should be no spacing between the street and city.
  • District names go in between the name of the sender/recipient and the street.
  • Do not write on the back of the envelope.
  • Do not apply any stickers or imprints that could be mistaken for postal labels or imprints to the envelope.
  • The recipient’s address goes to the bottom right corner, leaving a margin of 15 mm to the right and bottom edge.

   

  

• Postcards

  Please observe the following layout instructions to ensure a smooth delivery. The Printing Centre de will be happy to assist yu with your order.

  Please ensure you keep the following areas clear:

  • the franking area in the top right corner, covering an area of 74 mm on the top and 40 mm on the right edge;
  • the 15 mm wide codemark clear zone, extending along the entire bottom edge of the postcard. This area  must be kept clear;
  • the recipient’s address in the top left corner, covering an area of 40 mm in height and bordering on the franking zone to the right;
  • the text field and sender’s address, separated by a bold, black line (1.2 mm);
  • a space of 5-8 mm between the separation line and address;
  • a space of 5 mm between the address block and the right hand side and
  • The back of the postcard which should not include any labels or imprints that could be mistaken for an address.

  

• Response letters

  

  If you would like to respond to direct mail, please contact our Printing Centre de staff. They will be happy to assist with the layout of your response letters or cards.

  With regard to the layout, please follow the instructions for DL envelopes.

  For more information, please visit HanFRIED de.

• PO boxes

  If sending mail to a PO box, there is no need to include the street name or number. Simply include the recipient’s name and PO box number.

  You also do not need to include the district.

  There should be no spacing between the name, PO box number and city.

  Example:

  Max Muster GmbH
  PF 10 20 30
  07743 Jena

  If the recipient has a unique post code due to high volumes of incoming mail, you can omit the street name and number. Simply make sure you include the city and post code.

  Example:

  Friedrich-Schiller-Universität Jena
  07737 Jena

  It is not possible to send priority mail or parcels to PO boxes or recipients with a unique postal code.

• Parcels

  Parcels for external mail should include the recipient’s address in a machine-readable format, the sender’s address and the cost centre’s number. More detailed instructions can be found hereExternal link. Please also consult our packaging tipsExternal link.

  Address format:

  • Recipient’s address and international telephone number
  • Street name and number
  • Postcode and city

  Internal mail with more than two parcels and a large amount of letters (more than two boxes) is managed by our section for Facility Management/Transport Services de.

  For international mail, please observe the below instructions.

• International mail

  

  For international mail, please use the same address format as in Germany—with no spacing, and in the following order:

  • Company or name
  • Street name and number
  • Postcode and city
  • Country

  Please use CAPITAL LETTERS for the city and country.

  The country of destination goes below the postal code and city.

  Instructions for international parcels (EU):

  • Proforma invoiceExternal link
  • Instructions in HanFRIEDExternal link

   

• Keys and small items

  Within Germany, keys, transponders and small items (e.g. USB sticks) may be sent in a letter. Please ensure you secure your item between two pieces of cardboard using adhesive tape to attach them to one side. Put everything inside an envelope and send it by registered mail. Alternatively, you can also use an envelope made of cardboard or reinforced material

  Reason: Unsecured smaller items tend to break through the envelope during mechanical transport processes, making it difficult to locate them once they are lost.

• Dangerous goods

  For any questions you may have, please contact the University of Jena’s Dangerous Goods Safety Advisers.

  General information on dangerous goods can be found hereExternal link. Further instructions for sending dangerous goods are available hereExternal link.

  Please note that the university’s Post Office cannot advise you on the transport of dangerous goods. Please contact the Office for Occupational SafetyExternal link instead.

• Postcode finder

  Do you need help finding a postcode? Follow this link:

  Learn moreExternal linkde
• Express mail

  If you need a parcel to be delivered as fast as possible, please complete the express mail form and loosely attach it to the parcel. You can then either take it to the university’s central post office or use your internal mail.

  Your mail will be dispatched using an express courier (significantly more expensive than standard services). The Post Office will take care of comparing different providers.

  Visit HanFRIED to download the Express Mail FormExternal link.

• Dry ice

  For all questions related to the transport of dry ice, please contact the University of Jena’s Dangerous Goods Safety AdvisersExternal link.

  General information on dangerous goods can be found hereExternal link. Instructions on how to send dangerous goods can be found hereExternal link.

  Please note that the university’s Post Office cannot advise you on the transport of dangerous goods. Please contact the Office for Occupational SafetyExternal link instead.

  You can download the dry ice label for your parcel here:

  parcel labelExternal link

• Internal relocations

  Alle Informationen zum Thema Umzug innerhalb der Universität finden Sie hier de. Geben Sie Ihrer Poststelle Ihren Umzug frühzeitig bekannt.