GOVERNING DOCUMENTS: OPERATIONS
POLICY:
ENVELOPES AND INTER-DEPARTMENTAL MEMOS
Effective Date:
January 1, 1981
Revised Date:
 
Review Date:
 
Approving Body:
Vice-President (Administration)
Authority:
 
Implementation:
 
Contact:
University Relations
Applies to:
All Staff

Introduction

This document describes an operational policy relating to letter-sized envelopes and relating to inter-departmental memoranda.

Envelopes

Two letter/memo envelope sizes and two letter/memo envelope colours shall be used for University correspondence.

1. The envelope sizes shall be:

a)Number 8, size 6 1/2 x 3 5/8 inches, and commonly used for mailing of notes, letters, and their equivalents which are smaller than 8 1/2 x 11 inches.
b)Number 10, size 9 1/2 x 4 1/4 inches, and commonly used for mailing of notes, letters, and their equivalents which are equal to or larger than 8 1/2 x 11 inches but less than 8 1/2 x 17 inches.

2. The envelope colours shall be:

a) Light brown ("sand") and used for inter-departmental mailings;
b)White and used for external mailings.

3. Larger sized manila envelopes may be used where required.

All envelopes shall bear only the University Logo and Logotype line on the front face.

The Logo and Logotype line shall be printed in black on envelopes.

The University's complete return address shall appear on the sealing flap as a single line.

The complete return address is "The University of Manitoba, Winnipeg, Manitoba, Canada" followed by the appropriate postal code (R3T 2N2 for Fort Garry or R3E 0W2 for Health Sciences Campus).

Users may have an additional return address line overprinted on the sealing flap provided it does not obscure the University's return address.

Return addresses ought to be printed in black on envelopes.


Inter-Departmental Memoranda

The University will terminate the use of inter-departmental memoranda forms.

The University shall use standard letterhead for all formal written communications via letters and memoranda.

Standard 8 1/2 x 11 inch or 5 x 7 inch reduced letterhead may be used.

Memoranda may bear the standard "To, From, Subject, Date" designations if desired by typing these when the communication is prepared.