Having consistent office communication materials presents the university as a unified professional institution to the world.
This type of communication is different from marketing communication and, therefore, requires a more professional and subtle aesthetic. There is no approval needed for internal communication materials. There are no specific fonts that are required for use; we do, however, suggest the use of Times New Roman and Arial. Templates and guides are provided to ensure size and position of the department logo.
Templates are available to download for each department's letterhead. Letterhead paper is to be used on official office communication. Once downloaded, replace the bottom line with your department’s current contact information. Contact University Relations with any changes to your department’s information, such as departmental name changes. The same template is used for memos and fax.
NOTE: Templates are available for printing on letterhead paper purchased from the press. This paper has the BYU-Idaho logo pre-printed on it which has your department name in the correct position. When printing in large numbers, this is the cost-efficient option.
Campus Mail Addresses for Receiving and Sending Mail
Unique Zip Code '83460'
• Should always be used for mail coming to or being sent from BYU-Idaho
• Separates BYU-Idaho mail from Rexburg or another company's mail
Not using the correct zip code can cause delays or for mail to be returned to sender
Department 4-Digit Mail Stop Code
• You can ﬁnd your department mail stop next to the zip code in Workday or on the Employee Directory online. If you look up your name and you don't have a mail stop, please contact Mail Services and we will help you ﬁx it.
• Quickly identiﬁes the destination building & department
• Helps eliminate "guessing" when sorting incoming mail
• Assigned to each department & used to reference a department account
Complete Address Example
Mail coming to or being sent from BYU-Idaho should have all the necessary information to quickly identify you AND your department.
When ordering online, many forms only allow for 3 address lines. At a minimum you should always include:
a) Your name or department name
d) Our physical shipping address including Stop code
e) City, State, and '83460' (Many online forms don't allow you room to put the stop code by the zip code).
Download the a printable versiton of the Receiving and Sending Mail at BYU-Idaho for your office. If you have questions, please contact Mail Services for assistance or visit their website at www.byui.edu/university-services/mail-services
Email Signatures should be left justified in Arial 12 pt font as follows.
Go to Options in Outlook then Mail, Layout and Email Signature. Copy the above text and replace with your own information. In order to make the links live, highlight each one and select the “more options” carrot from the menu bar. Then select the “insert hyperlink” icon and type in the links web address.
There are specific business card templates for all university employees. Business cards for a department should use the same template. They can type the department name in place of the employee name and leave the title line blank.
Create or use your account with Print & Copy Services to have your business cards printed.
Documents that are to be used internally or “White Papers” have templates that can be download in Word Doc form. The header is a fixed image, but the rest of the document can be formated to fit your needs
Mass emails should not be sent out without the involvement of University Relations. When mass emails are sent out to on campus groups the BYU-Idaho logo box is the only thing required on the masthead. It should not be smaller than 50 px wide. When sending emails that could be sent to off campus individuals or groups, the logo box is still required but the entire masthead must use the official university core colors and fonts.
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