What is a suite number, and why is it important?
On our standard Personal and Business plans you get a sorting number. This number ensures we can identify your mail as yours and as long as the number is on your mail we will know it is yours. This number can be seen as a Suite, Apartment or Care of. In our office we normally refer to this number as your suite number.
What happens if the suite number isn't on your mail
These suite numbers are important as they allow us to easily know that the mail belongs to you. If you don't have your suite number included on your address, you could incur a badly addressed fee of $4.00NZ per letter without the suite number.
If we can't identify who the mail belongs to
When a suite number is missing, we do a search of our database. If we can't work out who the mail belongs to, it will be returned to the sender if possible.
Things get very difficult if you have more than one person with the same name using our services. Without a suite number, we may not be able to work out who the mail is for.
For example -
Let's say we have three customers who have similar names.
James Charles Smith
Jacob John Smith
Jeremy Jameson Smith
A letter arrives and it is addressed to "J C Smith" - in this case we have a fair idea that this is probably for James Charles Smith - provided there are no other customers with the same initials and surname, we will add this mail to his account.
A letter arrives and it is addressed to "J J Smith" - in this case we can assume it's either for Jacob John Smith or Jeremy Jameson Smith - but there's still not enough information that tells us who it should be. This mail will be returned to sender
A letter arrives and it is addressed to "J Smith" - in this case we have absolutely no idea who this mail is for, and it will be returned to sender.
If your mail does not have a return to sender address
If we are unable to return mail to a sender because there is no return address, it will be held in our office for 3 months to allow for collection. If uncollected or unclaimed after 3 months it will be destroyed.
I think I've been charged the badly addressed fee in error
The badly addressed fee can be charged when the suite number is visible on the address. There are two reasons for this to occur:
1. If you are using our street address (for example, 24B Moorefield Road) and your address is missing the B after the address number, you can be charged a badly addressed fee.
This is because we share space in a building with other offices. If the mail is addressed as 24 Moorefield Road, then your mail can easily be delivered to one of the other offices in our building.
2. Human error can sometimes occur.
If you feel you have been charged the badly addressed fee on a piece of mail that should not have the fee charged, we invite you to contact us and we will investigate for you. If we find that the fee has been charged incorrectly, we will be happy to reverse the charge for you.
Please note: we ask that if you wish to do this investigation, you contact us as soon as possible. We can only investigate the mail while it is still here in our office. That way we can actually see the mail to check the address. If your mail has been sent from our office, or has been destroyed then we will be unable to complete an investigation, and will not have the proof to show that the fee was charged in error.
If your mail is scanned and you still have the scanned copy of your mail in your account, this could aid the investigation. We can use the scan to check if the suite number had been provided.
After the investigation is complete, we will gladly reverse any badly addressed fees that have been charged in error.
Examples of how to address your mail
In our examples we are using the suite number 1234 and Joe Doe as the addressee. All of these addresses are valid ways of presenting your address.
John Doe # 1234
24B Moorefield Road
1234 / 24B Moorefield Road
24B Moorefield Road
PO Box 83000
Alternate methods of addressing your mail
Some organisations have specific formats of addressing your mail. You can replace the # with the following examples: Care of (c/o), Suite (ste), Apartment (apt) or member.
IMPORTANT - some places will not have any ability to use a suite number with a PO Box address. If you come across this situation, try switch over to the street address here at Private Box with the suite number attached.
Many places will have a line on addresses reserved for a 'building name' or 'company name', or other similar reference. If these fields are available, place your suite number there.