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Form Builder – US Mail Format

Purpose Statement

This article explains how to add and configure the US Mail Format Block within the First Due Form Builder, including the ability to create customizable text labels.

The US Mail Format Block allows departments to display mailing addresses on inspection reports and invoicing forms in a format compatible with standard #10 window envelopes. Customizable labels provide additional flexibility by allowing departments to include descriptive text that meets their specific mailing and documentation requirements.

Background Information

The US Mail Format Block is a specialized component within the Form Builder that allows departments to configure mailing addresses for printed inspection reports, notices, citations, and other official correspondence.

This component is available in both the Inspections and Invoicing Form Builders and allows administrators to:

  • Add mailing address information using available data fields.

  • Configure billing contact names, street addresses, cities, states, and ZIP codes.

  • Arrange address information for compatibility with standard #10 window envelopes.

  • Add customizable text labels to the mailing address block.

  • Use labels containing up to 50 characters, including letters, numbers, spaces, and special characters.

  • Adjust the placement of the address block within the form.

Using the US Mail Format Block helps departments maintain consistent mailing information, reduce manual address entry, and create professional correspondence.

Required Permissions

Users must have the appropriate permissions to:

  • Access the Inspections or Invoicing module.

  • Access the applicable Form Builder.

  • Create, edit, and save forms.

Video

Step-by-Step Guide

Step 1: Access the Form Builder

  1. Navigate to Inspections or Invoicing > Form Builder List.

  2. Select Create Form to create a new form, or Edit to modify an existing form.

Note: The US Mail Format Block is also available in the Invoicing Form Builder.


Step 2: Configure the Form

  1. If creating a new inspection form, enter the required form information.

  2. Select the appropriate Template Category, such as Inspection Report or Inspection Reminder.

  3. Continue to the Form Builder.

Important: The Template Category cannot be changed after the form has been saved. This selection does not apply to the Invoicing Form Builder.

Step 3: Add the US Mail Format Block

  1. Locate the position within the form where the mailing address should appear.

  2. Click Add.

  3. Select US Mail Format Tag from the available components.

  4. Click Tune to configure the block.

Note: For forms intended for standard #10 window envelopes, the mailing address block is typically positioned near the top of the form, below the header.

Step 4: Configure the Mailing Address Fields

  1. Within the US Mail Format Block configuration, click the Plus (+) icon to add the necessary address elements.

  2. Configure the address fields using the available dropdown selections.

  3. For a standard mailing address, configure the following fields in the left column:

  • Top: Mail – Billing Invoice Contact

  • Middle: Mail – Billing Street Number and Name

  • Bottom: Billing City, State, Zip

4. Review the address block to verify that the fields are arranged correctly.

Note: An additional address element may be added above the contact name to display a company name.

Important: Avoid placing more than four address elements in the left column when using a standard #10 window envelope. Additional rows may extend beyond the visible envelope window.

Step 5: Add a Customizable Text Label

  1. Within the US Mail Format Block, click Tune.

  2. Select Label (Text) to add a customizable text field.

  3. Enter the desired label.

  4. Review the label within the block.

Customizable labels support:

  • Up to 50 characters.

  • Letters and numbers.

  • Spaces.

  • Special characters, including !@#$%^&*().

Examples of customizable labels include:

  • Billing Address

  • Mailing Address

  • Attention: Property Owner

  • Official Inspection Notice

  • Fire Prevention Division

Note: Customizable labels can be used to provide additional context or identify the purpose of the mailing information.

Step 6: Adjust the Address Block Position

  1. Review the position of the US Mail Format Block within the form.

  2. If necessary, use Tune and the available Move Up or Move Down controls to reposition components.

  3. Ensure other form elements, such as inspection results, do not interfere with the mailing address.

  4. If additional vertical spacing is needed, insert a Delimiter above the mailing address block.

Note: Proper positioning is especially important when printing reports for standard #10 window envelopes.

Step 7: Save the Configuration

  1. Click Save to save the US Mail Format Block configuration.

  2. Review the completed form layout.

  3. Click Save to save the form.

  4. If applicable, review or modify the Effective Date before saving.

Step 8: Preview and Test the Form

  1. Generate a sample inspection report or applicable invoicing form.

  2. Verify that the mailing address fields display the correct information.

  3. Confirm that the customizable label appears as intended.

  4. Print a test form and place it inside a standard #10 window envelope.

  5. Make any necessary adjustments to the address block positioning.

Important: Testing the printed form helps ensure the mailing address is fully visible through the envelope window.

Best Practices

  • Use Clear Labels: Select descriptive text that identifies the purpose of the mailing address.

  • Maintain Consistent Formatting: Use standardized address layouts and labeling conventions across departmental forms.

  • Verify Address Information: Confirm that billing contact names and mailing addresses are accurate and complete.

  • Limit Address Elements: Keep the mailing address block to three or four rows when using standard #10 window envelopes.

  • Test Before Deployment: Print sample forms to verify address alignment and label placement.

  • Adjust Spacing as Needed: Use Delimiters or component positioning controls to ensure the address block fits properly.

  • Keep Labels Concise: Use the 50-character limit effectively without adding unnecessary text.

Troubleshooting & FAQs

Q: Can the US Mail Format Block be used in both Inspections and Invoicing forms?

A: Yes. The US Mail Format Block and customizable label functionality are available in both Form Builders.

Q: Can I change the Template Category after saving an inspection form?

A: No. Once the form is saved, the Template Category cannot be changed. A new form must be created to use a different category.

Q: What is the maximum length of a customizable label?

A: Customizable labels support up to 50 characters, including letters, numbers, spaces, and special characters.

Q: Will the customizable label appear on printed forms?

A: Yes. The label appears on generated forms, including printed versions.

Q: What should I do if the address does not align with the envelope window?

A: Adjust the position of the US Mail Format Block within the Form Builder. A Delimiter can also be added above the block to provide additional vertical spacing.

Q: Why are some mailing address fields blank?

A: Verify that the appropriate billing contact information has been entered and that the correct mailing address fields are selected within the US Mail Format Block.

Q: Can I add a company name to the mailing address?

A: Yes. An additional address element can be configured to display the company name above the contact information.

Q: Can I use the same customizable label on multiple forms?

A: Yes. However, each form's US Mail Format Block must be configured individually.