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Preparing Your Mail
To maximize efficiency in processing departmental mail, it is strongly recommended that you follow these mailing preparation procedures:
Campus Mail
Outgoing Mail
Special Mail
Express Mail
Certified Mail
Insured Mail
Registered Mail
Delivery Confirmation
Signature Confirmation
Return Receipt
Restricted Delivery
UPS
Mailing Databases
Other mail information
Campus Mail
- All campus mail must include a complete departmental or office name and should be placed in the more economical and reusable manila-colored campus envelopes available at no charge from Mail Services. In directing your mail, please write clearly and avoid using abbreviations. For example, "Eng" could be either English or Engineering. Abbreviations may result in errant sorting and delivery.
- Sort large campus mailings by department and rubber band each department separately.
- If you have confidential information to mail on campus, use a plain white envelope and place the sealed envelope within a campus envelope to protect your privacy.
- Using campus envelopes will identify your mail as intended for a destination on campus and make it less likely to be mixed with outgoing mail. In addition, the mail sorting process can be accomplished in a more timely manner.
Should departments and offices accumulate more campus envelopes than needed, please return them to Mail Services for redistribution.
If you have questions or need campus envelopes, please call 8-7174.
Outgoing Mail
All outgoing U.S. mail should be kept separate from campus mail. U.S. mail should be banded together, facing one way, and have a mail request slip attached specifying the account number for each mail classification (such as First Class, Postcards, Foreign AirMail, UPS, Standard A and so on).
Envelopes may be submitted sealed to speed mail processing. If your envelopes are unsealed, however, they should be submitted with envelope flaps overlapping one another for easier metering. It is important that you seal all over-stuffed and catalogue envelopes to prevent material from falling out during their delivery to Mail Services.
If you have mail pieces with bulk mail indicia or imprints that you instead desire to mail First Class, the imprint should be covered with a label to facilitate metering.
Special Mail
Express, Certified, Registered, Insured and other types of expedited mail must be in the mailroom by 2 p.m. to be processed that day. These services are offered by the Postal Service at a higher cost than standard postage and must be submitted over the counter at the Post Office before 3 p.m.
Please note that Express Mail through the Postal Service will be delivered on any day, including Saturdays, Sundays and holidays, at no additional cost to most continental U.S. locations. UPS Next Day, Second Day or Ground Service, however, charges extra for Saturday deliveries.
The following are special mail services offered and processed via Mail Services:
Express Mail
This service guarantees next day delivery to most cities for items weighing less than 70 pounds if delivered to the Post Office by 3 p.m. Next day delivery includes Saturdays, Sundays and holidays. A receipt is provided at the time of mailing. Items are automatically insured for $100 and more insurance is available. The date and time of delivery and a signature of receipt is available upon request to confirm delivery.
Certified Mail
Only first class mail may be certified. Certification provides proof of mailing and the date and time of delivery or attempted delivery. Delivery information is available by hard copy or online. A return receipt can be added to confirm delivery. Insurance coverage is also available at an additional fee. This mail may be sent through campus mail carriers but must be identified with a certified slip filled out with the address. These slips may be obtained in advance from Mail Services.
Insured Mail
Insured Mail provides coverage against loss or damage of up to $5,000. The fee is based upon the value of an item. A return receipt can be added to confirm delivery for $1.75 extra. This mail must be brought to Mail Services by 2 p.m. It cannot be picked up by campus mail carriers.
Registered Mail
Registered Mail provides maximum security. It includes proof of mailing as well as the date and time of delivery or attempted delivery. It is specifically designed to provide added protection from loss of valuable and important mail. Insurance may be purchased for items up to $25,000. The fee is based on the value of the item mailed. During transit, each postal employee must affix his or her signature upon receipt causing the article to move more slowly through the process, possibly delaying the item about a day. The Postal Service states that all parcels must have the address written directly on the item (no labels may be used) and all ends must be completely sealed. Only paper tape may be used (no masking or Scotch tape).
Delivery Confirmation
Delivery Confirmation is available for Priority, First Class, Parcel Post, Media Mail and Bound Printed Matter at a charge of 45 cents to 55 cents. It provides the date and time of delivery or attempted delivery. Delivery information is available online or by calling (800) 222-1811.
Signature Confirmation
This is available for First Class, Parcel Post, Media Mail and Bound Printed Matter. It provides the date and time of delivery or attempted delivery and the name of the person who signed for the item. Delivery information is available by hard copy, online or by calling the Postal Service at (800) 222-1811.
Return Receipt
The Return Receipt is a postcard which is completed with the date and time of delivery and recipient signature.
Restricted Delivery
Restricted Delivery service ensures that only a specified person (or the person's authorized agent) will receive a piece of mail. This service costs $3.50 and is only available if you purchase Certified Mail, Insured Mail (for more than $50 coverage) or Registered Mail.
U.P.S. Next Day, Second Day or Three-day Select Air
United Parcel Service (UPS) will deliver parcels weighing up to 100 pounds to destinations within the United States. UPS is often less expensive than the Postal Service and usually makes faster deliveries. An additional fee is charged for Saturday deliveries. UPS, however, does not deliver on Sundays or holidays.
Many of the Postal Service extra services are available for international mail as well. Should you require additional information, please call 8-7174.
Mailing databases
It is important to periodically update your mailing databases. Using complete and correct address information can reduce mail costs by eliminating undeliverable mail. Improperly addressed mail will likely be misdirected and require postal employees to "guess" at its eventual destination. A single mailing may consist of hundreds or even thousands of pieces, and incorrect addresses will cause delivery delays and add significantly to mailing costs.
Other mail information
Address standardization, ZIP Code accuracy and correct 11-digit barcodes are necessary if your mail is to qualify for lower cost presort and automation rates. Incorrect addresses identified on the basis of previous mailings need to be communicated to appropriate parties.
Ancillary Service Endorsements are sometimes used on mail to have mail forwarded to the addressee's new location, or to have the mail or a hard copy notice returned to the mailer with the new address information. These endorsements include:
"Return Service Requested" means that the mail will be returned to the sender with the new address information affixed. No forwarding service is provided. This service is available at no charge. The mailer uses the returned piece to update the address information in the mailing database and then remails the piece to the new address.
"Address Service Requested" means that the mail is forwarded to the new location when possible and a hard copy notice is returned to the mailer with the new address information. The notice is used to update the mailing database at a cost of 60 cents per manual notification and 20 cents per electronic notification.
"Change Service Requested" provides the mailer with an electronic notice of the change of address information and prevents the mail from being forwarded to the new address or returned to the sender. Electronic notices cost 20 cents each and can be obtained on a variety of electronic media. |
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