All off-campus mail picked up by Mail Services staff is processed and ready to leave campus by 2:45 p.m. each business day. In order to meet processing deadlines, all out going mail must be received at Mail Services no later than 2:45 p.m. Mail not received by that time will be processed on the next business day. (If you are "running late", call the department and let them know that you will be bringing in late mail. However, mail must be received no later than 2:45 p.m. if it is to be processed during the current business day).
All outgoing mail must have the proper return address on each envelope, which is the sender's department name and account number. Single sheets of paper folded and labeled will not be accepted by Mail Services. This mail does not feed through the meter. Single sheets must be put in envelopes in order to be metered. Also the Post Office will not accept anything that is stapled; mail must be tabbed.
First class mail in regular #10 white business envelopes can be left unsealed with the flaps up and over lapping if they contain three (3) inserts or less. The postage machine will automatically seal the envelopes when postage is affixed. Large envelopes or those containing more than three (3) inserts, must be sealed by the sender.
Any department sending more than five (5) pieces of outgoing mail is asked to secure the mailing with rubber bands. Do not place large quantities of loose mail in the drop box at your mail stop.
Postcards acceptable for the U.S. Postal Service must be 3 1/2" X 5" minimum to 4 1/4" X 6" maximum. Postcards must be separated by in-town and out-of-town addresses. Any envelope larger than 6 1/8" x 11 1/2" is classified as "flats". Mailings in this category may be sent First, Third, or Library class. If you desire that your flat be classified as Third or Library class, please mark the envelope accordingly.
The following items are considered non-mailable in regular #10 business envelopes:
Items of this type must be mailed in padded envelopes as they will not only cause damage to the automated mailing machine, but could also cause injury to mail center staff members.
All outgoing First class mail should have typewritten or computer printed addresses or address labels. Handwritten addresses cannot be sorted by OCR readers and as such is not eligible for postage discounts and may result in delivery delays due to the need for the mail to be hand sorted by the Post Office.
Please see this exhibit for Booklet Design information that takes effect September 8, 2009.
DO NOT use Permit #19 (3rd Class Nonprofit Permit) envelopes for 1st class mailings. If these envelopes are the only ones available to you, the Permit #19 must be completely covered and the envelope must have appropriate postage affixed. The Post Office will not allow Mail Services to meter over the permit. Misuse of Permit #19 envelopes could result in the campus losing its nonprofit mail privileges.
