Outgoing Employee/Department Mail Preparation

Time Saving Information:

Any questions? Don't hesitate to call Mail Services, ext. 2555.
Sherrie, Linda, and student employees are here to help!

Protect all mail items from any moisture such as rain and/or sprinklers.

Letter Preparation:

1. Cost Center Number

Write or stamp your cost center # in upper left corner of each envelope in the Return Address area. (This is for your privacy; we do not like to open your mail to identify the sender.)

Mail with different cost center numbers must be rubber-banded separately.

2. Envelope Preparation

  • Flaps must be individually folded down.
  • Separate unsealed from sealed and bundle separately.
  • Rubber band by cost center #, up to 3-inch bundles when sending more than one piece of mail.
  • Hand bundles to clerk at window when they will not fit through slots. Do not break bundles to fit.
  • We have postal trays available for larger amounts of 100, 500, or 1,000-count pieces. (Letters in trays do not need to be rubberbanded)
  • #10 envelopes containing three sheets of paper must be pre-sealed.
  • Use a 6x9 or larger envelope to mail more than four sheets of paper.

3. Appropriate Mail Slots

  • Place mail into appropriate labeled slots at University Mail Services. (Stamped, Campus, Student, International, Metered Mail, Portland Center, Salem Center)
  • Do not mix Campus Mail with outgoing Stamped or Metered Mail.

4. International Mail

  • Separate international from domestic.
  • International mail cannot have BUSINESS REPLY envelopes inside.
  • Letters do not require a customs form.
  • If the envelope contains documents: Write "Documents" on left side of outgoing address.

Address international mail correctly to ensure delivery:

John Doe
Station 321
Ottowa Ontario K1A OB1
CANADA

(Country name must be on a separate line at the bottom of the address in CAPITALS.)

For more information about International Mail, see the United States Postal Service Web site.

Cut-off times for outgoing letters:

GFU Courier: 9:45 am
US Mail: 2:15 pm
UPS: 3:15 pm

Shipping Packages:

1. A green 'Package Shipping Instruction" form must accompany each outgoing package that comes to Mail Services. Here is the link or call 2555 for additional forms.

Cut-off times for outgoing packages:

GFU Courier: 9:45 am
US Mail: 2:15 pm
UPS: 3:15 pm

2. Package Preparation:

  • Package should be packaged and taped shut when brought over to Mail Services (Packing supplies and tape are available if needed for last minute packaging. Cost involved on some supplies.)

3. Customs Forms required on the following packages:

  • All International packages (Including Canada & Mexico) – ask clerk for the correct customs form.
  • All APO, AE, FPO (Military) addresses require the large customs form.

We provide customs forms at University Mail Services.
For more information about customs forms, see the United States Postal Service Web site.

Oddly-Shaped Packages

Please use padded envelopes for mailing pens, keys, or any other items that would create an uneven surface. If placed in a normal envelope, additional fees apply, the item can damage mailing equipment, and the item may be damaged during the process as well.

Bulk Mail

Please call the Mail Services director (ext. 2556) for regulations and qualifications before planning a discounted mailing.

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