| Outgoing Mail (Off Campus Mail)
First class letter size
envelopes
| 1. |
Separate these envelopes from any letter size
interoffice or foreign mail. |
| 2. |
Face all envelopes address side up, with the
return address on the left. |
| 3. |
Type or print your organization number
(formerly called cost center number) below the return
address. If you do not know or do not have an organization
number, please call the mailroom at ext. 2059. |
| 4. |
If you want the mailroom to seal the envelopes,
leave the flaps open (sticking up). The originating
department should seal all interoffice mail. Departments may
use sealing equipment in the campus mailroom if they
desire. |
| 5. |
Bundle the envelopes with as many rubber bands
as are required to make the stack of mail easy to
handle. |
| 6. |
Please do not overstuff envelopes; use a larger
envelope when necessary. |
| 7. |
Unless otherwise indicated all mail will be
sent first class. If you want your mail to go a certain way
please indicate your desires with a note or if you are not sure
what you want call the mailroom.
|
|
Certified Mail
| 1. |
If you want a return receipt on your mail,
certified return receipt requested is the way to go. An agent
of the person it is addressed to must sign for certified mail or
the person it is addressed to if you so specify. The
appropriate forms are available from the mailroom and should be
filled out by the originating department. If you do not know
how to attach these forms or how to fill them out please call the
mailroom. |
| 2. |
Keep certified mail separate from other
outgoing mail. |
| 3. |
Be sure to write your department or name
on the white detachable slip so it can be returned to you
for your files. If you have to trace your letter this slip
will be necessary.
|
|
Insured Mail
| 1. |
If you have something of value you want to mail
you can send it via insured mail. The rates for this service
vary with the value of the item. |
| 2. |
Please mark the item or put a note on
the item telling the mailroom how much insurance you would like on
the item. |
| 3. |
Keep insured mail separate from other outgoing
mail. |
| 4. |
Proof of value will be necessary when you have
a claim.
|
|
Registered Mail
| 1. |
If you would like to mail something of
significant value (passports, jewels, etc) and would like to insure
it, you must send it registered mail. (UPS will also handle
it). Registered mail must be signed for and is kept separate
from the rest of the mail. This service is quite expensive
and the items must be wrapped and handled differently from other
mail. |
| 2. |
Please mark the item telling the mailroom how
much insurance you want and that you want the item to go registered
mail. |
| 3. |
Keep registered mail separate from other
outgoing mail.
|
|
Foreign mail
Foreign mail must be kept separate from other mail
(this includes Canadian mail) and clearly marked. Foreign
mail that is larger than letter size should be marked "printed
matter" if documents are enclosed. If items other than
documents are enclosed a description of the contents and an
estimate of value must be included for the customs form. If
you want your foreign mail to go other than airmail please
specify.
|
Parcel Post, Library Rate, Third Class,
etc.
Keep separate from other mail and specify on the
item how you want the item to go.
|
Bulk Mail
Instructions for preparing a bulk mail are quite
detailed and specific. Please click Bulk Mail for instructions or call the
mailroom for assistance in doing a bulk mailing.
|
Overnight Service
| 1. |
There are many overnight services so be sure to
specify which service you want. |
| 2. |
Overnight services available through the
university are
| A. |
U.S. Postal Service Express Mail:
|
1. Does not go everywhere
2. Must be at mailroom by 3:15
3. Must be at the post office by 3:45
4. Billed to your department
5. Phone No. 794-8760 |
|
| B. |
United Postal Service Overnight Letter:
|
1. Goes to all addresses
2. Available through stores
3. Must be at stores before 2:00
4. Billed to your department
5. UPS phone No. 1-800-742-5877 |
|
| C. |
Federal Express:
|
1. Goes to all addresses
2. You call for pick up or use drop box
3. Must call before 2:00
4. You are responsible for payment (you will have
to do a UPR)
5. Phone No. 1-800-238-5355 |
|
|
|
Packages
Outgoing packages may be sent either U.S. Mail or
UPS (United Parcel Service). There are some weight and size
restrictions so call the mailroom for information.
|
Interoffice Mail (On Campus
Mail)
| 1. |
Address this mail by department not
building. |
| 2. |
Use first and last name of person that the mail
is addressed to. |
| 3. |
Do not use first names only. |
| 4. |
Cross out all previous addresses on both sides
of the envelope. |
| 5. |
Do not use building and room
number. |
| 6. |
Keep interoffice mail and outgoing mail
separate. |
| 7. |
Large mailings (50 or more pieces) must be
bundled by department or residence hall. |
| 8. |
Use brown lined interoffice envelopes if
available. The campus mailroom has a supply and Stores keeps
them in stock. |
| 9. |
Do not use staples to close interoffice
envelopes. |
| 10. |
The mailroom will transport 3 plastic tubs
maximum from one department. If you have more mail than 3
tubs please arrange for transportation with the Facilities &
Planning Department at ext. 6666. |
| 11. |
If you have packages weighing more than a total
of 75 pounds please arrange for transportation with the
Facilities & Planning Department by calling ext.
6666.
|
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