Helpful Hints from Central Mail Service
In order to get your mail processed in a timely manner we have compiled a list of helpful hints from the Administrative Affairs Guide to Services, the United States Postal Service, and our experience with the equipment we use.
For more detailed information, consult Quick Service Guide 703: "Nonprofit Standard Mail Eligibility"
All university addresses must have a +4 Zip. Download a PDF of all campus +4 Zips here.
The following types of envelopes should be sealed to prevent damage to the mail piece or possible loss of contents:
a.) Any envelope with a square flap (such as invitations)
b.) Overstuffed envelopes (contents of more than 5 pages)
c.) Flats (any envelope larger than a #10)
d.) Irregular materials such as rice paper, vellum, cellophane, foil, etc.
e.) Items with claps
The majority of the mail sent through the United States Postal Service is sorted by automated equipment. In order for your mail to be readable, your return address should be in the upper left hand corner of the envelope. We recommend that you do not use address label with your return address and the delivery address together.
| Avoid the use of this type of label. Much of the time it will be returned by the USPS to Central Mail.
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| If your piece is folded, the address should be above the fold edge. See illustration below. This is very important and additional cost will be added if is this is done incorrectly. Also see tabbing illustrations below. If you have questions, please contact Central Mail Service.
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5. As of January 1, 2001, all old U.S. Postal Ancillary Service Endorsements (ASE's) became invalid and will no longer be accepted. The wording and placement of the endorsement MUST meet USPS requirements.
The only acceptable endorsements are:
Address Service Requested
Forwarding Service Requested
Return Service Requested
Change Service Requested
Departments wanting to use endorsements should contact Central Mail Service to determine the proper placement on the mail piece and the best service to meet required needs. Use of improper endorsements will result in returned mail.
DO NOT USE THE FOLLOWING ENDORSEMENTS!!!
Address Correction Requested
Forwarding and Address Correction Requested
Return Postage Guaranteed
6. All international mail (including APOs, FPOs, etc.) that are over one pound must have a customs form filled out and attached to the package. The USPS will return mail without one.
7. If you anticipate a large amount of mail please call for proper containers (postal cartons or trays) to put the mailing in. Then, once the mailing is complete call 325-1759 to request a special pick up.
8. If your department is considering the use of any type of reply envelope, please consult Central Mail Services BEFORE printing. There are many rules and regulations that must be met in order to qualify for this service.
All letter-size reply cards and envelopes (business reply or courtesy reply) provided as enclosures in automation First-Class, Periodicals and Standard Mail must meet the standards in section 201.3.14 of the USPS Quick Service Guide.
See examples below.
Business Reply Envelope – Department pays for return postage
Courtesy Reply Envelope – Recipient pays for return postage
