General Mailing Information
Large Mailings or Permit Mailings
Mail Services does not offer discounted bulk mailing. Departments need to use outside mailing houses for College permit mailings. Mail Services only maintains the permits for these types of mailings.
Mail Services does not forward department mail for you. If you receive mail for individuals who are no longer with your department, cross out the College address completely and list the forwarding address under the words Please Forward. If you do not have a forwarding address, cross out the College address completely and mark the envelope Return to Sender, No Forwarding Address. Put these envelopes with your off-campus mail for pickup. If you receive unwanted mail, do not open it. Cross out the College address completely along with the bar-coding at the bottom of the address and mark the envelope Refused, Return to Sender.
Change of Address
If a new member is added to your department or if a Staff or Faculty member changes departments or buildings, due notice needs to be sent to Mail Services in the form of a memo or email so that future mail may be directed accordingly. Faculty or Staff leaving campus permanently, please provide department Staff assistant with your forwarding address as well as the postal service.
General Mailing Instructions
Much of the information included in this guide has been compiled from the U.S. Postal Service domestic mail manual. Please review and use this information as applicable to your mail service needs.
Postal requirements also forbid the shipment of restricted items like weapons or knives. Restrictions vary by country and carrier. If mailing anything besides letters and documents abroad, please contact Worner Mailroom for more specific information.
Envelopes and post cards of less than 3 ½ in height or 5 in length or .007 in thickness are considered non-standard and additional charges are levied towards their postage. For more information regarding standard sizes, please inquire with USPS; they will be glad to provide you with more detailed information.
Sizes and Types
Please determine the proper size and strength of the envelope in accordance with the enclosures. Overly large envelopes fail to firmly hold the contents. The enclosures tend to move around and there is a risk of tearing the envelope and losing the contents. Overstuffing can cause an envelope to burst at the seams and may lead to loss of enclosures. The size of the envelope should be selected to properly accommodate the contents. For the U.S. Postal System, the two main categories of envelopes are letter size and flats. Flats are envelopes larger than the maximum letter size, but no larger than 12 high by 15 long and ¾ thick. Letters and flats are rated differently by the USPS. Greenbordered envelopes are meant for First Class Mail. Avoid brilliantly colored envelopes. If required, you may use light-colored envelopes for legibility
To qualify for automated processing by USPS, letter-size mail must be rectangular in shape. For a letter to be considered as a standard size the following dimensions must be met:
Heights: Min. – 3 ½ Max – 8
Length: Min. – 5 Max – 11 ½
Thickness: Min. - .007 Max – ¼
Note: Maximum thickness for automated processing is ¼.
Each card (each stamped card or postcard or each half of a double stamped card or postcard) claimed at card pricing must be:
- Not less than 3-1/2inches high, 5inches long, and 0.007inch thick.
- Not more than 4-1/4inches high, or more than 6inches long, or greater than 0.016inch thick.
These envelopes contain a cushioned lining to provide a degree of safety for mailing small and fragile merchandise.
Sealing of Envelopes
Worner Mailroom has provisions for automatic sealing of standard-size gummed envelopes. Please have the envelope flaps nested, and then secure them with a rubber band. You must inform the Mailroom staff if sealing only is needed.
International Letter-Size Envelopes
International Mail letters may be placed in International envelopes. These envelopes have a red and blue border, are easily identified as international mail, and assist in expedited sorting. Red and blue bordered International envelopes should not be used for domestic mailings.
The following addressing format is recommended to ensure efficient handling and delivery by the U.S. Postal Service. The complete mailing address should be located within the lower right-hand corner of the envelope. Extraneous printing or markings should appear as far away from the address as possible. Sender’s address should be located in the upper left-hand corner. Mail Services will not label your envelopes. This is the department’s responsibility.
- Type or machine-print complete address
- Ensure print is clear and sharp
- Use standard business fonts. Address characters should not touch or overlap
- Black ink on a white background is best
- Maintain a uniform left margin
- Use upper-case letters
- Omit all punctuation
- Include floor, suite, and apartment numbers wherever possible
- Include name of city, state, and ZIP Code in that order
- For international mail, print the country’s name in capital letters without abbreviations
- If using window envelopes, ensure that the entire address is always visible If both the street address and the PO Box are mentioned on the same line in the address, the mail will be delivered to the Post Office Box.
Address labels if used on parcels, packages, or large envelopes must also be addressed according to the above recommended format. Improperly prepared labels will be returned to departments for correction and/or completion. Labels must be applied parallel to the bottom edge of the envelope to be processed by the USPS automated equipment.
Various carriers follow different guidelines for measuring parcel sizes and charge an extra fee called dimensional weight charge for parcels whose overall dimensions necessitate a larger postage fee than that required on basis of the parcel’s weight alone. In view of this; please avoid loosely packing items into unnecessarily large boxes.