The Post Office is responsible
for collecting all letters, flats or parcels.
Mail will be picked up from all authorized collection
points by USA carriers on regular schedules each
work day. The Post Office must have advance notice
of unusually large mailings or heavy parcels so
that arrangements for special pick-up can be made.
No personal parcels or UPS ®;
Federal Express ®
packages will be picked up by the route driver.
You must call UPS ®
and Federal Express ®
for a pickup.
The Post Office is responsible
for affixing postage to all departmental mail
being sent off campus. If an envelope or parcel
is not marked for classification, the Post Office
will send the item at the first class postage
Departments are responsible
for the proper preparation of all official USA
letters, flats and parcels originating from
their offices. Please keep the following guidelines
in mind to avoid unnecessary return of mail
and postage charges.
In order to help avoid
improper charges, outgoing mail must be separated
three (3) ways with rubber bands around each
- Stamped mail - usually personal
- University mail requiring meter stamp
- no personal mail or inter-
In order that each department
bear their own cost, indicate the current account
number to be used in the upper right hand corner
of the top letter of each bundle. Individual
pieces must also have an account number listed.
White, standard sized envelopes
should be used for letters which are to be posted.
Flats (non-standard envelopes) should be manila
envelopes. Red envelopes may not be used for
mail which is to be machine posted because the
postage cannot be seen.
Envelopes and Post Cards
Letters and post cards
smaller than 3-1/2" high by 5" long
will not be accepted by the U.S. Postal Service.
Any letters or post cards which are smaller
than the minimum acceptable size will be returned
to the department. First-class letters or post
cards weighing one (1) ounce or less and standard
single piece mail weighing two (2) ounces or
less that are larger than 6 1/8" high by
11 1/2" long will be charged an extra postage
surcharge by the U.S. Postal Service.
Use a corrugated carton.
Choose one in good rigid condition with all
the top and bottom flaps intact. Remove any
old addresses from the carton and pack the contents
with plenty of cushioning. Address information
should be clearly printed or typed on an address
label and placed in the center of the box. Use
a filament-reinforced tape to seal and reinforce
your package - (Scotch
® and masking tape are not acceptable).
Avoid twine and cord, as they tend to get caught
in mail processing equipment. Also, whenever
possible, avoid using wrapping paper outside
All envelopes and packages
must have the complete return address (in the
upper left hand corner) indicating the
departments. All outgoing mail should have complete
mailing address including ZIP code.
Before preparing letters
or packages, be sure to check with the USA Post
Office, as many foreign countries have different
mail classifications, restrictions, and non-mailable
items-including no service to some countries.
Mail addressed to countries
outside of the United States must have the address
printed or typed in Roman capital letters and
Arabic numerals. The complete address must include
the name of the addressee, house number, street
address or box number, city, province and country.
All non-English addresses must be interlined
with an English translation of the destination,
post office, province and country.