EMU: Mail Services

Mail Services Frequently Asked Questions (FAQ)

How fast will I receive my USPS mail?
All incoming and campus mail is sorted and delivered to university departments the day it is received or the next business day.

Can I use UPS for university business?
Yes. We provide a full range of UPS document and parcel shipping services. Next Day and Second Day UPS preprinted shipping documents and cardboard mailers are available from your department office manager.

How can I reduce postage expense on large mailings?
Mail Services will meter, package, and submit bulk mailing with required forms to the U.S. Post Office. Mailings prepared to USPS specifications can significantly reduce postage costs. Contact Mail Services for information on how to prepare mail to qualify for bulk mail discounts.

Does my address list need updating?
Probably. We can assist in address quality improvement and the design of new mail pieces to assure compliance with postal standards. Quality address data qualifies some mail for postage discounts and speeds delivery.

What about handwritten envelopes?
Handwriting an address may be convenient, but typing or computer generating the address will guarantee better service, and perhaps a lower postage rate. Please avoid handwriting addresses for departmental outgoing mail.

How should outgoing mail be sorted?
All departmental mail should be sorted and bundled by mail type (e.g., first class, standard, international, UPS, etc.) with a completed Postage Request slip attached to each bundle or tray to assure the quickest processing. Addresses should face the same direction in all mail bundles.

Should I seal my envelopes?
It is not necessary to seal domestic letters; Mail Services will do this in conjunction with metering. However, all envelopes larger than 4 inches by 9 ½ inches and international letters must be sealed. Place unsealed envelope flaps in the open position before bundling.

How do I make a request for postage?
All outgoing mail requires a completed Postage Request slip, including a valid account number. Mail will be processed at the best available postage rate according to the degree of your preparation. Postage Request slips are available from your department office manager.

How do I find the correct zip code for an address?
Bookmark http://zip4.usps.com/zip4/welcome.jsp for a fast way to verify individual addresses and zip codes. Correct addressing and the use of a delivery barcode, which is available in many word processing programs, can ensure that your mail is delivered quickly by the USPS.

How do I prepare international mail?
International mail should be bundled separately from other departmental mail and foreign checked on the Postage Request slip. The format of the address will vary by county, but the address should be typed or computer generated. The name of the country MUST be in English on the last line of the address. Please seal all international mail. The international shipment of material other than printed matter always requires export documentation. Please call Mail Services for assistance.

How do I send campus mail?
Interoffice mailing envelopes are available from your department officer manager. Please cross off the previous recipient and use complete name and department when addressing interoffice mailing envelopes.

What about large volume campus mailings?
For the fastest campus mail services, please sort large mailings by department name. Properly prepared mail speeds delivery.

Where can I obtain more information about mail?
Contact Mail Services if you require more information on Campus Mail Services. We also offer U.S. Postal Service Guides on mail design requirements, address quality, and non-profit postage rates.
U.S. Postal Service Guides are available in .pdf format at www.usps.gov where you can also find service descriptions and rate calculators. United Parcel Service offers similar information at www.ups.com