Mailing, and more
Mail Services is responsible for managing campus mail, domestic and international mail, bulk mail, shipping and receiving and maintenance of the warehouse.
We are located on lower campus, across the street from the Morken Center
Scheduled Delivery and Pickup Times
Mail Services picks
up and delivers both U.S. mail and inter-office campus mail twice-a-day to all
offices and departments, except in the summer and the day following a holiday
when service is limited to once-a-day. Please refer to the posted Mail Service
Schedule of Campus Deliveries.
Residence Hall Mail 9
to 10:30 a.m.
Residence Hall Packages 10:30
a.m. to noon
Department Packages 1:30
to 3 p.m.
Office of Development 9 a.m. and
3 p.m.
When addressing
campus mail to be sent between departments, please include both the person’s
name and the department.
If your department
is going to be closed during regular business hours, please inform Mail
Services.
For same-day
processing, mail must be received by Mail Services by these deadlines:
UPS
1:30
p.m.
FedEx
2:45 p.m.
When sending
international documents or parcels, please be specific on content information
(e.g., “transcripts,” “applications”) using the word “documents” is not
specific enough for the carriers.
Mail Services
provides personal mail and package service – including U.S. Postal Service, UPS
and FedEx – to the campus community .
Any mailable item
may be mailed as first-class mail. The following examples are considered
First-class items and must carry postage at first-class or priority mail rates:
- Documents wholly or partially
handwritten or typewritten (including identical copies prepared by
automatic typewriter), originals or carbons, invoices, (except when
accompanying the matter to which they relate), postal cards, post cards.
- Items sealed against postal inspection.
- Bills and statements of account.
- Price list with written-in figures
changing items or prices.
- Blank printed forms filled out in
writing, including canceled or uncanceled checks.
- A computer printout may or may not be
first-class material. It depends on the content. Contact Mail Services.
- Discounted rates are available for 500
or more pieces.
Non-Mailables
- Paper clips
- Glass chips
- Metal Pieces
- Sand
Use priority mail
when two to three day service is desired.
Certified mail
provides the mailer with optional proof of mailing and record of delivery at
the recipient’s post office. A return receipt provides proof of
delivery. Certified mail travels with all other first-class mail. To certify
mail:
- Fill out and attach PS form 3811 (green card)
available at the Mail Services Customer Service Counter. On the front side
place, school’s name, department, the attention name and the city, state and
zip code. On the backside complete #1 article addressed to and #3, service
type. If you want a return receipt be sure to mark box in #3. Peel strips on
back of card and place on the back of envelope.
- Mail services will affix the correct
postage and form PS 3800 if return receipt box is marked.
- Please contact Mail Services if you have
more than 10 certified letters at one time.
Departments can
reduce the cost of their larger mailings by sending their mail under the
university's non-profit bulk mail permit. To mail under the permit, there must
be a minimum of 200 pieces of mail. All pieces must be identical and bear the
university's non-profit permit indicia on the upper right-hand corner. In
addition, all pieces must be printed matter, have the same weight and size and
be pre-sorted into a specific zip code order.
Standard
mail is not designed for time-sensitive mailings. Mail pieces bearing the
non-profit permit normally take from three to seven days longer for delivery
than first-class mail. If your mail piece contains time-sensitive material, it
is suggested that you mail it at a first-class rate. (Example of delivery time
to New York using a non-profit permit is 10 to 14 days.)
The university is
authorized to only mail its own mail under its special non-profit bulk permit.
The university cannot delegate or lend the use of this permit to any other person
or organization. The contents of the bulk mailing cannot contain symbols,
trademarks, coupons or advertisements that provide a direct benefit to
non-university persons or organizations.
Before producing a
large or specialized mailing, include Mail Services staff in your planning to
ensure your mailing is timely and cost effective.
QUICK
GUIDE TO PREPARING MAIL
- Flaps down and unsealed. Please rubber
band if possible
- Keep all letters facing same way.
- Separate domestic from international
- Separate on campus mail from outgoing
mail
- Our mail equipment can only seal #10
letter envelopes. Please seal large and over stuffed envelopes before
sending to Mail Services.
- Seal
small invitation envelopes. These usually have a square flap that our mail
machine will not seal (4 ¾” x 6 ½”).
- Type or machine-print all address
information. Handwritten addresses increase postage costs by $.02 each and
will not receive pre-sort discounts.
- Capitalize everything in the address
- Use two-letter state abbreviations
- Eliminate all punctuation, except the
hyphen between Zip code and plus 4.
- When addressing your envelope, place the
business or persons name on the line immediately above the city, state and
Zip.
- When using window envelopes, make sure
the complete address is always visible. Tap your envelope to see if your
address moves out of the window.
- The Address Area: The complete address
should be located within the OCR Read Area (no return address information).
Extraneous (non-address) printing or markings should appear as high on the
mail piece and as far away from the address as possible.
- Barcode Clear Area: Please make sure
that this area remains clear of all printing. It is reserved for the bar code.
JOHN DOE
12180 PARK AVE
Hall Name, Room Number
TACOMA WA 98447-0001
STATION 321
OTTAWA ONTAIO K1A 0B1
CANADA
2045 ROYAL ROAD
06570 ST PAUL
FRANCE
1010 CLEAR ST
OTTAWA ON CANADA
K1A 0B1