This Mail Services Guide has been prepared as a source for you to obtain the best available mail services. It covers topics such as addressing, enclosures, envelopes, inter-office mail; US mail classifications, specialized delivery services and other information basic to your everyday needs. Make this guide your desk companion.
The more we know about your needs and concerns, the better we can fulfill them. Whether it is a special service you need, a large mailing coming up or you are sending or receiving something out of the ordinary please let us know your needs in advance.
Should you have a specific question regarding "mailing", we urge you to call Mansfield University Mail Services at extension 4950.
MAIL CENTER- GENERAL INFORMATION
INTERNAL OR INTER-OFFICE MAIL
Our Mail Center is open from 8:00 A.M to 4:15 P.M each working day. The Telephone extension is 4950. We are located in Pinecrest first floor and our mail stop is 2:15 pm.
The mail center offers sealing, metering and computer generated mail processing, tabbing and folding/inserting. We also offer customized discount bulk mailing service for certain types of mail. If you are preparing a mailing of 200 pieces or more call mail center to ask how can we reduce your postage by automating your mail pieces.
The following mail schedule is available Monday through Friday:
|9:45-10:00||Doane Center (Trio and Campus Police)|
|10:00 - 10:05||Fitness Center|
|10:05 - 10:10||Manser|
|10:10 - 10:15||North Hall-Memorial|
|10:15 - 10:20||Brooks|
|10:20 - 10:30||Alumni Hall-South Hall|
|10:30 - 10:40||Butler-Allen Hall|
|10:40 - 10:50||Decker|
|10:50 – 11:00||Day Care-Retan-Belknap|
|11:30-12:00||Residence Halls (student mail be sorted by 8:00 pm)|
|10:45 - 10:50||Butler - Allen Hall|
|10:50 - 10:55||Decker-Day Care|
|10:55 - 11:00||Retan - Belknap|
|1:00 - 1:15||Brooks Maintenance|
|1:15 - 1:20||Alumni Hall (Admission, First Floor)|
|1:20 - 1:30||North Hall-Administration and Library|
NOTE: These times are estimates and may fluctuate based on mail volume and weather. Questions, call 662-4950
NOTE 2: In order to meet the deadlines set by the USPS, mail must be delivered to Mail Services by 2:15 P.M. If you miss the cutoff time, your material will be sent out the next business day.
Outbound mail collected during the days is processed for delivery to the USPS at 2:30 P.M. To receive prompt service, please try to meet these dispatch times.
This mail consists of loose or enveloped correspondence for delivery to the addressee. To provide proper delivery, internal mail requires a full name and an "address" or mail stop and/or exact building and department name.
The term mail stop is used to identify a location internally. If you don't provide mail stop or person name with department and building, it will not be delivered. In other words...no STOP no GO!! See Mansfield University online directory to access staff department and building. Note: Providing the name and full address including department and building will help mail center to deliver your mail in a timely manner.
The preparation of address lists for distribution of information is the responsibility of the mailer. Addresses should be updated to includes correct ZIPCODE and be kept current to include moves.
A.ADDRESSING FOR SUCCESS
The following is recommended in the sequence and position indicated for addressing to insure efficient handling and delivery by the U S Postal Service.
DOMESTIC ADDRESS FORMAT
124 SOUTH PEARL ST
NORTHEAST PA 16933
INTERNATIONAL ADDRESS FORMAT
AR AVION JOSEPH DOE
124 NORTH GOLD
You will get best possible service if you:
Make sure the place where you want the mail delivered appears on the line immediately above the city, state and ZIP code line (i.e. 123 W MAIN ST STE 400 OR P O BOX 125). If both the street address and the P O Box are on the same line, the mail piece will be delivered to the P O Box.
Placement of the address on the face of an envelope should conform to USPS specifications as shown on Exhibit 1.
Labels for use on parcels, packages or large envelopes must be addressed according to the recommended format in Exhibit 1. Improperly prepared labels will be returned to you for correction and/or completion. Labels that are applied must be parallel to the bottom edge of the envelope to be processed by the USPS on automation equipment.
ADDRESSING "BEST PRACTICE" AND FORMAT
1. 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
2. Barcode Read Area. Please make sure that this area remains clear of all printing. It's reserved for the bar code that will be printed by the Multi-Line Optical Character Reader (MLQCR).
|ALASKA||AK||KENTUCKY||KY||NORTHERN MARIANA ISLANDS||MP|
|DISTRICT OF COLUMBIA||DC||MISSISSIPPI||MS||SOUTH CAROLINA||SC|
|FEDERATED STATES OF MICRONESIA||FM||MISSOURI||MO||SOUTH DAKOTA||SD|
|IDAHO||ID||NEW JERSEY||NJ||VIRGIN ISLANDS||VI|
|IOWA||IA||NORTH CAROLINA||NC||WEST VIRGINIA||WV|
SECOND ADDRESS UNIT INDICATOR
STREET DESIGNATORS (STREET SUFFIXES)
|Primary Street Suffix||Postal Service Standard Suffix|
Note: For certain computerized addressing needs, the National Five-Digit Zip Code & Post Office Directory contains two additional tables of official USPS abbreviations: (1) an Extended Suffix Table, containing suffix forms which appear in some address files, and the corresponding USPS suffixes as coded in the ZIP +4 National Directory File, and (2) abbreviations for postal names which cannot be reduced to 15 position through use of standard abbreviations.
Mail of any kind for transport by the USPS should be enclosed in an appropriate envelopes or parcel and sealed. The types of enclosures determine the mailing classifications.
The following are samples of non-mailable in envelopes:
In addition to jamming and/or damaging the mailing machine, these items can also cause serious injury to Mail Center employees.
The following are also classified as non-mailable and may be returned to sender:
Envelopes and Cards if pieces are less than:
All foreign countries also impose various restrictions depending on country and item(s) being mailed.
It is recommended that when mailing questionable items to U S or foreign destinations, the mailer should call Mail Services for assistance.
Enclosures must be designed so that the address appears in the window and should not be stapled to prevent movement of the address from window view. If the addressed enclosure does not properly fit the window, use an envelope without a window.
The size of the envelopes should properly accommodate the content. In the US Postal System there are two categories of envelopes: letter size and flat.
Letter, non-letter and barcoded flat are rated differently by the USPS. To assure the best rate, call Mail Services for size and rate before preparing the mail piece. Use light colored envelopes for legibility and pleas avoid brilliant colors.
Letter size mail must be rectangular in shape for automated processing by USPS.
Too ensure prompt and efficient processing of First-Class mail, it is recommended that all envelopes and cards:
a)Have an aspect ratio (length divided by height) between 1 to 1.3 and 1 to 2.5 inclusive. See Mail Services for envelopes template if you are not sure of sizing.
b) Be sealed or secured on all four edges so that they can be handled by machines.
c)Meet the following dimension for automated processing by USPS:
|Height||3 ½" Min||6 1/8" Max|
|Length||5" Min||11 ½ Max|
|Thickness*||.007 Min||¼" Max|
Card Stock should not exceed .016"
Note: maximum thickness for automated processing is ¼". Mail that does not meet automated processing size may not qualify for discounted rates. Letter size envelopes (up to 6 1/8" x 11 ½") over ¼" thick will be returned to originator for re-enveloping.Non-Letter (Flat)
Non letter size envelopes are larger than the maximum letter size, but not larger than 12" high by 15 ¾" long thick.
International Letter Size Envelopes
Mail in letter size envelopes for delivery to foreign countries should be places in "International" Envelopes. These envelopes have a red and blue border which assure proper posting of international rates and avoid return for insufficient postage. Since the red and blue-bordered envelope indicating airmail to a foreign country, these envelopes should not be used for mailings in the United States.
Green Bordered - Used only for First-Class Mail
Barcoded Flats - The Postal Services allows discounts for barcoded flats.
Flat Sorting Machine (AFSM) 100Length Minimum: 6 inches Maximum: 15 inches
Height Minimum: 5 inches Maximum: 12 inches
Thickness Minimum: 0.009 inch Maximum: 3/4 inch
Flexibility Must meet flexibility requirements in 301.3.3.4.
Polywrapped Pieces Must meet all eight properties in Exhibit 301.3.5.1. If address label is used on the outside of the polywrapped piece, the haze property is not required. Polywrap seam must be parallel to longest dimension.
Mail piece Identification Polywrap marking: "USPS AFSM 100 Approved Polywrap" or "USPS 100 Approved Poly" (on address side, preferably below postage area).
Upgraded Flat Sorting Machine (UFSM) 1000
Length - Minimum: 4" Maximum: 15 ¾"
Height - Minimum: 4" Maximum: 12"
Thickness Minimum: Pieces at least 4 inches but less than 5 inches long, greater than 1/4 inch thick. Pieces at least 5 inches long, 0.009 inch thick. Maximum: Pieces 13 inches long or less, 1-1/4 inches thick. Pieces longer than 13 inches up to and including 15-3/4 inches, 7/8 inch thick.
Flexibility No requirement.
Polywrapped Pieces Must meet property number 2, haze, in Exhibit 301.3.5.1 (not required if address label is on the outside of polywrapped piece).
Mail piece Identification Polywrap marking: "USPS UFSM 1000 Approved Polywrap" or "USPS 1000 Approved Poly" (on address side, preferably below postage area).
Mail Services - Procedures & Instructions Mail Services delivers official business mail to University departments located on the main campus, at no charge. Personal correspondence should be delivered to recipients' home addresses. Non-official business mail will be delivered to University departments and/or Residence Halls for a fee; contact Mail Services at 662-4950 for details on these and other services.
Articles consigned to Mail Services for delivery on campus must bear a legible address. While the name of an individual is not essential, the department name, building location, and PO Box number should always be included. Adequate envelopes or wrappers must be used. Campus mail should be bundled securely before being deposited at collection points. It is suggested that rubber bands be used for 10 or more letter-sized envelopes to the same department. Addresses should be faced in one direction. A single departmental mailing of 30 or more pieces must be sorted and bundled as to destination. Mail Services can transport single interdepartmental packages that do not weigh more than of 50 lbs. Departments will be charged a fee for delivery of multiple packages. Campus mail for delivery to students living in residence halls must include the name of the student, the residence hall and box number. This mail must be sorted by PO Box and bundled by residence hall. For a fee, UF Mail Services will sort this mail for departments.
Mail placed for pickup by Mail Services for delivery to the US Postal Service must carry a Mansfield University return address. The following format should be used for all return addresses:
Department Name Mansfield University PO Box number of department
St Name MANSFIELD PA 16933 with +4 ZIP add on MU Services personnel will send mail by the least costly classification if not otherwise specified by the department. MU Services has a permit account with the US Postal Service for departments doing Non-Profit mailings, Standard mailings and Business Reply Mailings. To insure prompt delivery of all mail, faculty and staff should urge correspondents to use their complete University address.
Several mailing services are available to fit your needs.
Shape + Speed + Cost = Service
|70 lbs or less||1-2 days guaranteed||$$$ based on weight||Express Mail|
|70 lbs or less||1-3 days||$$ based on weight and distance if over 1 pound||Priority Mail|
|13 oz or less||1-3 days||$ based on weight||First-Class Mail|
|70 lbs or less||2-9days||$ based on weight and distance||Parcel Post|
|70 lbs or less||2-9 days||$ based on weight and content||Media Mail|
|15 lbs or less||2-9 days||$ based on weight, content, and distance||Bound Printed Matter|
The cost of mailing varies with each classification.
Mail weighing one oz. or less is non-standard if it exceeds any of the following size standard limits: 6 1/8" in height or 11 ½" in length or ¼" in thickness; OR its aspect ratio (length divided by height) does not fall between 1 to 1.3 and 1 to 2.5 inclusive Note: There is an additional charge on each piece of mail that is found to be non-standard. In addition, pieces which are less than the following dimensions are non-mailable in the U.S. Postal Service and will be returned to you: 31/2" in height or 5" in length or .007" in thickness (thickness of a postcard)
Mail takes longer to travel across the country than to travel across town.
Lets you send your document or package for one low rate, regardless of how much the item weighs. Flat rate envelopes are free and available for Express Mail and Priority Mail in 4 different sizes to accommodate various mailing needs.
Letters, large or thick envelopes, tubes, and packages containing mailable items can be sent using Express Mail. This guaranteed service includes tracking and insurance up to $100. Delivery to most destinations is available 365 days a year, with no extra charge for Saturday, Sunday, and holiday delivery. Free Express Mail envelopes, boxes, and tubes are available at the Post Office.
Any mailable matter may be mailed as First-Class Mail up to and including 13 oz. The following examples are considered First-Class matter and must carry postage at First-Class, Priority, or Express Mail rates.
If you are not sure if it is First-Class, be sure to ask UF Mail Services. Also note that discounted rates are available for 500 or more pieces (see First-Class Presort information below).
First-Class Presort Any mailing consisting of 500 or more First-Class pieces can qualify for a postal discount if arranged in presort ZIP Code order. UF Mail Services maintains a first-class presort permit for this type of discounted postage. For basic presorting instructions, see Exhibit 2. Presort training is also available through UF Mail Services. For more information about the training, contact a University Postal Manager.
All First-Class mail exceeding 13 oz. and not exceeding 70 lbs. is considered priority mail and at the option of the mailer, any mail weighing 13 oz. or less. There is no minimum weight limitation but there is a flat rate charged on mail weighing two lbs. or less.
The U.S. Postal Service provides free Priority supplies: cardboard and Tyvek envelopes, boxes, stickers and tape. If you need any supplies for your department, please call UF Mail Services Main Branch at 392.0629 or the Health Science Center Branch at 392.3605.
Use Priority Mail when two to three day service is desired. Discount rates are available for 300 or more pieces when using priority mail. Use Flat Rate Priority Envelopes when possible. These free envelopes allow any weight of material for the two lb. rate. Note: Priority Mail is a two day service between 64 major markets i.e. Atlanta to Dallas or Chicago to New York. When using Priority Mail, we recommend use of priority envelopes available at no charge from either UF Mail Services branch. H. Periodicals (formerly Second-Class Mail) Periodicals is a class of mail consisting of magazines, newspapers, or other publications formed of printed sheets that are issued at least four times a year at regular, specified intervals (frequency) from a known office of publication. Periodicals usually must have a legitimate list of subscribers and requesters. For more information, contact UF Mail Services.
The following is considered Standard Mail (A) Matter:
This mail also includes mechanically duplicated materials (i.e. photocopied or quick copied letters or announcements) as long as the material is not personalized and the signature is duplicated.
Each piece of Standard Mail (A) must be less than 16 oz. Anything heavier must be mailed as Standard Mail (B) or Priority mail. Reduced rates are available for mailings of 200 or more pieces or a mailing of 50 lbs. (See Standard (A) Class Bulk Rate Mail on the following page).
Note: The standards for size and surcharge for single piece Standard Mail (A) weighing one oz. or less are the same as for First-Class.
To qualify, there must be a minimum of 200 pieces or a mailing of 50 lbs., and all items must be presorted. No personal correspondence may be sent this way. In addition, all pieces must:
For basic presorting instructions, see Exhibit 2. Bulk Mail training is also available through UF Mail Services. For more information about the training, contact a University Postal Manager. Note: Standard Class Bulk Rate mail is faster to process by MU Mail Services. Call for detail.
The following items are considered Parcel Post Matter:
There is no minimum weight for Package Services. A single piece of Parcel Post, Media Mail, and Library Mail can weigh no more than 70 lbs. A single piece of Bound Printed Matter can weigh no more than 15 lbs. Also, the size must not exceed 108" in length and girth combined. For instructions on measuring a parcel, see Exhibit 3.
Discounts are available for mailings of 200 or more pieces. Contact UF Mail Services for more information. Also, two sub-categories of fourth class mail that might save postage are described below.
Only the articles listed below may be mailed at the Special Standard Mail (B) rate.
The correct endorsement or marking must appear on any letter or parcel mailed at this rate. Each piece claimed as Special Standard Mail (B) must be marked Special Standard Mail. Enclosures, such as envelopes or order forms are permitted.
Generally used by qualified libraries, schools, nonprofit organizations, universities, and museums to mail specific types of Package Services matter that meet additional eligibility standards. Mailable items are limited generally to books, recordings, educational, and museum materials; advertising restrictions apply.
Specific mailable items may be sent to, from, or between a school, college, university, public library, museum, herbarium, or nonprofit organization (religious, educational, scientific, philanthropic, agricultural, labor, veterans, or fraternal); any such institution, organization, or association, and an individual who has no financial interest in the sale, promotion, or distribution of the materials. Also, there are provisions for publishers to mail specified items to qualified customers.
Each piece of Library Rate mail must show in the address or the return address the name of one of the following:
2. Items Mailed Between - The following items may be mailed at the Library Rate when mailed between:
3. Items Mailed To or From - The following items may be mailed at the Library Rate when sent to or from the organizations listed under Qualified Mailers and Recipients above:
For more information on qualifying items and postage rates, call UF Mail Services.
Global Express Mail is an extremely reliable and fast delivery service available from the U.S. Postal Service. It reaches all major markets in the U.S. and over 190 foreign countries. Global Express Mail provides shipment of letters, documents, and other mailable items and carries document reconstruction insurance at no additional cost. Also, merchandise is insured against loss, damage, or rifling up to $500 at no added charge. Additional insurance may be purchased with coverage up to $5,000. You may mail up to 70 lbs. This can be delivered seven days a week including holidays at no extra charge.
Do not place critical mail for this service in the internal mail system. In order to make that day's mailing, mail for this service must be handed to a UF Mail Services clerk by 3:30 pm for that day's delivery. Global Express Mail can also be placed in any Express Mailbox (one is available in the Reitz Union) or taken directly to a U.S. Post Office.
Domestic Overnight Delivery is guaranteed by the U.S. Postal Service (to most locations), and provides for a full postage refund if the item is not delivered on time.
International deliveries vary by country of destination. Delivery times average two to three business days to major business centers. However, items are not insured against delay in delivery since the U.S. Postal Service has no control over foreign delivery systems. Merchandise is insured against loss, damage, or rifling up to $500 at no added charge. Additional insurance may be purchased with coverage up to $5,000. Document reconstruction insurance is covered up to $500 maximum per shipment.
Note: UF Mail Services has a Global Express Mail corporate account. Please contact a University Postal Manager for supplies.
Most items are mailable to foreign countries. However, there are certain restrictions. It is important that mailers contact UF Mail Services to determine the proper classification and documentation required.
If customs regulations are not followed and documentation is not exact, the item will be impounded by customs until the addressee makes arrangements for clearance and the payment of whatever duties required for the release of the item. Customs rules are the same whether mail is sent by USPS or other couriers.
Any printed matter or any mail over 16 oz. going outside of the U.S. must have a customs declaration. Letters and letter packages: Max Weight Limit - 4 lbs. CUSTOMS FORM: 2976 Printed Matter: Books, paper catalogs, and directories (Green & White) (for customs identification purposes) Parcel Post: Fourth Class Parcel Post (weight limits vary by country) CUSTOMS FORM: 2976A
Addressing International Mail
Mail addressed to countries outside of the United States must have the address typed or printed in Roman capital letters and Arabic numerals. The complete address must include the name of the recipient, house number, street address or box number, city, province and country. All non-English addresses must have an English translation of the destination, post office, province and country. The last line of any foreign address should be the country name spelled out in capital letters, in English. (See international address format example.) Please indicate manuscripts by printing "MANUSCRIPT" in bold, capital letters on the front of the piece.
International Priority Mail
By using the "International Mail" form (see mail slip Example #2 of Exhibit 4 in the "Preparing Your Mail section), your international air letter or air printed matter will get to its overseas destination one day faster than regular international air mail. Delivery time is three to seven days.
Global Priority Mail (GPM)
Global Priority Mail is an expedited airmail service providing quick, economical delivery of letters and merchandise weighing up to four lbs. GPM items receive priority handling in the United States and to over 50 countries. The U.S. Postal Service provides flat-rate envelopes and stickers for free. If you need these supplies for your department, please call UF Mail Services.
Global Express Guaranteed (GXG)
Global Express Guaranteed is an expedited delivery service for both documents and merchandise to more than 200 counties providing destination-specific time-definite delivery standards (or postage refunded) including insurance against loss, damage, or rifling up to a value of $100. Additional document reconstruction insurance may be purchased up to $2,499.00 (except to Canada) and optional merchandise insurance up to $2,499.00 is available to most countries.
How TO MEASURE A PARCEL
Note: All parcels are limited to 70 lbs. and 108" in length and girth combined.
INDICATING PECIAL ERVICES
All markings for special services such as registered, certified or insured mail must appear above the address and to the right of the return address. See example below
A return receipt should be placed on the front of the envelope unless doing so would cover any other markings such as the address or return address. In this case, place the return receipt on the back of the envelope and stamp "Return Receipt Requested" on the front of the envelope (stamp is available at Mail Services ). See example below.
Outgoing Personal Mail
Outgoing personal mail is handled along with company mail. You may deposit your personal mail in an OUT basket located in your department or area.
Outgoing personal mail must be sealed and have a proper postage affixed prior to depositing in the Mail System. For your convenience, a stamp machine is located in the lower Manser or our office. Our personnel will be glad to help you determine the proper amount of postage.
Personal mail will be delivered to the USPS as received during our next schedule trip.
Incoming Personal Mail
All mail addressed to our physical address is opened automatically by mail services to identify checks and payments. For this reason, you should not receive personal correspondence. All mail addressed to our physical address is the property of our company/agency.
Due to recent changes in the handling of incoming mail, we can no longer handle personal mail. Please change your address on all personal correspondence.
Automatic sealing of standard size gummed envelopes for mailing is provided for by Mail Services. For ten or more envelopes requiring sealing, leave the flap open, nest into each and then secure the contents of the envelopes with an elastic band. Our mailing machine will seal top flap envelopes if the flaps are open or nested as depicted in the image below.
Each department should separate and band all mail into three categories:
NOTE: After insertion of contests into envelope, leave envelope flap open! ENVELOPES that are received with the flaps closed will be returned for flapping to the originator.
Mail Services have a system that prints addresses including the Delivery Point Barcode. To qualify for discounts, contact the mail services to see if your mailing qualify for discount and be produced through our system. Future equipment that Mail Service are looking to add are:
The generation of address list for distribution is the responsibility of the mailer. The Mail Center offers computer generated direct impression addressing. We can accept most floppy disk, CD's or as an attachment.
We offer optional discounted bulk mailing programs for mailing consisting of 200 envelopes or more. Depending on your delivery needs and advance planning, these programs can reduce your postage cost considerably and, in many situations, even give you faster, more accurate delivery. Postage cost reductions can run as high as 50% less than individual piece rates.
These presort/bulk mailing programs are available to all parts of the United States. Contact the Mail Services at extension 4950 to discuss your options.
For easy access to information on mailing and shipping, visit our website at http://www.mansfield.edu/mailservices/
This guide provides information and procedures to follow in case of the following situations:
Most explosive devices are placed, not mailed.
If packages coming into the building have of the following characteristics, they will be considered suspicious:
Mail Services always are on the alert for any suspicious package.
The poster reprinted details the procedures we follow if a package is considered suspicious.
The chances of receiving a mail bomb are remote. The chances are greater of receiving a telephoned bomb threat.
The following procedures are in place with telephoned threats:
QUESTIONS TO ASK:
EXACT WORDING OF THE THREAT:
CALLER'S VOICE: (check all that apply)
If voice is familiar, who did it sound like? (
BACKGROUND SOUNDS: (check all that apply)
Message read by threat maker:
Report call immediately to:
Keep these procedures near your phone at all time.
Useful Internet links and USPS publications