Ursinus College Facilities Services
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U.S. POSTAL SERVICE - GENERAL INFORMATION
A. PREPARATION OF OUTBOUND MAIL & PACKAGES
B. ADDRESSING Address quality is the key to timely and consistent processing of the mail. The use of complete and correct information can result in reduced costs. This section covers all facets of proper addressing.
You will get the best possible service if you:
DOMESTIC ADDRESS FORMAT FACULTY MEMBERS’ name/ DEPARTMENT STUDENT’S NAME/ MSC # Ursinus College URSINUS COLLEGEPO BOX 1000 OR 601 E MAIN ST 601 E Main Street PO BOX 8000COLLEGEVILLE PA 19426-1000 COLLEGEVILLE PA 19426-8000
The place of delivery of the mail (IN BOLD ABOVE) should appear immediately above the line with the town and Zip Code In the examples above, the mail for the address on the left would be delivered to 601 E MAIN ST, and to PO BOX 8000 for the address on the right.
INTERNATIONAL ADDRESS FORMAT MARY JONES 321 STATION RD OTTAWA ONTARIO KIA OBI CANADA Please note: The country should appear on the last line by itself.
LETTER TEMPLATE The example below shows the proper format for addressing to insure efficient handling and delivery by the US Postal Service:
ADDRESS AREA. The complete address should be located within the indicated area (no return address information).
BAR CODE AREA. Please keep this area clear of all printing. The USPS will apply a barcode there.
RETURN ADDRESS AREA. Always use your return address and keep it in the upper left corner of your envelope. Due to USPS automation, your envelope may be returned to you if the return address is out of place.
STANDARD ADDRESS ABBREVIATIONS
Two-Letter State and Possession Abbreviations
Directional Abbreviations Secondary Address Unit Indicators
North N Apartment APT East E Building BLDG South S Floor FL West W Suite STE Northeast NE Room RM Southeast SE Department DEPT Southwest SW Northwest NW
C. ENVELOPES Appropriate Size and Strength Enclosures will determine the appropriate envelope to be used. The size should properly accommodate the insert(s). Excessively large envelopes will not keep the inserts firm. The inserts in such envelopes slide creating an imbalance of the envelope, risking ripping and loss of contents. A snug fit keeps the enclosure firm in the envelope.
Conversely, when an envelope is overstuffed it can burst at the seams. The result can be a total loss of the mailing. The strength of the envelope should withstand the weight of its contents. If there is stress at the seams or sharp edges, the envelope is overloaded and can burst and lose its contents.
Please note: envelopes too large or too small may not process properly in our equipment. In some cases, such mail may be returned to sender’s department.
Window Envelopes Enclosures that are designed so that the address appears in a window must allow for the address to be read even if the insert moves. Please do not use staples 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.
Address Placement Placement of the address on the face of an envelope should conform to USPS specifications as shown on page 8. The address should always be parallel to the longer side of the envelope.
Labels Labels for use on parcels, packages or large envelopes must be addressed according to the recommended format on page 8. 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.
Square Envelopes The use of square envelopes (those with equal measurements of length and width) should be avoided. They are difficult to process, and are more costly because a surcharge must be added to the postage.
Self-mailers Sheets of paper that are folded in order to be mailed must be tabbed or taped before entering the mail stream. Please note that there is a minimum thickness required for all self-mailers. Self-mailers not rigid enough, will not process through mail equipment. Such mail pieces tend to tear and jam in equipment. Please call Mail Services before planning a mailing using self-mailers.
D. ENCLOSURES Correspondence Mail of any kind for transport by the U S Postal Service should be enclosed in an appropriate envelope or parcel and sealed. The types of enclosures determine the mailing classification.
Non-mailable The following items are not permitted in envelopes:
In addition to jamming and/or damaging the mailing machines, these items can also cause serious injury to Mail Center employees. 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 the Mail Center for assistance.
E. SIZE REQUIREMENTS/ LIMITS Letter Limits (There is a surcharge for any letter determined to be “Non-standard”) *
Height: Minimum 3 ½ Inches Maximum 6 1/8Inches Length: Minimum 5 Inches Maximum 11 ½ Inches Thickness: Minimum .0007 Inches Maximum ¼ Inch
*Non-standard First Class mail is any mail that weighs 1 oz. or less and exceeds any of the following size limits:
In addition, pieces that are less than the following dimensions are non-mailable:
Flat Limits:
Height: Minimum 6 1/8 Inches Maximum 12 Inches Length: Minimum 11 1/2 Inches Maximum 15 Inches Thickness: Minimum ¼ Inches Maximum 3/4 Inch
Parcel Limits: (See “How to measure a parcel” Page 11)
Weight: Maximum 70 Pounds Overall Size (Length + Girth): Maximum 130 Inches (See below-“How to measure a parcel”). *
* Please note; Parcels with combined length + girth between 84 and 108 inches are charged a minimum rate of 15 pounds.
How to measure a parcel.
1. Measure longest side (length). 2. Measure distance around parcel at its thickest part (girth). 3. Add both measurements (length + girth).
F. INBOUND MAIL AND PACKAGES Proper addressing is critical for the timely delivery of inbound mail as well as outbound. In order for Mail Services to deliver your mail in the fastest manner, your name and department should be shown on all letters and packages.
Any unidentifiable mail is sent to the Business Office for processing (opening and identifying). Mail is returned to Mail Services and then directed to the proper department.
As you can see, omission of your name and/or department will probably delay the delivery of your mail.
Please notify your regular mail-senders to include your name and department on all mail. Thanks for your cooperation with this!
If you will be receiving any packages requiring special attention (i.e. delivery somewhere other than your department) please notify Mail Services ahead of time at extension 2483.
Also, please notify Mail Services if you will be changing departments, in order for us to make sure your mail and packages arrive at the correct location. If you leave your employment at the college, please make sure your department has your forwarding address. Departments are responsible for the forwarding of mail for past employees.
G. PLANNING & SAVINGS
Before producing a large or specialized mailing, contact Mail Services in order to ensure your mailing is properly prepared and designed for greatest postage savings.
Advance notice is also required so that Mail Services can effectively handle and process your large or specialized mailing. If you will be preparing a Nonprofit or First Class mailing using a permit imprint, please complete a Bulk Mail Notice that is available from Mail Services. The form should be submitted to Mail Services 2 weeks in advance of the mailing.
Information about preparing Nonprofit Mail can be found on Page 14.
Substantial savings may also be obtained by utilizing different mail classes or by simply making subtle changes in your mailing procedures.
Here are some suggestions for savings:
Contact us at extension 2483 with any questions. We can also assist in mail piece design.
H. PERSONAL MAIL & PACKAGES
Outbound personal mail and packages should be kept separate from college mail, and should have postage applied. If you are not sure of the postage charge, please bring the mail or package to the Mail Center. FYI, stamps are available at banks, supermarkets, on-line, as well as at the U.S. Post Office located on 3rd Avenue. Also, stamps are normally sold at the Bookstore on campus. Our personnel will be glad to help you determine the proper amount of postage required.
In order to ship a package or envelope by a carrier other than the USPS, please complete a Shipment Request form and attach it to the package. You will receive a bill that will need to be paid at the Business Office. Because of the increased volume of student packages, please limit your request for shipment of personal items.
Also note that inbound personal mail and packages for Faculty and Staff should not be delivered to the college. Exceptions can be made, but we ask you to contact Mail Services before having any personal packages delivered to the Campus address. Thanks for your cooperation with this policy! |
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Last modified: 03/04/08 Contact us: (610) 409-3000, ext. 2247 or lrobb@ursinus.edu Mon-Fri 8am-4:30pm |
