Guide to postal service mail requirements

Campus mail

For fast, accurate delivery of interoffice mail, follow these directions:

• Use a large campus mail envelope.
• Write legibly.
• Include a person's name and department name when addressing the envelope.
• Please do not abbreviate department names!
• Include location on campus where mail is being sent.

Campus mail - regular envelopes

To ensure fast delivery of campus mail while using regular-size envelopes, follow these simple steps:

• Write legibly.
• Include a person's name and department name when addressing the envelope.
• Please do not abbreviate department names.
• Include location on campus where mail is being sent.
• Print the words "Campus Mail" in the upper right hand corner of the envelope.
• Please separate these envelopes (campus mail) from other, similar envelopes that are regular mail.

Campus mail - bulk mailings

Bulk mailings via interoffice mail:

• Bundle mail by departments using rubber bands.
• Write legibly.
• Include department name when addressing bulk mail.
• Please do not abbreviate department names.
• Include location on campus where mail is being sent.
• Place bulk mail in a cardboard box close to your regular mail pickup point or call the mail room for containers or mail trays.
• Notify the Mail Center via telephone that you are sending out a bulk mail.

Tip: Many database and label programs have a sort function that will allow you to group information into different categories. Have the program sort and print labels by department. This will save time when preparing your mailings.

SAMPLE

First class mail

First class mail has one of the highest priorities in our department.

You can help us by following these steps:

1. Include full destination address (name, company, street or post office box, city, zip code).
2. Include proper return address (your name, department name, university address).
3. Write legibly.
4. Seal the envelope or box.
5. Please do not use staples to seal envelopes.

SAMPLE

Service Types Available: Certified, Return Receipt.

Priority mail

Priority mail is an upgraded version of first class mail. The cost is slightly higher, starting at $3.50 for up to 1 pound. Mail is usually delivered within 2-3 business days, with 2 days being the average delivery time. Please note: Priority Mail is not a guaranteed service!

• Include full destination address (name, company, street or post office box, city, zip code).
• Proper return address (your name, department name, university address).
• Write legibly.
• Seal the envelope or box.
• Please do not use staples to seal envelopes.

Service Types Available: Certified, Return Receipt, Delivery & Signature Confirmation.

Insured mail

Insured mail must have a value of more than $52 to successfully file a claim for loss or damage of the article.

• Package the item(s) you are sending in a sturdy envelope or box.
• Include full destination address (name, company, street or post office box, city, zip code).
• Include proper return address (your name, department name, university address).
• Write legibly.
• Seal the envelope or box with sturdy mailing tape.
• Please do not use staples.
• Lightly tape a note onto the envelope or box telling us the amount you would like to specify to insure the article.

SAMPLE

Service Types Available: Return Receipt.

Certified mail

Certified mail is an optional service that will allow you to track mail that has been sent. In conjunction with a return receipt, you will be able to obtain a signature and the date when the article was delivered.

1. Address the article as you normally would.
   • Include full destination address (name, company, street or post office box, city, zip code).
   • Include proper return address (your name, department name, university address).
   • Write legibly.
   • Seal the envelope or box.
   • Please do not use staples to seal envelopes.
2. Fill out a Receipt for Certified Mail
   • Fill out the sent-to fields (name, company, street or post office box, city, zip code).
   • Write your department name on this form so that we know who to return it to.
3. Fill out a Domestic Return Receipt
   • Address the card back to yourself (front side).
   • Fill out area No. 3 - Article Addressed To.
   • Fill out area No. 4a - Article Number. (This number is found on the top of the Receipt for Certified Mail form.)
   • Place a check mark by Certified in area No. 4b - Service Type.
   • Peel off adhesive strips on card and place it either on the front or back of the article.
4. Final Preparation
   • Fold Certified Mail Receipt over edge of envelope or box. (Do not tear off flap.)
   • Place Return Receipt on back of envelope.

Express mail

Express mail is the fastest service the United States Postal Service offers. Articles usually arrive within one day. However, some areas may require up to two days for delivery. Express mail is a premium service and is best suited for sending business documents or other small items. Larger articles would be too expensive to send via this method. We recommend sending these items via UPS, Federal Express or any other commercial carrier. You can receive more information about these carriers by calling Central Receiving at ext. 2289.

To prepare your Express Mail, do the following:

1. Address the Express Mail label.
   • Include full destination address (name, company, street, city, zip code).
   • Include proper return address (your name, department name, university address).
   • Include a telephone number of the addressee when available.
   • Write legibly.
   • No post office box addresses allowed. You must use a street address.
2. Use a regular Express Mail envelope.
   • Place Express Mail label on marked area.
   • Remove adhesive strip and seal envelope.

Service Types Available: Return Receipt.

Express mail - international

International Express Mail is the fastest service the United States Postal Service offers for international shipments. Articles usually arrive within one week. However, no guarantee is given. International Express Mail is a premium service and is best suited for sending business documents. Larger articles would be too expensive to send via this method.

To prepare your International Express Mail, do the following:

1. Address the Express Mail label (see previous section for sample).
   • Include full destination address (name, company, street, city, zip code, and country).
   • Include proper return address (your name, department name, university address).
   • Include a telephone number of the addressee when available.
   • Write legibly.
2. No post office box addresses allowed. You must use a street address.
3. Use an International Express Mail envelope.
   • Place Express Mail label on marked area.
   • Remove adhesive strip and seal envelope.
   • Fill out Customs Form.

Air mail (international mail)

Air Mail is a form of first class mail that travels outside the United States to foreign countries. Certain restrictions may apply depending on the country of destination.

To send articles via Air Mail, follow these steps:

1. Include full destination address (name, company, street or post office box, city, zip code and country).
2. Include proper return address (your name, department name, university address).
3. Write legibly.
4. Seal the envelope / box.
5. Please do not use staples to seal envelopes.
6. Lightly tape a note onto the envelope or box stating the contents and dollar value of the article. We will use this information to fill out a customs form.

Pick-up and delivery times

Monday-Friday:

10:30 a.m., main campus

1 p.m., CSU RiverPark campus and Courtyard II office.

2:30 p.m., main campus

4:10 p.m.-4:15 p.m., final pickup from outside Human Resources, Richards Hall

Personal mail

Personal mail (letters, magazines, newspapers, catalogs, packages, bills etc.) should not be received at the university. Please use your home address for this type of mail. Only official business-related mail should be sent to your university address.

Faculty and staff may send out personal mail through the university, but personal mail must have sufficient postage and be properly prepared for pickup.

Personal mail will not follow you once you leave Columbus State University.

Bulk mail

Standard (third class) bulk mail should have a permit number stamped on every piece prior to packaging. Call us for more information at ext. 2293 about permit information before having mail printed.

Packaging

A package is a group of mail pieces secured together as a single unit. The packaging instructions below were designed for you to obtain the lowest allowable rate by providing the U.S. Postal Service with mail that is easily and quickly sorted, dispatched and delivered.

Please follow these step-by-step instructions when preparing your mail.

1. Face all addresses the same direction.
2. Secure packages with 3/8th inch rubber bands. Rubber band using the following recommended method.
   • One rubber band around the width for packages less than one inch in thickness.
   • Two rubber bands, one around the length and one around the width for packages one to four inches (always band lengthwise first, then around the width).
3. Package size should be no more than a comfortable handful, i.e., not more than four inches thick.

Banding method

1. Always lengthwise first when using two rubber bands.
2. Band width next.

Sorting and labeling

These guidelines MUST be followed exactly as stated; finishing each category completely before moving on to the next. All that qualify as "D" packages must be completed prior to starting "3" packages, and so on.

"D" packages: Mail pieces displaying the same 5-digit zip code, 10 or more 5 digits equaling 10 or more, are packaged with a RED "D" placed in the lower left quadrant of the TOP mail piece only. "D"

"3" packages: Once the "D's" have been completed; package 10 or more, same "3" digits mail pieces displaying the first 3 digits common, equaling 10 or more, placing a GREEN "3" in the lower left quadrant of the TOP mail piece "3" only.

"A" packages: Once the "3" packages have been completed, 10 or more same "ADC" package mail pieces BELONGING TO THE SAME "ADC"*, equaling 10 or more, placing a purple "A" in the lower left hand quadrant "A" of the TOP mail piece only.

"MXD" packages: Once all other categories ("D", "3", "A") have 10 or more to mixed states been packaged, the remaining mail pieces are packaged, placing a brown "MXD" in the lower left-hand quadrant of the TOP mail piece only.

* A complete list of "ADC" groupings can be obtained by calling the Mail Center at ext. 2293. Each line on that list designates the contents of one "A" package, and each
line thereafter a separate package.

Forms

All forms, priority mail and express mail envelopes mentioned here can be obtained by calling CSU's mail center at ext. 2293. This also applies to stickers, containers, mail trays and rubber bands.

If you have any questions concerning a procedure, please call. We are happy to help!