Outgoing U.S. Mail

The Postal Services Department provides services involving the preparation, metering and presorting of outgoing U.S. Mail for the entire University. This department is responsible for processing mail in a timely manner and at the lowest cost to the University. Postal Services is also responsible for interpreting and enforcing U.S. Postal regulations and providing postal information to campus personnel. If you have questions concerning U.S. Mail preparation call us at 621-7939. We are located at 21st and Warren Avenue.

 

General Mail Preparation

Improperly sorted or prepared mail will result in delays and could result in the return of your mail.

Mail Sorting

The primary sort of the University's mail must be done at the departmental level. Campus mail, stamped mail and mail requiring metering by University Postal Services must be kept separate. In addition, mail requiring metering must be separated and bundled by mailing code.

NO PERSONAL MAIL (LINK TO MEMO)

Due to heighten security and liability - NO PERSONAL MAIL - should be received
or distributed through the UA Postal Services system. ONLY LEGITIMATE
UNIVERSITY BUSINESS MAIL WILL BE PROCESSED.

University Return Address

All mail to be processed through University Postal Services MUST have a University of Arizona return address including your PO Box Number and your account number on the envelope or parcel.

Sealing Policy

Your department should seal individual Mail and small bundles of letters (25 or less). Larger bundles of letters, if nested (flaps open), will be sealed by University Postal Services.

For the security of your mail, all bulky #10 business envelopes should be sealed by your department.

Your department must seal all flats. Flats are envelopes that are larger than the standard #10 business envelope. These should be sealed with tape or glue, NOT staples, and envelopes with metal clasps should not be used.

Service Endorsements

All flats, packages and foreign mail must be endorsed with the appropriate type of service. Mail without an endorsement will be sent First Class.

Sample endorsements:

First Class

Library Rate

Air Mail

Printed Matter

Parcel Post

Book Rate

"Specialty Item" Mailings

Letter mail and its contents need to be reasonably flexible and flat, to ensure proper transport through our equipment and the USPS automated system. Because they can cause damage to mail and the equipment, pens, pencils, keys, booster buttons, lapel pins and other rigid items should not be included in letter mail. To assure deliverability of this type of mail, please use padded mailers.

USPS Size Standards

All pieces must be at least .007 inch thick, and

All pieces that are 1/4 inch or less in thickness must be:

(1) Rectangular in shape,

(2) At least 3 1/2 inches high, and

(3) At least 5 inches long.

Note: Pieces greater than 1/4 inch thick can be mailed even if they measure less than 3 1/2 by 5 inches.

The USPS. will not accept packages over 70 pounds.

USPS Non-Standard Surcharge

First-Class mail and single piece third-class mail weighing one ounce or less is considered as "non-standard" mail by the United States Postal Service and is subject to a surcharge (.11 per piece) in addition to the applicable postage if:

Any of the following dimensions are exceeded:

Length - 11 1/2 inches,

Height - 6 1/8 inches,

Thickness - 1/4 inch, or

The length divided by the height is not between 1.3 and 2.5, inclusive.

International Mail Preparation

International mail must be kept separate from domestic mail so it will not delay dispatch due to insufficient postage.

Postage rates to Canada and Mexico are less than other foreign countries. To assure that the proper postage is applied, please note "Canada" or "Mexico" on the front.

Customs Declaration Forms - Federal Aviation Administration rulings place restrictions on all packages weighing 16 ozs. or more to international and APO/FPO destinations. In order to comply with the requirements, all packages (16 oz or over) to International destinations (including Canada and Mexico) and APO/FPO overseas military installations must have the appropriate Customs Declaration form attached. The old forms are NOT acceptable. Current forms, #2976 and #2976A, are dated May 1996. The use of these forms can vary from country to country, by weight, value, content and method of transportation (air or surface); please give University Postal Services a call to help determine which form is appropriate prior to mailing. These forms are provided by the USPS, just call 621-7939 to order your supply.

All mail going to foreign countries must be enveloped or wrapped (except post cards).

Your department should seal all foreign mail.

Foreign mailings should have the country name, printed in capital letters, as the only information on the bottom line. The postal delivery zone, if any, should be included with the city. For example:

MR THOMAS CLARK

117 RUSSELL DRIVE

LONDON W1P6HQ

ENGLAND

 

 

Business Reply Mail

Business Reply Mail must meet strict requirements set forth by the USPS. Check out their Publication list and select Designing Reply Mail (Pub 353) for more information.

Certified Mail

Follow this link to see how to fill out Certified Mail forms.

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