Information about the services and
procedures.
I. MAIL SERVICES OVERVIEW
A. SERVICES AVAILABLE
Folding, envelope stuffing (insertion), sealing,
metering, packaging and Barcoding services are available through the
Mail Processing Center, as well as customized discount bulk mailing
services for certain types of mail.
See Section V for further explanation on these
services.
B. LARGE MAILINGS
Standard (formerly Bulk) mailings must contain at
least 200 addressed pieces or 50 lbs of addressed pieces in the same
processing category, sorted and marked as required by the standards for the rate
claimed.
Before a large (200 pieces) or specialized mailing
gets too far into the planning stage, contact the Standard Mail
Supervisor to ensure that your mailing program is cost effective,
efficient and timely.
Advance notice is needed to insure the following
items are available:
* Appropriate size and quantity of envelopes and/or
corrugated boxes.
* Mailroom personnel and equipment to process the
mailing.
* Sufficient postage on deposit.
C. POSTAL CHARGE SLIPS
A Postal Charge Slip is available from the
Administrative office and is required for all outgoing mail. The
form is completed by the requestor and accompanies the mailings
to
the Metered Mail section. This includes UPS and all
mail classes for USPS ( Priority, Registered, Certified, Insured
and
etc...).
Click
here to
generate a chargeslip for your department.
D. LARGE QUANTITY STAMP
PURCHASES
Form 9
In the case of a department requesting
large sums of postage, the department must process a Form 9
(PRO-FORMA INVOICE) through the office of payables and
disbursements. A Special Mailing instruction form (CL) must be
attached to the Form 9. The check must be made payable to the U.S.
Postmaster. Upon receiving the vouchered check, it must be taken to
the U.S. Post Office to be exchanged for postage stamps.
Click here to see an
example of a Form 9.
II. INTERNAL AND INTER-OFFICE
MAIL
To provide proper delivery, Internal (Campus
Mail) and Inter-Office mail (BOR) require a full name and
address.
A. ADDRESSING
1. Inter-Office Envelopes
These envelopes are used repeatedly for Internal and
Inter- Office mailings. Extreme caution is to be exercised when
using the Inter-Office envelope, taking care that all previous
markings have been crossed out to ensure proper handling and
direction to the intended recipient. The addressee is always to
appear on the last line. Do not address between previous markings.
Inter-Office envelopes can be used for mail to other State Agencies.
Example:
2. Internal and Inter-Office Parcels
The addressing of parcels and packages for Internal
or Inter- Office distribution is of no less importance than envelope
mail and is to be treated with the same diligence; that is - use
full name and an "address" if outside of Reading.
B. CHANGE OF
LOCATION
All moves should be brought to the attention of the
departmental mail staff. This is done by written correspondence and
should include department requesting the change and information
about the new location. Upon receipt of notification a new mail code
will be assigned and mail addressed with the old address will be
forwarded to the new address until changes can be made to the
personnel data files (HRMS). A confirmation letter will be sent to
you verifying changes. Address notification letter to: Lillie Allen,
Postal Services, Mail Code 0001 or e-mail her at lallen@mailer.fsu.edu.
HRMS data file changes should be made by
both the old department and the new department. Both
departments will play key parts in changing information. The
department you are leaving should delete you from their department
files and the receiving (new) department should update your files at
the time of appointment. This will create campus mail labels with
your new address. Allow a few weeks for the new labels to start
appearing on your mail.
The departmental section is not
responsible for forwarding mail. If the departing employee has left
a forwarding address the old address should be marked out and the
new address inserted. If no forwarding address is known the old
address should be marked out and the wording “Return to Sender”
should be written on the mail piece.
III. U.S. POSTAL SERVICE MAIL
A. ADDRESSING
1. Specific Format (See Exhibit 1)
All mail needs a delivery address and should also
have a return address. The following information is recommended in
the sequence and position indicated for addressing:
Domestic
addresses:
Foreign addresses:
You will get the best possible service if
you:
- Capitalize everything in the address
- Use common abbreviations (Exhibit 3)
- Eliminate all punctuation
- Use 2 letter state abbreviations (Exhibit
2)
- Use Zip + 4 Codes
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 Street Suite 400 or PO Box 125, BUT NOT
BOTH!
Post Office, State, and ZIP+4 Line
For domestic mail, the post office (city), state,
and ZIP Code or ZIP+4 must appear in that order on the bottom line
of the address. If all three elements cannot fit onto one line, you
must place the ZIP Code or ZIP+4 on the line immediately below the
post office and state, aligned with the left edge of the address
block.
Delivery Address Line
The line immediately above the bottom line is the
delivery address line. The street address, post office box number,
rural route number and box number, or highway contract route number
and box number must appear on this line.
For mail addressed to the occupants of a multiunit
building, you should include the apartment, suite, or room number
(or other unit designation) at the end of the delivery address
line.
Recipient Line
The name of the intended recipient (business or
individual) should appear on the line above the delivery address
line. If the address contains both the name of a business and the
name of an individual or department within that business, place the
name of the business on the recipient line.
The recipient line may be the third, fourth, or
fifth line from the bottom, depending on overflow from the delivery
address line because of dual addressing or other extra
wording.
Information/Attention Line
The line above the recipient line is optional for
additional address information. Use this line to direct mail to a
specific person (or department) or to provide other information that
facilitates delivery with in a company.
Nonaddress Data Line
Any nonaddress data - such as account numbers,
subscription order codes, presort codes, and advertising - should
appear on the line above the recipient line or the
information/attention line, whichever is higher.
Other Address Formats
Dual Addresses
Dual delivery addresses - using both a street
address and a post office box number in one delivery address - are
not recommended. If you choose to use dual addressing, place the
delivery designation (the address where you want the mail to be
delivered) on the delivery address line and the other designation on
the line immediately above the delivery line. Never place the two
designations together on one line.
The Postal Service will deliver the mail to the
address designated on the delivery address line, which is always the
line immediately above the post office, state, and ZIP+4
line.
Dual Address
GRAND PRODS INC
Dual Address< 100 MAJOR ST
PO BOX 200 ĞMail is delivered here
NEW YORK NY 10001-0200
Other
* ZIP CODE LOOKUP
2. Address Placement
Envelopes
Placement of the address on the face of an envelope
should conform to USPS
specifications as shown on Exhibit 1.
Labels
Labels for use on parcels, packages or large
envelopes must be addressed according to the recommended format in
Exhibit 1. The address must be complete.
B. ENCLOSURES
1. Correspondence
Mail of any kind for transport by the Post Office
should be enclosed in an appropriate envelope or parcel and sealed.
The types of enclosures determine the mailing classification.
2. Non-Mailables The following are samples of
non-mailables in envelopes:
* Paper Clips
* Metal Pieces
These will jam or damage the mailing
equipment.
All foreign countries also impose various
restrictions.
In addition, the following are also classified as
non-mailables and may be returned to sender:
Envelopes and Cards if these pieces are less than:
3 1/2" in height or
5" in length or
.007" in thickness
(thickness of a post card)
It is recommended that when mailing questionable
items to U.S. or foreign destinations, the mailer should call Postal
Services for assistance.
3. Window Envelope Enclosures
Enclosures that are designed so that the address
appears in a window envelope must not be stapled to prevent slippage
of the address from window view. If the addressed enclosure does not
properly fit the window, use an envelope without a window. Please do
not staple mail into envelopes.
C. ENVELOPES
1. Sizes and Types
The size of the envelope should properly accommodate
the contents.
Excessively large envelopes will not keep the
inserts firm. The inserts in such envelopes slide about, create an
imbalance of the envelope, risking ripping and loss of contents. A
snug fit keeps the enclosure firm in the envelope providing for
effective mail handling. For use in the U.S. Postal System, there
are basically two categories of envelopes: letter size and
"flats."
Conversely, when an envelope is overstuffed it can
burst at the seams upon impact with other mail. The result can be a
total loss of the mailing.
Letter Size
Letter size mail must be rectangular in shape for
automated processing by USPS.
To ensure prompt and efficient processing of First
Class mail, it is recommended that all envelopes and cards:
(a) Have an aspect ratio of width (height) to length
between 1 to 1.3 and 1 to 2.5 inclusive. See the Mailroom for
envelope 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) The following dimensions must be met for
automated processing by USPS:
| Height: |
3 1/2" Min |
6 1/8" Max |
| Length: |
5" Min |
11 1/2" Max |
| Thickness* |
.007 Min |
3/16" Max | * Firmly compressed ** Card Stock should not exceed
.0095"
International Letter Size Envelopes
Mail in letter size envelopes for delivery to
foreign countries should be placed in "International" envelopes.
These envelopes have a red and blue border which assures proper
posting of international rates and avoid return for insufficient
postage.
Flat Size
Flats are envelopes larger than the maximum letter
size, but not larger than 15" long by 12" high.
Green Bordered - Used only for First Class
Mail.
Plain White or Manila - Can be used for all classes
of mail. These must be marked to show proper class of mail, i.e.,
First or Fourth Class.
Corrugated - These envelopes provide a degree of
safety for mailing small and fragile merchandise, and are available
from the Mailroom.
Priority - Should be used for First Class mail
weighing over 11 ounces and other mail under 11 ounces requiring
expedited delivery. These envelopes are red, white and blue and are
supplied by the Post Office free of charge and are available from
the Mailroom.
2. Strength
The strength of the envelope should be such to
withstand the weight of its contents. If there is stress at the
seams or sharp edges, the envelope is in an overload condition where
it can burst or tear apart and lose its contents.
D. VARIOUS CLASSES OF MAIL
AND USPS SPECIAL SERVICES
POSTAGE RATES AND FEES (USPS)
The cost of mailing varies with each
classification.
1. First Class
Any mailable matter may be mailed as First Class
Mail. The following examples are considered First Class matter and
must carry postage at First Class or Priority Mail rates.
(a) Matter 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), and post
cards.
(b) Matter sealed and closed against postal
inspection.
(c) Bills and statements of account, regardless of
method of preparation or quantity of identical pieces mailed, except
authorized enclosures in attachments to Standard.
(d) Price lists with written-in figures charging
items or prices.
(e) Any Business Reply Mail.
(f) Blank printed forms filled out in writing,
including cancelled or uncancelled checks.
If you are not sure if it is First Class, ask
us!
2. Priority
All First Class mail exceeding 11 ounces and not
exceeding 70 pounds is considered Priority Mail and, at the option
of the mailer, any mail weighing 11 ounces or less. There is no
minimum weight limitation. There is a flat rate up to two
pounds.
Use Priority Mail when 2 to 3 day service is
desired.
Note: Priority Mail is a two-day service between 64
major markets, i.e. Boston to Dallas or Boston to New York, but is
not guaranteed.
3. Standard (Formerly Third Class)
The
following is considered Standard Matter:
Each piece of Standard mail must be less than 16
ounces. Anything heavier must be mailed as Standard (B) (formerly
Fourth Class) or Priority Mail. Reduced rates are available for
mailing 200 or more pieces.
The standards for size and surcharge for single
piece Standard mail weighing one ounce or less are the same as for
First Class.
4. Standard (B) (formerly Fourth Class) Zone
Chart
The following is considered Standard (B)
Matter:
Each piece of Standard (B) matter must not
exceed 70 pounds in weight and a maximum size of 108" in length and
girth combined.
5. Express
Mail Delivery
Confirmation
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 84 foreign countries. Express Mail
provides for the shipment of letters, documents, and other mailable
items and carries document reconstruction insurance at no additional
cost. You may mail up to 70 pounds.
This can be delivered seven days a week at no
extra charge.
Domestic Overnight Delivery is guaranteed by the
U.S. Postal Service and provides for a full postage refund if the
item is not delivered on time. A Postal Charge Slip must be filled
out as with any other alternative courier.
* All zip codes are not guaranteed for
overnight.
International deliveries vary by country of
destination. No guarantees are offered by the U.S. Postal Service
since they have no control over foreign delivery systems. There is
no provision for a refund.
6. International Mail
Most items are mailable to foreign countries.
However, there are certain restrictions. It is, therefore, of the
utmost importance that mailers contact the mailroom to determine the
proper classification and documentation that may be required for
customs declarations.
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 payment of
any duties required for the release of the item. Customs rules apply
the same whether mail is sent by USPS or other couriers.
For letter size items, use the special Red/Blue
border envelopes. They will enhance service and help the Mailroom
separate them from Domestic mail.
The last line of any foreign address should be the
country name spelled out in capital letters.
E. BUSINESS REPLY
MAIL
1. Business Reply
Mail (BRM)
BRM service enables mailers to receive First Class
mail by paying postage only on the mail which is returned. We
guarantee payment of the appropriate First Class postage plus a
handling charge per piece.
2. Merchandise Return
Specially designed labels can be printed to supply
customers wishing to return packages. As with BRM, a handling fee
plus postage is charged.
IV. ALTERNATIVE DELIVERY
SERVICES
A. COURIER SERVICES
AVAILABLE
EXPRESS MAIL Overnight (Only Overnight Service that
delivers to a Post office Box address)
UPS Overnight, Second Day Service, International and
Ground
DHL Regular International Mail
B. COURIER SELECTION
Selection of couriers depends on several
factors:
- Delivery Destination
- Required Time of Delivery
Note: (Most Overnight mail does not
need to be at its destination at a specific time, just Next or
Second Day.)
1. Most courier services offer:
(a) Next Morning
(b) Afternoon (by 3:00 p.m.; or 5:00 p.m. if a house
delivery);
(c) Second Business Day.
Each of these service levels have different price
schedules.
(d) International Courier Service
When facsimile service is not available or
logical for your materials, you may elect to use one of our
international couriers.
Note: International courier service requires
special documentation or customs declarations (Canada
included).
C. PREPARATION FOR COURIER
SERVICES
1. UPS Overnight and Second Day
Mailing Requirements:
(a) Domestic - requires an Addison-Wesley mailing
label and Postal Charge Slip when sent to the Mailroom. For lobby
pickup, a UPS Airbill and Postal Charge Slip is required and
contents must be packaged for shipping.
(b) International - requires an International Air
Waybill, Commercial Invoice (except, letters and checks do not need
an invoice), and Postal Charge Slip when sent to the Mailroom. For
lobby pickup, an International Air Waybill, commercial Invoice
(except, letters and checks do not need an invoice), and Postal
Charge Slip must be attached and contents must be packaged for
shipping.
2. UPS Ground Service
Mailing Requirements:
(a) Domestic - requires an Addison-Wesley mailing
label and Postal Charge Slip, which will make packages
traceable.
(b) International - not available for this class of
service.
V. MAIL PROCESSING
SERVICES
For any of the following services, use a Mail Preparation/Postage
Form available at the main FSU Postal Services office. Before
your large mailing gets too far into the planning stage, include the
Mail Processing Center in your mailing arrangements to ensure your
mailing is cost effective, efficient and timely.
A. FOLDING
There are several types of folds available, all at a
rate of .0075 per piece. Please call if the piece to be folded is
anything other than 8 1/2" x 11".
B. INSERTING (ENVELOPE
STUFFING)
The standard #10 envelope is the smallest envelope
our machine can insert into. The largest is the 10" x 12". All
envelopes must have the opening along the top (on the long side).
The machineable rates are: one or two inserts, .01 per envelope; and
three to six inserts, .015 per envelope. For inserting by hand, the
rate is .06 per envelope. Be forewarned, this method is slow!
C. LABELING
One up or one across labels are preferred. Due to
ease in set up, the rate is .02 per piece. However, we also have the
capability to use four across or Cheshire type labels, but there is
a 25.00 set up fee for this machine, as well as .012 per piece.
Please note that this is a heavy duty machine. Your material must
be:
Pound Stock minimum (if folded).
Pound Stock minimum (if a post card or single
piece).
or
At least four pages in a newsletter.
If you use laser printed labels, (8 1/2" x 11" sheet
of crack and peel paper), we have to apply these by hand. The cost
is .06 per label and again, is more time consuming.
D. STANDARD MAIL
If your labels or labeling materials is in zip code
order, the sorting rate is .01 per piece. If they are not in zip
code order, the rate is .06 per piece.
Remember: Bulk Mail is delivered nationally up to
three weeks after entering the U.S. Postal Service system.
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