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Information For

Outgoing Services

USPS (United States Postal Service)  https://www.usps.com/

First Class Mail

All first class mail received Monday thru Friday before 3:00 PM will be processed the same day.

Stamps

  • Mail Services sells stamps individually, in books of 20, or in coils of 100.
  • Payment can be made by cash, check, Faculty/Staff charge card or department purchase requisition.
  • Requests for large quantities of stamps must be made 2-3 days in advance by calling extension 1391.

Metered Mail

  • Metered mail is any mail imprinted with postage directly on the mailpiece. College metered mail received in Mail Services by 3:00 PM is processed the same day.
  • Outgoing metered mail should be nested and must have a department account number attached.
  • Please request trays and/or tubs from Mail Services for large quantities of mail.  Include department 'blue slip' in the front of each tray or on the top of each tub.

Priority Mail

  • Any First Class item weighing over 13 ounces will be Priority Mail by weight.  Mail weighing less than 13 ounces can be "upgraded" to Priority by placing the appropriate postage on the mailpiece.
  • Priority Mail is advertised as having a  2 - 3 day delivery timeframe, but it is not a guaranteed service.
  • The maximum weight is 70 lbs., and the maximum size is 108 inches in length and girth combined. A limited supply of priority boxes and envelopes are available at Mail Services at no charge.  Appropriate amount of postage is required.
  • Free USPS tracking available upon request.

Express Mail

  • Express Mail is a guaranteed overnight service offered by the United States Postal Service (USPS).  However, depending on the destination of your mail piece, this may be a 2-day service only.
  • This is the only expedited service that can deliver to post office box addresses.

PLEASE NOTE:  Due to our daily mail pick up by the Postal Service, ALL outgoing Express Mail pieces must be in Mail Services NO LATER THAN 1:30 PM.  Anything after 1:30 PM requires the sender to take the outgoing Express Mail piece directly to the United States Post Office in Elizabethtown.

Bulk Mailing?

Certified Mail

  • Certified mail provides sender with a mailing receipt.  However, no insurance protection is available.
  • A record of delivery is kept at the recipient's post office.
  • A return receipt to provide the sender with proof of delivery can also be purchased for an additional fee.
  • Certified mail is not available for international mail, and it does not offer insurance protection.
    Certified mail is available at Mail Services plus basic postage and the return receipt charge (if desired).

Return Receipt

  • Return receipt is the sender's proof of delivery. The return receipt shows who signed for the item and the date that it was delivered.
  • A return receipt can be purchased for mail sent Express Mail, Priority Mail, or certified mail.

Registered Mail

  • For valuables or irreplaceable items, use registered mail available through the US Post Office only. 

USPS Tracking 

  • Free with Priority Service only.
  • Can be added to other USPS parcel or Media Mail services for a fee.

Postage Due

  • Charges are accepted by Mail Services and charged back to Departments or to students on an as needed basis.

 UPS Ground Service  http://www.ups.com/

  • Prompt, dependable, low cost ground delivery makes UPS Ground an excellent choice for routine shipments.
  • UPS Ground reaches every address throughout the 48 contiguous states.

Outgoing UPS is picked up daily by 2:00 PM.  Please note: 'Next Day Service' pieces must be at Mail Services no later than 1:00 in order to process package to be ready for pick-up in a timely manner.

  • Payment can be made by cash, check, or department purchase requisition.
  • All packages must be "ship ready" upon arrival at Mail Services.
  • UPS does not deliver to P.O. boxes.

International Mail

  • Postage for international letters can be purchased at Mail Services.  
  • Due to New Postal Regulations: All International packages  must be processed by the sender on-line and taken, in person, to the local US Post Office to be processed.
  • Please visit, for international package processing-   https://www.usps.com/

Mailpiece Design

  • The USPS processes 100 million pieces of mail daily with the use of an OCR (Optical Character Reader). Since the OCR "reads" the address, placement of information on the face of the mailpiece is critical.
  • Improper placement of a single item could cause a loss of postage discounts, a delay in delivery, or even the return of the mailpiece(s) to the college.
  • Please call Mail Services for assistance.

Envelope Layout
Mail Services has OCR templates that can be placed over a mailpiece to insure it meets postal guidelines.  Before printing a new mailpiece, it is advisable to make sure it meets USPS guidelines.  Please call Susan Darling at extension 1391 for assistance.

Addressing Guidelines
After insuring your mailpiece layout meets USPS guidelines, apply the following guidelines for addressing a mailpiece:

  • Use simple sans serif type with uniform stroke thickness.
  • Type or machine-print in dark ink on a light background with a uniform left margin.
  • Use uppercase characters throughout the address.
  • Left-justify every line in the address block.
  • Use two-letter state abbreviations.
  • Use one space between city and state, two spaces between state and ZIP + 4 code.
  • Use appropriate ZIP + 4 code (if unknown, use 5-digit ZIP code).

JOHN DOE
JONSON MANUFACTURING
500E MAIN ST STE 222
KANSAS CITY MO 64100-1234

Self Mailers

  • Self-mailers are unenveloped mailpieces that must be tabbed (secured) to prevent an open edge from jamming high speed processing equipment.
  • As an alternative to tabbing, the open edge of the mailpiece may be continuously or spot glued.
  • Tabs are not required on flats, but may be necessary to meet other preparation standards.
  • Specifications for tabbing and paperweight of mailpiece follows:
  • Please note that ALL self-mailers with a top/bottom fold must be parallel to the longest dimension with the folded edge at the bottom of the mailpiece.
  • Use of less than 2 tabs requires a heavier paper.

 

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