Please notify Mail Services at 6494 if you are expecting a large shipment, or planning to send a large number (100 or more) of mail pieces. The pickup and/or delivery may need to be scheduled during a time other than the usual mail pickup and delivery time.
Incoming mail is picked up each morning at the USPS. FedEx, UPS, and DSL also deliver packages to the Mailroom on a daily basis.
Address inter-office mail with the name of the person and the department you are sending the mail to. To assure proper delivery, be sure to cross off the previous name/department on all inter-office envelopes. Please dispose of any tattered and torn envelopes.
University Park Mail
U.P. mail must be fully addressed. Large packages and large envelopes are sent as first class mail by the Mail Room. Smaller envelopes are boxed and sent as one large package each day. You can use inter-office envelopes as long as you put the full address in the address area. The mails are sorted as incoming mail at University Park and must have the proper address.
We can all save money if we send documents electronically and by fax whenever possible.
All Outgoing Mail
Outgoing mail must have a departmental budget number on it for processing. You can write it, stamp or print it on your envelopes. For packages you can place the budget number between the return address and postage area, or print it with your return address label. If you have a large mailing under 100 pieces, you may bundle the pieces together and place the budget information securely on the top piece of mail.
All letters must have the proper USPS address as well as a return address on them. Please check, before doing a large mailing, to see if your mailing can be printed and sent as a bulk mailing. There is a significant cost savings in using bulk mail processing. (Bulk labels are printed with zip+4 and pre-sorted.)
In order to qualify as a bulk mail, there needs to be a minimum of 200 pieces. All pieces need to be the same weight and size. A sample must be provided with your request for weight purposes. It can be sent through departmental mail to the mail room.
Please schedule the bulk mail request at least 2 weeks before desired mail date by filling out and submitting a Bulk Mailing Form. An email is sent in response to the request assigning a bulk mail number, the date of pickup (if needed) and the date the mail will be processed. All correspondence and media should be identified with the bulk mail number. Use only the bulk mail number to identify the excel file, the subject line on your email, any heading on the file, or correspondence connected to the bulk mail request. If the media is to be dropped off by CMC, the bulk mail number must identify the media. This will prevent any confusion when there are numerous requests in progress. Please provide 20 extra pieces.
In order to request a bulk mailing, you must provide the Mail Room with a mailing list. This list must be provided as an Excel file and it needs to include the following information in this order:
- Business Name
- First Name
- Last Name
- Address 1
- Address 2
- Zip Code
- Zip 4
|Business||First Name||Last Name||Address 1||Address 2||City||State||Zip||Zip 4|
|SMITH TRUCKING||JOHN||DOE||123 FRANKLIN ST||PEPPER||PA||11111||1111|
|FRP ENTERPRISE||MARIA||LOPEZ||456 SOUTH MAIN ST||P.O. BOX 456||QUAKER||OH||22222||2222|
The best procedure for when envelopes need stuffed is to have the envelopes printed before stuffing. The mail room can assist with stuffing the envelopes if it is a single sheet and the number is less than 1000. Sufficient notice should be given. Contact the mail room to see if it can be added to the schedule.
If you have any questions, please be sure to contact the mail room (898-6494).
Packages must be properly prepared for mailing according to the USPS guidelines with a full address and return address. If you have large packages to be shipped, please notify the Mail Services (x6494) for the pickup.
Any perishable packages must be reported to Mail Services for proper handling.