Mailing Guidelines and Tips

Basic Information

• Minimum size – 3.5” x 5”
• Thickness – no single sheets unfolded (must be at least a half-fold).
• For mailings to more than 25 students, please submit the entire mailing in box order.
• For special occasions where candy or food might be distributed, contact the Mail Center staff in advance.

Mailings

• Mailings must be addressed to individuals with name and box number on the item being mailed.
• If there are more than 50 students in mailing, please stop by the Mail Center and we will provide you with letter trays to assist with your preparation.
• Letter trays can be dropped off at the Mail Center and will be processed along with the daily mail.

• To ensure timely receipt of your mail and packages, always use the correct address format.
• Use the most cost-effective shipping method – USPS Priority Mail instead of Express, First-Class instead of Priority Mail, and Media Mail instead of First-Class.
• Use the smallest package or envelope that is practical for your mail piece. Whenever possible, fold your outgoing mail and use a #10 business envelope rather than a larger, flat style.
• The Mail Center has a variety of free recycled boxes for your shipping needs as well as a standard selection of new shipping envelopes and boxes available for purchase. USPS Priority Mail and Federal Express envelopes and boxes are available at no charge if they are being used for those services.
• Use postcards for short messages or announcements. The cost is about 1/3 less than using an envelope.
• To avoid potential damage to the envelopes and contents, use only ‘peel-n-seal’ or self-stick flap large envelopes, rather than the clasp type.
• If Express Mail is needed, use the lowest level of service available to accomplish your delivery objective (two-day instead of overnight, afternoon delivery instead of morning).
• Only request a signature on Express Mail when absolutely necessary. There are extra charges for signatures at residential addresses and requesting one may delay delivery.
• Fax or email the information when time is critical rather than use Express Mail.

• Use packing or shipping tape. Duct, masking, cellophane, and medical tapes are not meant for shipping. Packing tape is available at the Mail Center.
• Fill the box to the top or use packing materials to fill the void. Pack it tight and full to prevent damage to the package.
• Place packing peanuts, bubble wrap, bubble pillows or other soft packing material on all sides to protect delicate equipment (e.g., computers, stereos, TVs).
• For international shipments, keep a list of the contents and their value.
• Put adequate insurance on each box to cover the value of the contents (you will need to demonstrate that value if you have to place a claim, so be realistic). UPS shipping includes the first $100 of insurance. There is a small charge for additional insurance.
• You need to bring your shipping items to the Mail Center.
• We will help you label the box when you get here, so be sure you come with the full address and phone number of the recipient. Place this same information inside the box as well. 
• Make sure the box is adequately taped. You may also bring it to the Mail Center where we have tape for your use. 
• If you have a lot of books to ship, we can help determine the best value for your shipping needs between ground UPS and U.S. Postal Service Media Mail.

The following are some ways that you may be able to reduce the amount of unwanted mail you receive. This does not affect mail originating from within the college.

• Contact specific companies you no longer do business with and ask that you be removed from their mailing list. Many have a link for this option on the customer service section of their website.
• The Direct Marketing Association provides a website called DMAChoice allowing you to register as someone not wanting to receive random mailings or email solicitations.
• Visit the Privacy Rights Clearinghouse for additional suggestions.