Mail Preparation Requirements
- All campus mass mailings must be bundled and rubber-banded by department (not buildings) Residence Halls, Greek Houses etc.
- A fully completed Mail Service Request Card with the proper DCC or Project/Grant ID number barcode must be included with all mail to be metered (only one card per stack or tray is needed). When creating new DCC or Project/Grant ID numbers please notify us so we can enter the new number into our system. The mail service request cards and barcode labels maybe obtained from Postal Services by calling 2-8872.
- When addressing an interdepartmental or campus mail piece, please make sure the department name (or Residence hall or Greek Unit) and mail location code (the last four digits of the 9-digit zip code) is in the address line.
- Separate International mail and stamped outgoing mail from mail to be metered.
- Please keep campus mail separated from all outgoing USPS mail.
- Return address with full department or organization name must be on all pieces (except for campus mail).
- Separate sealed mail from unsealed mail. Only letter-sized pieces can be left unsealed, (pieces larger than a 6" x 9" envelope must be sealed or taped). Unsealed mail must have the flaps down (not overlapping).
- Do not stamp or write "First Class" on the items to be mailed, as this can cause postal barcode reading equipment to misread the mail piece and consequently affect delivery. Please designate the class of mail to be used on the mail service request card.
- Domestically mailed books being sent to another library, school, or museum should now be stamped "library rate" on the mail piece in order to achieve the discounted rate; any other domestically mailed books should be sent "media mail"- books being sent to international addresses still require "book" stamped on the mail piece.
- All international mail weighing 1lb or more requires a signed customs form filled out by the sender. Customs forms may be obtained at Stamper's (227 BTSU) or by calling 2-9633.
- Metal clasps need to be covered with tape! Please be aware that mail pieces with metal clasps, string tabs and items thicker than ¼" are considered non-machinable and incur a $0.02 surcharge if sent via Standard (bulk) Mail.
- If paper clips or staples are enclosed they must be at the return address (left side) of the envelope.
- Spiral bound items must be mailed with the spiral at the bottom of the envelope.
- The upper right hand corner of the mail piece must be free of all printing, emblems, etc. before it can be metered.
- As our metering ink is red, we strongly advise against using red or dark colored envelopes.
- The designations "Bulk Rate" "Second Class" "Third Class" and "Fourth Class" are no longer valid, and should not be used on any mail pieces. If you have items already printed with these designations, they must be marked out or covered up.
Departments are encouraged to use Express and Priority mail envelopes and boxes for Express and Priority mailings to greatly reduce the chance of them being confused with, and mailed under, a different category. These envelopes and boxes are red, white and blue and are a very visible means to alert the postal carrier that a time sensitive mail piece is being collected. Departments can request these items at no charge by calling Postal Services at 372-2310 (we will deliver them) or by going to Stamper's at 227 Bowen-Thompson Student Union. As an additional measure, it would be helpful if departments placed another box/bin or other means to isolate Express and Priority mail bundles from your other category mail bundles. This will make it easier for our carriers to identify it as such and to keep it separated from other category mail as they go from point to point along their routes.
BGSU Postal Services is committed to meeting all your postal requirements while providing the best possible level of service. Following these measures should help to ensure that all mailings are properly processed and delivered according to the time standards you expect.
Following these few guidelines will ensure better efficiency in the processing of your mail and more timely U.S. Postal Service delivery.