Outgoing USPS Mail Preparation Guidelines
1. Use of proper charge numbers
Mail Services will process all departmental mail and charge the postage back to your budget number. You must correctly provide this account number with all mailings to be processed. You can print a copy of the mail request form here. Filling out this form will ensure that your department is being properly charged for your mailings. We encourage the use of this form with all mail being sent to be metered at Mail Services.
2. Addressing
All outgoing mail is processed through an automated postal system. It is crucial that you use a complete and current address on your mail. The font should be 12 point. The design of your stationary can make a difference in how the automated equipment reads your address label, so be sure that you follow Postal Guidelines before you have stationary printed.
3. Separation
When preparing a mailing to be metered by Mail Services, please separate the mail based on whether it is foreign or domestic. Do not bundle foreign and domestic mail together if it is to be metered. It should also be kept separately from campus mail.
4. Envelopes and Labeling
#10 size business envelopes can be sealed by our metering equipment, but only if the flaps are in the up position and piggy-backed against each other. Image 1 Image 2
Envelopes larger than a #10 (5x7 or larger) cannot be sealed by our machine and need to be sealed by the department that is sending the mail to be metered
If you are mailing Library, Book, or Media rates, the mail needs to be labeled as such.
5. Bulk Rate and Permit #10 Mailings
To prepare a mailing to be sent at Bulk Rates, Non-Profit Rates or Permit #10, you need to get instructions and paper work from the Bulk Mail Specialist at the Notre Dame Post Office. Each mailing of this type is unique and may require special instructions for the sorting and preparation of the mailing. The phone number to reach the Notre Dame Post Office is: 631-7304
There is also a Request for Postal Permit #10 form that you will need to receive from the Mail Services Office. You may request this form by calling Mail Services at 631-6274 or you can print your own copy of the Request for Postal Permit #10 by clicking here.
6. Express Mail
Mail Services uses the United States Postal Service to process expedited mail. When sending mail to be Certified, Registered, Insured, or in any way expedited, the proper forms must be filled out by the mailing department and attached to the piece. You may request these forms by calling Mail Services at 631-6274
