Must envelopes be sealed before sending to mail services?
Mail services can seal letter-size envelopes that open at the top. Flaps can be left up and over.

Flat or manila envelopes are currently sealed at mail services on a case by case basis. If the contents fit the flat envelope properly and is not too thick or bulky the envelope is effectively sealed by machines.

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My department has a supply of envelopes which indicate that postage is paid. May we use them for daily mail?
No, those envelopes are to be used only for bulk mailings of 200 or more identical letters or mail pieces with no original signatures. If these envelopes are dropped in the mail without the required documentation, the University will be penalized by the USPS. A department may use these envelopes for regular first class mail by covering the indicia with a white label.

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How should mail be bundled to go out through mail services?
  • Tightly band all bundles, making sure envelopes all are facing the same way.
  • Make separate bundles for each type of mail.
  • Never mix interdepartmental, stamped, international, or domestic mail.
  • Never over stuff mail bags or tubs; it can damage your mail.
Call 7-8812 to request extra bags, tubs, or letter trays.

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What is your policy about special pick-ups?
If you have extra mail to be picked up that would require the mail services drivers to re-enter the building to pick up your mail, we ask that you call 7-8812 for a special pick-up so the drivers may continue to deliver regular mail in a timely way.

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I am online and my tracking number reports that the mail has been delivered. Do you know where it is?
The term delivered means the mail in question has been received at the local USPS facility, not necessarily on campus. Usually receipt of the mail at mail services is 24 to 48 hours later.

If the item being delivered via UPS or FedEx call central receiving 7-8819.

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Can all mail be tracked?
No. Express mail and registered mail may be tracked online or by mail services. Certified-Return Receipt Requested can be tracked by the post office.

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When will my mail be picked up?
Delivery time will be different for various locations on campus. Call 7-8812 to find out your scheduled time. If you receive voice mail leave a message with your name, mail stop and building and we will get back to you.

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Who do I contact about missing mail?
Call 7-8812 or leave a message with your name and what you are specifically looking for.

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Does the departmental fund & cost center have to be on each envelope?
For all outbound mail the WMU Department Charge for U.S. Postage authorization form must be used. If you have a whole box or tray of mail, just one completed form is all we need. If your mail is in bundles, again use the completed form.

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What type of envelope should I be using?
The size of envelopes used in mailing correspondence should properly accommodate the contents. For use in the United States Postal System there are basically two categories of envelopes: letter size and flats, as referred to by the USPS.

Letter-Size Envelope — Must be rectangular in shape for automated processing by the United States Postal Service. The following dimensions must be met for automated processing: height between 3 1/2” and 6 1/8”; length between 5” and 11 1/2”; thickness between .007” and 1/4”.

Flats-Size Envelope — Large envelopes that exceed any one of the maximum dimensions of a letter are called flats. The maximum size of a large envelope is 12” high, by 15” long by 1/4” thick. Mail pieces that exceed the maximum dimensions for a large envelope are charged parcel rates.

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What is first class mail?
First Class Mail—Any piece of mail weighing up to 13 ounces or less may be sent first class at your option. First xlass mail may not be opened for postal inspection.

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What is priority mail?
Priority Mail—All first class mail weighing more than 13 ounces and not exceeding 70 pounds is considered priority mail. At the option of the mailer, any mail weighing 13 ounces or less can be sent priority mail. There is no minimum weight limitation.

There is a flat rate up to two pounds. Use Priority mail when two- or three-day service is needed.

Please Note: Priority Mail is a two-day service between major markets/cities. Contact mail services at 7-8812 for specific information.


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What is parcel post?
Parcel Post—The following items may be sent via parcel post:
  • packages
  • merchandise
  • library materials
  • bound printed matter
  • sound recordings
  • video tapes or discs
  • computer media
  • books
  • and films.
Each piece may not exceed 70 pounds in weight and a maximum size of 108 inches in length and girth combined. Rates are based on weight, distance, and shape.

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What is library rate?
Library Rate—Specific items loaned or exchanged between:
  • schools
  • colleges and universities
  • public libraries
  • museums
  • herbaria
  • nonprofit (religious, educational, scientific, philanthropic, agricultural, labor, veterans,)
  • or fraternal organizations or associations
may be sent by a special fourth class library rate. Materials must be labeled library rate.”

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What is media mail?
Media Mail—Media mail is a cost-effective way to mail books, sound recordings, recorded video tapes or discs, printed music, and recorded computer-readable media (such as CDs, DVDs, and diskettes).
  • Media Mail cannot contain advertising, except for incidental book announcements.
  • Maximum weight: 70 pounds.

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What are the different classifications of mail?
There are five different mail classifications. They are:

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How do we address interdepartmental mail?
The department name must be clearly written along with the address. Remember that an address is not enough—many departments have the same address.

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Auxiliary Enterprises, Western Michigan University
Phone: (269) 387-2154