United States Postal Service |
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HOW TO PREPARE DOMESTIC USPS MAIL
All outgoing USPS Mail that needs postage should be kept separate from all other mail and bear a valid University return address. The mail should be stacked with the address facing the same direction, larger pieces on the bottom and smaller pieces on the top. In addition, postcards should be placed on top since our mail processing equipment does not differentiate between letter-size pieces and postcards. Any letter-size pieces that need to be machine sealed by our mail processing equipment should be stacked with the flaps up and nested together. Larger pieces of mail and over stuffed envelopes should already be sealed prior to being metered. Failure to properly seal this type of mail could result in the contents of the mail piece being unsecured in the envelope.
Mail that needs metering should be accompanied by a Domestic Postage Charge Slip if the destination address is within the United States and by a International Postage Charge Slip for mail traveling to other countries. It is very important to keep domestic mail separate from international mail. Your mail should be bundled together by a rubberband and have the appropriate charge slip attached. Large quantities of mail that cannot be secured by a rubberband may be placed in a U.S. Mail tub or tray with the charge slip placed on top in plain view. Campus Mail Service strongly encourages mailers to rubberband their mail to be metered. This helps in making sure that only your mail is processed on your account and no other department's mail is accidentally mixed-in with your mail.
Mail picked up from each department on campus is merged with mail picked up from other departments, so securely rubberbanding your mail will help insure each department's mail stays together. Campus Mail Service also encourages mailers to keep a supply of postage stamps on hand. This will help cut down on our Mail Processing Clerks having to set-up the mail processing equipment to process only one or two pieces of mail and so they can concentrate on processing larger quantities of mail to be metered.
Failure to properly prepare your mail could result in your Mail Delivery Clerk not picking your mail up, having your mail delayed or having your mail returned to you for proper preparation. Contact a Mail Operations Shift Leader if you have any questions on how to properly prepare your outgoing USPS Mail.
HOW TO PREPARE YOUR INTERNATIONAL MAIL
All mail being sent internationally should be accompanied by a completed International Postage Charge Slip and must be kept separate from all other mail. International mail that is not kept separate from mail traveling to U.S. destinations could result in having that mail be processed in the wrong classification and will most likely receive incorrect postage.
All international parcels should be accompanied by a completed and signed customs form (PS form 2976 or PS form 2976A).
2976-A
2976
These forms can be obtained at any United States Post Office, or ordered online through the Campus Mail Service.
NEW! You can now fill-out Customs Forms online by clicking here.
Need help selecting a form? We have a chart that can help.
When addressing your mail piece, the last line of the address should contain only the name of the destination country spelled in English, all capital letters with no abbreviation. Contact a Mail Operations Shift Leader if you have any questions on how to prepare your outgoing international mail.
Properly Addressing International Mail
The Postal Service urgently reminds mailers of the Universal Postal Union (UPU) requirements concerning all aspects of addressing international mail, as noted in the article titled "IMM and Publication 51 Revision: Requirements for Properly Addressing International Mail", published in Postal Bulletin 22140 (10-28-04, pages 85-86). The Postal Service encourages and reinforces these requirements.
• The mailer must provide complete, detailed, and legible descriptions of contents on a customs declaration form (either PS Form 2976, Customs Declaration CN 22 - Sender's Declaration (green label), or PS Form 2976-A, Customs Declaration and Dispatch Note CP - 72, whichever is applicable) - along with required import documentation - to specifically identify the contents of any package. General descriptions such as "gift" or "present" are not acceptable.
• The mailer must affix the completed customs declaration form to a properly addressed mail item in order to ensure timely and accurate delivery by foreign postal administrations.
• The mailer must write the complete name and address of both the sender and the recipient in roman letters and arabic numerals on articles of mail containing merchandise or articles subject to customs control. This required information includes the ZIP CodeTM and country of origin of the sender.
• The mailer must use only one return address. A company name or a corporation name is acceptable as a sender name as part of a properly completed address.
Instructions for properly addressing items and for completing customs declaration forms are in International Mail Manual (IMM) parts 122 and 123, respectively. The online version of the IMM can be accessed via Postal Explorer® at http://pe.usps.gov.