Daily Mail Preparation

Daily Outgoing Mail Preparation

  1. It is important to indicate how your outgoing mail is to be sent, i.e. First-Class, Book Rate, parcel, etc. One method is to use preprinted mailing address labels or envelopes from ReproGraphics. The preprinted labels/envelopes have the SDSU return address, an area for the outgoing address and a checklist of options to specify how the mail is to be sent. 
  2. All mail must include a barcode of the account string for chargeback purposes.
  3. All outgoing mail should be bundled into groups by account numbers and held together with rubberbands (or, for a larger mailing, placed in trays available from Mail Services).
  4. Mail pieces should be separated according to their weight. This is especially important for larger mailings. In order to take advantage of USPS automation, and to reduce labor costs, we weigh one mail piece from each bundle or tray, determine how much postage is required, and affix or print the same amount of postage on all of the other mail pieces in the group. Comingled mail pieces of different weights may inadvertently be metered with incorrect postage. Mail pieces metered with a lower rate than required will be returned by the USPS due to insufficient postage. 
  5. Mail pieces should all be grouped to face in the same direction. Flaps must be up on envelopes that need to be sealed. (NOTE: larger envelopes, such as 9x12, can only be sealed if the flap is on the long side of the envelope).
  6. Sample of Proper Address Format
    Information / Attention:   JOHN DOE
    Name of Recipient:          ABC CORP
    Delivery Address:            1234 ELM ST RM 201
    City, State, Zip:                 ANYTOWN CA 98765-4321
  7. Printed matter going to foreign destinations must be packaged to protect the contents and permit easy inspection. If not contained in envelopes or wrappers, folded items must have the open edges secured by tape, tabs, or wafer seals (no staples) of sufficient quantity and strength to keep the items from opening during postal handling.
  8. A U.S. Custom's Form PS2976-R should be completed, signed, and attached to international packages weighing one pound or more. This requirement is due to increased security for packages sent by air. Forms may be requested from Mail Services.