USPS mail is defined as SJSU business mail requiring postage.
Present all mail as early in the day as possible. It is processed in the order received.
The USPS picks up mail at 3:30 p.m.
Mail presented after 3:30 p.m. will leave campus the next business day.
Departments are responsible for preparing, addressing and filling out customs forms.
These forms identify the class or service desired and identify contents for international
mail.
Separate all off-campus mail from intercampus mail.
Separate off-campus mail into groups (First Class and Foreign) and secure all bundles
with rubber bands.
All international mail must be in envelopes.
Business Reply Mail (BRM Envelopes) must be formatted as follows:
Business #10, 4 1/8 x 9 1/2 in (4.125" x 9.5")
Personal #6, 3/4, 3 5/8 v 6 1/2 in (3.625" x 6.5")
Do not put personal mail in the campus mail stream.
Shotgun mail is:
300 pieces for deans and directors.
1,600 pieces for all faculty.
2,700 pieces for campus-wide distribution to all faculty and staff.
Mail Tips
Use bulk rate when mailing more than 200 pieces that have identical contents and/or
envelopes. Use the non-profit indicia (permit 816) to qualify for the reduced postage rate.
Screen your mailing lists for unnecessary names.
Use Certified Mail when you need a receipt and notice of delivery to the sender.
Fold multi-page materials and send it in a #10 envelope to save the extra weight and
postage of a large flat envelope.
Seal all envelopes (especially bulky letter) when possible to prevent the meter machine
from jamming. Non-business size envelopes must be sealed because they cannot be sealed on the meter machine.
Combine mailings to the same location into one large envelope.
Do not use red or dark colored envelopes for outgoing mail because the red ink postmark
will not be legible.
Use business reply envelopes or cards when provided by vendors, rather than SJSU envelopes
and postage.
Use green diamond bordered manila envelopes for first class mail service.
Use intercampus envelopes for on-campus mail and regular business envelopes for off-campus
mail.
To avoid delays in delivery, address all intercampus mail with name, department and
extended zip.
Use SJSU address labels for large items such as flats (10 inch x 14 inch), envelopes
and parcels.
