Mail Preparation & Tips

 Mail Preparation

  • 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.
  • Contact Distribution Services for any USPS supplies.
  • Immediately notify Distribution Services when your campus address changes.
  • When ordering magazines and other publication subscriptions, include your department and extended zip code on the address.