Mail Preparation

Outgoing U.S. Mail

Postal Services provide services involving the preparation, metering and pre-sorting of outgoing U.S. Mail for the entire University. Postal Services is responsible for processing mail in a timely manner and at the lowest cost to the University. Our department is also responsible for interpreting and enforcing U.S. Postal regulations and providing postal information to campus personnel. If you have questions concerning U.S. Mail preparation call us at 621-7939.

General Mail Preparation

Improperly sorted or prepared mail will result in delays and could result in the return of your mail.

Mail Sorting

The primary sort of the University's mail must be done at the department level. Campus mail, stamped mail and mail requiring metering by University Postal Services must all be kept separate. In addition, mail requiring metering must be separated and bundled by mailing code.

No Personal Mail

Due to heightened security and liability No personal Mail may be received or distributed through the UA Postal Services system. Only legitimate University business mail will be processed.

University Return Address

All mail to be processed through UA Postal Services MUST have a University of Arizona return address, including your PO Box Number and your account number on the envelope or parcel.

Sealing Policy

Your department should seal individual Mail and small bundles of letters (25 or less). Larger bundles of letters, if nested (flaps open), will be sealed by UA Postal Services.

For security of your mail, all bulky #10 business envelopes should be sealed by your department.

Your department must seal all flats. Flats are envelopes that are larger than the standard #10 envelope. These should be sealed with tape or glue, Not staples, and envelopes with metal clasps should not be used.

Sample Endorsements

All flats, packages and foreign mail must be endorsed with the appropriate type of service. Mail without an endorsement will be sent First Class.

Sample endorsements:

  • First Class
  • Library Rate
  • Air Mail
  • Printed Matter
  • Parcel Post
  • Book Rate
"Specialty Items" Mailings

Letter mail and its contents need to be reasonably flexible and flat to ensure proper transport through our equipment, and the USPS automated system. Because they can cause damage to mail and the equipment, pens, pencils, keys, booster buttons, lapel pins and other rigid items should not be included in letter mail. To assure delivery of this type of mail, please use padded mailers.

USPS Size Standards

All pieces must be at least .007 inch thick, and all pieces that are 1/4 inch or less in thickness must be:

  1. Rectangular in shape,
  2. At least 3 1/2 inches high, and
  3. At least 5 inches long.

Note: Pieces greater than 1/4 inch thick can be mailed even if they measure less than 3 1/2 by 5 inches.

USPS will not accept packages over 70 pounds.

USPS Non-Standard Surcharge

First Class mail and single piece Third Class mail weighing one ounce or less is considered as "non-standard" mail by the USPS and is subject to a surcharge (.11 per piece) in addition to the applicable postage if any of the following dimensions are exceeded:

  • Length - 11 1/2 inches,
  • Height - 6 1/8 inches,
  • thickness - 1/4 inches, or
  • the length divided by the height is not between 1.3 and 2.5 inclusive.
International Mail Preparation

International mail must be kept separate from domestic mail so it will not delay dispatch due to insufficient postage.

Postage rates to Canada and Mexico are less than other foreign countries. To assure that the proper postage is applied, please note "Canada" or "Mexico" on the front.

Customs Declaration Forms - Federal Aviation Administration rulings place restrictions on all packages weighing 16 ozs. or more to international and APO/FPO destinations. In order to comply with the requirements, all packages (16 ozs. or more) to International destinations, including Canada and Mexico and APO/FPO overseas military installations, must have the appropriate Customs Declaration form attached. The old forms are NOT acceptable. The Post Office now requires customers to present any package that uses a HAND WRITTEN Customs Declaration Form to a Post Office counter and cannot be sent through the University Postal Services. These forms are PS Form 2976 and PS Form 2976-A.

If you wish to send any international packages through the University Postal Services with postage or using a KFS account number, you will need to go to https://www.usps.com/send/customs-forms.htm? Click "Get Started", fill out the form and attach it to the package.

Please do not use the Customs Declaration Form as a mailing label. You will still need to have the sender's address and the addressee's address on the package in their proper areas. For more information, please call University Postal Service at 520-621-7939.

All mail going to foreign countries must be enveloped or wrapped (except post cards).

Your department should seal all foreign mail.

Foreign mailings should have the country name, printed in capital letters, as the only information on the bottom line. The postal deliver zone, if any, should be included with the city. For example:

MR THOMAS CLARK
117 RUSSELL DRIVE
LONDON W1P6HQ
ENGLAND
Business Reply Mail

Business Reply Mail must meet strict requirements set forth by the USPS. Check out the UA Print Supplier Program brochure for more information or call 520-621-9514 for any questions you may have.

Certified Mail

 Follow this link to see how to fill out Certified Mail forms.