US POSTAL SERVICE MAIL
Mail of any kind for transport by the US Postal Service should be
enclosed in an appropriate envelope or parcel and sealed. The types of
enclosures determine the mailing classification.
Paper clips and staples are examples of non-mailables in envelopes.
The following are also classified as non-mailables and may be returned
Envelopes and Postcards if these pieces are less than:
3 1/2" in height or 5" in length or .007" in thickness (thickness
of a postcard)
It is recommended that when mailing questionable items to U S or
foreign destinations, the mailer should call Mail Services for assistance.
Window Envelope Enclosures
Enclosures that are designed so that the address appears in a window
must not be stapled to prevent slippage of the address from window view.
If the addressed enclosure does not properly fit the window, use
an envelope without a window.
Sizes and Types
The size of the envelope should properly accommodate the contents.
In the US Postal System there are two categories of envelopes: letter size
Letters and non-letters or flats are rated differently by the USPS.
To assure the best rate, call Mail Services for size and rates before preparing
the mail piece. Use light colored envelopes for legibility and avoid brilliant
Letter size mail must be rectangular in shape for automated processing
If the mail exceeds the following dimensions the postage rate increases
even if the mail weighs under one ounce:
Height: 3 1/2" Min 6 1/8" Max
Length: 5" Min 11 1/2"Max
Flats are envelopes larger than the maximum letter size, but not
larger than 12" high by 15" long and 3/4" thick.
Padded - These envelopes contain a cushioned lining to provide
a degree of safety for mailing small and fragile merchandise. These are
available at the Campus Book Store.
Priority - Should be used for First Class mail weighing over
13 ounces and up to 70 pounds, or any other mail under 13 ounces requiring
expedited delivery. Priority Mail provides two day service between major
CLASSES OF MAIL AND USPS SPECIAL SERVICES
FIRST CLASS AND PRIORITY MAIL
MATERIAL MAILABLE AT FIRST CLASS RATES
The following items may be mailed only as First Class or Express
Handwritten or typewritten material. (This does not include material
produced by a computer.)
Bills and statements of accounts
EXAMPLES OF FIRST CLASS MAIL
Notebook or blank books containing written or typewritten entries, stenographic
or shorthand notes.
Blank printed forms filled out in writing, such as notices, certificates
Printed price lists containing written figures changing individual items.
Invitations to meeting or other events.
Printed material such as receipts, orders, printed letters, and greeting
cards bearing signatures for personal communication.
Privately printed cards (size limitations: .007-.0095" thick; not larger
than 4-1/4"x 6", not smaller than 3-1/2"x 5" and rectangular) go First
Class at postcard rate.
If you wish to use postcards that do not meet the size and thickness
requirements, they must be posted at the First Class letter rate.
The following is considered Standard A Mail (previously bulk):
- Circulars - Catalogs
- Booklets - Newsletters
- Merchandise - Product Samples
- Photographs - Printed Matter
|=>Packages or Parcels
|=>Bound Printed Matter
Book Rate (For books or tapes)
This category for parcels offers a discount on each parcel if you are
shipping within the parameters of Eastern Pennsylvania.
Items that qualify for Book Rate are:
Books of 8 pages consisting wholly of reading matter and containing
no advertising matter other than incidental announcements of books. Display,
classified or editorial style ads paid for by clients or inserted by the
publisher are prohibited.
Films 16 millimeters or narrower in width that are in final form for
Catalogs of films. Catalogs being mailed to or from commercial theaters
are not eligible for this rate.
Printed music in bound or sheet form.
Printed objective test materials and accessories used by or in behalf
of educational institutions.
Printed education reference charts permanently processed for preservation.
Loose leaf pages and binders consisting of medical information for distribution
to doctors, hospitals, medical schools and medical students.
NOTE: All items to be mailed at the Book Rate must bear the identification
statement "Book Rate" on the address side.
Items being mailed to or from a non-profit organization for exchange
only (not to be sold) may qualify for the Library Rate. No permit is required
for this class of mail.
The following items may be mailed at the Library Rate:
Books consisting wholly of reading matter, scholarly bibliographies
and reading matter with incidental black spaces for notations, containing
no advertising other than incidental announcements of books.
Printed music is bounded or sheet form.
Bound volumes of academic thesis in typewritten or duplicated form.
Periodicals, either bond or unbound.
Other library materials in printed, duplicated, photographic or unpublished
Museum materials, specimens, collections, teaching aids, printed matter
and interpretive materials intended to inform or further the educational
work and interest of museums and herbariums. Packages to be mailed at this
rate must bear the identifications statement "Library Rate" conspicuously
on the address side. Each package must show in the address or return address
the names of the school, college, university, public library, museum or
organization with which it associates.
Most items are mailable to foreign countries. However, there are weight
and size restrictions. It is important that mailers contact Mail
Services to determine the proper classification and documentation required.
If customs regulations are not followed and documentation is not
the item will be impounded by customs until the addressee makes
arrangements for clearance and the payment of whatever duties required
for the release of the item. Custom rules apply the same whether mail is
sent by USPS or other couriers.
The last line of any foreign address should
be the country name spelled out in capital letters, in English.
Foreign mail may be sent:
1. Air Mail
2. Global Priority mail (special packaging)
3. Small Packet (green customs form)
4. Printed Matter
5. Parcel Post (white customs form)
TIPS FOR INTERNATIONAL AIR MAIL
Use Air Mail when possible to expedite delivery. Mark "Air Mail" on
the address side of letters and parcels.
Consider light weight envelopes, such as TYVEK, as an economy measure.
Global Priority Mail is a new economical alternative for letters and
packages. This service is for correspondence and packages that are extremely
important but not urgent. Global Priority mail is handled in an expedited
manner and gets priority handling in many countries world wide. The delivery
time for this service is 3-5 days. Contact Mail Services for Global Priority
envelopes and a listing of countries served.
Forget that postage must be paid at the half ounce rate or fraction
of a half-ounce for Letter Class mail.
Abbreviate country names.
Certify mail that is addressed to a foreign country. There is no Certified
Mail service in International Mail.
Deposit items measuring less than 5 1/2 inches in length 3 1/2 inches
in width. They are non-mailable.
Assume the pound weight limits are the same for all countries.
Use Business Reply Mail (card or envelopes) as ours are prohibited for
There are three types of envelopes that can be enclosed in
1. BUSINESS REPLY ENVELOPES
If you know that the rate of your return will be low, the BRM envelope
is your choice. This service enables mailers to receive First Class
mail by paying postage only on the envelopes which are return. We
guarantee payment of the appropriate First Class postage plus a handling
charge to USPS per piece. BRM envelopes can be obtained from the
University storeroom #07560. You will have to type / stamp your department
name / # on them for sortation and chargeback purposes.
2. PREPAID METER REPLY MAIL
Meter Reply envelopes are the most cost efficient method when the
reply rate will be high. Meter Reply Mail does not have a service
charge but the postage is prepaid. These envelopes are ordered from
the University Storeroom #07565. The envelopes are then brought to
the Mail Services Office to have postage placed on them. Type / stamp
your department name / # on them also.
3. COURTESY REPLY MAIL
Courtesy reply envelopes are preaddressed envelopes not provided
by the University storeroom. These envelopes do not carry postage
prepaid by the department. The postage must be applied by the respondent.
When departments are having these envelopes printed with their addresses
on, the proper facing identification mark (FIM) and the delivery point
barcode must also be applied. Contact the Mail Services Office for
the correct paperwork containing these symbols which must accompany the
The Mail Services Department utilizes the presort program for qualified
first class letter mail. We have contracted the services of a Mailing House
to get this discount.
First Class Presort Highlights and Requirements:
ZIP CODE PREFIX GROUPS
This service is only available for First Class letter mail under 2 ounce
Only certain fonts are acceptable
Courier 10 or 12 pt
Courier - New 10 or 12 pt
Prestige Plain 10 or 12 pt
Pica Plain 12 pt
Corporate Mono Plain 10 pt
All mail must contain a zip code.
Postage must be paid by meter stamp. Stamped mail does not qualify.
Preferred format: Address should be all capital letters with no punctuations.
Certified mail provides you with a mailing receipt and a record of delivery
is maintained at the recipient's post office for two years. A return receipt
provides you with proof of delivery and can be obtained for an additional
fee. Certified mail service is available only for First Class Mail. No
insurance coverage is provided. A barcoded label and completed receipt
must be affixed. These receipts and labels can be obtained from Mail Services
INSTRUCTIONS FOR PREPARING CERTIFIED MAIL
Address envelope or package as usual. Apply the certified sticker on
the top center of item.
Complete information on the receipt.
Place your department name and code on the receipt.
After receiving the receipt from Mail Services save the receipt in case
a claim is necessary.
Check service request.
Fill in name of addressee.
Fill in certification number.
Fill in return address on opposite side.
Affix the return receipt on the package front. Always be certain
the service request side is visible.
Endorsement or marking is very important when using "Return Receipt
Requested". The receipt card is attached to the back of letter mail and
can be overlooked by the carrier. You may therefore attach the receipt
card to the front if space permits. Markings should be readable at a distance
of 30 inches.
A delivery receipt for routine shipments can often be obtained by
simply enclosing a self-addressed postcard with the shipment. Request the
addressee to date and mail back the card.
You can obtain payment for domestic mail that has been lost, rifled
or damaged by having it insured. You can buy insurance up to $5000 for
merchandise mailed at Priority, First Class, Parcel Post and Book Rate.
Express Mail includes $500.00 insurance at no extra charge.
Fees for amount of insurance liability is as follows: Maximum liability
for insured mail - $5,000
INSURANCE COVERAGE DESIRED (MERCHANDISE)
$0.01 TO $50
$50.01 TO $100
$100.01 TO $200
$200.01 TO $300
$300.01 TO $400
$400.01 TO $500
$500.01 TO $600
$600.01 TO $5,000
$6.55 PLUS $0.95 FOR EACH $100 OR
FRACTION OVER $600 IN DECLARED VALUE
(Maximum liability is $5,000.00)
1 Bulk insurance discount: $0.40 per piece.
Personal mail is defined as utility bills, driver’s licenses, credit
cards and bank accounts not related to Kutztown University, credit union
accounts, and periodicals not relating in any way to your job. KU should
not be given as your permanent address unless you live on campus.
Outgoing personal mail is handled along with company mail. You may deposit
your personal mail in an OUT basket located in your department or area.
Outgoing personal mail must be sealed and have the proper
postage affixed prior to depositing in the Mail System
Personal mail will be delivered to the U S Postal Service as received
in the Mail Center during our next scheduled trip.