Mail Services

The Mailroom's business hours are 8:00 a.m. until noon and 1:00 p.m. until 4:00 p.m. During the noon hour, mail may be deposited through a mail slot in either door at the Shipping and Receiving/ Mail Services building. After hours, mail may be deposited in the white overnight box at the entrance of the east side of the Student and Business Services Building. There is a campus-wide mail pickup and delivery every business day between 9:30 a.m. and 11:00 a.m.

Sending Mail

The following table summarizes all the options available for sending mail
Option Description
First-Class Cut-off time for same day posting and mailing is 3:30 p.m.
Certified, Return Receipt, Insured, and Registered Cut-off time for same day posting and mailing is 2:30 p.m.
Priority Mail (Includes First-Class mail over 13 oz.) Cut-off time for same day posting and mailing is 2:30 p.m. Two to three day delivery, but no guarantee.
Express Mail Cut-off time for same day posting and mailing is 9:30 a.m. Next day delivery, but no guarantee.
Standard Mail (A)/Bulk Mail If mailing is 200 or more identical pieces. Compared to First-Class, there is a significant savings, but a slower delivery time.
Standard Mail (B)/Parcels Matter that weighs more than 16 oz. and falls within one of the following subclasses: Library Mail and Parcel Post.

Please note that if you have a street address your package will be less expensive, easier to track and guaranteed on time, sent through United Parcel Service. (See Shipping & Receiving).

Preparing Mail

General Information

Mail that is to be run through the postage meter should not be printed on red, orange, pink, or any dark color that will reduce the visibility of the red meter ink.

When addressing mail, please use "landscape" orientation. "Portrait" orientation may result in a surcharge for non-standard mail.

When addressing a letter, please incorporate the following requirements:

  • The address must be legible and complete on the side of the mail piece that bears the postage.
  • Be sure to leave a 4-3/4" x 5/8" space in the bottom right corner for bar coding.
  • Please use UPPERCASE LETTERS only.
  • List the city, state (use two-letter state abbreviations), and zip code as the last line.
  • Use one space between city and state, two spaces between state and zip code.
  • List originating department

Address Format Example

ARCATA, CA  95521-8299

Return Address Format Example

ARCATA, CA  95521-8299

Letter Layout Example

An example of correct letter lay out. Not actual size.

An example of correct letter lay out. Not actual size.

First-Class Mail

There is no departmental requirement to presort First-Class mail; however, the Post Office requires the University to presort all First-Class mail into two categories:

  • All 955 zip codes
  • All other zip codes

If your department is ordering labels for a large First-Class mailing or is presorting for any reason, it would save Mailroorn staff time and money if the First-Class mail were presorted into the above zip code sequence prior to sending to the Mailroom.

Standard Mail (A)/Bulk Mail

When you have a message that needs to be mailed to a large number of people, you can save a significant amount in postage if you take the time to prepare and presort the mailing according to the postal requirements that qualify for lower rates.

You will save over 12 cents per letter if you can meet the Standard (A) requirements. For example, a mailing of 500 pieces would result in a savings of $63.50.

What You Need To Know

  • Every piece of mail must be identical in weight and content.
  • There must be at least 200 pieces. (International mail is excluded.)
  • The mail must be in ascending zip code order, with the lowest number first/facing the front of the tray. Please do not tie, band, or bundle this mail.
  • Please package mail in mail trays obtained from the Mailroom. Small mailings, (i.e. 200 to 300 pieces) can be banded and placed in outgoing mail sacks.
  • Standard Mail (A)/Bulk Mail is a low priority for both the H. S.U. Mailroom and the U.S. Post Office. Delivery times are approximately 1 to 2 weeks for destinations in California and 2 to 3 weeks for destinations on the East Coast.
  • Bulk mail that cannot delivered as addressed will be discarded unless there is an ancillary service endorsement such as "Address Service Requested" or "Forwarding Service Requested" on the mailpiece, A fact sheet may be obtained through the Mailroom.
  • If possible, please have an indicia (see sample here) printed in the upper right hand corner of your enveloped. If needed, first class postage can be printed over an indicia.
  • Graphic Services will design and print your mailpiece to meet USPS requirements.

Indicia Format Example

ARCATA, CA 95521

Campus Distributions

Unlabeled flyers, notices, newsletters, and other general communications to the campus may be distributed through the Mailroom. Campus mailings to departments may be sent to:

  1. all staff
  2. all faculty
  3. all campus employees
  4. one or two items to each department. Please call the Mailroom for the most current number for each distribution choice.

Flyers, memos, newsletters, etc. prepared by Graphics/Printing Services may be sent directly from Graphics/Printing Services to the Mailroom. Mark the printing order, send to Mailroom, specifying "all staff," "all faculty," etc. The master and any extra copies of the item will be returned to the originating department.