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Mail Preparation Quick Guide
- Use a complete return address, including department name, on all outgoing mail to be metered. Mail Services is not permitted to meter mail that does not have a CSUSB return address.
- All outgoing mail must have a zip code. Lack of a zip code could cause a delay in the delivery of your mail.
- Use intra-campus envelopes, rather than stationery, for your intra-campus mail.
- Mail is sorted by department. Use a department name on all your intra-campus mail. Give your department name to all your correspondents.
- Address envelopes so that the destination address is parallel to the longest edge of the envelope. Address manila envelopes so that the flap is on the back of the right or leading edge of the envelope. SEAL all large envelopes.
- Leave the upper right hand corner of envelopes free of all marks. This is the area where the meter imprint goes.
- We can only seal #10 (business size) envelopes or smaller. We can only seal envelopes that contain five or fewer pieces of 20# paper. Overstuffed envelopes will be returned to the sending department for sealing. Envelopes to be sealed must face the same direction with the flaps down. Envelopes must be bundled and secured with rubber bands.
- Make sure that all your mail faces the same direction. Separate your outgoing mail into these categories: stamped mail, intra-campus mail, mail to be metered. We further request that you separate international mail from domestic mail. Please band multiple items with a note. Separate and clearly mark any mail requiring special handling/service such as certified.
- If you are planning to redesign envelopes or are reordering an older design, please check with Mail Services first. The U.S. Postal Service mailability rules change periodically and some formats can exclude your mail from discount postage program or may result with a surcharge being applied.