First Class Mail

• Definition and limitations for First Class Mail
• Addressing
• Mail Piece Design
• Standard Mail A
• Business Reply Mail
• Standard Mail B
• Permit Imprint

Definition and limitations for First Class Mail

First Class mail includes:

• Matter that is written or typewritten
• Matter closed against postal inspection
• Matter having the character of actual and personal correspondence

Note: University policy states that "Employees may not use the campus mail system for receiving or sending personal mail. The purpose of the campus mail service is to support the necessary communications of the University business only. It also may not be used for purposes of organizations or activities not sanctioned by the University or for political purposes."

Physical limitations for First Class/Priority Mail (per piece):

• The maximum weight for First Class mail is 13 ounces. First Class items weighing more than 13 ounces should be marked Priority Mail and will receive Priority Mail service.
• May not weigh more than 70 pounds
• May not exceed 108 inches total length plus girth
• Minimum size is 5 inches long, 3.5 inches high and 0.007 inches thick
• Maximum size for cards at the postcard rate is 6 inches long, 4.25 inches high, and 0.0095 inches thick
• Under 1 ounce is subject to a 11-cent surcharge if it is longer than 11.5 inches, higher than 6 1/8 inches, thicker than 1/4 inch or if the aspect relation of height to width is not between 1 to 1.3 and 1 to 2.5.

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Addressing

In order for outside mail to reach you faster, give your complete return address to all senders, including:

• Your Name
• Northwestern University
• Department Name
• Building Name
• Building Address
• Evanston, IL 60208-xxxx (Evanston Mail Code) or Chicago, IL 60611-xxxx (Chicago Mail Code)

Reference www.usps.com/ncsc/lookups/usps_abbreviations.html for abbreviations.

If labeling or inserting is required, contact Printing Services in Evanston at 847/491-3565 or in Chicago at 312/503-8137.

Outgoing U.S. mail that requires postage can either be left for pickup with your campus mail or brought to the mail center. The mail is weighed, posted, and taken to the Post Office. Only mail pertaining to University business can be sent to the mail center for postage.

Letter-size mail does not have to be sealed, but the flaps should be left up (nested). This mail is sealed as it passes through the mailing machine. Envelopes larger than letter size, as well as all international mail, should be sealed before it is given to Mail Services.

All outgoing mail should be accompanied by a completed "Request for Mailing Services" form. Use of this form will help your department keep better track of your postage dollars. If this form is not used, your department may have trouble reconciling your billings. The forms are available from Mail Services. Mail Services can provide departments with labels that contain account numbers in barcode form. These labels should be attached to the "Request for Mail Services Form" for faster processing.

For information on Postal Endorsements or Mailing Permits, call Evanston Mail Services at 847/491-7227 or Chicago Mail Services at 312/503-8131.

Every day the Northwestern University mail centers in Evanston and Chicago process thousands of pieces of incoming and outgoing mail. There are several things that your department can do to expedite your mail:

• Make sure your mail is addressed properly
• Call Mail Services for information to help reduce postage costs.
• Separate your mail into the following categories before it is picked up:
  • Domestic mail that requires postage
  • International mail that requires postage
  • Stamped mail
  • Evanston campus mail
  • Chicago campus mail

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Mail Piece Design

Call Evanston Mail Services at 847/491-7227 or Chicago Mail Services at 312/503-8131 before proceeding with mailing design production to ensure proper United States Postal Service guidelines are followed.

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Standard Mail A

Standard A single-piece mail consists of any mail able matter that is not mailed (or required to be mailed) as First Class Mail, and is less than 16 ounces.

Only University-related material can be sent Standard Mail A Bulk Mail, and the return address must identify Northwestern University.

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Business Reply Mail

Business Reply Mail service enables senders to receive First Class Mail by paying postage on the mail which is returned. The permit holder guarantees payment of the appropriate First Class postage, plus a per-piece handling charge. Business Reply Mail cannot be sent to any foreign country.

Business Reply Mail is a card or envelope that is sent out with mail to solicit a response from the recipient; the department must pay the postage. The department pays only for the cards or envelopes returned. The cost is regular First Class postage, plus a per-piece surcharge. There is a per-piece discount for all cards and 1-ounce letters that contain the correct Zip+4 Code (60201-XXXX) and a bar code. Printing Services, in cooperation with Mail Services, will automatically put the correct Zip+4 Code (60201-XXXX) and bar code on all Business Reply Mail cards and envelopes they print. If a department is working with an outside vendor, they should contact Mail Services for the correct Zip+4 Code (60201-XXXX) and bar code for their department.

Please note that the Zip Code 60201, not 60208, should be used for all Evanston Business Reply Mail; 60611 is to be used for Chicago Business Reply Mail.

The Postal Service has strict preparation requirements for Business Reply Mail. Contact Evanston Mail Services at 847/491-7227 or Chicago Mail Services 312/503-8131 for the proper format before printing (or reprinting) Business Reply Mail envelopes or cards.

Meter Reply Mail

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Standard Mail B

Standard Mail B, or Parcel Post, consists of any mail able matter that is not mailed (or required to be mailed) as First Class Mail, and weighs 1 pound or more.

There are several sub-categories of Standard Mail B that offer reduced rates for material that meets the necessary qualifications. Call Evanston Mail Services at 847/491-7227 or Chicago Mail Services at 312/503-8131 if you need more information on these sub-categories:

Media Mail includes:

• Books (including books issued to supplement other books) of at least eight printed pages, consisting wholly of reading matter or scholarly bibliography, or reading matter with incidental blank spaces for notations, and containing no advertising matter other than incidental announcements of books
• 16mm (or narrower) width films, and catalogs of such films of 24 pages or more
• Printed music, whether in bound form or sheet form
• Sound recordings
  

Bound Printed Matter includes:

• Advertising, promotional, directory, or editorial material, or any combination of these
• Securely bound by permanent fastenings such as staples, spiral binding, perfect binding, etc.
• Sheets of which at least 90% are imprinted by any process other than handwriting or typewriting with letters, characters, figures or images, or any combination of these

Library Rate, only the following items may be mailed at the Library Rate when loaned or exchanged between schools, colleges, universities, public libraries, and museums:

• Books
• Bound volumes of academic thesis
• Periodicals
• Printed music
• Sound recordings

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Permit Imprint

Permit imprint mail can apply to either First Class Mail or Standard A Bulk Mail, and simply means that 200 pieces or more of mail is being sent out that is the same size and weight, and weighs under one pound per piece.

First Class Mail should be used when you are sending a mass mailing that requires special envelopes to be printed. By printing the proper First Class Mail indicia directly on the envelope, your mailing does not have to be run through the mailing machine and will be processed faster. There is no need for special sorting done by the sender, the mail can be sent to Mail Services in any order.

Has no postage discount but will expedite delivery.

Call Evanston Mail Services at 847/491-7227 or Chicago Mail Services at 312/503-8131 for more information on Permit Imprint.

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