Mail Center Guide
Equal Opportunity/Affirmative Action Employer
Offering Equal Educational Opportunities
www.jcpsky.net
July 2013
Mail Center Guide
Notes
ACS, Business Reply Mail, BRM, Certified Mail, First-Class, Express Mail, Media
Mail, Parcel Post, Priority Mail, Registered Mail, Standard Mail, USPS, ZIP Code,
ZIP, ZIP + 4, U.S. Postal Service, and Signature Confirmation are registered
trademarks of the United States Postal Service.
Mail Center Guide
Mail Center Customer,
This Mail Center Guide has been prepared as a
source for you to obtain the best available mail
services.
It covers such topics as addressing, enclosures,
envelopes, interoffice mail, United States Postal
Service (USPS) mail classifications, specialized
delivery services, and other basic information to
assist you with your mailstream needs and objectives.
We hope that this guide will be a useful desk
companion for you.
The more we know about your needs, the better we
can fulfill them. Whether you need a special service,
have a large mailing planned, or are sending or
receiving something out of the ordinary, let us know in
advance and it will be our pleasure to assist you.
If you have a specific question regarding mailing, we
encourage you to call the Mail Center at Ext. 3550 for
the VanHoose Education Center or at Ext. 3325 for
the C. B. Young Jr. Service Center.
Mail Center Guide
Table of Contents
Mail Center—General Information ............................................. 1
Hours of Operation.............................................................. 1
Staff and Their Titles ........................................................... 1
Available Services............................................................... 1
Scheduled Delivery and Pickup Times................................. 2
Mail Drop-Off Form ............................................................. 2
Pony Mail.................................................................................. 3
Location Codes ................................................................... 3
Addressing .......................................................................... 3
Envelopes ........................................................................... 4
USPS Mail ................................................................................ 6
First-Class Mail Service....................................................... 6
Bulk Mail Service ................................................................ 7
Priority Mail Service ............................................................ 8
Extra Services..................................................................... 9
Endorsements................................................................... 10
Express Mail Service......................................................... 12
Certified Mail ..................................................................... 12
Reply Mail ......................................................................... 15
Large Mailings .................................................................. 15
Personal Mail .................................................................... 15
Addressing for Success..................................................... 15
Address Placement ........................................................... 17
Addressing Best Practices and Format .............................. 18
Standard Address Abbreviations ....................................... 19
Enclosures ........................................................................ 21
Envelopes ......................................................................... 21
Mailers’ Services Available...................................................... 23
Insertion (Envelope Stuffing) ............................................. 23
Sealing ............................................................................. 23
Mail Center Guide
Mail Center—General Information
Hours of Operation
The Mail Centers are open from 8 a.m. to 4:30 p.m.
each working day. The telephone extension is 3550 for
VanHoose and 3325 for C. B. Young.
Staff and Their Titles
Title
Mail Center Lead
VanHoose
Mail Center Lead
C.B. Young
Senior Mail Clerk
C.B. Young
Mail Clerk
VanHoose
Individual
Phone
E-Mail
Janet Jones
3550
[email protected]
Amanda Pierce
3325
[email protected]
Rick Schnell
3325
[email protected]
Judy O’Connell
3550
[email protected]
Available Services
The Mail Centers offer folding*, envelope stuffing
(inserting)*, sealing, metering, and sorting to all Jefferson
County Public Schools (JCPS) locations. Several
discounts are available for most mail services by using
the Mail Centers.
*Folding and inserting services are only available through the C. B. Young Mail
Center.
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Mail Center Guide
Scheduled Delivery and Pickup Times
The following mail schedule is available Monday through
Friday:
Internal Mail (VanHoose)
Morning Delivery/pick up
10:00 AM
Internal Mail (C.B. Young)
Tuesday and Thursday 8:15 AM
Morning Delivery/pick up
Monday, Wednesday and Friday 8:45 AM
Pony Box in front of VanHoose
9:00 AM
Internal Mail (VanHoose)
Afternoon Delivery/pick up
1:30 PM
Internal Mail (C.B. Young)
Afternoon Delivery/pick up
12:45 PM
Certified Mail, Registered Mail™ &
Express Mail services (VanHoose)
4:00 PM cutoff
Certified Mail, Registered Mail™ &
Express Mail services (C.B. Young)
9:00 AM cutoff
Note: In order to meet the deadlines set by the USPS, mail
must be delivered to the Mail Center by 2:30 p.m. If
you miss the cutoff time, your material may be sent
out the next business day.
Mail Drop-Off Form
A Mail Drop-Off Form (Exhibit 12) (see page 28) is
required to expedite mailings. The form is completed by the
mailer and must accompany the mailing to the Mail Center.
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Mail Center Guide
Pony Mail
(Internal or Interoffice Mail)
• Pony mail is sent to district locations.
• Mail sent through the Pony should be clearly marked with
the location name and the recipient.
• Indicate your name/location in the return address portion.
• Religious, personal, political, and commercial
advertisements are prohibited from being sent through the
Pony.
• Metal clasps must be covered.
• Mail must be sealed.
• If you use a recycled envelope, please remove or
thoroughly mark over the old address information.
• Band together mail that is going to the same location.
• Incorrectly addressed mail will be opened and returned to
the sender.
Location Codes
Location codes are used to identify each school. Location
codes help Mail Center personnel deliver the mail in a timely
manner.
See the company telephone directory for location codes.
Use location codes as part of your return address for all
internal mail.
Addressing
• Plain Envelopes (Exhibit 1) (See page 5.)
All envelopes should be addressed with the return
location, location number, and contact name in the upper
left-hand corner of the envelope. The delivery address
should be in the center of the envelope and include the
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Mail Center Guide
location, location number, and full attention name and
building number if applicable.
• Interoffice Envelopes (Exhibit 2) (See page 5.)
These are envelopes used repeatedly for internal mailings.
When using interoffice envelopes, make sure all previous
markings have been marked out to ensure proper
handling and direction to the intended recipient. The
addressee should always appear on the last line. Do not
address between previous markings.
• Internal Parcels
The addressing of parcels and packages for internal
distribution is the same. Use the location, location number,
and full attention name and building number if applicable.
• Change of Address
A change of your internal location should be reported to
the Mail Center. As soon as you learn of your new location
and location number, send a memo or an e-mail to Janet
and Amanda in the Mail Centers. Indicate the new and old
locations.
Envelopes
• Appropriate Size and Strength
Envelopes should be of the right size and strength to
accommodate the enclosures.
 The envelope size should properly accommodate
inserts. Excessively large envelopes will not keep the
inserts securely in place. The inserts in such
envelopes slide, creating an imbalance of the
envelope, increasing the risk of ripping and loss of
contents. A snug fit keeps the enclosure in place within
the envelope.
 Conversely, when an envelope is overstuffed, it can
burst at the seams. The result can be a total loss of
the mail piece.
 The strength of the envelope should withstand the
weight of its contents. If there is stress at the seams or
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Mail Center Guide
sharp edges, the envelope is overloaded and can
burst, increasing the chance of the contents being lost.
Use a larger envelope.
Exhibit 1
Exhibit 2
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Mail Center Guide
USPS Mail
Postage prices vary with each classification.
• Oversize/Underweight Mail
First-Class Mail, Standard Mail, and international LetterPost mailpieces are nonmachinable if they have an aspect
ratio (length divided by height) that does not fall between
1.3 and 2.5 inclusively.
• There is an additional charge on each piece of mail that is
found to be nonmachinable.
In addition, pieces measuring less than the following
dimensions are nonmailable in the USPS and will be returned
to you.
3 1/2" in height
or
5" in length
or
.007" in thickness
First-Class Mail Service
The Mail Center is capable of sending First-Class Mail
(business size #10 or white 6" x 9" envelopes) at the
discounted price of $0.36 per piece for 1 oz and 2 oz mail.
That’s a $0.10 to $0.30 savings!
• Clearly address mail with legible writing. Printed labels in
at least 10-point font are preferred but not required.
• Use a full return address, including Jefferson County
Public Schools, your location name, street address, city,
state, and ZIP Code.
• Do not print a barcode on the label.
• Mail should be facing the same direction and banded or
placed in a box marked “First-Class Mail.”
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Mail Center Guide
• If you tape the envelope closed, the tape must not carry
over to the front of the envelope but should run the entire
length of the flap.
• If you are not sending a certificate or picture, please fold
the contents and use regular business-size envelopes
since mail is calculated by weight and size.
• If you are mailing letters and your business-size envelopes
are more than ¼" thick after trifolding, the letters will need
to be folded in half instead and placed in white 6" x 9"
envelopes. These must be sealed or taped.
• If labels are used, they must be centered and straight.
• Metal clasps are not allowed for First-Class Mail.
• Staples are not allowed in First-Class envelopes.
When your mail does not qualify for the discounted rate, we
will apply the appropriate postage. This includes large
envelopes, postcards, and boxes.
Bulk Mail Service
Send mail at $0.119 for each piece! Please call the Mail
Center for instructions before you start a bulk mailing.
Report cards, progress reports, medical records, and
other personal information may not be mailed as bulk
mail.
• Bulk mail must have at least 200 pieces, and each piece
must be exactly the same.
• Addresses must include “or current resident” in the
address or a return service endorsement on the piece.
• Bulk mail may include newsletters, fliers, envelopes, and
postcards.
• It must not include personal information, except for the
address.
• It must include “Jefferson County Public Schools” in the
return address section.
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Mail Center Guide
• It may not have any handwritten information inside except
the address.
• One-page newsletters must be placed in an envelope.
• Two-page newsletters may be bifolded and tabbed closed.
(See tabbing regulations.)
• If you are mailing letters and your business-size envelopes
are more than ¼" thick after trifolding, they will need to be
folded in half instead and placed in a 6" x 9" envelope.
(You may use brown envelopes for bulk mail.)
• Postcards and newsletters must be prestamped with the
permit stamp.
• The 1163 permit stamp may be used only on mail that is
brought to the mail center or mailed through Materials
Production.
• It’s a federal crime to place mail with the nonprofit 1163
permit stamp on it in a mailbox.
• All bulk mailings must be sorted by ZIP Code and facing
the same direction. Tip: Sort your list in Infinite Campus
before exporting for labels.
• A list of ZIP Codes with quantities and the grand total must
be provided with the mail.
• The USPS service standards say bulk mail can take
five to seven business days to deliver. However, JCPS
mail is primarily local and typically only takes one to
two business days to deliver. Please keep this in mind
for dated events when planning for a bulk mailing.
Priority Mail Service
All First-Class Mail mailpieces exceeding 13 ounces and not
exceeding 70 pounds are considered Priority Mail and, at the
option of the mailer, any mail weighing 13 ounces or less.
There is no minimum weight limitation.
The USPS provides free Priority Mail supplies (1-800TheUSPS): cardboard and Tyvek envelopes, boxes, stickers,
and tape.
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Mail Center Guide
Use Priority Mail service when one- to three-day service is
desired.
Use the Flat-Rate Priority Mail envelopes when possible,
especially if the mailpiece weighs more than 1 pound. These
free envelopes allow any weight of material up to and
including 70 pounds, and postage will be the 1-pound rate.
Note: Priority Mail service is typically two days between 64
major markets (e.g., Atlanta to Dallas or Chicago to New
York). When using Priority Mail, we recommend use of Priority
Mail envelopes available at no charge from the Mail Center or
your local Post Office.
Extra Services
Accountable Mail includes all mailpieces with Certified Mail
service, Registered Mail service, and insurance. Supplies for
Extra Services are available in the Mail Center.
Certified Mail service provides you with a mailing receipt,
and a record of delivery is maintained at the recipient's Post
Office. Certified Mail service is available only for First-Class
Mail. No insurance coverage is provided. A numbered label
and completed receipt must be affixed. These labels can be
obtained from the Mail Center.
Registered Mail service—The Registered Mail system is
designed to provide added protection for valuable mail.
Postage insurance may be purchased to cover articles valued
up to $25,000. Registered Mail service is the most secure
delivery service the USPS offers. It incorporates a system of
receipts to monitor registered articles from the point of
acceptance to delivery. Return Receipt and Restricted
Delivery services are available for additional fees. Added
security may delay delivery by 24 to 48 hours.
Insured Mail—You can obtain payment for domestic mail that
has been lost, rifled, or damaged by having it insured. You
can buy insurance up to $5,000 for Package Services mail. It
is also available for merchandise mailed at the Priority Mail or
First-Class Mail rates. Express Mail Service includes $100
insurance at no extra charge.
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Mail Center Guide
Return Receipts—A return receipt is your proof of delivery. It
is available for Insured Mail, Certified Mail, Registered Mail,
and domestic Express Mail shipments. The Return Receipt
identifies the article number, who signed for it, and the date it
was delivered. It is not necessary to use a Return Receipt on
all Certified Mail or Registered Mail mailings. Be certain to
identify your mail stop, department, or cost center on any
return receipts so we can route them back to you.
Endorsements
Recent changes to endorsement procedures by the USPS
require all envelopes to be re-evaluated to ensure proper
handling. The following information will help determine the
proper endorsement to meet our objective for undeliverable
mail.
Type, Size, and Placement
Endorsements must be in at least 8-point type and appear in
one of the following locations:
• Immediately below the return address
• Immediately above the delivery address
• Immediately to the left of the postage area and below any
rate marking
• Immediately below the postage area and below any rate
marking
In addition, there must be at least 1/4" clear space around the
endorsement.
Ancillary Service Levels and USPS Action
Mailer is only notified after 60 days or if the piece is undeliverable as addressed.
Additional notification options are available via electronic Address Change
Service (ACS). The periodical is disposed of if not forwarded.
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Mail Center Guide
For mail with an invalid endorsement that implies requested
forwarding, the treatment for Address Service Requested will
be provided. For an invalid endorsement that implies no
requested forwarding, the treatment for Return Service
Requested will be provided.
Treatment by Class
• First-Class Mail service—Change Service Requested
endorsement means UAA pieces will be discarded. The
mailer will get a separate address correction and pay an
address correction fee. Participation in the electronic ACS
will be required before a mailer may use the endorsement
on First-Class Mail mailpieces. This restriction limits the
service to mailers who are most likely to know the
consequences of this option—namely, that UAA pieces so
endorsed will be discarded. The mailer will still get notice
of an address change or the reason for nondelivery.
• Standard Mail service—Standard Mail mailers who do
not want forwarding service will have four options:
 No endorsement: An unendorsed UAA piece will be
discarded, and the mailer will not get a notice of
address change or the reason for nondelivery.
 Return Service Requested: (endorsement) A UAA
piece will be returned to the mailer with the new
address or the reason for nondelivery attached. The
mailer will pay the appropriate return postage.
 Change Service Requested: (endorsement) A UAA
piece will be discarded, and the mailer will get a
separate notice of the new address or the reason for
nondelivery. The mailer will pay an address correction
fee.
 Or Current Resident: This will direct the post office to
deliver the mail to the address on the piece regardless
if the person lives at that address.
• Express Mail service—Express Mail is handled the same
as First-Class except the Change Service Requested
endorsement is not available for Express Mail Services.
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Mail Center Guide
Express Mail Service
Express Mail provides next-day or second-day service to all
major markets in the United States and many foreign
countries. Express Mail mailpieces can weigh up to and
including 70 lbs. and can be delivered seven days a week.
(There is an added fee for Sunday or holiday delivery.)
Do not place critical mail for this service in the internal mail
system. In order to make that day's mailing, mail for this
service must be delivered to the Mail Center by 2:30 p.m. A
completed Mail Drop-Off Form (Exhibit 12) (see page 28)
must accompany each piece.
Domestic Overnight Delivery is guaranteed by the USPS (to
most locations) and provides for a full postage refund if the
item is not delivered on time. (Certain exceptions apply.)
Certified Mail
• Certified Mail is used to ensure that your mail arrives at its
destination.
• When you use Certified Mail, a date-stamped receipt is
issued.
• The recipient’s signature is obtained at the time of
delivery, and a receipt is delivered to the sender.
• If you send a letter via Certified Mail, please leave
completed forms attached to the envelope.
• Include your location name on the green and white slip so
that the receipt can be returned to you. Do not write in the
white postmark area.
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Mail Center Guide
Exhibit 3
Write your location name on the slip.
Exhibit 4
Front and Back of Return Receipt.
13
Mail Center Guide
Exhibit 5
Place the Certified Mail slip as close to the return address as possible to give
the Mail Center room for the postage.
Exhibit 6
The #2 Article Number on the Return Receipt is the tracking number sticker on
the Certified Mail slip.
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Mail Center Guide
Reply Mail
When you decide to design any business reply envelope or
card, please call Materials Production at Ext. 3330 for proper
format. Your department must appear in the address for
proper delivery on return.
• Business Reply Mail (BRM) Service
BRM service enables mailers to receive return/reply mail
with First-Class Mail service by paying postage and
handling charges only on the mail that is returned.
Large Mailings
Before producing a large or specialized mailing, include
Amanda Pierce in your mailing arrangements to ensure that
your mailing program is timely and cost-effective.
Advance notice is required to effectively handle and process
large or specialized mailings. Large mailings are considered
any mailing consisting of 200 or more pieces.
If you are not sure of something concerning a mailing, please
call the Mail Center at Ext. 3325 for assistance. We want to
help.
Personal Mail
Outgoing personal mail is handled along with company mail.
You may deposit your personal mail in the 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. Our
personnel will be glad to help you determine the proper
amount of postage.
Personal mail will be delivered to the USPS as received
during our next scheduled trip.
Addressing for Success
• Specific Format
The following images illustrate the recommended address
format and position to ensure efficient handling and
delivery by the USPS.
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Mail Center Guide
Domestic Address Format
JEFFERSON COUNTY PUBLIC SCHOOLS
AMANDA PIERCE
MAIL CENTER
3001 CRITTENDEN DR
LOUISVILLE KY 40209
JOHN DOE
ABC CO
54 SOUTH PEARL ST
NORTHEAST PA 16428-1288
International Address Format
JEFFERSON COUNTY PUBLIC SCHOOLS
AMANDA PIERCE
MAIL CENTER
3001 CRITTENDEN DR
LOUISVILLE KY 40209
MARY JONES
STATION 321
OTTAWA ONTARIO K1A 0B1
CANADA
Exhibit 7
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Mail Center Guide
Processing and delivery of your mailpieces are improved
when you:
CAPITALIZE THE FONTS WITHIN THE DELIVERY
ADDRESS.
Use two-letter state abbreviations (Exhibit 10).
Eliminate all punctuation (except the hyphen
between the ZIP Code and +4 Code).
Use common abbreviations (Exhibit 9).
Use ZIP+4 Codes.
Note: This formatting is preferred, but it is not
required. The automation machines that read
the mail can read some handwritten and
cursive mail.
Make sure the delivery address appears on the line immediately
above the city, state, and ZIP Code line, e.g.:
123 W MAIN ST STE 400 or PO BOX 125
If both the street address and the PO Box are on the same line,
the mailpiece will be delivered to the PO Box.
Address Placement
Envelopes
Placement of the address on the face of an envelope should
conform to USPS specifications as shown on Exhibit 7.
Labels
Labels for use on parcels, packages, or large envelopes must
be addressed according to the recommended format in
Exhibit 7. Improperly prepared labels will be returned to you
for correction and/or completion. Labels that are applied must
be parallel to the bottom edge of the envelope to be
processed by the USPS on automation equipment.
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Mail Center Guide
Addressing Best Practices and Format
• Type or machine-print all address information (preferred
but not required).
• Make sure print is clear and sharp.
• Ensure that address characters don't touch or overlap.
• Black ink on a white background is best.
• Maintain a uniform left margin.
• Use uppercase letters (preferred but not required).
• Omit all punctuation (preferred but not required).
• Include floor, suite, and apartment numbers whenever
possible.
• Put the city, state, and ZIP Code or ZIP+4 Code (in that
order) on the last line. If there's not enough room, you can
put the ZIP Code or ZIP+4 Code alone on the bottom line.
• Use standard two-letter state abbreviations.
• When using window envelopes, make sure the complete
address is always visible, even when the insert moves.
• Leave one or two spaces between words and between the
state abbreviation and ZIP Code or ZIP+4 Code.
Illustration Source: Publication 25 Designing Letter and Reply Mail
1. The Address Area: The complete
address should be located within the OCR
read area (no return address information).
Extraneous (nonaddress) printing or
markings should appear as high on the mail
piece and as far away from the address as
possible.
Exhibit 8
18
2. Barcode Read Area: Please make
sure that this area remains clear of all
printing. It's reserved for the bar code
that will be printed by the Multi-Line
Optical Character Reader (MLOCR).
Mail Center Guide
Standard Address Abbreviations
Two-Letter State and Possession
Alabama
Alaska
Arizona
Arkansas
American Samoa
California
Colorado
Connecticut
Delaware
District of Columbia
Federal States of
Micronesia
Florida
Georgia
Guam
Hawaii
Idaho
Illinois
Indiana
Iowa
Kansas
AL
AK
AZ
AR
AS
CA
CO
CT
DE
DC
FM
FL
GA
GU
HI
ID
IL
IN
IA
KS
Kentucky
Louisiana
Maine
Marshall Islands
Maryland
Massachusetts
Michigan
Minnesota
Mississippi
Missouri
Montana
Nebraska
Nevada
New Hampshire
New Jersey
New Mexico
New York
North Carolina
North Dakota
Northern Mariana Is.
Ohio
Directional
Abbreviations
North
East
South
West
Northeast
Southeast
Southwest
Northwest
N
E
S
W
NE
SE
SW
NW
KY
LA
ME
MH
MD
MA
MI
MN
MS
MO
MT
NE
NV
NH
NJ
NM
NY
NC
ND
MP
OH
Oklahoma
Oregon
Palau
Pennsylvania
Puerto Rico
Rhode Island
South Carolina
South Dakota
Tennessee
Texas
Utah
Vermont
Virginia
Virgin Islands
Washington
West Virginia
Wisconsin
Wyoming
OK
OR
PW
PA
PR
RI
SC
SD
TN
TX
UT
VT
VA
VI
WA
WV
WI
WY
Secondary Address
Unit Indicators
Apartment
Building
Floor
Suite
Room
Department
APT
BLDG
FL
STE
RM
DEPT
Exhibit 9
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Mail Center Guide
Standard Address Abbreviations
Street Designators (Street Suffixes)
Alley
ALY
Fall
FALL
Locks
LCKS
Rue
RUE
Annex
ANX
Falls
FLS
Lodge
LDG
Run
RUN
Arcade
ARC
Ferry
FRY
Loop
LOOP
Shoal
SHL
Avenue
AVE
Field
FLD
Mall
MALL
Shoals
SHLS
Bayou
BYU
Fields
FLDS
Manor
MNR
Shore
SHR
Beach
BCH
Flats
FLT
Meadows
MDWS
Shores
SHRS
Bend
BND
Ford
FOR
Mews
MEWS
Spring
SPG
Bluff
BLF
Forest
FRST
Mill
ML
Springs
SPGS
Bottom
BTM
Forge
FGR
Mills
MLS
Spur
SPUR
Boulevard
BLVD
Fork
FRK
Mission
MSN
Square
SQ
Branch
BR
Forks
FRKS
Motorway
MTWY
Station
STA
Bridge
Brook
Burg
Bypass
Camp
Canyon
Cape
Causeway
Center
Circle
Cliffs
Club
Corner
Corners
Course
Court
Courts
Cove
Creek
Crescent
Crossing
Dale
Dam
Divide
Drive
Estates
Expressway
Extension
BRG
BRK
BG
BYP
CP
CYN
CPE
CSWY
CTR
CIR
CLFS
CLB
COR
CORS
CRSE
CT
CTS
CV
CRK
CRES
XING
DL
DM
DV
DR
EST
EXPY
EXT
Fort
Freeway
Gardens
Gateway
Glen
Green
Grove
Harbor
Haven
Heights
Highway
Hill
Hills
Hollow
Inlet
Island
Islands
Isle
Junction
Key
Knolls
Lake
Lakes
Land
Landing
Lane
Light
Loaf
FT
FWY
GDNS
GTWY
GLN
GN
GRV
HBR
HVN
HTS
HWY
HL
HLS
HOLW
INLT
IS
ISS
ISLE
JCT
CY
KNLS
LK
LKS
LAND
LNDG
LN
LGT
LF
Mount
Mountain
Neck
Orchard
Oval
Park
Parkway
Pass
Passage
Path
Pike
Pines
Place
Plain
Plains
Plaza
Point
Port
Prairie
Radial
Ranch
Rapids
Rest
Ridge
River
Road
Route
Row
MT
MTN
NCK
ORCH
OVAL
PARK
PKWY
PASS
PSGE
PATH
PIKE
PNES
PL
PLN
PLNS
PLZ
PT
PRT
PR
RADL
RNCH
RPDS
RST
RDG
RIV
RD
RTE
ROW
Stravenue
Stream
Street
Summitt
Terrace
Trace
Track
Trail
Trailer
Tunnel
Turnpike
Underpass
Union
Valley
Viaduct
View
Village
Ville
Vista
Walk
Way
Wells
STRA
STRM
ST
SMT
TER
TRCE
TRAK
TRL
TRLR
TUNL
TPKE
UPAS
UN
VLY
VIA
VW
VLG
VL
VIS
WALK
WAY
WLS
Exhibit 10
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Mail Center Guide
Enclosures
• Correspondence
Mail of any kind for transport by the USPS should be
enclosed in an appropriate envelope or parcel and sealed.
The types of enclosures determine the mailing
classification.
• Window Envelope Enclosures
Enclosures must be designed so that the address appears
in the window and should not be stapled to prevent
movement of the address from window view. If the
addressed enclosure does not properly fit the window, use
an envelope without a window.
Envelopes (Size and Shape Standards)
• Sizes and Types
The physical dimensions and characteristics of a mailpiece
determine the processing category. There are two
categories of envelopes: letter-size and flat-size.
The USPS rates cards, letters, flats, and parcels
differently. To ensure the best rate, call the Mail Center for
size and rates before preparing the mailpiece. Use white
envelopes for legibility, and avoid brilliant colors.
Note: For First-Class single-piece mail, a one-ounce flat
requires almost double the postage of a letter-size envelope.
It is extremely important that size and flexibility/rigidity be
considered prior to preparing.
ote: B
Letter-Size Mail
Letter-size mail must be rectangular in shape for
automated processing by USPS.
To ensure prompt and efficient processing of First-Class
Mail mailpieces, it is recommended that all envelopes and
cards:
21
Mail Center Guide
•
Have an aspect ratio (length divided by height)
between 1.3 and 2.5 inclusive. See Mail Center for an
envelope template if you are not sure of sizing.
•
Be sealed or secured on all four edges so that they can
be handled by machines.
•
Meet the following dimensions for automated
processing by USPS:
Height
Length
Thickness
3 1/2" Min
5" Min
.007" Min
6 1/8" Max
11 1/2" Max
1/4" Max
Card stock should not exceed .016".
Large envelopes (flats)—Flat-size envelopes are larger
than the maximum letter-size but not larger than 12" high,
15" long, and ¾" thick.
Plain white or manila envelopes can be used for all
other classes of mail. These should be marked to show
proper class of mail (i.e., First-Class Mail or Standard Mail
service).
Padded Envelopes—These envelopes contain a
cushioned lining to provide a degree of safety for mailing
small and fragile merchandise.
Priority Mail Envelopes—These envelopes should be
used for First-Class Mail mailpieces weighing more than
13 ounces and up to and including 70 pounds or any other
mail under 13 ounces requiring expedited delivery. Priority
Mail service often provides next-day delivery for local
areas and two- or three-day delivery between major
metropolitan areas. Delivery date is not guaranteed. Check
the Mail Center Web site for Service Standards to see if
your ZIP Code destination receives two- or three-day
delivery.
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Mail Center Guide
Mailers’ Services Available
Before a large mailing gets too far into the planning stage,
please contact the Mail Center at Ext. 3325. We can be of
assistance to ensure that your mailing program is costeffective, efficient, and timely.
Insertion (Envelope Stuffing)
Insertion of correspondence and other printed matter into
window envelopes (in excess of 100 pieces) is available in
the C. B. Young Mail Center. A completed Mail Drop-Off Form
is required.
Note: Before you submit a request for folding and/or inserting, we
will be glad to look at sample forms and envelopes to determine if
the materials can be processed on our mail-processing systems.
We can also offer suggestions for size and shape requirements to
keep your mailing costs as low as possible.
Sealing
Automated sealing of standard-size gummed envelopes for
mailing is provided by the Mail Center. Always leave the flaps
down to ensure that the flaps are not damaged. Please note
on the Mail Drop-Off Form that sealing is needed. Mail will
need to be separated by what needs to be sealed and what is
already sealed. This service is only available when inserting
and/or metering is done by the Mail Centers.
23
Mail Center Guide
Service to Our Local Sites from C. B. Young
Pony schedule is subject to change through out the year. If you need a
special pickup, please contact Roger Mercer at 3362.
24
Mail Center Guide
25
Mail Center Guide
26
Mail Center Guide
Is your mail going to a JCPS school or
internal department?
Yes
No
Is your mail personal in content
(e.g., report cards, progress
reports, medical records)?
Pony Mail
No
Does your mail have 200
pieces or more?
Yes
Yes
No
Is every piece exactly the same
(same letter, insert(s), envelope,
etc.)?
Yes
No
1st Class Mail
Bulk Mail
Please see specifications on preparing each type of mail. If there are
any questions or concerns, call the C. B. Young Mail Center at Ext.
3325.
Exhibit 11
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Mail Center Guide
MAIL DROP-OFF
The following information is needed to drop off mail in the Mail
Center:
School/Office Name: ______________________________________
Location No.:________________________________________________
MUNIS Code (Must have 0531 for the object):____________________
Date of Drop Off:____________________________________________
Signed: ____________________________________________________
Phone No.: __________________________________________________
This information must be completed before your mail can be sent out.
Thank you for your cooperation.
Report cards, progress reports, medical records, and
other personal information cannot be mailed as bulk mail.
Mail Center Use Only
Received:
Via Pony
School drop off
Quantity
Postage
Mail Class
_______
________
_______________
_______
________
_______________
_______
________
_______________
Exhibit 12
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