Preparing Outgoing Mail

Departments sending official University mail are responsible for proper preparation of all letters, flats (large flat envelopes), and parcels to addresses off campus. Our mailing machine will seal top flap envelopes if the flaps are open.

Each department must separate mail by FRS account then band into four categories:
1. Interdepartmental Mail.
2. Outgoing U.S. Mail
a. Letters
b. Flats
3. International Mail (Canada, Mexico separate)
4. Special Handling/Services

Addressing
Mail is processed for all University Departments and registered organizations with assigned FRS account numbers which must appear on all outgoing mail for charge back purposes.

When addressing envelopes, please remember that the upper right hand corner of the envelope or parcel is reserved for postage only. Please do not place any classification or address information in this corner. Each piece of outgoing mail, letter, flats and parcels, must carry the following information:

Domestic Mail:
* UCONN ONLY-COMPLETE RETURN ADDRESS
Place FRS account number above return address.

  • DESTINATION ADDRESS
    • Name of Recipient
    • Information/Attention Line
    • Street Address or Delivery Line
    • City, State, and Zip +4
  • RETURN ADDRESS
    • University of Connecticut
    • Department Name
    • Street Address, Unit Number
    • Storrs, CT 06269-(+4 digit Unit #)

Foreign Mail:
* RETURN ADDRESS (Same as above)

  • DESTINATION ADDRESS
    • Name of Recipient
    • Information/Attention Line
    • Street Address
    • Recipient’s province/Postal Code
    • COUNTRY NAME in English (all cap)

Various restrictions apply and customs forms may be required. Please call UMS for assistance at 486-2024.

You will receive the best service possible on all categories of mail if you:

Make sure the place where you want the mail delivered appears on the line
immediately above the City, State and Zip Code line; i.e., 123 W MAIN STREET,
SUITE 400 or PO BOX 125, BUT NOT BOTH ON THE SAME LINE.

Labels for use on parcels, packages or large envelopes must be addressed
according to RECOMMENDED FORMAT. Improperly prepared labels will be returned to
you for correction and/or completion.

Enclosures

Correspondence:
Mail of any kind for transport by the U.S. Postal Service should be enclosed in an appropriate envelope or parcel and sealed.

Non-mailables:
The following are samples of non-mailables in envelopes:

paper clips
glass chips
key chains
pens/pencils
metal pieces
pins
coins
and
items less than 3 1/2″ x 5″

These will not only jam or damage the mailing machines, but can also cause serious injury to Mail Service employees.

Envelopes/Packages/Cards

  1. 1. No mail piece can be smaller than 3 1/2″ x 5″
  2. Generally, no mail piece can be larger that 108″ combined length and girth. Oversized Rates Apply to items larger than 130″ combined length & girth regardless of weight.
  3. The USPS weight limit of a single mail piece/package is 70 pounds
  4. A 1-ounce letter, larger that 6 1/8″ x 11 1/2″ or outside of the aspect ratio of 1.3 – 2.5, is assessed the non-standard surcharge in addition to postage. The aspect ratio is the length divided by the width. This requirement encourages mailers to create mail pieces that are “sufficiently rectangular”, a specification required by high speed letter sorting equipment.
  5. The following dimensions must be met for automated processing by USPS:
Height:
Length:
Thickness:
3-1/2″ Min
5″ Min.
.007 Min.
6-1/8″ Max
11-1/2″ Max
3/4″ Max
  1. Cards must be sturdy enough to survive in USPS high speed sorters. Index stock or heavier is sufficient. Maximum card size, to use the card rate is 4.25″x6″. Also, If mailing postcards with University Mail Services, the POSTCARDS CANNOT BE PRINTED ON GLOSSY PAPER due to equiptment specifications.