Guidelines for Handling Mail

To make at least one pick-up and delivery of mail each day and process it in time to meet mailing deadlines of Canada Post.

To ensure that mail which requires postage at the expense of the University:

• Is assessed to the individual department with the appropriate postage charges and any other charges resulting from services rendered,
• Applies to University business,
• Is processed at the most economical rate,
• Conforms to Canada Post postage regulations.

• Correspondence concerned with academic or administrative matters.
• Mail required to conduct the affairs of the University.
• Mail required to carry out the individual’s professional and scholarly activities related to their discipline.

• Personal correspondence concerned with domestic, personal or private matters, i.e. Great West Life, utility bills, etc.
• Bulk mailings on behalf of professional societies, learned societies and other organizations are normally classified as “Unofficial University Mail”, unless prior approval has been received from the appropriate Vice-President to charge these mailings to University accounts.

Identification of Mail

Each piece of mail should be identified clearly in the upper left hand corner of the envelope/parcel with the following:

• Name of the department or unit, whenever it is appropriate, the name of the staff member. (This will ensure that undelivered mail can be returned to the sender).
• Departments may wish to have their names pre-printed on their envelopes or purchase a rubber stamp to print envelopes individually. Please note: “Private & Confidential” correspondence should also be clearly identified with a return address.
• DO NOT STAPLE ENVELOPES.- May cause injury and machine damage
• Use the right envelope. An envelope too small may tear during processing and an envelope too big may require extra postage.

All inter-office mail is to be placed in inter-office envelopes clearly showing the addressee’s name and department to avoid being mixed with outgoing mail.

Mail too large for inter-office envelopes should be clearly marked “inter- office” and properly addressed as above. Personal business correspondence should not be sent via inter-office mail.

All large mailings (50 pieces or more) should be separated and divided into categories. i.e. Canada, USA, International, IUTS and Residence before sending to mailroom.

Envelopes with side flaps must be sealed by the sender. However, envelopes which have top flaps should be left unsealed with the flaps in an upright position.

Please call Mail Services a few days in advance when you have large mailings in order to allow scheduling of the handling and metering of your mail.

All outgoing personal mail is to be:

• kept separate from official mail
• identified by being in a non-University envelope bearing the appropriate postage, ie. Great West Life, utility bills, etc.

All mail going to Universities (see List of University and Participating Agencies), is delivered by I.U.T.S. with no postage required. This mail should be identified as I.U.T.S. mail and separated from other mail. Registered or Special Delivery mail cannot be sent via I.U.T.S.

• IUTS General Information

Xpresspost items should be clearly marked and kept separate from the rest of departments outgoing mail. Also indicate whether item is to be sent with or without a signature.

Air mail stickers should be used on all international letter mail unless already using special airmail envelopes. These stickers are available on request from Mail Services.

Please ensure that the correct international address is shown.

All parcels weighing more than 500 grams and envelopes over 270mm high and 380mm long and/or over 20mm thick, will be sent at parcel rate. Parcels going out of the country require appropriate custom documents to be completed by the sender and attached to the parcel. Mail Services will provide all necessary forms and will clarify any regulations. Parcels or letters closed with staples should be covered with tape. This is to avoid injuries to persons handling the mail.