{"id":15,"date":"2009-07-31T10:29:57","date_gmt":"2009-07-31T14:29:57","guid":{"rendered":"http:\/\/carleton.ca\/mailservices\/?page_id=15"},"modified":"2026-03-06T14:25:06","modified_gmt":"2026-03-06T19:25:06","slug":"guidelines-for-handling-mail","status":"publish","type":"page","link":"https:\/\/carleton.ca\/mailservices\/guidelines-for-handling-mail\/","title":{"rendered":"Guidelines for Handling Mail"},"content":{"rendered":"\n<section class=\"w-screen px-6 cu-section cu-section--white ml-offset-center md:px-8 lg:px-14\">\n    <div class=\"space-y-6 cu-max-w-child-5xl  md:space-y-10 cu-prose-first-last\">\n\n            <div class=\"cu-textmedia flex flex-col lg:flex-row mx-auto gap-6 md:gap-10 my-6 md:my-12 first:mt-0 max-w-5xl\">\n        <div class=\"justify-start cu-textmedia-content cu-prose-first-last\" style=\"flex: 0 0 100%;\">\n            <header class=\"font-light prose-xl cu-pageheader md:prose-2xl cu-component-updated cu-prose-first-last\">\n                                    <h1 class=\"cu-prose-first-last font-semibold !mt-2 mb-4 md:mb-6 relative after:absolute after:h-px after:bottom-0 after:bg-cu-red after:left-px text-3xl md:text-4xl lg:text-5xl lg:leading-[3.5rem] pb-5 after:w-10 text-cu-black-700 not-prose\">\n                        Guidelines for Handling Mail\n                    <\/h1>\n                \n                                \n                            <\/header>\n\n                    <\/div>\n\n            <\/div>\n\n    <\/div>\n<\/section>\n\n\n\n<p>The following guidelines for handling mail have been prepared to assist faculty and staff in understanding the operational conditions of the University&#8217;s Mail Services. These guidelines have been developed to comply with Canada Post regulations and to ensure a uniform and effective service to the university community.<\/p>\n\n\n\n<p>Your co-operation is greatly appreciated, and these guidelines are issued to aid with the service offered to the University by Mail Services.<\/p>\n\n\n\n<section class=\"w-screen px-6 cu-section cu-section--white ml-offset-center md:px-8 lg:px-14\">\n    <div class=\"space-y-6 cu-max-w-child-5xl  md:space-y-10 cu-prose-first-last\">\n\n        \n    \n    <dl class=\"cu-description cu-component-updated\">\n        \n    <div class=\"grid pt-4 pb-3 border-b accordion border-cu-black-100 md:pt-6 md:pb-5 first:border-t\">\n        <dt class=\"font-semibold not-prose\">\n            <button class=\"flex items-center justify-between w-full text-left accordion__button\" aria-expanded=\"false\" aria-controls=\"accordion-the-function-of-mail-services\">\n                <span class=\"flex-1 ml-auto text-left break-words whitespace-normal cu-icon\">\n                    The function of Mail Services\n                <\/span>\n                <svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" fill=\"none\" viewbox=\"0 0 24 24\" stroke-width=\"1.5\" stroke=\"currentColor\" aria-hidden=\"true\" data-slot=\"icon\" class=\"w-5 h-5 ml-auto transition-transform rotate-0 accordion__icon text-cu-black-500\">\n                    <path stroke-linecap=\"round\" stroke-linejoin=\"round\" d=\"M8.25 4.5l7.5 7.5-7.5 7.5\"><\/path>\n                <\/svg>\n            <\/button>\n        <\/dt>\n        <dd class=\"p-0 mt-0 cu-prose cu-prose-first-last accordion__content md:p-0 md:mt-0\" hidden=\"\" id=\"accordion-the-function-of-mail-services\">\n            \n\n<p>To make pick-up and deliver the mail, and process it in time to meet the mailing deadlines of Canada Post.<\/p>\n\n\n\n<p>To ensure that mail which requires postage at the expense of the University:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Is assessed to the individual department with the appropriate postage charges and any other charges resulting from services rendered<\/li>\n\n\n\n<li>Applies to University business<\/li>\n\n\n\n<li>Is processed at the most economical rate<\/li>\n\n\n\n<li>Conforms to Canada Post postage regulations<\/li>\n<\/ul>\n\n\n        <\/dd>\n    <\/div>\n\n\n    <div class=\"grid pt-4 pb-3 border-b accordion border-cu-black-100 md:pt-6 md:pb-5 first:border-t\">\n        <dt class=\"font-semibold not-prose\">\n            <button class=\"flex items-center justify-between w-full text-left accordion__button\" aria-expanded=\"false\" aria-controls=\"accordion-official-university-mail\">\n                <span class=\"flex-1 ml-auto text-left break-words whitespace-normal cu-icon\">\n                    Official University Mail\n                <\/span>\n                <svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" fill=\"none\" viewbox=\"0 0 24 24\" stroke-width=\"1.5\" stroke=\"currentColor\" aria-hidden=\"true\" data-slot=\"icon\" class=\"w-5 h-5 ml-auto transition-transform rotate-0 accordion__icon text-cu-black-500\">\n                    <path stroke-linecap=\"round\" stroke-linejoin=\"round\" d=\"M8.25 4.5l7.5 7.5-7.5 7.5\"><\/path>\n                <\/svg>\n            <\/button>\n        <\/dt>\n        <dd class=\"p-0 mt-0 cu-prose cu-prose-first-last accordion__content md:p-0 md:mt-0\" hidden=\"\" id=\"accordion-official-university-mail\">\n            \n\n<ul class=\"wp-block-list\">\n<li>Correspondence concerned with academic or administrative matters.<\/li>\n\n\n\n<li>Mail required to conduct the affairs of the University.<\/li>\n\n\n\n<li>Mail required to carry out the individual\u2019s professional and scholarly activities related to their discipline.<\/li>\n<\/ul>\n\n\n        <\/dd>\n    <\/div>\n\n\n    <div class=\"grid pt-4 pb-3 border-b accordion border-cu-black-100 md:pt-6 md:pb-5 first:border-t\">\n        <dt class=\"font-semibold not-prose\">\n            <button class=\"flex items-center justify-between w-full text-left accordion__button\" aria-expanded=\"false\" aria-controls=\"accordion-unofficial-university-mail\">\n                <span class=\"flex-1 ml-auto text-left break-words whitespace-normal cu-icon\">\n                    Unofficial University Mail\n                <\/span>\n                <svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" fill=\"none\" viewbox=\"0 0 24 24\" stroke-width=\"1.5\" stroke=\"currentColor\" aria-hidden=\"true\" data-slot=\"icon\" class=\"w-5 h-5 ml-auto transition-transform rotate-0 accordion__icon text-cu-black-500\">\n                    <path stroke-linecap=\"round\" stroke-linejoin=\"round\" d=\"M8.25 4.5l7.5 7.5-7.5 7.5\"><\/path>\n                <\/svg>\n            <\/button>\n        <\/dt>\n        <dd class=\"p-0 mt-0 cu-prose cu-prose-first-last accordion__content md:p-0 md:mt-0\" hidden=\"\" id=\"accordion-unofficial-university-mail\">\n            \n\n<ul class=\"wp-block-list\">\n<li>Personal correspondence concerned with domestic, personal or private matters, i.e. Great West Life, utility bills, etc.<\/li>\n\n\n\n<li>Bulk mailings on behalf of professional societies, learned societies and other organizations are normally classified as \u201cUnofficial University Mail\u201d, unless prior approval has been received from the appropriate Vice-President to charge these mailings to University accounts.<\/li>\n<\/ul>\n\n\n        <\/dd>\n    <\/div>\n\n\n    <div class=\"grid pt-4 pb-3 border-b accordion border-cu-black-100 md:pt-6 md:pb-5 first:border-t\">\n        <dt class=\"font-semibold not-prose\">\n            <button class=\"flex items-center justify-between w-full text-left accordion__button\" aria-expanded=\"false\" aria-controls=\"accordion-sending-mail-external-internal\">\n                <span class=\"flex-1 ml-auto text-left break-words whitespace-normal cu-icon\">\n                    Sending Mail (External &amp; Internal)\n                <\/span>\n                <svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" fill=\"none\" viewbox=\"0 0 24 24\" stroke-width=\"1.5\" stroke=\"currentColor\" aria-hidden=\"true\" data-slot=\"icon\" class=\"w-5 h-5 ml-auto transition-transform rotate-0 accordion__icon text-cu-black-500\">\n                    <path stroke-linecap=\"round\" stroke-linejoin=\"round\" d=\"M8.25 4.5l7.5 7.5-7.5 7.5\"><\/path>\n                <\/svg>\n            <\/button>\n        <\/dt>\n        <dd class=\"p-0 mt-0 cu-prose cu-prose-first-last accordion__content md:p-0 md:mt-0\" hidden=\"\" id=\"accordion-sending-mail-external-internal\">\n            \n\n<p>Each piece of mail should be identified clearly in the upper left-hand corner of the envelope\/parcel with the following:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>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).<\/li>\n\n\n\n<li>Departments may wish to have their names pre-printed on their envelopes or purchase a rubber stamp to print envelopes individually. Please note: \u201cPrivate &amp; Confidential\u201d correspondence should also be clearly identified with a return address.<\/li>\n\n\n\n<li>DO NOT STAPLE ENVELOPES.- May cause injury and machine damage<\/li>\n\n\n\n<li>Use the right envelope. An envelope too small may tear during processing and an envelope too big may require extra postage.<\/li>\n<\/ul>\n\n\n        <\/dd>\n    <\/div>\n\n\n    <div class=\"grid pt-4 pb-3 border-b accordion border-cu-black-100 md:pt-6 md:pb-5 first:border-t\">\n        <dt class=\"font-semibold not-prose\">\n            <button class=\"flex items-center justify-between w-full text-left accordion__button\" aria-expanded=\"false\" aria-controls=\"accordion-inter-office-mail\">\n                <span class=\"flex-1 ml-auto text-left break-words whitespace-normal cu-icon\">\n                    Inter-Office Mail\n                <\/span>\n                <svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" fill=\"none\" viewbox=\"0 0 24 24\" stroke-width=\"1.5\" stroke=\"currentColor\" aria-hidden=\"true\" data-slot=\"icon\" class=\"w-5 h-5 ml-auto transition-transform rotate-0 accordion__icon text-cu-black-500\">\n                    <path stroke-linecap=\"round\" stroke-linejoin=\"round\" d=\"M8.25 4.5l7.5 7.5-7.5 7.5\"><\/path>\n                <\/svg>\n            <\/button>\n        <\/dt>\n        <dd class=\"p-0 mt-0 cu-prose cu-prose-first-last accordion__content md:p-0 md:mt-0\" hidden=\"\" id=\"accordion-inter-office-mail\">\n            \n\n<p>All inter-office mail is to be placed in inter-office envelopes clearly showing the addressee\u2019s name and department to avoid being mixed with outgoing mail.<\/p>\n\n\n\n<p>Mail too large for inter-office envelopes should be clearly marked \u201cinter-office\u201d and properly addressed as above. Personal business correspondence should not be sent via inter-office mail.<\/p>\n\n\n        <\/dd>\n    <\/div>\n\n\n    <div class=\"grid pt-4 pb-3 border-b accordion border-cu-black-100 md:pt-6 md:pb-5 first:border-t\">\n        <dt class=\"font-semibold not-prose\">\n            <button class=\"flex items-center justify-between w-full text-left accordion__button\" aria-expanded=\"false\" aria-controls=\"accordion-large-mailings\">\n                <span class=\"flex-1 ml-auto text-left break-words whitespace-normal cu-icon\">\n                    Large Mailings\n                <\/span>\n                <svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" fill=\"none\" viewbox=\"0 0 24 24\" stroke-width=\"1.5\" stroke=\"currentColor\" aria-hidden=\"true\" data-slot=\"icon\" class=\"w-5 h-5 ml-auto transition-transform rotate-0 accordion__icon text-cu-black-500\">\n                    <path stroke-linecap=\"round\" stroke-linejoin=\"round\" d=\"M8.25 4.5l7.5 7.5-7.5 7.5\"><\/path>\n                <\/svg>\n            <\/button>\n        <\/dt>\n        <dd class=\"p-0 mt-0 cu-prose cu-prose-first-last accordion__content md:p-0 md:mt-0\" hidden=\"\" id=\"accordion-large-mailings\">\n            \n\n<p>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 the mailroom.<\/p>\n\n\n\n<p>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.<\/p>\n\n\n\n<p>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.<\/p>\n\n\n        <\/dd>\n    <\/div>\n\n\n    <div class=\"grid pt-4 pb-3 border-b accordion border-cu-black-100 md:pt-6 md:pb-5 first:border-t\">\n        <dt class=\"font-semibold not-prose\">\n            <button class=\"flex items-center justify-between w-full text-left accordion__button\" aria-expanded=\"false\" aria-controls=\"accordion-personal-mail\">\n                <span class=\"flex-1 ml-auto text-left break-words whitespace-normal cu-icon\">\n                    Personal Mail\n                <\/span>\n                <svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" fill=\"none\" viewbox=\"0 0 24 24\" stroke-width=\"1.5\" stroke=\"currentColor\" aria-hidden=\"true\" data-slot=\"icon\" class=\"w-5 h-5 ml-auto transition-transform rotate-0 accordion__icon text-cu-black-500\">\n                    <path stroke-linecap=\"round\" stroke-linejoin=\"round\" d=\"M8.25 4.5l7.5 7.5-7.5 7.5\"><\/path>\n                <\/svg>\n            <\/button>\n        <\/dt>\n        <dd class=\"p-0 mt-0 cu-prose cu-prose-first-last accordion__content md:p-0 md:mt-0\" hidden=\"\" id=\"accordion-personal-mail\">\n            \n\n<p>All outgoing personal mail is to be:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Kept separate from official mail<\/li>\n\n\n\n<li>Identified by being in a non-University envelope bearing the appropriate postage, ie. Great West Life, utility bills, etc.<\/li>\n<\/ul>\n\n\n        <\/dd>\n    <\/div>\n\n\n    <div class=\"grid pt-4 pb-3 border-b accordion border-cu-black-100 md:pt-6 md:pb-5 first:border-t\">\n        <dt class=\"font-semibold not-prose\">\n            <button class=\"flex items-center justify-between w-full text-left accordion__button\" aria-expanded=\"false\" aria-controls=\"accordion-inter-university-transit-system\">\n                <span class=\"flex-1 ml-auto text-left break-words whitespace-normal cu-icon\">\n                    Inter University Transit System\n                <\/span>\n                <svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" fill=\"none\" viewbox=\"0 0 24 24\" stroke-width=\"1.5\" stroke=\"currentColor\" aria-hidden=\"true\" data-slot=\"icon\" class=\"w-5 h-5 ml-auto transition-transform rotate-0 accordion__icon text-cu-black-500\">\n                    <path stroke-linecap=\"round\" stroke-linejoin=\"round\" d=\"M8.25 4.5l7.5 7.5-7.5 7.5\"><\/path>\n                <\/svg>\n            <\/button>\n        <\/dt>\n        <dd class=\"p-0 mt-0 cu-prose cu-prose-first-last accordion__content md:p-0 md:mt-0\" hidden=\"\" id=\"accordion-inter-university-transit-system\">\n            \n\n<p>All mail going to Universities (see&nbsp;<a href=\"https:\/\/cou.ca\/resources\/inter-university-transit-system-iuts\/\" rel=\"noreferrer noopener\" target=\"_blank\">List of University and Participating Agencies<\/a>), 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.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/carleton.ca\/mailservices\/guidelines-for-handling-mail\/iuts-general-information\/\">IUTS General Information<\/a><\/li>\n<\/ul>\n\n\n        <\/dd>\n    <\/div>\n\n\n    <div class=\"grid pt-4 pb-3 border-b accordion border-cu-black-100 md:pt-6 md:pb-5 first:border-t\">\n        <dt class=\"font-semibold not-prose\">\n            <button class=\"flex items-center justify-between w-full text-left accordion__button\" aria-expanded=\"false\" aria-controls=\"accordion-xpress-post\">\n                <span class=\"flex-1 ml-auto text-left break-words whitespace-normal cu-icon\">\n                    Xpress Post\n                <\/span>\n                <svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" fill=\"none\" viewbox=\"0 0 24 24\" stroke-width=\"1.5\" stroke=\"currentColor\" aria-hidden=\"true\" data-slot=\"icon\" class=\"w-5 h-5 ml-auto transition-transform rotate-0 accordion__icon text-cu-black-500\">\n                    <path stroke-linecap=\"round\" stroke-linejoin=\"round\" d=\"M8.25 4.5l7.5 7.5-7.5 7.5\"><\/path>\n                <\/svg>\n            <\/button>\n        <\/dt>\n        <dd class=\"p-0 mt-0 cu-prose cu-prose-first-last accordion__content md:p-0 md:mt-0\" hidden=\"\" id=\"accordion-xpress-post\">\n            \n\n<p>Xpresspost items should be clearly marked and kept separate from the rest of the department&#8217;s outgoing mail. Also, indicate whether an item is to be sent with or without a signature.<\/p>\n\n\n        <\/dd>\n    <\/div>\n\n\n    <div class=\"grid pt-4 pb-3 border-b accordion border-cu-black-100 md:pt-6 md:pb-5 first:border-t\">\n        <dt class=\"font-semibold not-prose\">\n            <button class=\"flex items-center justify-between w-full text-left accordion__button\" aria-expanded=\"false\" aria-controls=\"accordion-international-mail\">\n                <span class=\"flex-1 ml-auto text-left break-words whitespace-normal cu-icon\">\n                    International Mail\n                <\/span>\n                <svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" fill=\"none\" viewbox=\"0 0 24 24\" stroke-width=\"1.5\" stroke=\"currentColor\" aria-hidden=\"true\" data-slot=\"icon\" class=\"w-5 h-5 ml-auto transition-transform rotate-0 accordion__icon text-cu-black-500\">\n                    <path stroke-linecap=\"round\" stroke-linejoin=\"round\" d=\"M8.25 4.5l7.5 7.5-7.5 7.5\"><\/path>\n                <\/svg>\n            <\/button>\n        <\/dt>\n        <dd class=\"p-0 mt-0 cu-prose cu-prose-first-last accordion__content md:p-0 md:mt-0\" hidden=\"\" id=\"accordion-international-mail\">\n            \n\n<p>Airmail stickers should be used on all international letter mail unless already using special airmail envelopes. These stickers are available on request from Mail Services.<\/p>\n\n\n\n<p>Please ensure that the correct international address is shown.<\/p>\n\n\n        <\/dd>\n    <\/div>\n\n\n    <div class=\"grid pt-4 pb-3 border-b accordion border-cu-black-100 md:pt-6 md:pb-5 first:border-t\">\n        <dt class=\"font-semibold not-prose\">\n            <button class=\"flex items-center justify-between w-full text-left accordion__button\" aria-expanded=\"false\" aria-controls=\"accordion-parcels-and-large-envelopes\">\n                <span class=\"flex-1 ml-auto text-left break-words whitespace-normal cu-icon\">\n                    Parcels and Large Envelopes\n                <\/span>\n                <svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" fill=\"none\" viewbox=\"0 0 24 24\" stroke-width=\"1.5\" stroke=\"currentColor\" aria-hidden=\"true\" data-slot=\"icon\" class=\"w-5 h-5 ml-auto transition-transform rotate-0 accordion__icon text-cu-black-500\">\n                    <path stroke-linecap=\"round\" stroke-linejoin=\"round\" d=\"M8.25 4.5l7.5 7.5-7.5 7.5\"><\/path>\n                <\/svg>\n            <\/button>\n        <\/dt>\n        <dd class=\"p-0 mt-0 cu-prose cu-prose-first-last accordion__content md:p-0 md:mt-0\" hidden=\"\" id=\"accordion-parcels-and-large-envelopes\">\n            \n\n<p>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.<\/p>\n\n\n        <\/dd>\n    <\/div>\n\n\n    <\/dl>\n\n\n    <\/div>\n<\/section>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>The following guidelines for handling mail have been prepared to assist faculty and staff in understanding the operational conditions of the University&#8217;s Mail Services. These guidelines have been developed to comply with Canada Post regulations and to ensure a uniform and effective service to the university community. Your co-operation is greatly appreciated, and these guidelines [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":0,"menu_order":2,"comment_status":"open","ping_status":"open","template":"","meta":{"_acf_changed":false,"_cu_dining_location_slug":"","footnotes":"","_links_to":"","_links_to_target":""},"cu_page_type":[28],"class_list":["post-15","page","type-page","status-publish","hentry","cu_page_type-general"],"acf":{"cu_post_thumbnail":""},"_links":{"self":[{"href":"https:\/\/carleton.ca\/mailservices\/wp-json\/wp\/v2\/pages\/15","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/carleton.ca\/mailservices\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/carleton.ca\/mailservices\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/carleton.ca\/mailservices\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/carleton.ca\/mailservices\/wp-json\/wp\/v2\/comments?post=15"}],"version-history":[{"count":5,"href":"https:\/\/carleton.ca\/mailservices\/wp-json\/wp\/v2\/pages\/15\/revisions"}],"predecessor-version":[{"id":457,"href":"https:\/\/carleton.ca\/mailservices\/wp-json\/wp\/v2\/pages\/15\/revisions\/457"}],"wp:attachment":[{"href":"https:\/\/carleton.ca\/mailservices\/wp-json\/wp\/v2\/media?parent=15"}],"wp:term":[{"taxonomy":"cu_page_type","embeddable":true,"href":"https:\/\/carleton.ca\/mailservices\/wp-json\/wp\/v2\/cu_page_type?post=15"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}