Preparing Your Mail

Sort Your Mail Before Drop-Off

Separate your outgoing mail into these categories, rubber-band them together and label each group clearly. Trays are available for large mailings; call the Mail Center at ext. 2215 to request them.

• Residential Student (On-Campus Housing) Mail
  Envelopes addressed to students in on-campus housing are easily confused for USPS outgoing mail. Items sent to students living on campus are handled internally at no cost to your department. If mixed in with other mail, they may be metered and charged.
• Intra-Campus Mail
• Foreign Mail (includes Canada and Mexico)
• Stamped Mail
• Business Reply Mail
• Postcards
• Handwritten Letters
• Special Services - All mail, other than first class letters, should be marked as to how it should be mailed, or it will be sent at the lowest rate.

Intra-Campus Mail

Intra-campus mail (also called inter-office or interdepartmental mail) is UW-Green Bay's internal mail system that is used to send documents and packages between different departments, offices, or on-campus locations. It's best known for for the reusable gold envelopes with the string-tie closure flaps, but it can be used with self-mailers or other envelopes, provided they're clearly labeled for intra-campus mail. There's no charge for intra-campus mail, provided it is clearly labeled. 

• Faculty/Staff: Address to name and campus mail code only—not the office room number or building. Look up an individual's mail code by searching the Faculty/Staff Directory or refer to the Campus Mail Addresses to see mail codes by department. For example:
  
  Firstname Lastname
  CAMPUS MAIL CODE
• Residential Students: Address to Student Name, box number and Walter Way. When properly identified, there is no charge for Walter Way mail.
  
  Student Name
  2345 Walter Way
• Close all envelopes.
• Cross out names on both sides of reusable envelopes before reusing

Letters & Flats (Large Envelopes)

• Always include your department name and postage account number in the return address. This ensures your mail is billed correctly and can be returned if undeliverable.
• Keep foreign mail bundled separately from domestic mail.
• For #10 envelopes:
  Leave flaps down if unsealed.
  Seal if the envelope is thick.
• For large envelopes (flats):
  Seal, clasp, or tape shut.
  Avoid metal clasp envelopes—they can damage sorting machines.
• For window envelopes:
  Ensure the entire address is visible—no extra text should appear in the window.
• Keep the upper-right corner clear for postage.
  Put any notes or labels above the return address instead.
• Never include paper clips or staples inside envelopes—they jam the equipment and tear the mail.

Packages & Boxes

• Seal boxes securely with tape only—don't use string.
• Apply only one address label to each parcel. Ink-out or remove any old labels or addresses before reusing a box. 
• Avoid placing labels over seams or plastic surfaces unless taped down on all sides.
• Never use exposed staples on the outside of packages.

Foreign Mail

Follow these instructions if you're mailing a piece outside the U.S.

• Clearly label and rubber band foreign mail together to keep it separate from domestic and intra-campus mail.
• All foreign letters are sent airmail unless otherwise specified.
• Write the city and country in English.
• Pamphlets or brochures must be placed in an envelope.
  (Bulk mail cannot be sent internationally.)
• All packages must include an itemized note of contents and value for customs forms.
• For size limits, special delivery types, or customs requirements, call the Mail Center at ext. 2215.

Bulk Mail

For large identical mailings (such as newsletters or event invites):

• Minimum: 200 pieces or 50 pounds
• Each piece must be identical in weight, size, and content (under 16 oz).
• The bulk permit imprint must appear in the upper-right corner.
• Envelopes must be sealed before addressing.
  The Mail Center can seal #10 envelopes—but only before addresses are added.
• Larger “flat” envelopes must be sealed or taped; no clasps.
• Self-mailers must be double-tabbed at the top edge.
• Sort mail in ZIP code order (00601-99999)and provide a list showing:
  • Each 5-digit ZIP code with 10 or more pieces
  • Each 3-digit ZIP code group with 10 or more pieces
  • The total number of pieces in the mailing
• Required return-address format:
  Department Name / Postage Code  
  University of Wisconsin-Green Bay  
  2420 Nicolet Drive  
  Green Bay WI 54311-7001
• Allow 4–5 business days for processing and delivery to the Post Office.
• Submit a Bulk Mail Processing Order Form

Miscellaneous

• Personal mail or packages can only be processed if you provide your own postage.
• Notify the Mail Center right away about any staff or account number changes.
• Let the Mail Center know if your office will be closed during normal delivery hours.
• The University Union Information Desk takes USPS and UPS drop-offs and sells postal stamps for personal use.