Site Name: Indiana University Bloomington

IU Mail Services, Document Service Centers
IU Mail Services
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Mail Services
Mail Guidelines



Campus Mail

Mail Service delivers mail under the guidelines of the Private Express Statutes and the U.S. Postal Service. These guidelines only allow the delivery of bona fide University business via our campus mail system. Delivery of correspondence of a personal nature, such as Christmas cards, birthday cards and other holiday or personal greetings is prohibited. Other materials, such as chain letters, personal property, commercial sales merchandise or advertisements, solicitations, gifts, wedding invitations, birth announcements, etc. are never permitted without payment of postage. Mail received at the central mailroom which violates these statutes will be intercepted and returned to the sender. If the return address cannot be determined, the mail piece(s) will be held at Mail Service in a dead letter file and may be retrieved by the sender.

Every business day, between 50,000 and 80,000 pieces of campus mail are sorted by hand at the Mail Service central mail facility. This process lends itself to possible error because of the speed at which the pieces must be handled. Using the following procedures has a dramatic impact on reducing sorting error:
• Use the red and white #10 envelope whenever possible. Fill out the address completely. Always include the department, building and campus.
• When using the campus 9 1/2 x 12 inch string-tie envelope, always include the department, building and campus in the address.
• Type or machine print all address information.
• If handwriting the address, print the address in block letters.
• Boxes for other IU campuses must have a complete mailing address to include: city, state and ZIP code.
Got Smalls?

See more information about sending small items to IU Surplus. In an effort to make sure that even the smallest of surplus items get properly disposed of, recycled or better yet reused, IU Surplus Stores has partnered with IU Mail Services to offer a simple yet effective and efficient way of getting those smaller items from your office to Surplus Stores.

Intra-Campus Mail

The Mail Service department on the Bloomington Campus serves as the hub for the delivery of all campus mail destined for other IU campuses. While the campus mail going to IUPUI is delivered by courier each work day, the mail addressed to the remaining campuses is delivered through the Redbag service. Redbag is the name given to the priority pouch system that Mail Service uses to send campus mail to other campuses. The name stems from the fact that the mail sacks used are a bright and distinctive red color.

Each work day campus mail addressed to IU campuses outside of Bloomington (except IUPUI) is sorted and packaged for mailing via the Redbags. At approximately 3:30 p.m. the bags are weighed and have Priority Mail postage affixed to them. ALL CAMPUS MAIL received and sorted by this cutoff time is processed. The Redbags are then transported to the Bloomington Post Office. The delivery objective for this service is two days (non-guaranteed) from Bloomington to the campus mail service for each IU campus.

U.S. Mail

Your mail is important! Delayed or lost mail causes problems with financial transactions, disrupts research projects, hampers crucial communications and leaves the impression of sloppy work. While there are many causes for misdelivered mail, improper addressing accounts for the greatest portion.

The U.S. Postal Service advises its customers to use the following addressing standards to improve delivery success:

• Type or machine print all address information using a sans-serif type.
• Make sure print is clear and sharp. Point size between 8 and 12 is recommended.
• Ensure address characters don't touch or overlap.
• Black ink on a white background is best.
• Left-justify every line in the address block.
• Use uppercase characters throughout the address.
• Include floor, suite and apartment numbers whenever possible.
• When using window envelopes, make sure the complete address is always visible, even when the insert moves.
• Bundle metered mail separate from campus mail pieces.
• Put the city, state and ZIP Code on the last line. If there is not enough room, you can put the ZIP Code alone on the bottom line.
• Use standard two-letter state abbreviations.
• Use the appropriate ZIP+4 code. If unknown, use the proper 5-digit ZIP Code.
• Leave one or two spaces between words and between the state abbreviation and ZIP Code.

International Mail

International mail has different handling requirements than domestic mail. Because of this fact, it is very important that international mail pieces be clearly identified and separated from domestic mail. Unfortunately, international letters that are mailed in plain white #10 envelopes can easily mix with the 10,000+ pieces of domestic mail metered daily by Mail Service. These pieces are invariably delayed several days while they are returned for additional postage.

The following precautions will help your international mail reach its destination:
• Letter mail should be sent in #10 air mail envelopes.
• The destination country (or country code for Canadian Mail) must be clearly written in English as the last line of the address.

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