Outgoing Mail

Services & Rates Manual

Departmental Mail

All postage is determined and affixed in the Delivery Services area. Each mail stop must provide appropriate COA codes charging information for all mail originating in their departments.  A Departmental Mailing Card has to be included with outgoing mail.

Create your departmental mailing card on Delivery Services website.

Flat mail (envelopes with the following dimensions: min.: 11 1/2" length, 6 1/8" height, 1/4" thickness and max. of 15" length, 12" height and 2/3" thickness) will be sent the most economical way unless it is marked as First Class, Priority Mail, Library Rate, Printed Matter (international destination), or Bound Printed Matter (domestic destination). Priority Mail EXPRESS requires the completion of an Express Mail label.  For specific details for each class, contact the Delivery Services Manager at ext. 2562.  International Mail weighing more than 16 oz must bear a customs form which must be completed online at www.usps.com.

To assist with sorting outgoing departmental mail, it must be placed into separate containers by class: STAMPED; INTERNATIONAL; REQUIRES POSTAGE; INTERDEPARTMENTAL.  

Large volumes of international mail going to the same country should be banded together for ease in handling. When using Business Reply Mail envelopes, place them in the STAMPED box.

Interdepartmental mail must be placed into red/white interdepartmental envelopes.  Failure to use this type of envelope may result in your mail entering the USPS mail stream.

Mail will be charged back based on actual usage. Delivery Services uses metering equipment with the ability to account for postage and prints out reports for each charge code, i.e. COA, date of mailing, number of pieces, and amount of postage used.

Campus USPS Post Office

A full-service campus Post Office, located in the Annex Building, is available for your convenience. Office hours are 8 a.m. through 4 p.m. Monday through Friday with the exception of federal and university holidays. The staff can answer special mailing questions related to rates, international customs, and other issues. Contact them at ext. 2538 of 2562,  

Personal Mail

Delivery Services will collect personal mail if appropriate postage is affixed to each piece. University policy requires all personal mail to be stamped before being placed in the outgoing mail. Mail bearing no return address or postage will be considered personal, and will not be processed.

Special Services for Outgoing Mail

Special services are defined as certified, registered, and insured mail in the section on First Class Mail.  Forms need to be completed by the department and attached to the mail piece.  To request the specific forms contact Rita Aleman, rrojas@rice.edu or call extension 2562.