Guidelines for Preparing Mail | Guidelines for Forwarding Mail | Size of Envelopes | Size of Postcards | Classes of USPS Mail | First Class Mail | Priority Mail | Third Class Mail | Library Rate | Parcel Post
To ensure that outgoing mail is delivered in an accurate, timely and cost-effective manner, please follow these basic guidelines in preparing mail for USPS processing:
All mail must include a delivery address and a return address.
Use two-letter state abbreviations.
Put the city, state and ZIP Code — in that order — on last line. Foreign mail must have the country name spelled out completely, no abbreviations. For Foreign mail the country becomes the last line.
Note: if you wish to include an "Attention" line, it should appear as the second line of the address.
Example (Domestic)
Apple Computer
Attention: Mr. Steve Jobs
333 Washington Blvd.
Seattle, WA 94343
Example (Foreign)
Apple Computer
Attention: Mr. Steve Jobs
100 Rue de Ville
Paris FRANCE
Guidelines for Forwarding Mail
It is the responsibility of Northeastern departments to forward mail for any of their faculty or staff who are no longer with the university.
-Cross out the old address.
-Write in the forwarding address.
-Place it in the outgoing mail.
Size of Envelopes
The size of the envelope should properly accommodate the contents. For use in the United States Postal System, there are basically two categories of envelopes: letter size and "flats," as referred to by the USPS.
Letter-size mail must be rectangular in shape for automated processing by the United States Postal Service. The following dimensions must be met for automated processing:
-Height between 3 .5 inches and 6.125 inches
-Length between 5 inches and 11.5 inches
-Thickness between 0.07 inches and 0.25 inches
Note: Nonstandard-sized envelopes are subject to a 17-cent surcharge from the USPS.
Flats are envelopes larger than the maximum size, but not larger than 15 inches long by 12 inches high. Flats weighing less than 1 ounce are subject to a 17-cent surcharge.
-Height between 6.125 inches and 12 inches
-Length between 11.5 inches and 15 inches
-Thickness between 0.25 inches and 0.75 inches
Size of Postcards
-Minimum size 3.5 inches by 5 inches
-Maximum size 4.25 inches by 6 inches
Classes of USPS Mail
First Class Mail
Any piece of mail may be sent First Class. First Class mail may not be opened for postal inspection. The following are always considered First Class:
- Handwritten and typewritten messages, including identical copies, but excluding computer printouts.
- Bills and statements of accounts.
- Notebooks or account books containing handwritten or typewritten entries.
- Canceled and uncanceled checks.
- Printed forms filled out in writing.
- Greeting cards, sealed and not marked Third Class.
- Business Reply Mail.
- Any other type of mail weighing 12 ounces or less may be sent First Class.
Priority Mail
All First Class mail weighing more than 11 ounces and not exceeding 70 pounds is considered priority mail. At the option of the mailer, any mail weighing 11 ounces or less can be sent priority mail. There is no minimum weight limitation. There is a flat rate up to 2 pounds. Use Priority Mail when two- to three-day service is needed.
Note: Priority Mail is a two-day service between major markets. Contact Mail Services for specific markets.
Note: Items weighing more than 11 ounces should be packaged in a USPS priority envelope or package to expedite delivery. Envelopes and packages are provided at no charge and are available through Mail Services. Refer to the Postal Supplies section of this Web site for ordering information.
Standard Mail
The following types of mail may be sent via Standard mail: circulars, booklets, photographs, and catalogs. Each piece must be less than 16 ounces and not subject to First Class rates. Anything heavier must be mailed as Priority Mail.
Library Rate
Specific items loaned or exchanged among schools, colleges, universities, public libraries, museums, herbaria and nonprofit religious, educational, scientific, philanthropic, agricultural, labor, veterans or fraternal organizations or associations may be sent by a special Fourth Class library rate. Materials must be labeled "Library Rate." NOTE: Library Rate is for mail sent library to library only.
Parcel Post
Any mail that exceeds Flat Rate sizes becomes a Parcel.