Helpful Hints
from Central Mail Service

In order to get your mail processed in a timely manner we have compiled a list of helpful hints from the Administrative Affairs Guide to Services, the United States Postal Service, and our experience with the equipment we use.

For more detailed information, consult Quick Service Guide 703: "Nonprofit Standard Mail Eligibility"

All university addresses must have a +4 Zip. Download a PDF of all campus +4 Zips here.

See various forms of indicia below.

1. Mail addressed to students living on campus, displaying the Student Post Office ZIP Code of 73072, can be delivered by Central Mail Service to the Student Post Office free of charge. This service can be provided only when such envelopes are sealed and separated from regular outgoing mail.

The Student Post Office addresses are as follows:

    3. In accordance with the Administrative Affairs Guide to Services All outgoing mail should:
         a.) Be faced (all envelopes placed where addresses may be read without turning them over or upside down)
         b.) Be separated according to account number.
         c.) Be separated between Campus, Metered, and Stamped mail.
         d.) Be separated between foreign and domestic (foreign mail should be separated with Canada and  Mexico in one group and all other countries in another)

These separations are very important in order for us to get your mail out in a timely fashion.

      4. The majority of the mail sent through the United States Postal Service is sorted by automated equipment. In order for your mail to be readable, your return address should be in the upper left hand corner of the envelope. We recommend that you do not use address label with your return address and the delivery address together.

Avoid the use of this type of label.  Much of the time it will be returned by the USPS to Central Mail.

If your piece is folded, the address should be above the fold edge. See illustration below. This is very important and additional cost will be added if is this is done incorrectly. Also see tabbing illustrations below. If you have questions call Beth Gatewood, 325-4176 or e-mail egatewood@ou.edu.

5. As of January 1, 2001, all old U.S. Postal Ancillary Service Endorsements (ASE's) became invalid and will no longer be accepted. The wording and placement of the endorsement MUST meet USPS requirements.

The only acceptable endorsements are:
Address Service Requested
Forwarding Service Requested
Return Service Requested
Change Service Requested

Departments wanting to use endorsements should contact Central Mail Service to determine the proper placement on the mail piece and the best service to meet required needs. Use of improper endorsements will result in returned mail.

DO NOT USE THE FOLLOWING ENDORSEMENTS!!!
Address Correction Requested
Forwarding and Address Correction Requested
Return Postage Guaranteed

6. All international mail (including APOs, FPOs, etc.) that are over one pound must have a customs form filled out and attached to the package. The USPS will return mail without one.

7. If you anticipate a large amount of mail please call for proper containers (postal cartons or trays) to put the mailing in. Then, once the mailing is complete call 325-1759 to request a special pick up.

8.  If your department is considering the use of Business Reply Mail, please consult Central Mail Services BEFORE printing.  There are many rules and regulations that must be met in order to qualify for this service.  The USPS designs the envelopes and produces a proof copy for the final printing.

Below are various forms of indicia.

First Class: