Faculty/Staff > Business Services > Mail Services - User Guide

Mail Services - User Guide

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Table of Contents

Hours of Operation
Services That are Available
Scheduled Delivery and Pick-up Times
Regular U.S. Mail
Internal or Inter-Office Mail
US Postal Mail Service
Enclosures
Envelopes
Mail Request Form
International Mail
Reply Mail
Personal Mail
Other Services Available

Hours of Operation

The Mail Center is open from 7:30 A.M. to 4:30 P.M. each working day.  The telephone extension is 3292.  We are located in Bldg. 600 Room #143.

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Services That are Available

The mail center/copy center offers folding, envolope stuffing (inserting), sealing, metering, packaging and computer generated mail processing.  We also offer customized discount bulk mailing services for certain types of mail (to qualify as a bulk mailing, you must have a minimum of 200 pieces).

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Scheduled Delivery and Pick-up Times

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Regular U.S.Mail

Outbound mail collected during the day is processed for delivery to the US Postal Service at 3:30 P.M. each day.  To receive prompt service, please try to meet these dispatch times.

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 Internal or Inter-Office Mail

Mail consists of loose or enveloped correspondence for delivery to the addressee.  To provide proper delivery, internal mail requires a recipient's Full Name and Department (example: John Doe, Science Dept.).

Inter-Office Envelopes
These envelopes are used repeatedly for internal mailings.  When using Inter-Office envelopes, make sure all previous markings have been marked out to ensure proper handling and direction to the intended recipient

Change of Address
A change of your internal location must be acted upon PROMPTLY!  As soon as you learn of your new location and mail stop, send an email  to Vicki Dawley, Mail Services.  Indicate the new and old locations and the telephone number in case we need to contact you.

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US Postal Mail Service

Addressing for Success 

Domestic Address Format

International Address Format

You will get the best possible service if you:

• CAPITALIZE EVERYTHING IN THE ADDRESS
• Use 2 letter state abbreviations (Exhibit 3)
• Eliminate all punctuation (except the hyphen between ZIP Code and plus four)
• Use common abbreviations (Exhibit 4)
• Use ZIP + 4 Codes

Make sure the place where you want the mail delivered appears on the line immediately above the city, state and ZIP code line; i.e.,

                         123 W MAIN ST STE 400 or P O BOX 125 

If both the street address and the PO Box are on the same line, the mailpiece will be delivered to the PO Box.

Addressing 'Best Practices' and Format
Type or machine-print all address information.

• Make sure print is clear and sharp.
• Ensure address characters don't touch or overlap.
• Black ink on a white background is best.
• Maintain a uniform left margin.
• Use upper-case letters
• Omit all punctuation
• Include floor, suite and apartment numbers whenever possible.
• Put the city, state and ZIP Code or ZIP + 4 code in that order on the last line. If there's not enough room, you can put the ZIP Code or ZIP + 4 code alone on the bottom line.
• Use standard two-letter state abbreviations.
• When using window envelopes, make sure the complete address is always visible, even when the insert moves.
• Leave one or two spaces between words and between the state abbreviation and ZIP Code or ZIP + 4 code.Enclosures that are designed so that the address appears in a window should not be stapled this will prevent movement of the address from window view.  If the addressed enclosure does not properly fit the window, use an envelope without a window.

Standard Address Abbreviations

Street Designators (Street Suffixes)

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  Enclosures

Window Envelope Enclosures
Enclosures that are designed so that the address appears in a window should not be stapled this will prevent movement of the address from window view.  If the addressed enclosure does not properly fit the window, use an envelope without a window.

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  Envelopes

Sizes and Types
Letters, non-letters and barcoded flats are rated differently by the USPS.  To assure the best rate, call Mail Services for size and rates before preparing the mailpiece.  Use light colored envelopes for legibility and please avoid brilliant colors.

Mailing Service Request Form

A Mailing Service Shipping Request Form is available on the INTRANET:
Select:

1. Business Services
2. Mail Services
3. Mail Services Shipping Request Form

Fill out form from Intranet, print and attach to package. If assistance needed call Mail Services at Ext. 3292.

Note: It is recommended that you do not request Saturday deliveries as additional charges are incurred. 

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International Mail

Most items are mailable to foreign countries.  However, there are certain restrictions.  It is important that you contact Mail Services to determine the proper classification and documentation required.

If customs regulations are not followed and documentation is not exact, the item will be impounded by customs until the addressee makes arrangements for clearance and the payment of whatever duties required for the release of the item.  Custom rules apply the same whether mail is sent by USPS or other couriers.

The last line of any foreign address should be the country name spelled out in capital letters, in English.

Reply Mail

All business reply postage and handling charges are billed back to using departments.  When you decide to design any business reply envelope or card, please call Marketing at extension 4588 for proper format and to order envelopes.  Your department  name must appear in the address for billing.

Note: Business Reply Mail Handling Charges range from 35¢ per piece to postage to 1¢ per piece. Contact Mail Services prior to designing or printing any Business Reply mail pieced to insure the most cost-effective method.

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Personal Mail

Outgoing Personal Mail
Outgoing personal mail must be sealed and have the proper postage affixed prior to depositing in the Mail System.  For your convenience, stamps are available from the Bookstore.  Personal mail will be delivered to the U S Postal Service as received during our next scheduled trip.

Incoming Personal Mail
You should not receive personal correspondence at work.  All mail addressed to Daytona State College should pertain to college business.

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Other Services Available:

Before a large mailing gets too far into the planning stage, include Mail Services / Document Center in your mailing arrangements. We can be of assistance to ensure your mailing program is cost effective, efficient and timely.

• Folding
• Insertion (Envelope Stuffing)
• Sealing
• Packaging
• Assembly/Collation
• Computer Generated Mail Addressing
• Bulk and Presort Discount Programs
• Direct Mail Programs
  

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Daytona State College 1200 W. International Speedway Blvd. Daytona Beach, Florida 32114 (386)506-3000

Daytona State College prohibits discrimination and provides equal opportunity in employment and education services to all individuals without regard to age, ancestry, belief, color, disability, ethnicity, genetic information, gender, marital status, national origin, political affiliation, race, religion, sex, sexual orientation or veteran status. If you have any questions or concerns regarding equity or equal access, contact Lonnie Thompson, Director of Equity and Inclusion, (386) 506-3000 ext. 3973 or ThompsL@daytonastate.edu. The Office of Equity and Inclusion is located at 1200 W. International Speedway Blvd., Daytona Beach, FL 32114.