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Sending Mail from Hope

Daily Deadlines

  • FedEx - 2:00 p.m.
  • Presort - 2:15 p.m.
  • UPS - 3:20 p.m.
  • USPS - 4:00 p.m.

First Class Presorted Mail

Most unstamped letter size envelopes that arrive in the Mail Center prior to 2:15 p.m. are sent out as First Class Presort. Presort rate is less than the First Class rate. If you have a large mailing arrive to the Mail Center after 2:15 p.m., please let us know if you would like it sent out First Class on that day or held until the following day for Presort.


Complete either a Package US Airbill or International Air Waybill (available in the Mail Center for all outgoing items). Outgoing items must be at the Mail Center by 2:00 p.m.


All outgoing items must have a completed United Parcel Shipping Record (available in the Mail Center), or have a prepaid label attached. Outgoing items must be in the Mail Center by 3:20 p.m.

Outgoing Mail

Stamped and addressed envelopes are processed by depositing in the appropriate slot below the lobby window.

Airmail should be left at the window. The country that the mail is being sent to must be clearly written on the last line of the address. For all airmail other than letters 1/4" thick or more, a customs form must be completed and three completed and signed copies attached to package. See customs forms. The USPS no longer accepts handwritten customs forms.

Metered Mail

All unstamped mail to be metered should be in trays or rubber banded together with the unsealed flaps up. Also include your account number in the upper left-hand corner of at least the top envelope. Do not allow the adhesive closures to get wet or they will stick together and not be able to be processed.

Separate and bundle mail according to the 4 slots at Campus Mail Services.

  • Domestic mail to be metered
  • All stamped mail
  • On-campus department mail
  • On-campus residential mail (Halls, Apartments, and Cottages)

Please use rubber bands from the desk or ask for trays at the window for group mailings.

Always keep airmail (international items) seperate from domestic mail.

Inter-Campus Mail

It is much easier for you to prepare intercampus mail if no names are needed.

Non-Personalized Campus Mailings

For Students:

Obtain total numbers needed from Student Development for halls & apartments. Then, count out the numbers needed for each hall/apartment, identify, and rubber band. For cottages, often we use 2 copies per cottage X 70. Thus bundle 140 and mark it cottages. These mass mailings can be distributed quickly and efficiently by mail center staff.

For Faculty/Staff:

As the Mail Center has the individual numbers needed per mailbox, you can use the following total numbers:

  • Faculty - 583
  • Administrative Staff - 140
  • Subtotal - 723
  • Secretarial/clerical/custodial Staff - 109
  • Total of all: 832

General Distribution* - 219

Total Mailboxes - 70 (1 copy per department)

*General Distribution - mainly used for number of bulletin boards per departments. However, it could mean that department decided they want a copy for everyone anyway. It simply depends how they requested the numbers.

Personalized Campus Mailings

For Students:

  • Obtain counts from Student Development
  • Order your labels/lists by housing, room numbers, and name
  • Bundle by halls/apartments/cottages in numeric order for prompt delivery

Jane Doe
Phelps 214

For Faculty/Staff:

  • See counts above
  • Order your labels/lists by department, then name
  • Bundle by department in alphabetical name order for prompt delivery and distribution

Dr. Jane Doe
History Department