Any mail which requires special handling or accountability cannot be machine processed. Consequently, registered, certified, insured and special delivery mail all take much longer to process and to deliver. You should send mail as Special Class only when it is absolutely essential to have receipts and insurance both for mailing and delivery. Call 962-1139 or e-mail for questions concerning rates other than those listed and additional information.
First Class Mail
First class mail consists of handwritten or typewritten matter, bills, and statements of account. It enjoys privacy and may not be opened for postal inspection. The maximum weight is 70 lbs, and the maximum size is 108" in length and girth combined. If your mailing is not letter size, it should be marked as First Class on all sides.
Priority Mail
Priority Mail offers 2-day service to most domestic destinations. Items may weigh up to 70 pounds and measure up to 108 inches in combined length and girth.
Priority Rates vary rate but there is a convenient flat rate envelope and fee of $3.00 regardless of weight or destination.
Periodicals (Formerly Second Class)
Periodicals are generally used by newspaper and other periodical publishers who meet certain Postal Service requirements. If you are interested in obtaining a Periodical permit, contact your postmaster (USPS).
Standard Mail (A) (Formerly Third Class)
Standard Mail (A), sometimes called advertising mail, may be used by anyone but it is used most often for large mailings. This class includes printed materials and merchandise parcels which weigh less than 16 oz. There are two rate structures for this class, a single piece and a bulk rate. Many community organizations, as well as businesses, find it economical to use this service. Because of the number of categories of Standard mail (A), you should consult the University Mail Services (962-1139) for the one best suited to your needs.
Bulk Mail
To qualify for a bulk mailing (cheaper rate) you must have a minimum of 200 pieces or 50 pounds of identical mail. If you know in advance that you need to do a bulk mailing or a large volume first class mailing, University Mail Services and The Printing and Duplicating Department each have a non-profit permit that is available to all departments. For additional information, contact Printing and Duplicating at 962-5566, or University Mail Services at 962-1139.
Business Reply
Should you need to make a mailing that includes a self-addressed Business Reply Envelope, you may use the Business Reply Permit Number 2, available to all departments. There is a standard format that enables University Mail Services to bill any department directly (About Departmental Accounts). With Business Reply Mail, you are only charged for those pieces that are returned to you.
To utilize the Business Reply Permit, please follow these procedures:
E-mail the following information to Lea.Holt@fac.unc.edu Number of pieces of Business Reply mail (should consider metering 500 or less pieces with no date because a Business Reply mailing of 500 pieces or less is not cost efficient). Request camera ready art work for Business Reply Mail (BRM) Permit #2. Address (no zip code) and dimensions of pieces of mail if other than #9 or #10 business envelope. Specify if you want #9 or #10 business envelope (fee is much less than a postcard or 8 1/2" x 11" flat). Departmental account number for billing purposes.
- Department will receive e-mail notification from University Mail Services when above information is confirmed.
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Department will then e-mail confirmed information to Printing & Duplicating customer service representative. If not using Printing & Duplicating services, contact the Manager of University Mail Services at 962-1139.
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Business Reply Mail is received at the Chapel Hill Post Office and then delivered to University Mail Services where it is sorted and billed by account number.
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Department will receive a daily charge slip and a monthly statement.
Certificate of Mailing
Certificate of Mailing proves that a mailing was mailed. It must be purchased at the time of mailing; no record is kept at the post office.
Certified Mail
Certified Mail provides a mailing receipt, and a record is kept at the recipient's post office. A return receipt can also be purchased for an additional fee. Certified Mail with a Return Receipt should always be used for proof of delivery.
Express Mail
Express mail is our fastest service with next day delivery by 12 noon to most destinations. Delivered 365 days a year with no extra charge for Saturday, Sunday, or holiday delivery. All packages must use an Express Mail label. Size requirements same for First Class Mail. Rates vary by weight but there is a convenient flat rate envelope regardless of weight or destination. See Express Mail Corporate Account.
Express Mail Corporate Account
The most convenient way to use the Postal Service’s Express Mail over-night delivery service is through the University’s Express Mail Corporate Account. This account consists of two elements:
- The University’s Corporate Account Number X275999 and
- The department’s pre-approved FRS account number for mail (Ex: X27599-212345).
If using a grant number, it is strongly recommended that the name of the principal investigator be included. All of this information should appear in the return address block of the Express Mail label. The complete Corporate Express account number should appear again immediately above the return address section in the space marked Express Mail Corporate Account Number. Once the label has been completed, the package may either be placed in any out-going U.S. Postal Service Express Mail collection box.
There is no need to complete the blue, Postage charge Authorization slip when using the Corporate Account.
Express Mail Deadlines
The United States Postal Service guarantees deliver by 3:00 P.M. on the following day, provided that the destination zip code is on their next-day Express Mail network. Please call one of the following postal stations for more information:
- Estes Drive 942-4179
- Franklin Street 967-6297
- Timberline 942-0827
The deadlines for mailing USPS Express Mail envelopes are:
- Your department’s last mail pick-up for the day
- Receipt at the Bioinformatics Building Mail Center by 4:30 P.M.
- Deposit in a USPS collection box before the last pick-up
- Deposit at a U.S. Post Office by 5:00 P.M.
Forwarding Mail
Before you move, obtain change of address cards from your post office and promptly notify correspondents and publishers of your new address. Be sure the effective date of the change is on the form. First class mail is forwarded for one year. Contact your post office about forwarding other classes of mail, temporary changes of address and holding mail. Notify the Campus Directory or call 962-1608 for any change of campus address. It is the responsibility of the previous work unit on campus to forward mail to faculty/staff no longer employed.
Insured Mail
Provides coverage against loss or damage. Coverage up to $600.00 for Standard Mail (A) and Standard Mail (B) as well as Standard Mail (A) and Standard Mail (B) class matter mailed at Priority Mail or First Class rate. Items must not be insured for more than their value. Call for 962-1139 for rates. Irreplaceable articles, regardless of value, and all items of more than $600.00 value, should be sent by registered mail.
International Mail
University Mail Services uses a variety of services offered by the U.S. Postal System to get your mail delivered quickly. Call 962-1139 for letter and package rates. Canada and Mexico have separate rates from other countries so please specify when calling.
Global Priority Air Mail
Travels in the same bag with International Express Mail. Has its own distinctive envelope and can be tracked to the point of entry of the designated country.
Call 962-1139 for details about this exciting new service provided by the United States Postal Service.
All international letters, letter packages, postcards, and postal cards receive First Class service in the United Stated, dispatch by the most expeditious transportation available, and airmail or priority service in the destination country. Mailers should endorse such items "Air Mail" or "Par Avion".
Library
Library rate is a special Standard Mail (B) rate for books, films, educational and/or cultural materials mailed between educational institutions, museums, libraries, herbaria and other such institutions. Call 962-1139 for more information.
Metered Mail
Metered Mail is a computerized charge-back system that automatically drafts University account numbers for postage used. Centralization affords the University the opportunity to take advantage of discounts offered to large volume mailers by the U.S. Postal Service and other mail delivery companies, thus saving money on postage. In addition use the Standard Address Format.
Postcards
- Not larger than 4 ¼ by 6 inches by 0.0095 inch thick
- Not smaller than 3 ½ by 5 inches by 0.0007 inch thick
Registered Mail
When you use registered mail service, you are buying security--the safest way to send valuables. The full value of your mailing must be declared when mailed for security and insurance purposes. Included in the registration fee is insurance protection up to $25,000.00 for domestic mail only. You receive a receipt and the movement of your mail is controlled throughout the postal system. For an additional fee, a return receipt (see next) showing to whom, when, and where delivered may be obtained. Registered Mail should be used to mail irreplaceable items. Call 962-1139 for rates and more information.
Return Receipt
Available for only Express Mail, Certified Mail, Insured Mail and Registered Mail.
Zip Code
The ZIP Code for the University is 27599-(your campus box number). Zip + 4 moves youR mail better. The nine digits in a ZIP + 4 are in sequence, focusing on successively smaller areas. The first three digits point to one of over 500 key Sectional Center Post Offices, each of which serve 30 to 200 or more smaller post offices, or to one major city. The next two digits represent the post office or postal installation of destination. The next two represent a small geographical sector (street, office building) and the last two represent even a smaller segment (ex., a floor in the office building). National ZIP Code information is available at http://www.usps.gov/ncsc/lookups/lookups.htm or by telephoning either mail center. North Carolina Zip Codes are available by telephoning the Mail Center. In 1987, UNC was granted a unique ZIP Code, 27599. Your CB# is the 4 digit add-on for ZIP + 4. With the use of this unique 9 digit ZIP Code, your incoming U.S. Mail can be sorted quicker by automation.
Database Management
University Mail Services has the capability to standardize your address list to make it automation compatible, presort it to save money on postage and speed up delivery, and to verify and change incorrect or insufficient address information. This will ensure that more of your bulk mail will be delivered.
Send the file on a 3 ½ inch disk in ASCII delimited format. Please indicate the longest file (usually the first one).
National Change of Address (NCOA) is also available through our service. We can export your address list to a vendor authorized by the U.S. Postal Service. These vendors have access to the Postal Service’s national database. This service is an address change process that electronically compares mail list address information with data from over 110 million change of address cards filed by postal customers. Address change information is provided for mailing list records that match with address change information from the address change cards. Through NCOA, you can get change of address information before you mail. There is a fee for this service.