Mailroom User Guide

Updated: January, 2024

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Delivery and pickup schedule

AM delivery/pickup — 10:00 a.m.–11:30 a.m. — Monday/Wednesday/Friday

• University Pavilion
• Riverfront Residence, School of Management
• Northbank Center
• William S. White
• Hubbard
• Recreation Center
• Thompson Library

AM delivery/pickup — 9:00 a.m.–11:00 a.m. — Tuesday/Thursday

• University Pavilion
• Northbank Center (Advancement)
• Thompson Library

PM delivery/pickup — 1:00 p.m.–2:15 p.m. — Monday through Friday

• French Hall
• Murchie Science Building
• Harding Mott University Center

Off-campus Ann Arbor pickup/delivery: Tuesdays and Thursdays

Outgoing mail to USPS: 3:00 p.m. — Mail can be brought to the mailroom as late as 3:00 p.m. to be sent out same-day. Please call ahead for large quantities or to inquire about bulk rates.

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Addresses and ZIP codes

There are two officially recognized addresses for the University of Michigan–Flint by the USPS. We generally recommend using the Kearsley St. address. Please include your name and department in your return address.

Student housing addresses

These addresses are delivered by USPS carriers and are not delivered by the mailroom:

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Mail preparation

We can provide supplies to your department for your individual mailing needs. Please inquire about sizing, availability, special requests, or specific mailing needs. Available supplies include:

• Priority Mail envelopes and boxes (flat-rate mailers available, $50 insurance included)
• Priority Mail Express envelopes and boxes (flat-rate mailers available, $100 insurance included)
• Full trays (with or without sleeves) for 500+ letters
• Half trays (with or without sleeves) for 250+ letters
• Mail tubs for flat-size mail pieces or parcels
• Forms: Certified, Return Receipt, Registered Mail, Customs for international parcels

Inter-campus mail

For quickest delivery, use manila-colored inter-campus delivery envelopes. When white business envelopes are used, they may be postmarked and sent via USPS, resulting in delays and unnecessary cost. Be sure to completely obscure all previous names and locations, and include the recipient’s name, delivery building, and room number if possible.

To request inter-campus envelopes, call 810-762-3141 or 810-762-3149.

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Off-campus delivery to UM Ann Arbor

Schedule: Tuesdays and Thursdays (can be scheduled on off days when needed — please inquire via phone or email).

Items hand-delivered to Ann Arbor should be limited to non-replacement items, urgent items/documents, and high-value items. The address must include “HAND DELIVERY – ANN ARBOR” (use red ink if possible).

Any other university mail that needs to be sent to Ann Arbor should be sent through the UM-Flint Mailroom via USPS.

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Outgoing mail (sent USPS)

Mail pieces (including packages) sent through the UM-Flint Mailroom will only be sent via USPS. For larger or possibly hazardous items, contact the Receiving Department at 810-766-6671 — they work with UPS, FedEx, and other carriers.

Personal mail

Each mail piece must have postage affixed and be separated from university mail pieces.

Outgoing university mail (non-bulk)

Mail pieces must include the mailing department’s return address in this format:

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Shortcode assignment for department billing

All mail processed through the mailroom will automatically be charged to the department’s default shortcode unless otherwise indicated.

For departments that charge postage to more than one shortcode, it is imperative that the department preparing mail clearly bundles and identifies those mail pieces with the proper shortcode they wish to have charged (preferably with a note on top).

Postage data is collected through the mailroom’s mail management equipment and sent to Jolie McKnight for processing and loading into the MAIS SUB Financial System. This process takes place at the beginning of each week for the previous week’s mailing activities.

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Envelope preparation

• Face all envelopes in the same direction with flaps up, “hugging.”
• International mail must be separated from domestic mail so it can be postmarked and processed properly.
• Envelopes with metal closure clasps need to be taped over, preferably with mailing tape.
• Items such as pens, USB drives, coins, or keys that cause uneven thickness must be sent as packages.
• Square or non-standard envelopes require additional non-machinable postage and must be sealed by the sending department.
• If window envelopes are used, a complete address including ZIP code must be visible.

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Mail piece dimensions

Postcard

Rectangular, even thickness. Maximum weight 3.5 ounces. Minimum: 3.5″ high × 5″ long × 0.007″ thick. Maximum: 4.5″ high × 6″ long × 0.016″ thick.

Regular letter

Rectangular, even thickness, landscape orientation. Minimum: 3.5″ high × 5″ long × 0.007″ thick. Maximum: 6⅛” high × 11.5″ long × ¼” thick. Maximum weight 3.5 ounces.

Flat

Rectangular, even thickness, flexible. More than 11.5″ long or more than 6⅛” high. Maximum: 15″ long × 12″ high × ¾” thick. Maximum weight 13 oz — anything above must be sent as a parcel.

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Parcels and mail classes

USPS offers several mail classes. For price comparisons, visit postcalc.usps.com.

• First Class Mail — Most items under 13 ounces. Includes tracking, no insurance. 1–5 business days estimated.
• Priority Mail — Items over 13 oz up to 70 lbs. Includes tracking and $50 insurance. 1–3 business days estimated.
• Priority Mail Express — Guaranteed 1–2 day delivery. Includes tracking and $100 insurance.
• Retail Ground — 2–5 estimated days, truck only. Includes tracking. Sometimes used for certain hazardous parcels.
• Media Mail / Library Mail — Reduced rates for books, CDs, DVDs, scripts, periodicals, and printed music. May not include notes to the addressee.

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Mailroom services

Envelope address printing (non-bulk mail)

The mailroom can print addresses from your address list onto your envelopes. Please call or email before preparing your envelopes to confirm turnaround time. At this time, we are only able to print the outgoing address.

• Envelopes must be empty, all faced in the same direction, with flaps closed and not “hugging.”
• Envelopes must be given to the mailroom prior to your send date, as addressing takes time.
• Send an Excel or .csv file to the mailroom email addresses listed above.
• The mailroom can also stuff envelopes — call or email to inquire.

Permit imprint printing

Permit imprints (used for bulk mailings) are available upon request or can be printed in our office at no additional cost to your department.

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Bulk mail services

Our department can help save your department money by utilizing USPS bulk mail rates. Please call or email to determine which class best suits your needs.

First Class Presort

Must have 500+ pieces. For personal mail (checks, bills, awards, etc.). All mail pieces must be identical in size and weight. Delivery: 1–5 days. Includes mail forwarding and return service.

Non-Profit Standard

Must include 200+ pieces or weigh 50+ lbs. Weight up to 3.3 oz. Must be all university material, non-personal. All pieces must be identical. Delivery: 1–10 days. Does not include mail forwarding or return service.

Presort Standard

Must include 200+ pieces or weigh 50+ lbs. For co-op mailings with a business or for-profit organization. Non-personal. All pieces must be identical. Delivery: 1–10 days. Does not include mail forwarding or return service.

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Additional USPS mail services

• Certified Mail — Provides an official receipt and record of delivery via USPS Tracking. First Class Mail only. No insurance included. Return receipts and restricted delivery available for additional fees.
• Certificate of Mailing — Official record showing your mail was presented to USPS for mailing (PS Form 3817 or 3877). This is the most commonly used additional service.
• Registered Mail — Safest way to send valuables. Kept completely separate from ordinary mail. Full value must be declared (up to $100,000). Recommended for negotiable instruments, jewelry, gems, and precious metals.
• Priority Mail Express — Guaranteed 1–2 day delivery with $100 insurance. Include the addressee’s phone number when possible. Indicate whether a signature is required.
• Signature Confirmation — Requires a signature upon delivery.
• Restricted Delivery — Requires a specific person to receive and sign with proper ID. Must be purchased with another extra service (Certified, COD, Insured over $50, Registered, or Signature Confirmation).
• Insured Mail — A signature is required for items insured over $500.
• Hold For Pickup — Parcel is held at the post office for the addressee to pick up in person with proper ID.
• Adult Signature Required — Requires signature of an adult aged 21+ with proper ID.
• Customs Forms — Required when sending parcels internationally or to APO/FPO/DPO addresses. Must declare goods, weight, quantity, and value. Contact the mailroom for assistance.