
Mail Services
Mail Service Guidelines
The University of Guelph Mail Services is a centralized mail service established to assist University Departments.
The following guide has been prepared as a source of basic information to help you make the most efficient and economical use of University of Guelph’s Mail Services. These guidelines should eliminate unnecessary returns, delays, or excessive postage charges on outgoing mail.
These guidelines include some Canada Post Regulations, including their Priority Courier Regulations, and the University’s procedures for the smooth, effective operation of the mail system.
Your cooperation on the following these guidelines will contribute to the operating efficiency of the mail system.
Please contact Mail Services for additional information on Postal Rates, Regulations and questions regarding mailing services at (519)824-4120 x52264.
Hours of Operation
Mail Services is located in Room 020 University Centre
| Monday to Friday | 8am - 3pm |
*with the exception of statutory holidays
Responsibilities
Mail Services Responsibilities
The following are the responsibilities of Mail Services:
- To provide a centralized cost effective and efficient distribution system for official University of Guelph Mail.
- To provide information, advice and training to clients of Mail Services
- To ensure compliance with the laws, regulations and rate structure of Canada Post.
Customer Responsibilities
The following are the responsibilities of the customer:
- To ensure department staff are aware of and abide by the guidelines in this document
- To notify Mail Services of changes in location, office hours, and personnel, including the names of visiting professors, to ensure mail is delivered accurately
- To secure mail into bundles not larger than 4” high with two elastic bands, one across the width and one across the length of the bundled envelopes. Include in each bundle the proper Account Card.
- In order to facilitate mail pick up, please notify Mail Services at least one day prior to pick up, if your volume of mail is unusually large.
Restrictions, Junk Mail and Dangerous Goods
The internal distribution of external commercial or business advertising matter, give-aways and/or promotional material are not allowed unless received directly from Canada Post, properly addressed to individuals and/or departments.
Should you receive unwanted, unsolicited mail, often referred to as junk mail, it is recommended you return it to the sender and demand to have your name removed from future mailings. Inter Department and outgoing mail will be processed and distributed only if it pertains to official University of Guelph activities. Official mail may include promotional material distributed on behalf of University of Guelph departments.
Schedules & Charges
Pick Up and Delivery Schedule
Mail is collected and delivered throughout the campus on a regular basis.
Departments wanting mail processed the same day and who have missed the mail pickup may bring their mail to the Mailroom before 1:00pm. This will ensure that the mail will reach Canada Post the same day.
Charges
As University departments exercise control over their mailing activities, the cost of postage and special services for outgoing mail is charged back to the customer through the Financial Reporting System (FRS).
Mail charges will be posted in FRS. The billing cut-off date will be the 28th of each month. Charges in FRS will include the postage costs plus the non-rebatable portion of HST. All postal rates are subject to the Harmonized Sales Tax (HST).
A University Department Account Card from Mail Services identifying the G.L. Account must accompany each bundle. The expense code for postage and special services is 64311. These Account Cards will be the method of identifying where costs are allocated.
Please contact Mail Services, 519-824-4120 extension 52264 for Account Cards. Lost Cards must be reported to Mail Services immediately.
Requests for new Account Cards to identify separate (additional) accounts will not be provided unless the volume of mail to be charged exceeds 500 pieces per semester. Customers who do not meet the minimum quantity per semester may be charged the minimum fee for 500 pieces.
Preparing Your Mail
To help Mail Services operate effectively and efficiently, mail must be properly prepared by the sending department.
Preparation includes:
- All envelopes must have a University of Guelph return address identifying the sending department
- Flaps on unsealed envelopes must be overlapped
- All mail must be pre-sorted into separate bundles as follows:
- INTER DEPARTMENT
- CANADA DESTINATIONS
- USA DESTINATIONS
- INTERNATIONAL (OVERSEAS)
- Each bundle must be securely banded with two elastic bands, one across the width and one across the length of the bundled envelopes, with the Account Card captured on top.
- Mail that does not meet the above will be returned to the sender.
Important Information
About Our Services
Helpful Hints
Taking a moment to prepare mail correctly helps Mail Services process items quickly and keeps costs down for your department. When in doubt, contact Mail Services for guidance before sending.
- Keep your mail lists up-to-date
- Canada Post applies a minimum surcharge of $0.15 on letter mail which does not include a postal code
- Non-standard envelopes cost a premium
- Letters should be folded in three and put in a standard envelope to get the best first class rate
- Departments wanting mail processed the same day may bring their mail to the mailroom before 1:00pm
- It is strongly recommended that persons expecting a courier item provide the sender with their correct name and proper University address (building, department, and very important – room number)
- Undeliverable (dead letters) are destroyed after 10 days
- First class Canadian lettermail does not require air mail identifiers under 500 Grams (3/16” thick)
- Separate bundles: Inter Department, Canada, USA, International
- fan all envelopes to be sealed
- Seal thick envelopes because the metering machine cannot perform this function
- Give advance notice to Mail Services for large mailouts of 500 pieces or more so mail tubs can be provided. Please note: an additional fee may apply, inquire within.
- Where possible, use electronic mail