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

Canada Post Rates

Transportation of Dangerous Goods Policy

Request for Courier Online Access Form

Request for Shipping Form

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

Inter Departmental Mail

Bulk Inter Department and Student Mail

External Mail

External Addressing

Each piece of mail must clearly identify the name of the originating department in the top left hand corner of the envelope, under the University of Guelph logo. This will ensure that undeliverable mail can be returned to the sender.

All mail must be properly addressed. The recipient’s name, agency or company, street address or P.O. Box, city, province or state, country and postal code or zip code is required. The postal code must always appear last on the envelope and must reflect the proper address. No other information should be placed below the postal code.

Do not abbreviate international addresses, with the exception of the U.S.A. Use the complete spelling of a foreign city and country.

Enclosures

Envelopes

Standard envelopes are available from our current stationery supplier.
Window envelopes must be matched with the insert to ensure the entire address will show through the window, even when the insert slides inside the envelope.
Mail Services will seal external mail envelopes. To facilitate this, the customers are asked to “fan” the flaps. “Fanning” is overlapping unsealed flaps.
Mail must also be faced so that all pieces are readable within a bundle without turning the envelopes.

Parcels

All parcels must be packed securely. The recipient’s addressing information must be clearly printed in the centre of the parcel and the originating department in the top left hand corner.

It is advisable to show the address of the sender and of the addressee inside the parcel and identified on the items as much as possible.

Items classified as dangerous goods can be handled or mailed by Mail Services.

Lettermail Rates

Bulk Mail Rates

U.S.A. and International Mail

All mail forwarded outside Canada falls under international rates and regulations which vary widely from country to country. Rates and types of services available are too numerous and complex to list. Please contact Mail Services, (519)824-4120 x52264 to determine the proper rates, classification, and obtain the documents which may be required for customs declaration.

Failure to comply with the regulations can result in additional expenses and delays.

Custom Requirements

Parcels going out of the country via courier services require appropriate Custom Documents completed by the sender. Exceptions are letters containing correspondence and Printed Papers that are known not to be dutiable. Mail Services will provide you with the forms, and clarification of the regulations if required. They can be contacted by phone at 519-824-4210 x 52264 or by email at ucmailrm@uguelph.ca.

Business Reply Mail

A Department wishing to have mail returned, i.e. surveys, invitations, etc. in a postage paid envelope should use Business Reply Mail.

Business Reply mail is a contractual agreement with Canada Post and requires a permit number and business reply indicia issued by Canada Post. The permit is available for use by the department through Mail Services. As Canada Post is very strict on the enforcement of the format, do not design Business Reply mail pieces without contacting Mail Services, (519)824-4120 x 52264.

About Our Services

Canada Post Special Services

Reference Websites:

Postal Code Look Up at: Canada Post
Yellow Pages Address Search at: canada411

Mail Services provides the following Canada Post services:

10.1 Registered

Registered Mail is an optional service to Lettermail items. The mailer upon request to Mail Services will be provided with a proof of mailing and a signature is obtained from the addressee, or the addressee’s representative, before delivery is completed. Registered items are processed through the regular Lettermail stream.

10.2 XPRESSPOST

XPRESSPOST is time sensitive service with a built in confirmation option which allows the customer to verify the delivery status of the item by calling a toll free number. This service provides a guaranteed speed (1 business day local, 2-3 business days between Canadian urban centres). Available for documents and packages, XPRESSPOST replaces domestic Special Delivery/Special Letter, Counter Expedited parcels and Commercial Air parcels service.

10.3 Priority Couriers

This is a guaranteed delivery service for urgent time sensitive items. In most cases items deposited at a postal outlet in any of the following 3 regions (Quebec/Ontario, Western provinces, Atlantic provinces) in Canada will be delivered to the address on the next business day. Across Canada service is generally next business day between most major centres. The Priority Courier Guarantee applies to all Priority Courier Shipments.

10.4 Insurance

Insurance is a service where Canada Post provides compensation for the loss, rifling or damage of mailable items if the requirements of the Indemnity subject are met.

Canada Post provides numerous other special services but are too lengthy to detail in this document. Please contact Mail Services, (519)824-4120 x52264 for details.

Couriers

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