Mailing Guidelines

All bundles of outgoing mail must be accompanied by a Mail Authorization Card (MAC) held together by a rubber band. The use of tape and/ or staples is discouraged. Failure to provide a completed MAC and/or incorrectly preparing the mail for processing may result in the delay or return of mail.

To help Penn Mail Services deliver the best service, please follow these guidelines:

  • Write legibly, in upper case, in black ink whenever possible.
  • Always separate mail into the following categories: 
    • Domestic US Mail 
    • Letter size (Keep flaps up or sealed for swifter processing)
    • Larger size envelopes, also known as flats ¬ (Seal for swifter processing)
    • International Mail (Same as above)
    • Intramural Mail – Reusable gray or confidential white envelopes are available from Penn Mail Services. Be sure to provide both addressee name, department, mail code and building
    • Metered Mail
  • Special requests regarding your mail must be addressed with Penn Mail Services priority to retrieving mail from department.
  • To ensure expediency, deposit all types of outgoing mail in your building's designated pickup area.
  • Face all letters in the same direction. Turn flaps up so that envelopes may be sealed more easily.
  • The MAC must contain a valid budget code, class of mail designation, date of mailing, and contact name with phone number.

There are no minimum quantities for outgoing metered mail.

Stamped or personal mail will not be picked up by PMS Personnel. Departments should not include their personal mail or any stamped mail with outgoing mail to be retrieved by Penn Mail services. Departments are not authorized to use stamps or purchase their own meter to process University mail.

The non-profit permit (indicia) is used for first-class and non-profit mailings over 500 pieces. The permit (indicia) cannot not be used for First Class mailings less than 500 pieces. All mail pieces must be uniform in size. For lowest postage rate, letters should not weigh more than 3.5 ounces; flats should not weigh more than 13 ounces.