• Priority Mail is First-Class Mail weighing more than 11 ounces and, at the mailer's option, any other mail matter (including regular First-Class Mail) weighing 11 ounces or less.
• Priority Mail rates are based on zone and/or weight.
• Priority Mail envelopes or PAKS are available through Mail Services at no charge.

• Certified Mail provides a receipt to the sender and a record of delivery at the post office of the addressee.
• No record is kept at the post office from which the piece is mailed and no insurance coverage is provided.
• Certified Mail is only available on First-Class Mail.
• Return receipts furnish the mailer with proof of delivery.
• The return receipt is mailed by the post office of the addressee to the sender after the article has been delivered to the addressee.
• For an additional fee, you may request restricted delivery, which allows only the addressee to sign for that piece of mail.
• Departments are responsible for filling out proper forms. Forms are available through University Mail Services.

• Signature Confirmation Receipt provides confirmation of delivery/attempted delivery date upon inquiry, provides copy of recipient signature via fax or mail upon request and is only available with Priority Mail and Package Services (Parcel Post, Bound Printed Matter, Media Mail, Library).
• No insurance coverage is provided. If indemnity coverage is desired, consider Insured Mail, Registered Mail, or other special service that provides coverage.
• Postage and Signature Confirmation fees must be paid before mailing.
• For inquiries, access USPS.com or call (800) 222-1811.

• Insured Mail provides indemnity coverage for an article which is lost or damaged.
• For an additional fee, return receipt and restricted delivery are also available on insured items.

This rate is primarily for libraries; however, there are exceptions to this rule. Check with Mail Services to see if this rate is applicable or if another rate would best serve your needs.

Library Rate is for Domestic Mail Only.

• All International mail MUST be in envelopes. Post card rates are the same as letter mail.
• Proper addressing of the envelope is necessary to eliminate delays.
• The U.S. Postal Service requires that the destination country be spelled out in full, in English. Abbreviations are not acceptable.
• When shipping to Int'l countries, custom forms are required. The contents of the package must be identified with information regarding the value. Many countries have restrictions on what may be received.
• Packages with contents improperly identified will be sent back to the shipper.
• Mail Services suggests that a label be placed inside the package in case the outside label should come off. The enclosed label should include the sender's address as well as that of the addressee.
• Separate international mail from domestic mail.
• International mail requires additional postage, so it needs to be flagged by putting a paper clip on the top edge of the envelope to indicate special handling.
• If you have several pieces of Int'l mail, rubber band them together and place a paper clip on the top piece of mail.
• Weight limitations vary by country.
• Contact Mail Services at (573) 651-2953 for Required Forms and further information.

• Using Business Reply Mail (BRM) allows you to pay only for responses returned from your customers.
• If they use your BRM pieces, you pay the single-piece First-Class rate and a per-piece charge.
• Please include your index number and mail stop code on all BRM sent out.

• Express mail is a premium service offered through the U.S. Postal Service with next day guaranteed delivery to many destinations.
• Items to be sent Express Mail need to be to Mail Services before 2pm.  This will allow Mail Services to process your mail and have the item delivered to the Post Office prior to the 2:30pm deadline set by the Post Office.
• See the section on Outgoing Express Packages for more information on these types of services.

• When 200 or more pieces of the same size and weight are mailed together, standard mail is substantially cheaper than first class.
• International Mail cannot be included in standard mailings.
• Standard mail must be kept separated from other mail and identified as such. Please include a Bulk/Permit Mail Service Request form with your mailing.  
• Standard mail must be in zip code order. When ordering labels, request "bulk order". These labels can be sent electronically to Mail Services for addressing. If pressure sensitive labels are ordered and affixed by the department, they MUST be kept in zip code order. Mail Services will return mailings that are not in zip code order.
• A complete return address must be on each piece of a bulk mailing and MUST include:
  • Southeast Missouri State University
    One University Plaza
    Cape Girardeau MO 63701-4799
• The minimum size of a bulk mail piece is 5" in length and 3 1/2" in height, however it is requested that postcards or flyers be no smaller that 6" X 4". The larger size feeds better through labeling and metering equipment. Inserts should be identical and may not contain commercial advertising.
• Contact Mail Services in advance of your mailing to have any questions answered--it could save time and money.

• Pre-printed permits on mailings of 200 or more identical pieces eliminates the metering process. Requirements for pre-printed permit use are:
  • Minimum number of pieces is 200.
  • Pieces must be identical.
  • Minimum size is 5" long and 3 1/2" high.
  • Must be in zip code order.
  • Must be separated from other mail and clearly marked. (Please include bulk mail service request form.)
  • Mailing must include Index number.
• Mail Services must process all permit mailings. The post office will return all mailings to Mail Services that are dropped off at the post office by departments without proper paperwork and processing.
• If a mailing is pre-printed with a permit and fewer than 200 pieces are to be mailed, the permit must be covered with a white label so that regular postage may be applied.
• Use of an external entity to provide Permit Imprints/Bulk Mailings must be approved by Mail Services in writing. Departments will need to complete Bulk Mail Form, which should include Department Name, Index, External entity providing the services, anticipated mailing date, number of pieces and total amount being charged against the University Permit. The Department will be charged the postage charge against the University Permit and additional 20%. The additional fee is intended to cover Annual Permit Account fees and account management. Charges for mailings without prior approval will not be paid for with the University Permit. 

• To assist departments in processing mailings, Mail Services will address electronic inkjet labels.
• Faculty/Staff labels must be ordered from Human Resources. All other labels must be ordered through Information Technology.
• If there are any questions, please call Mail Services at (573) 651-2953.

• Address information required for on-campus delivery is the name of the person or department and the mail stop code. The mail stop code is essential.
• Large campus mailings will be electronically labeled by Mail Services. When these labels are ordered, they should be requested in "mail stop order."
• When labels are ordered for mailings to students, they must be requested grouped by residence halls.
• If your department labels your campus mailing, it must be sorted in mail stop order.
• When you plan a large campus mailing, please contact Mail Services so we may answer your questions and schedule the mailing. Otherwise, the mailings are on a first-come, first-served basis.
• If your department is moving, please send a complete list of employees making the move to Mail Services, MS 7715. Include the department name, estimated moving date, new location, and room numbers. Some departmental moves will require a new mailstop code. The new code will be assigned and the list of employees will be forwarded to the Human Resources office with the new mailstop code. This will minimize delays in deliveries to your department.

• Department mail routes for delivery of US Postal Service items and pick-up of outgoing mail
  • 10 a.m. – 12 p.m.
• Package and Supply Order delivery
  • 1 p.m. – 4 p.m.

Any US Postal Service items received after 2 p.m. and any UPS items received after 3 p.m., will be processed the next business day.

All inquiries regarding if a package has been received must include Carrier and Tracking Number. Not all US Postal items will have a tracking number.

• Departmental Barcode INDEX# label
  Name or Department, Mail Stop Code
  Southeast Missouri State University
  One University Plaza
  Cape Girardeau, MO 63701-4799

• Addresses should be machine-printed, with a uniform left margin, and include the street designators (BLVD, DR), directionals (N, E, NE), the apartment, suite, or room number, and (if possible) a ZIP + 4 CODE.
• Addresses are preferred in all upper- case letters with punctuation omitted.
• Preferred Format
  • ATTN specific person, dept.
    RECIPIENT business or individual name
    DELIVERY ADDRESS street, PO box, apt., suite #
    CITY STATE ZIP if all 3 cannot fit, place Zip on the next line, aligned left

• When using University letterhead envelopes, the departmental bar code (Index number) should be placed in the upper left-hand corner. Please submit this form for your labels.
• If you are sending a bundle of mail, the bar code only needs to be on the top piece in the bundle. Please make sure all pieces of mail are secured together with a rubber band.
• Using the correct format will ensure that postage charges will be made to the proper account.
• If a department's Index number does not appear on the envelope, Mail Services may have to open the envelope to determine the department to be charged. This will delay processing.
• If you need more bar code labels, use a re-order form or call Mail Services at (573) 651-2953.

• The following minimum size standards apply to First-Class Mail:

1. Pieces must be at least 0.007 inches thick (index cards are acceptable).
2. All pieces which are 1/4 inch thick or less must be:
   1. rectangular in shape (horizontal format)
   2. at least 3 1/2 inches high
   3. at least 5 inches long
3. The placement of the address on first class mail establishes which dimensions are the height and length. The length is the dimension parallel to the address as read. If the address is placed incorrectly the piece may not be mail able and will be returned to the sender.
4. Incorrect placement of the address, or use of a larger envelope weighing 1 once or less, will result in a surcharge.
5. Please do not use staples. If the piece of mail is not in an envelope, tape the corners.
6. Please seal all thick envelopes to avoid losing items.

Incoming correspondence (mail) should be addressed as follows: 

• NAME or DEPARTMENT and MAIL STOP CODE 
  SOUTHEAST MISSOURI STATE UNIVERSITY 
  ONE UNIVERSITY PLAZA 
  CAPE GIRARDEAU MO 63701-4799 

Incoming packages being delivered by courier or freight lines should be addressed as follows: 

• NAME or DEPARTMENT and MAIL STOP CODE 
  SOUTHEAST MISSOURI STATE UNIVERSITY 
  610 WASHINGTON AVE, NORTH DOCK 
  CAPE GIRARDEAU MO 63701 

• To ensure prompt and efficient delivery, Mail Services should be notified immediately in writing of any address or name change for individuals or departments. 
• Please notify any newspaper or magazine subscriptions of any change of campus address. 
• Each department is responsible for forwarding mail addressed to faculty/staff who are no longer with the University. 

• Personal packages may be received at University Receiving.
• Personal packages may also be mailed or shipped out. Include your name, mail stop code and University Identification Number along with the package. 
• You will need to fill out any forms needed for Certified, Insured, and etc. 
• You will receive a bill from the University for the shipping cost.