SPECIAL SERVICES --UF Departments Only
Accountable Mail includes all Certified, Registered, Insured, SUS Courier and Express mail. Do not mix critical mail for these categories with your other outgoing mail. This mail should be handed to a UF Mail Services associate. For information on indicating special services such as registered, certified or insured mail, see Exhibit 5.

A. Certified Mail
Certified Mail provides you with a mailing receipt and a record of delivery is maintained at the recipient’s post office for two years. A return receipt provides you with proof of delivery and can be obtained for an additional fee. Certified mail service is available only for First-Class Mail. No insurance coverage is provided. A numbered label and completed receipt must be affixed. These labels can be obtained from UF Mail Services.

B. Registered Mail
The registered mail system is designed to provide added protection for valuable mail. Postage insurance may be purchased to cover articles valued up to $15 million. Registered mail is the most secure mail the Postal Service offers. It incorporates a system of receipts to monitor registered articles from the point of acceptance to delivery. Return receipt and restricted delivery services are available for additional fees. Added security may delay delivery by 24–48 hours. When sending registered mail, do not use transparent tape to seal your mailpiece and do not use padded envelopes.

C. Delivery Confirmation
Delivery Confirmation tells you what date and time an article was delivered or delivery attempted. It is available for an additional fee when sending either Priority Mail or Package Services. Delivery information can then be obtained through the USPS web site (www.usps.gov) or toll-free number (800-222-1811).

D. Insured Mail
You can obtain payment for domestic mail that has been lost, rifled or damaged by having it insured. You can buy insurance up to $5,000 for Standard (A) and Standard (B) mail. It is also available for merchandise mailed at the Priority mail or First-Class mail rates. Express Mail includes $100.00 insurance at no extra charge. Mail going to foreign countries that needs to be insured must weigh one lb. or more and can only be mailed Parcel Post.

E. Return Receipts
A return receipt is your proof of delivery. It is available for insured, certified, registered and domestic Express mail shipments. The return receipt identifies the article number, who signed for it, and the date it was delivered. Be certain to identify your PO Box number and department on any return receipts so we can route them back to you. It is not necessary to use a return receipt on all certified or registered mailings.

F. Reply Mail
Reply envelopes or cards are supplied as a means of expediting a reply and ensuring the envelope or card is returned to the correct address. The two methods of Reply Mail available to UF Mailers are described below.

Business Reply Mail (BRM)
BRM service enables mailers to receive First-Class mail by paying postage only on the mail which is returned. All business reply postage and handling charges are billed back to initiating departments. We guarantee payment of the appropriate First-Class postage plus a handling charge per piece.

The correct format of a business reply envelope is shown below. The piece must conform to a specific format to qualify as BRM, including a unique ZIP+4 code assigned by the USPS. Additionally, your department certification number followed by the month/year must appear in the upper left corner for billing and delivery purposes. When you decide to design any business reply envelope or card, consult with a University Postal Manager for proper format and be sure to have them approve the proofs before printing.

A special format is required for mailing in foreign countries. Contact UF Mail Services for the special format.


Meter Reply Mail
In some instances Meter Reply Mail is the most cost efficient method since there is no service charge, but postage is prepaid. The format of the meter reply envelope and card differs from the format for BRM. So, please consult with a University Postal Manager for the proper format and be sure to have them approve the proofs before printing.

G. Signature Confirmation
Signature Confirmation is a service available for an additional fee. Signature Confirmation lets you know who accepted your package and the date, time, and zip code where it was delivered. You can get this information by phone (800-222-1811) or web site (www.usps.gov). You can have a copy of the signed delivery record mailed or faxed to you upon request. It is available on Priority Mail and Package Services items. This service can be used alone or combined with Insured, Registered, COD, Special Handling, or Restricted Delivery*. (*If purchased with insurance for more than $50, COD or Registry Service.)