U.S. POSTAL SERVICE MAIL

The cost of mailing varies with each classification.

A. Oversize/Underweight Mail
First Class, Standard A and International Letter Class Mail weighing one oz. or less is non-standard if it exceeds any of the following size standard limits:

6 1/8" in height or 11 1/2" in length or 1/4" in thickness; OR
its aspect ratio (length divided by height) does not fall between 1 to 1.3 and 1 to 2.5 inclusive

Note:
There is an additional charge on each piece of mail that is found to be non-standard. In addition, pieces which are less than the following dimensions are non-mailable in the U.S. Postal Service and will be returned to you:
31/2" in height or 5" in length or .007" in thickness (thickness of a postcard)


B. First-Class Mail
Any mailable matter may be mailed as First-Class Mail up to and including 13 oz. The following examples are considered First-Class matter and must carry postage at First-Class, Priority, or Express Mail rates.

  • Matter wholly or partially handwritten or type-written (including identical copies prepared by automatic typewriter), originals or carbons, invoices (except when accompanying the matter to which they relate), postal cards, and post cards
  • Matter sealed against postal inspection (Standard A Mail may be opened for inspection)
  • Bills, grade reports, statements of account, and checks
  • Price lists with written-in figures changing items or prices
  • Blank printed forms filled out in writing, including canceled or un-canceled checks
  • Matter having the character of actual personal correspondence
  • Some computer printouts

If you are not sure if it is First-Class, be sure to ask UF Mail Services. Also note that discounted rates are available for 500 or more pieces (see First-Class Presort information below).

C. First-Class Presort
Any mailing consisting of 500 or more First-Class pieces can qualify for a postal discount if arranged in presort ZIP Code order. UF Mail Services maintains a first-class presort permit for this type of discounted postage. For basic presorting instructions, see Exhibit 2. Presort training is also available through UF Mail Services. For more information about the training, contact a University Postal Manager.

D. Priority Mail (not guaranteed)
All First-Class mail exceeding 13 oz. and not exceeding 70 lbs. is considered priority mail and at the option of the mailer, any mail weighing 13 oz. or less. There is no minimum weight limitation but there is a flat rate charged on mail weighing one lbs. or less.

The U.S. Postal Service provides free Priority supplies: cardboard and Tyvek envelopes, boxes, stickers and tape. If you need any supplies for your department, please call UF Mail Services Main Branch at 392-0629 or the Health Science Center Branch at 273-5022.

Use Priority Mail when two to three day service is desired. Discount rates are available for 300 or more pieces when using priority mail. Use Flat Rate Priority Envelopes when possible. These free envelopes allow any weight of material for the one lb. rate.

Note:
Priority Mail is a two day service between 64 major markets i.e. Atlanta to Dallas or Chicago to New York. When using Priority Mail, we recommend use of priority envelopes available at no charge from either UF Mail Services branch.

E. Periodicals (formerly Second-Class Mail)
Periodicals is a class of mail consisting of magazines, newpapers, or other publications formed of printed sheets that are issued at least four times a year at regular, specified intervals (frequency) from a known office of publication. Periodicals usually must have a legitimate list of subscribers and requesters. For more information, contact UF Mail Services.

F. Standard Mail (A)
The following is considered Standard Mail (A) Matter:

  • Circulars
  • Booklets
  • Merchandise
  • Photographs
  • Catalogs
  • Newsletters
  • Product Samples
  • Printed Matter

This mail also includes mechanically duplicated materials (i.e. photocopied or quick copied letters or announcements) as long as the material is not personalized and the signature is duplicated.

Each piece of Standard Mail (A) must be less than 16 oz. Anything heavier must be mailed as Standard Mail (B) or Priority mail. Reduced rates are available for mailings of 200 or more pieces or a mailing of 50 lbs. (See Standard (A) Class Bulk Rate Mail on the following page).

Note:
The standards for size and surcharge for single piece Standard Mail (A) weighing one oz. or less are the same as for First-Class.

G. Standard (A) Class Bulk Rate Mail
To qualify, there must be a minimum of 200 pieces or a mailing of 50 lbs., and all items must be presorted. No personal correspondence may be sent this way. In addition, all pieces must:

  • be printed or duplicated
  • be identical in size, weight, and number of enclosures
  • show the complete address of sender and receiver
  • be sorted by ZIP Code in ascending numerical order

For basic presorting instructions, see Exhibit 2. Bulk Mail training is also available through USPS.

Note:
Standard Class Bulk Rate mail is faster to process by UF Mail Services for the U.S. Postal Service if the UF permit is printed on the mail piece. An example is shown below. Be sure to contact a University Postal Manager for the correct permit number. Also, to qualify for non-profit rates, “University of Florida” must appear on the first or second line of the return address.

H. Package Services (Parcel Post)
The following items are considered Parcel Post Matter:

  • Library Materials
  • Packages or Parcels
  • Bound Printed Matter
  • Sound Recordings
  • Merchandise
  • Computer Media
  • Books
  • Films
  • Video Tapes

There is no minimum weight for Package Services. A single piece of Parcel Post, Media Mail, and Library Mail can weigh no more than 70 lbs. A single piece of Bound Printed Matter can weigh no more than 15 lbs. Also, the size must not exceed 108" in length and girth combined. For instructions on measuring a parcel, see Exhibit 3.

Discounts are available for mailings of 200 or more pieces. Contact UF Mail Services for more information. Also, two sub-categories of fourth class mail that might save postage are described below.

Media Mail
Only the articles listed below may be mailed at the Special Standard Mail (B) rate.

  • Books of at least 8 pages
  • Loose leaf pages and their binders consisting of medical information for distribution to doctors, hospitals, medical schools, and medical students
  • Computer readable media
  • 16mm or narrower width films (Film sent to or from commercial theaters do not qualify
  • Film catalogs (File catalogs sent to or from commercial theaters do not qualify)
  • Printed music, whether in bound or sheet form
  • Objective test materials
  • Sound recordings and guides or scripts prepared solely for use with such recording
    (video recordings and player piano rolls are classified as sound recordings)
  • Play scripts and manuscripts for books, periodicals and music
  • Educational reference charts

The correct endorsement or marking must appear on any letter or parcel mailed at this rate. Each piece claimed as Special Standard Mail (B) must be marked Special Standard Mail. Enclosures, such as envelopes or order forms are permitted.


Library Mail
Library Rate mail is Standard Mail that meets the standards for all Standard Mail (B) and those below.
Library Rates are based on the weight of each addressed piece without regard to zone.

1. Qualified Mailers and Recipients -
Each piece of Library Rate mail must show in the address or the return address the name of one of the following:

  • A School, College or University
  • Public Library
  • Museum
  • Herbarium
  • Non-Profit Religious
  • Educational
  • Scientific Organization
  • Philanthropic (Charitable) Organization
  • Agricultural Organization
  • Labor Organization
  • Fraternal Organization
  • Veterans Organization

2. Items Mailed Between - The following items may be mailed at the Library Rate when mailed between:

a. Any of the organizations or associations listed under Qualified Mailers and Recipients above
b. An individual who has no financial interest in the sale, promotion, or distribution of the materials
c. Any such institution, organization, or association and a publisher if they have placed an order to purchase the material for delivery to itself

  • Books, consisting wholly of reading matter, scholarly bibliography, or reading matter with incidental blank spaces for notations and containing no advertising except for incidental announcements of books
  • Printed music, whether in bound or sheet form
  • Bound volumes of academic thesis in typewritten or duplicated form
  • Periodicals, whether bound or unbound
  • Sound recordings
  • Other library materials in printed, duplicated, or photographic form or in the form of unpublished manuscripts
  • Museum materials, specimens, collections, teaching aids, printed matter, and interpretive materials for informing and furthering the educational work and interests of museums and herbariums

3. Items Mailed To or From - The following items may be mailed at the Library Rate when sent to or from the organizations listed under Qualified Mailers and Recipients above:

  • 16mm or narrower width films, filmstrips, transparencies, slides, and microfilms
    (all must be positive prints in final form for viewing)
  • Sound recordings
  • Museum materials, specimens, collections, teaching aids, printed matter, and interpretive materials (those intended for informing and furthering the educational work and interests of museums and herbariums)
  • Scientific or mathematical kits, instruments, or other devices
  • Catalogs of the materials listed above and guides or scripts prepared solely for use with such materials

For more information on qualifying items and postage rates, call UF Mail Services.


I. Global Express Mail (GEM)
(guaranteed to most ZIP Codes next day)

Global Express Mail is an extremely reliable and fast delivery service available from the U.S. Postal Service. It reaches all major markets in the U.S. and over 190 foreign countries. Global Express Mail provides shipment of letters, documents, and other mailable items and carries document reconstruction insurance at no additional cost. Also, merchandise is insured against loss, damage, or rifling up to $500 at no added charge. Additional insurance may be purchased with coverage up to $5,000. You may mail up to 70 lbs. This can be delivered seven days a week including holidays at no extra charge.

Do not place critical mail for this service in the internal mail system. In order to make that day’s mailing, mail for this service must be handed to a UF Mail Services clerk by 3:30 pm for that day’s delivery. Global Express Mail can also be placed in any Express Mailbox (one is available in the Reitz Union) or taken directly to a U.S. Post Office.

Domestic Overnight Delivery is guaranteed by the U.S. Postal Service (to most locations), and provides for a full postage refund if the item is not delivered on time.

International deliveries vary by country of destination. Delivery times average two to three business days to major business centers. However, items are not insured against delay in delivery since the U.S. Postal Service has no control over foreign delivery systems. Merchandise is insured against loss, damage, or rifling up to $500 at no added charge. Additional insurance may be purchased with coverage up to $5,000. Document reconstruction insurance is covered up to $500 maximum per shipment.


J. International Mail
Most items are mailable to foreign countries. However, there are certain restrictions. It is important that mailers contact UF Mail Services to determine the proper classification and documentation required.

If customs regulations are not followed and documentation is not exact, the item will be impounded by customs until the addressee makes arrangements for clearance and the payment of whatever duties required for the release of the item.
Customs rules are the same whether mail is sent by USPS or other couriers.

Customs Forms
Any printed matter or any mail over 16 oz. going outside of the U.S. must have a customs declaration.

Letters and letter packages:
Max Weight Limit - 4 lbs.
CUSTOMS FORM: 2976

Parcel Post:
Fourth Class Parcel Post
(weight limits vary by country)
CUSTOMS FORM: 2976A


Addressing International Mail
Mail addressed to countries outside of the United States must have the address typed or printed in Roman capital letters and Arabic numerals. The complete address must include the name of the recipient, house number, street address or box number, city, province and country. All non-English addresses must have an English translation of the destination, post office, province and country. The last line of any foreign address should be the country name spelled out in capital letters, in English. (See international address format example.) Please indicate manuscripts by printing “MANUSCRIPT” in bold, capital letters on the front of the piece.

International Priority Mail
By using the “International Mail” form (see mail slip Example #2 of Exhibit 4  in the "Preparing Your Mail section), your international air letter or air printed matter will get to its overseas destination one day faster than regular international air mail. Delivery time is three to seven days.

Global Priority Mail (GPM)
Global Priority Mail is an expedited airmail service providing quick, economical delivery of letters and merchandise weighing up to four lbs. GPM items receive priority handling in the United States and to over 50 countries. The U.S. Postal Service provides flat-rate envelopes and stickers for free. If you need these supplies for your department, please call UF Mail Services.

Global Express Guaranteed (GXG)
Global Express Guaranteed is an expedited delivery service for both documents and merchandise to more than 200 counties providing destination-specific time-definite delivery standards (or postage refunded) including insurance against loss, damage, or rifling up to a value of $100. Additional document reconstruction insurance may be purchased up to $2,499.00 (except to Canada) and optional merchandise insurance up to $2,499.00 is available to most countries.