Frequently Asked Questions
When will my mail be picked up?
On the Charles River Campus, call 617-353-2156. At the Medical Campus, call 617-638-7500. Also check interactive maps.
Who do I contact about missing mail?
On the Charles River Campus, call 617-353-2156. At the Medical Campus, call 617-638-7500.
What is your policy about special pick-ups?
If you have extra mail to be picked up that would require the Mail Services drivers to re-enter the building to pick up your mail, we ask that you call for a special pick-up so the drivers may continue to deliver regular mail in a timely way.
I am online and my tracking number says that the mail has been delivered. Do you know where it is?
The term delivered means the mail in question has been received at the local USPS facility. Usually receipt of the mail at Mail Services is 24 to 48 hours later.
Can all mail be tracked?
No. Express Mail and Registered mail may be tracked online or by Mail Services. Certified-Return Receipt Requested can be tracked by the Post Office.
Must envelopes be sealed before sending to Campus Mail?
Campus Mail can seal your envelopes—but only letter-size envelopes with the opening at the top. Flaps can be left “up and over.” Flat or manila envelopes are currently sealed at Mail Services on a case by case basis. If the contents fit the flat envelope properly and is not too thick or bulky the envelope is effectively sealed by machines.
How should mail be bundled to go out through Campus Mail?
Tightly band all bundles, making sure envelopes all are facing the same way. Make separate bundles for each type of mail. Never mix interdepartmental, stamped, international, or domestic mail. Never overstuff mail bags or tubs; it can damage your mail. Call us to request extra bags, tubs, or letter trays.
Does the departmental account have to be on each envelope?
If you have a whole box or tray of mail, just one note is all we need. If your mail is in bundles, the account code should be on the top envelope.
How do we address interdepartmental mail?
The department name must be clearly written along with the address. Remember that an address is not enough—many departments have the same address. Interoffice mail should also be sent in yellow reusable envelopes to prevent the possibility of being metered as first class mail and sent to the US Postal Service.
My department has a supply of envelopes which indicate that postage is paid. May we use them for daily mail?
No, those envelopes are to be used only for bulk mailings of 200 or more identical letters or mail pieces with no original signatures. If these envelopes are dropped in the mail without the required documentation, the University will be penalized by the USPS. A department may use these envelopes for regular fist class mail by covering the indicia with a white label.
What happens to our mail during Intersession?
For those departments that request the service and are open during Intersession, Campus Mail provides pick-up and delivery services.
What are the different classifications of mail?
First Class Mail – Any piece of mail weighing up to 13 ounces or less may be sent First Class at your option. First Class mail may not be opened for postal inspection.
Priority Mail – All first class mail weighing more than 13 ounces and not exceeding 70 pounds is considered priority mail. At the option of the mailer, any mail weighing 13 ounces or less can be sent priority mail. There is no minimum weight limitation. There is a flat rate up to two pounds. Use Priority Mail when two- or three-day service is needed. Note: Priority Mail is a two-day service between major markets/cities. Contact Mail Services at 617-353-2156 for specific information.
Parcel Post – The following items may be sent via Parcel Post: packages, merchandise, library materials, bound printed matter, sound recordings, video tapes or discs, computer media, books, and films. Each piece may not exceed 70 pounds in weight and a maximum size of 108 inches in length and girth combined. Rates are based on weight, distance, and shape.
Library Rate - Specific items loaned or exchanged between schools, colleges, universities, public libraries, museums, herbaria, and nonprofit religious, educational, scientific, philanthropic, agricultural, labor, veterans, or fraternal organizations or associations may be sent by a special Fourth Class library rate. Materials must be labeled “Library Rate.”
Media Mail - Media Mail is a cost-effective way to mail books, sound recordings, recorded video tapes or discs, printed music, and recorded computer-readable media (such as CDs, DVDs, and diskettes). Media Mail cannot contain advertising, except for incidental book announcements. Maximum weight: 70 pounds.
What type of envelope should I be using?
The size of envelopes used in mailing correspondence should properly accommodate the contents. For use in the United States Postal System there are basically two categories of envelopes: letter size and “flats,” as referred to by the USPS.
Letter-Size Envelope — Must be rectangular in shape for automated processing by the United States Postal Service. The following dimensions must be met for automated processing: height between 3 ½” and 6 1/8”; length between 5” and 11 ½”; thickness between .007” and ¼”.
Flats-Size Envelope — Large envelopes that exceed any one of the maximum dimensions of a letter are called “flats.” The maximum size of a large envelope is 12” high, by 15” long by ¾” thick. Mail pieces that exceed the maximum dimensions for a large envelope are charged parcel rates.