Governing Policy: Mailing Policy

Department Approval: June 30, 2007

Administering Department: City Clerk's Office

General Conditions

1. All mail is considered first class unless indicated otherwise.
2. Use bulk mail (standard, 3rd class) when possible.
3. Use stamps if your department’s bill is less than $5 per month.
4. Mail is picked up from the Mail Center by ZipSort at noon and 4:00 p.m. each business day.
5. First Class mail is delivered by the Post Office within the Minneapolis-St. Paul metropolitan area within two days.

Preparation of Individual Pieces

1. Use the correct size envelope for the mailing. Do not overstuff envelopes.
2. Use First Class envelopes or stamping when the mailing must go first class.
3. Include a 5 or 9 digit ZIP code.
4. Include a City department name and return address. ZipSort will not meter mail that does not have a proper return address.
5. Affix all mailing labels horizontally.

Sorting and Bundling the Mailing

1. Separate envelopes of different sizes and weights. If there are five or more envelopes of the same size, bind them with a rubber band. Always include a colored Department Card with the current FISCOL code.
2. Bundle various classes of mail separately with the proper colored card with the departmental accounting codes on each bundle.
3. Stack all regular U. S. Mail envelopes sealed and facing the same direction in the trays provided in the Mail Room.
4. Any mail that is not to go first class must be bundled separately and labeled. If a letter is enclosed with printed matter, write on the envelope, "Third Class Mail, First Class Letter Enclosed."
5. Bundle foreign mail separately and tag indicating "Foreign Mail." This includes Canada and Mexico.
6. ZipSort, the City’s presort mail vendor, will sort by ZIP code