Governing Policy: Mailing Policy
Department Approval: June 30, 2007
Administering Department: City Clerk's Office
- All mail is considered first class unless indicated otherwise.
- Use bulk mail (standard, 3rd class) when possible.
- Use stamps if your department’s bill is less than $5 per month.
- Mail is picked up from the Mail Center by ZipSort at noon and 4:00 p.m. each business day.
- First Class mail is delivered by the Post Office within the Minneapolis-St. Paul metropolitan area within two days.
Preparation of Individual Pieces
- Use the correct size envelope for the mailing. Do not overstuff envelopes.
- Use First Class envelopes or stamping when the mailing must go first class.
- Include a 5 or 9 digit ZIP code.
- Include a City department name and return address. ZipSort will not meter mail that does not have a proper return address.
- Affix all mailing labels horizontally.
Sorting and Bundling the Mailing
- 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.
- Bundle various classes of mail separately with the proper colored card with the departmental accounting codes on each bundle.
- Stack all regular U. S. Mail envelopes sealed and facing the same direction in the trays provided in the Mail Room.
- 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."
- Bundle foreign mail separately and tag indicating "Foreign Mail." This includes Canada and Mexico.
- ZipSort, the City’s presort mail vendor, will sort by ZIP code