Governing Policy: Mailing Policy

Department Approval: June 30, 2007

Administering Department: City Clerk's Office

Services provided by the Document Solution Center/Mail Room

• Open 5 days a week, 8 a.m. to 4:30 p.m.
• Process outgoing US mail.
• Pick up and deliver interdepartmental mail once a day.
• Package pickup by the United Parcel Service (UPS).
• Information concerning mailing procedures.
• Assistance with special services such as Certified Mail, Registered Mail, Express Mail.

Services not provided

• Will not pick up or process personal mail.
• Will not forward mail to former employees.

Standards

1. Mail received in the Mail Room after 4:00 will be processed the next business day.
2. Use correct ZIP codes
3. Place US Mail in the designated location within your department for pickup during the inter-office mail route.
4. All mail is considered first class unless indicated otherwise.
5. Use standard, bulk mail (3rd class) when possible.
6. Update mailing lists regularly, both interoffice and U.S. Postal Service. USPS Forms “3576” are available in B27 for address updates.
7. Mail not in compliance with the guidelines will not be processed.
8. Departments with billings of less than $5 per month should use stamps.
9. Do not co-mingle inter-departmental mail with first class mail.