Packages and mail from the U.S. Postal Service, UPS®, and FedEx® cannot be delivered to student residences or other on-campus housing units. All mail must come through the University Mail Services, which can be picked up at the service counter during normal hours of operation. If you do not pick up your perishable packages within seven days, they will be thrown away because of the U.S. Postal Service regulations.
If we receive mail or a package addressed to the University without the name of a specific individual or department, it will go to the business office. The business office will look at what’s in the package and see who it’s supposed to go to. Then, they will send it to Mail Services, under the regular on-campus delivery process.
All departments which are a part of the weekday campus delivery routes must have the following:
- A designated mail pickup/delivery area that is accessible.
- Pickup/delivery areas must be visible and labeled with “Incoming Mail” and “Outgoing Mail” sections.
- If a designated mail pickup/delivery area will not be accessible, Mail Services should be contacted for other arrangements.
The mailroom receives Certified Mail and Next Day Air letters/packages for faculty and staff members.
- This mail will be delivered on the weekday campus delivery routes.
- If Mail Services receives letters/packages after the standard campus delivery routes, they will be delivered the following business day.
Any outgoing mail/packages designated for outside the U.S. must be marked and bundled together. To ensure accuracy and prompt delivery, coordinate with the Mail Services Staff on such mailings.
The return address and department name should be in the upper left-hand corner of all outgoing mail.
Outgoing mail collected or turned in to the Mail Services counter before noon on weekdays will be processed the same business day. Outgoing mail received after the noon weekday deadline will be processed on the next business day.
All outgoing mailings should be placed into an appropriate-sized envelope. If not sealed, the envelopes need to be nested so that all the flaps are open one on top of another.
Boxes should be well secured with packing tape.
- There should be no stickers or numbers from previous mailings on the box, if the box is being reused. If unable to remove, please mark out any labels or stickers with a permanent marker.
- A complete mailing address should be placed in the middle to lower half on the front of the box.
- A complete return address, including department name if applicable, should appear in the upper left-hand corner.
- The upper right-hand corner should be free of tape or writing so that the proper postage may be affixed.
Payment for shipping services is limited to cash or check. Express cards and credit cards are not accepted.
- Provide the departmental account number for mailing charges on the front of each bundle/container of outgoing mail.
- Mail that needs to be metered should be separated from inter-campus mail, stamped mail, and envelopes/postcards with “no postage necessary.”
- Separate sealed envelopes from unsealed envelopes.
- Separate domestic mail from international mail.
- Envelopes must be addressed side up and right side up (as opposed to upside down) and flaps pointing down.
- Do not tuck flaps into envelopes if unsealed and intended for recipients off-campus.
- Envelopes 6 1/8″ by 11 1/2″ or larger must be separated from other mail and stacked flat, not on end.
- Do not stamp account numbers or place any other markings in the upper right-hand corner of any piece of mail where the postage is to be applied.
- Campus mail for student mailboxes should include the student’s full name and mailbox number. Additionally, if multiple pieces are being sent to students, then these should be ordered sequentially by mailbox number.
- Campus mail for faculty and staff members should include the full name and department of the individual.
- When ordering an 8 1/2″ x 11″ flyer to be distributed to all student mailboxes, please request that it be tri-folded.
Interdepartmental mail should be enclosed in a campus mail envelope with the addressee’s name and department/building name on the envelope or in a standard envelope marked “C/M” along with the individual’s full name and department you are wishing it to be delivered to. Campus mail to students should include their mailbox number on all correspondence. Mail not bearing this information may be delayed or returned to the sending department.
- Example: Campus Mail to Faculty or Staff:
Faculty/Staff Full Name
Department/Office Name - Example: Campus Mail to Students:
Student Name Box #___
University of Lynchburg Mail Services is not responsible for the loss of cash, etc., that is sent through the Campus Mail system.
The mail must have a return name/department on it. This makes it possible to return undeliverable mail to the sender/department without the Mail Services staff having to open it.
