Tip of the Month
Tip of the Month
July 2005
NO TIP FOR THIS MONTH.
NO TIP FOR THIS MONTH.
June 2005
POSTAL SERVICE HELPS BUSINESSES "STICK" TO THEIR MESSAGE
"Business owners, advertising agencies and marketing professionals now can add power and impact to their mailings by adding Repositionable Notes (RPNs) to an envelope, catalog, magazine, or newspaper. RPNs are messages that stick. They add value by highlighting important sale dates and information, contact phone numbers, coupons and other key points that companies want their customers to remember and act upon. RPNs are removable, 3-inch by 3-inch paper messages that leave a lasting impression and generate sales and repeat business for companies. Additional information regarding RPNs can be found at usps.com/repositionablenotes."
POSTAL SERVICE HELPS BUSINESSES "STICK" TO THEIR MESSAGE
"Business owners, advertising agencies and marketing professionals now can add power and impact to their mailings by adding Repositionable Notes (RPNs) to an envelope, catalog, magazine, or newspaper. RPNs are messages that stick. They add value by highlighting important sale dates and information, contact phone numbers, coupons and other key points that companies want their customers to remember and act upon. RPNs are removable, 3-inch by 3-inch paper messages that leave a lasting impression and generate sales and repeat business for companies. Additional information regarding RPNs can be found at usps.com/repositionablenotes."
This information was adapted from the Mailers Companion June 1, 2005 issue.
May 2005
INSPECTORS WARN OF SCAM
"The Postal Inspection Service is warning the public about a fake postal money order scam. Victims are contacted by e-mail or through online sites by a person claiming to need help cashing a postal money order. Victims are told they may keep some of the money as payment. When the fraudulent money order is cashed, the victim returns funds through a wire transfer, not realizing they have assisted in a federal crime.
If fraud is suspected, call the Fraud Complaint Hotline at 1-800-372-8347 or visit the U.S. Postal Inspection Service website at www.usps.com/postalinspectors."
This information was adapted from the Memo to Mailers, Volume 40, Number 4, April 2005 issue.
May 2005
INSPECTORS WARN OF SCAM
"The Postal Inspection Service is warning the public about a fake postal money order scam. Victims are contacted by e-mail or through online sites by a person claiming to need help cashing a postal money order. Victims are told they may keep some of the money as payment. When the fraudulent money order is cashed, the victim returns funds through a wire transfer, not realizing they have assisted in a federal crime.
If fraud is suspected, call the Fraud Complaint Hotline at 1-800-372-8347 or visit the U.S. Postal Inspection Service website at www.usps.com/postalinspectors."
This information was adapted from the Memo to Mailers, Volume 40, Number 4, April 2005 issue.
April 2005
ADDRESS QUALITY WORKSHOP
On June 1, 2005, Mail Services along with the United States Postal Service will conduct a workshop on Address Quality. The workshop will be held at the Kent Student Center in room 319 from 10:00 - 11:30 a.m. The workshop will cover Address Placement, Address Format, Barcode Clear Zone, Font size and Ancillary Endorsements.
ADDRESS QUALITY WORKSHOP
On June 1, 2005, Mail Services along with the United States Postal Service will conduct a workshop on Address Quality. The workshop will be held at the Kent Student Center in room 319 from 10:00 - 11:30 a.m. The workshop will cover Address Placement, Address Format, Barcode Clear Zone, Font size and Ancillary Endorsements.
To make your reservations, please contact Anna at 28703.
March 2005
POSTAGE RATE CALCULATOR
Domestic and International Postage Rates
Domestic and International Postage Rates
To determine the postage rate for an International and Domestic mail piece, simply go to the web site www.prc.gov. Under the Postal Rates and Fees tab, hit rate calculator and you will be asked to select the size, enter the weight and zip code and the rate calculator will provide you the postage amount. If you need any assistance, please contact Anna in Mail Services.
February 2005
ZIP Code Lookup
You can lookup a ZIP code by using the MAILSERVICES.KENT.EDU web site under USPS Zip+4 Lookup or by using the USPS.COM web site under the tab "Find a ZIP Code". You can look ZIP codes up by Address, City or by Company.
January 2005
NO TIP FOR THIS MONTH.
December 2004
GOING ON VACATION?
Have the USPS hold your mail
The Postal Service now offers customers the option of requesting that their mail be held from 3 - 30 days quickly and easily online, at WWW.USPS.COM or by calling 1-800-ASK-USPS.
Once online, follow the prompts:
Receive Mail & Packages
Receive Mail & Packages
Delivery Services
Hold Mail Service
Enter zip code and address
November 2004
New Priority Mail Flat-Rate Box
The USPS has introduced a brand new Flat Rate Priority Mail box. The new boxes will be available through Mail Services beginning in December or you may order the boxes on line at http://supplies.usps.gov under Browse Store, Shipping Supplies, Business Use and Priority Mail.
Benefits:
- No weighing required-place as much materials as the box will hold
- No zone chart is needed
- Delivery to every address in the United States-Including Post Office Boxes and Military Addresses
- No additional cost for Saturday and Residential deliveries
- Two - three day delivery Nationwide
Size: 14" x 12" x 3.5"
and
11-1/4" x 8-3/4" x 6"
Rate: Flat Rate of $7.70/box
October 2004
Holiday dates to remember
Please use the following dates as a guide for mail to be delivered to Military locations by December 25, 2004
November 13, 2004: Parcel Post to military APO/FPO addresses
December 6, 2004: First Class letters and cards or Priority Mail to military APO AE zips 093 addresses
December 11, 2004: First Class letters and cards or Priority Mail to all other military APO/FPO addresses
Other deliver dates along with addressing and packaging tips can be found at USPS.com under the heading Overseas Holiday Mail Dates.
November 13, 2004: Parcel Post to military APO/FPO addresses
December 6, 2004: First Class letters and cards or Priority Mail to military APO AE zips 093 addresses
December 11, 2004: First Class letters and cards or Priority Mail to all other military APO/FPO addresses
Other deliver dates along with addressing and packaging tips can be found at USPS.com under the heading Overseas Holiday Mail Dates.
September 2004
Designing a mail piece?
Call Mail Services before designing your mail piece. We can meet with you one-on-one to make recommendations based on Postal Regulations. We can also share with you the most economical way to send your mail pieces based on the design. Call today to set up a date and time.
Route Changes:
Within the last several weeks, you may have noticed your morning mail being delivered at different times. This is due to restructuring the morning delivery routes. The reason for this change is so the drivers are not going against traffic as often and can be more efficient in the way we run our routes. We actually have the routes returning to the building sooner which allows for more processing time. If we have inconvenienced your department in any way, please accept my apology while in this transition. I am happy to say that the route restructuring has been completed and you should see deliveries being made around the same time each morning.
Call Mail Services before designing your mail piece. We can meet with you one-on-one to make recommendations based on Postal Regulations. We can also share with you the most economical way to send your mail pieces based on the design. Call today to set up a date and time.
Route Changes:
Within the last several weeks, you may have noticed your morning mail being delivered at different times. This is due to restructuring the morning delivery routes. The reason for this change is so the drivers are not going against traffic as often and can be more efficient in the way we run our routes. We actually have the routes returning to the building sooner which allows for more processing time. If we have inconvenienced your department in any way, please accept my apology while in this transition. I am happy to say that the route restructuring has been completed and you should see deliveries being made around the same time each morning.
August 2004
Identity Theft
Keep alert for people with cell phones in hand standing near you in the checkout line at retail stores, restaurants, grocery stores, etc. With the new camera cell phones, folks can take a picture of your credit card, which gives them your name, number, and expiration date.
Identification theft is one of the fastest growing crimes today, and this is just another example of the means that are being used. Be aware of your surroundings. This information was adapted from the RCMP Bulletin.
Be aware of your surroundings.
This information was adapted from the RCMP Bulletin.
Keep alert for people with cell phones in hand standing near you in the checkout line at retail stores, restaurants, grocery stores, etc. With the new camera cell phones, folks can take a picture of your credit card, which gives them your name, number, and expiration date.
Identification theft is one of the fastest growing crimes today, and this is just another example of the means that are being used. Be aware of your surroundings. This information was adapted from the RCMP Bulletin.
Be aware of your surroundings.
This information was adapted from the RCMP Bulletin.
July 2004
First-Class Mail verses Standard Mail
First Class Mail:
Postcards and letters can be sent using First-Class Mail. This service is required for personal correspondence, handwritten or typewritten material, and bills or statements of account. It may also be used for any mailable item including advertisements and lightweight merchandise. This service is typically the fastest service offered within discount mail.
Standard Mail:
Letters containing mailable items not required to be sent using First-Class Mail can be sent using Standard Mail. Standard Mail is typically used for advertisements and flyers. There are no postcard rates for Standard Mail, but postcards can be mailed at the letter rates. Additional content restrictions must be met for authorized nonprofit mailers.
This information was adapted from the USPS "A Guide to Mailing for Business and Organizations"
First-Class Mail verses Standard Mail
First Class Mail:
Postcards and letters can be sent using First-Class Mail. This service is required for personal correspondence, handwritten or typewritten material, and bills or statements of account. It may also be used for any mailable item including advertisements and lightweight merchandise. This service is typically the fastest service offered within discount mail.
Standard Mail:
Letters containing mailable items not required to be sent using First-Class Mail can be sent using Standard Mail. Standard Mail is typically used for advertisements and flyers. There are no postcard rates for Standard Mail, but postcards can be mailed at the letter rates. Additional content restrictions must be met for authorized nonprofit mailers.
This information was adapted from the USPS "A Guide to Mailing for Business and Organizations"
June 2004
Updated locations for FedEx and UPS Drop Boxes
FedEx Drop Box: 5:30 p.m. pickup
·Bowman Hall Employee entrance
·Library Loading dock area
·MACC Entrance D
·MSC Rear employee entrance ***Note: The FedEx drop box in White Hall has been removed due to low volume
UPS Drop Box: 5:00 p.m. pickup
·Library Loading dock area
·LCI Front of Lab area
·MACC Entrance D
·McGilvrey Hall Walkway to Kent Hall
FedEx Drop Box: 5:30 p.m. pickup
·Bowman Hall Employee entrance
·Library Loading dock area
·MACC Entrance D
·MSC Rear employee entrance ***Note: The FedEx drop box in White Hall has been removed due to low volume
UPS Drop Box: 5:00 p.m. pickup
·Library Loading dock area
·LCI Front of Lab area
·MACC Entrance D
·McGilvrey Hall Walkway to Kent Hall
May 2004
Window Envelopes-Address Visibility
All characters in the delivery address must be completely visible in window envelopes throughout the full range of the movement of the inserts bearing the delivery address.
Mailers using window envelopes should design inserts and address element placement to ensure successful processing of window envelopes on automated equipment. One critical element that must be considered in the design stage is adequate clear space (blank space) between the address block and all four edges of the window.
Mailers are reminded that the delivery address on any mail piece must be visible and legible.
This information was adapted from the USPS Mailers Companion March 2004 edition.
April 2004
Turn a Good Customer into a Loyal Customer in 7 Steps
If you're loyal to your customers, they'll be loyal to you. Mail is a great way to keep in touch and show your loyalty. Here's how mail can help you:
Know you customers; keep records of their needs and preferences.
Send postcards or letters about items and news that might interest them.
Send useful information in a newsletter.
Surprise them with a gift certificate or other bonus.
Delight them by remembering their birthday or anniversary.
Send a thank you note.
Reward them for their loyalty with a frequent buyer program.
This information was adapted from the USPS Web site at www.usps.com
If you're loyal to your customers, they'll be loyal to you. Mail is a great way to keep in touch and show your loyalty. Here's how mail can help you:
Know you customers; keep records of their needs and preferences.
Send postcards or letters about items and news that might interest them.
Send useful information in a newsletter.
Surprise them with a gift certificate or other bonus.
Delight them by remembering their birthday or anniversary.
Send a thank you note.
Reward them for their loyalty with a frequent buyer program.
This information was adapted from the USPS Web site at www.usps.com
March 2004
Registered Mail
When your're sending valuable or irreplaceable items through the mail, protect them with Registered Mail.
Items you send with Registered Mail travel under tight security from the point of mailing to the point of delivery and may be insured up to $25,000 against loss or damage. And you can track the delivery progress online, verifying the date, time of delivery and delivery attempts. Registered Mail can be used for Domestic and International mail.
Registered mail can be used with both: First-Class Mail - Letters, envelopes and small packages weighing 13 ounces or less.
Priority Mail - cost effective, with delivery in an average of 2-3 days.
This information was adapted from the USPS Web site at www.usps.com
When your're sending valuable or irreplaceable items through the mail, protect them with Registered Mail.
Items you send with Registered Mail travel under tight security from the point of mailing to the point of delivery and may be insured up to $25,000 against loss or damage. And you can track the delivery progress online, verifying the date, time of delivery and delivery attempts. Registered Mail can be used for Domestic and International mail.
Registered mail can be used with both: First-Class Mail - Letters, envelopes and small packages weighing 13 ounces or less.
Priority Mail - cost effective, with delivery in an average of 2-3 days.
This information was adapted from the USPS Web site at www.usps.com
February 2004
What is Certified Mail?
Certified Mail Provides:
A mailing receipt
A unique identifier for your mail piece
A signature upon delivery
A record of delivery kept by the Postal Service for two (2) years
Important Reminders:
Certified Mail may ONLY be combined with First-Class Mail or Priority Mail.
Certified Mail is not available for any class of international mail.
NO INSURANCE COVERAGE IS PROVIDED with Certified Mail. For valuables, please consider Insured Mail.
For an additional fee, a Return Receipt may be requested to provide proof of delivery.
For an additional fee, delivery may be restricted to the addressee or addressee's authorized agent.
Certified Mail Receipts can be obtained by calling Mail Services at 330-672-2164.
Certified Mail Provides:
A mailing receipt
A unique identifier for your mail piece
A signature upon delivery
A record of delivery kept by the Postal Service for two (2) years
Important Reminders:
Certified Mail may ONLY be combined with First-Class Mail or Priority Mail.
Certified Mail is not available for any class of international mail.
NO INSURANCE COVERAGE IS PROVIDED with Certified Mail. For valuables, please consider Insured Mail.
For an additional fee, a Return Receipt may be requested to provide proof of delivery.
For an additional fee, delivery may be restricted to the addressee or addressee's authorized agent.
Certified Mail Receipts can be obtained by calling Mail Services at 330-672-2164.
January 2004
Afternoon Pickup Service
In an effort to deliver the morning mail in a timely manner, Mail Services provides an afternoon pickup service for larger volume of outgoing mail. By providing this service, the morning driver continues to deliver the morning mail and pickup the smaller volume of outgoing mail in an efficient manner.
Departments have until 12:30 p.m. to call in for a pickup for that same day. For a complete list of services, please visit our web site mailservices.kent.edu.
In an effort to deliver the morning mail in a timely manner, Mail Services provides an afternoon pickup service for larger volume of outgoing mail. By providing this service, the morning driver continues to deliver the morning mail and pickup the smaller volume of outgoing mail in an efficient manner.
Departments have until 12:30 p.m. to call in for a pickup for that same day. For a complete list of services, please visit our web site mailservices.kent.edu.
December 2003
Postage Due
You can take full advantage of Postage Due mail pieces that are returned to you by using the new address provided by the United States Postal Service (USPS) to update your data base file.
Updating your data base file will ensure you have the most current list so recipients may receive your message in a timely manner. Updating your data base file can also reduce postage cost (regulations may apply). If you need more information, please do not hesitate to contact Mail Services.
You can take full advantage of Postage Due mail pieces that are returned to you by using the new address provided by the United States Postal Service (USPS) to update your data base file.
Updating your data base file will ensure you have the most current list so recipients may receive your message in a timely manner. Updating your data base file can also reduce postage cost (regulations may apply). If you need more information, please do not hesitate to contact Mail Services.
November 2003
Physical Characteristics of Mail Pieces
Mail pieces that are square and weigh less than one ounce require a $.12 surcharge. When a mail piece falls under these characteristics, the United States Postal Service requires the pieces to be handled in a manner so the square mail pieces do not tumble and damage the processing units.
RECTANGULAR: under 1oz., the cost is $.37
SQUARE: under 1oz., the cost is $.49
Dark Envelopes
Red ink is required to meter mail pieces and must be visible on each mail piece or it can be returned to sender. Keep this in mind if you are planning to send holiday cards, which require postage to be applied with a meter. Red, green, black or other dark envelopes may cause your mail pieces to be delayed if using meter postage. Dark envelopes with a postage stamp will not be delayed.
Please call Mail Services if you have any questions in preparing your mailings.
Mail pieces that are square and weigh less than one ounce require a $.12 surcharge. When a mail piece falls under these characteristics, the United States Postal Service requires the pieces to be handled in a manner so the square mail pieces do not tumble and damage the processing units.
RECTANGULAR: under 1oz., the cost is $.37
SQUARE: under 1oz., the cost is $.49
Dark Envelopes
Red ink is required to meter mail pieces and must be visible on each mail piece or it can be returned to sender. Keep this in mind if you are planning to send holiday cards, which require postage to be applied with a meter. Red, green, black or other dark envelopes may cause your mail pieces to be delayed if using meter postage. Dark envelopes with a postage stamp will not be delayed.
Please call Mail Services if you have any questions in preparing your mailings.
October 2003
How to avoid delays with campus mail
Mail Services sorts by the department name rather than the individual name.
Campus mail must include the complete department name and the full name of the recipient.
Avoid abbreviating the department name, it can be rather confusing, for example, MC can stand for Modern and Classical or Math and Computer Science. CS can stand for Continuing Studies, Computer Science, Computer Services, Career Services, or Classical Studies.
Writing must be legible; many times Mail Services is forced to open campus mail because we cannot read the handwriting.
Inform Mail Services when your department changes its name.
Mail Services sorts by the department name rather than the individual name.
Campus mail must include the complete department name and the full name of the recipient.
Avoid abbreviating the department name, it can be rather confusing, for example, MC can stand for Modern and Classical or Math and Computer Science. CS can stand for Continuing Studies, Computer Science, Computer Services, Career Services, or Classical Studies.
Writing must be legible; many times Mail Services is forced to open campus mail because we cannot read the handwriting.
Inform Mail Services when your department changes its name.
September 2003
Services Provided
In a recent survey, we were requested to inform departments of the services provided by Mail Services. I hope you find this information to be helpful. You can also find this information on our web site, which is Mailservices.kent.edu under the Services Provided section. As always, please do not hesitate to contact us if you have any questions.
1.Counter Service
· 7:30AM - 4:30PM
· Stamp sales
· Package Shipment
· Express Mail envelopes
· Priority Mail envelopes
· Insured Mail form
· Certified Mail Receipt form
· Certified Return Receipt form
· Registered Airmail Receipt form
· Customs form (1 - 4 lbs.)
· Customs form (over 4 lbs.)
· Global Priority envelope
2. Mail Delivery
Mail is delivered to locations Monday
- Friday, 8:30AM - 12:00PM.
3. Parcel Delivery/ Accountable Mail
Parcels and Accountables are
delivered to department's mail
centers Monday - Friday, 12:30 -
4:30PM
Accountable mail requires a
signature.
4. Pick-up Service
Mail Services will pick up large
volumes of mail Monday - Friday,
12:30 - 4:30PM. Departments must
call prior to 12:30PM to schedule a
pick-up.
5. Tabbing
Refer to mailservices.kent.edu web
site under Services Provided for
more information.
6. Folding
Various type of folds, sizes ranging
from 6" x 9" up to 14" x 20"
·Single fold
·Letter fold
·Fan fold
·Double Parallel fold
·Double Letter fold
·French fold
7. Inkjet Addressing (Printing)
Print addresses on envelopes or
labels. Departments may forward list
files via floppy disk or e-mail, call
Mail Services for acceptable formats
at ext. 28706. Contact Mail Services
for more information. Format and
thickness may apply.
8. Label Addressing (Applying)
Avery and Cheshire labels
· Avery labels: Self stick white labels
(preferably on single column form
feed paper)
· Cheshire labels: 4-across white
labels, 44 labels per sheet
· Contact Mail Services for more
information
9. Inserting
· Inserts into letter-size envelopes
only
· Up to eight inserts per envelope:
Can insert postcards, tri-fold
letters, or #9 envelopes
10. Sealing
Envelops less than 1/4 inch thick
can be sealed by our machines
when the flaps remain open and
unsealed. Envelopes more than 1/4
inch thick are required to be
manually sealed. MANUAL LABOR
CHARGES MAY APPLY DUE TO
VOLUME AND THICKNESS.
August 2003
Update on Drop Box Locations for FedEx and UPS
FedEx (5:30 p.m. pickup) 1-800-GO-FEDEX Library Loading Dock Area
Bowman Hall Employee Entrance
MACC Entrance D
MSC Rear Entrance
White Hall Basement
UPS (5:00 p.m. pickup) 1-800-PICK-UPS Library Loading Dock Area
LCI Front of Lab Area
MACC Front of Building
McGilvrey Hall Walkway to Kent Hall
Note: The UPS drop box located in the Music and Speech building has been removed due to low volume.
July 2003
As Kent State students, faculty and staff head off for summer vacations, youll want to take every precaution to protect your mail against theft:
Make sure your mailbox is secure. Promptly remove mail from mailbox (EXPECIALLY CHECKS).
Immediately notify the post office and mailers if you change your address or will be on vacation.
Report non-receipt of checks, food stamps and ATPs to the issuing agency.
Immediately advise the postmaster or postal inspector when your mail has been stolen.
Mail theft is a federal crime investigated by the Postal Inspection Service. Adapted from USPS Notice 50, 9/92.
Anna Pascarella
Manager, Mail Services
330-672-2164
June 2003
The who, what, when, where, why of getting your message out
1. Who should you mail to?
Mail to people with whom you do
business. Mail to people with whom
you'd like to do business. Dont be shy.
Youre trying to let the world know
about your great offer. Send mail to as
many people as possible.
2. What should you mail?
Mail is very flexible. Send letters,
postcards, self-mailing brochures-what
ever you think fits your business.
Professionals may prefer letters while
retailers may prefer flyers. But theres
no rule.
3. When should you mail?
Anytime you have news, an event, or
upcoming news and events, it is a good
time to send mail. An electronics store
can let its best customers know in
advance when the new digital cameras
are coming in so they can have first
crack. Are you a tax accountant trying
to avoid that late-season rush? Write
your clients in January.
4. Where do you send mail?
Again, send your mail to anyone who
can do business with you. Write to
every home in you neighborhood and
surrounding areas. If you have unique
items that might appeal to people in
other states, you can write to them.
5. Why send mail?
Mail is personal. And it cant be missed.
Looking through the mail means
people have to spend at least a
moment with your message. And
sometimes, thats enough to get their
attention and lead them to your offer.
May 2003
The 5 HABITS OF HIGHLY EFFECTIVE POSTCARDS
A postcard has to get someones attention while theyre going through the mail. And a disorganized mass of information just isnt going to do it. Simple headlines like Spring fashions are in, Come meet the famous Chef George, or 50% Off Specially Marked Cookware work best.
And dont write a book. Make believe that every word is costing you $1,000. Once you get the attention of someone looking at the mail with Come meet the famous Chef George, just explain where and when, and maybe a few things hell be doing.
Postcards are:
Simple They're timely
They're printed on both sides
They're attractive
They're measurable
Cost = $.23
Minimum Dimensions 3 ½ x 5
Maximum Dimensions 4 ¼ x 6
April 2003
DROP BOX LOCATIONS FOR FEDEX AND UPS
FedEx (5:30 p.m. pickup) 1-800-GO-FEDEX
Library Loading Dock Area
Bowman Hall Employee Entrance
MACC Entrance D
MSC Rear Entrance
White Hall Basement
UPS (5:00 p.m. pickup) 1-800-PICK-UPS
Library Loading Dock Area
LCI Front of Lab Area
MACC Front of Building
McGilvrey Hall Walkway to Kent Hall
Music & Speech Inside Building
March 2003
NEW IN MAIL SERVICES:
For your convenience, you may use the drop box located at the rear entrance of the Administrative Services Building (Jackson Drive). Campus and outgoing mail will be picked up Monday Friday at 3:15 p.m.
