Mailing Services: SERVICES

U.S. Postal Services

The following services are available from the U.S. Postal Service and require a special fee in addition to the cost of the postage. Keep in mind that not all services are available with all classes of mail. A chart is included at the end of this section to aid in determining appropriate special service requests.

PREPAID POSTAGE (Business Reply and Meter Reply)

Business Reply Mail
Business Reply mail (B.R.M.) enables mailers to receive mail back from individuals by paying postage and fees only on the mail which is returned to the mailer. When planning to use B.R.M., consult the DePaul University Publications Services Department to set up the proper envelope format.

When return information is not confidential, departments may want to consider Business Reply cards (larger than 3 1/2" x 5", but smaller than 4 1/2" x 6"), which require only the postcard rate, rather than the first-class rate, plus the surcharge.

All Business Reply Mail is returned and distributed from the Loop campus. For this reason the return address Business Reply Mail should be DePaul University, department name, 1 East Jackson Boulevard, Chicago, IL 60604.

Meter Reply Mail
If a department expects better than 75% return on prepaid postage mail, it is cheaper to apply postage than to pay the extra surcharge added to the B.R.M. To use metered reply mail, the inscription "NO POSTAGE STAMP NECESSARY, POSTAGE HAS BEEN PREPAID" must be printed (not typed, stamped or handwritten) on the envelope along with the name and address of where the envelope or card is to be returned.

NOTE: Business or Meter Reply mail cannot be used for international mailings.

Certificate Of Mailing

Certificate of Mailing are an inexpensive method to prove evidence of mailing for First-, Third-, and Fourth-Class mail. This service does not offer any proof of delivery, but simply proof that the U.S. Postal Service accepted an item for mailing.

Certified Mail

Certified mail also gives evidence of mailing and provides evidence of delivery by specifically each piece of mail with a record number. The post office of delivery for the addressee maintains a delivery record for two years. If proof of delivery is required during that period, a "Return Receipt after Mailing" can be requested.

Departments wishing to use Certified Mail can contact Mailing Services for appropriate forms and/or aid in filling out the forms. When mailing more than five certified pieces at a time, please contact the Department of Mailing Services for special instructions.

Insurance

Insurance can only be obtained on Third- or Fourth-Class mail for First-Class/Priority mailings containing Third- or Fourth-Class matter and provides payment for loss or damage. The U.S. Postal Service will only reimburse for actual value: i.e., re-construction costs, sentimental value, etc. will not be considered. Maximum value for insured mail is $400.00.

Registered Mail

Registered mail provides protection and security for valuable items plus evidence of mailing and delivery. This security provision could delay delivery of Registered mail from 24 to 48 hours over normal mail. Registered Mail is protected against loss or damage for up to $25,000 in actual value and is available only when first-class or Priority Postage is paid. Envelopes sealed with cellulose tape or stapled (such as "jiffy bags") cannot be registered.

Return Receipt

Return Receipt provides the sender with time of delivery and name of person acknowledging receipt. This service is available with Registered, Certified, COD, Insured, and Express mail. When using Return Receipt mail, please make sure that your department name is included on the address side of the card. If not, Department of Mailing Services will not know who should receive the Return Receipt card when it comes back to us.

Note: Return Receipt requests are expensive and in many instances not worth the extra fee. Return Receipt cards can be overlooked by the carrier, become detached from the piece prior to delivery, etc. An alternative for routine shipments may be to enclose a self-addressed, pre-stamped postcard with the item being mailed requesting the addressee to simply date and mail back the card.

Special Handling

This service is designed to give Third-, and Fourth-Class packages better handling than normal. "Better handling" is defined by the U.S.P.S. as being loaded on the mail trucks last and unloaded at the destination first. However, when mixed with all the thousands of other packages handled daily by the U.S. Postal Services, it is doubtful that this mail actually receives any special handling. Consequently, we generally discourage the use of Special Handling services except for International Air Parcel Post. In this situation, S/H provides Priority (first-class) service within the U.S. until it reaches the appropriate coastal location (i.e., the West Coast: California).

Special Delivery

Special Delivery pieces are given preferential handling at the destination post office, but move en-route with all other mail. Special Delivery should never by used with P.O. Box addresses and should be used very carefully with other mail. Whenever mail is "pulled out" of the mainstream, it is often delayed because of the special treatment. If the addressee is at the end of a Special Delivery carrier's route (and there is no way to determine this in advance) the piece may be delivered later than recipient's normal mail.

Shipping

The DePaul Mailing Services department rate shops all domestic parcels over 11 oz that are marked first class. United Parcel Services and the United States Post Office are considered. If the parcel does not have a Class Endorsement on it,the department will rate shop and determine which service provider can give the most cost-effective alternative. In almost all cases if the postage is close, we will send it UPS.

There are several reasons why we elect to send the package UPS over Post Office. With UPS the parcel will move quicker, it is guaranteed, we can trace it on the Internet, and it is insured. You can request that the package go UPS without the department rate shopping it. You must fill out a UPS request form indicating what level of service you want this parcel to go at (ground, 2nd day, express). If you want the parcel insured for more than $100.00 you must indicate the amount. Please read all of the requested information on the form and fill it out completely. This will move your parcel more smoothly through our department.

Receiving

The policy of the Mailing Services department requires that our employees obtain a signature for any pieces that our department has signed for when it was delivered to us. If a parcel is shipped through the University and our department did not sign for, it will be delivered without a signature. United Parcel Service delivers parcels each day to our department, and these parcels are signed for. We request that the recipient sign for them when they are delivered. The US Post Office also delivers accountable mail to us every day and this mail will also need to be signed for.

The Mailing Services department also maintains an inbound tracking database system which stores information on all incoming boxes. This system automates our delivery information on all accountable mail. This system saves time by automatically recording all delivery transactions.