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Outgoing Mail

Outgoing mail is processed through meter machines. Any mail that cannot be processed by these machines is called non-machinable mail.

Criteria for non-machinable letters:

  • It is a square letter
  • It contains very rigid items such as wood or metal
  • It has clasps, strings, buttons, or similar closure devices
  • It has an address with incorrect orientation
  • It contains items that cause the thickness of the mail piece to be uneven

Charges for non-machinable mail:

  • First-class mail - additional surcharge of $.20 per piece
  • Mail marked "hand cancel" - additional surcharge of $.20
  • Postcards - not subject to surcharge

Non-machinable Nonprofit Mail

The non-machinable surcharge does not apply to flat-size Standard Nonprofit Mail (mail measuring 6-1/8 x 11-1/2 inches to 12 x 15 inches). However, the non-machinable surcharge does apply to any piece sent out as Standard Nonprofit Mail and returned as first-class mail, for example, outgoing mail envelopes printed with "Address Service Requested".

Envelopes with Clasps

Distribution Services strongly discourages the use of clasped envelopes. If you use one for US Mail weighing 1 ounce or less, it will be subject to a surcharge of $0.17 each. If you use one for mail weighing more than 1 ounce, do not secure it with the clasp. Instead seal the flap over the clasp and place a piece of packing tape over the hole and clasp.

Self-mailers

To avoid surcharges and damage to self-mailers:

  • Tri-fold with the last fold at the bottom
  • Seal with a permanent adhesive tape or tab
    • Do not staple
    • Do not use removable seals
20 pound copier paper folded in half will be subject to a $0.17 surcharge. Self-mailers folded in half will cost $0.58 each to mail. If necessary, Distribution Services will hold large mailings until the department can be notified of the additional cost.

Sealing Envelopes

Individual outgoing envelopes should be sealed by the originating sender, although a large quantity of #10 envelopes (2 ounces or less), can be sealed by Distribution Services. The envelopes need to be bundled facing in the same direction with the envelope flaps down as if already sealed, or with all the flaps up and out.

To seal large and non-standard envelopes, Distribution Services charges $.05 per piece. These envelopes need to be put through the equipment a second time. For items that need hand sealing, an hourly labor fee is charged.

Personal Mail

U.S. Postal Service collection boxes should be used for outgoing personal mail. Faculty and staff should have all personal mail and parcels directed to their home or other non-University address.

UCI Transportation and Distribution Services
200 Public Services Building
Irvine, CA 92697-4525
Phone: (949) 824-7275      Fax: (949) 824-2387
Office Hours: Monday - Friday 7:30 AM - 4:00 PM
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