Mailing Tips and Guidelines
For University Faculty and Staff: With the height of online-shopping season upon us, please remember that personal packages/purchase shipments should not be addressed for delivery to your department.
Phone inquiries may interrupt mail preparation.
In order to efficiently handle large volume of mail, we ask that departments adhere to the following guidelines:
For USPS Regulations:
Departments are not able to take back any pieces after the items have been meter. Mail must be meter & mail out on the same day, We can not pre-meter any envelopes, packages or boxes to shows future days.
Incoming Accountable Mail
All outgoing mail must be received by the following times for same day processing:
- U.S. MAIL 2:00 PM
- Bulk MAIL before 12:00 PM
How to Correctly Address mail for USPS, UPS, and FedEx:
- Individuals First and Last Name
- Departments Full Name and Room Number
- 500 W. University Avenue
- El Paso, Tx. 79968
NOTE: Please note that any other form of Address might result in lost or late delivery of mail.
Large Mail Jobs
Let us know about your large mailings well in advance (2-weeks at the minimum) so that we can plan for extra postage and staffing:
- Separate domestic first - class mail from international air mail.
- Provide the departmental account number for mailing charges on the front of each bundle of mail. Specify the type of delivery: insured, certified, ground, next day, etc.
- Do not mixed sealed and unsealed envelopes.
- Flaps of envelopes need to be closed, not nested open or tucked in.
- Inserts must be stuffed completely inside envelopes.
If you mail piece has a gloss finish, please affix a label or order mail piece with a flat finish where the postage if to be applied, to prevent smudging of the meter ink, to ensure delivery.
Suspicious Letters or Packages
If you receive a suspicious letter or package:
- Do NOT handle.
- Don't shake or bump.
- Isolate immediately.
- Don't open, smell or taste.
- Treat it as suspect.
- Call immediately Campus Police at (915) 747-5611
Common features of suspicious packages:
- Are unexpected or from someone unfamiliar to you.
- Have no return address or a return address that can't be verified as legitimate.
- Are marked with restrictive endorsements such as "Personal", "Confidential" or "Do Not X-Ray".
- Have protruding wires or aluminum foil, strange odors or stains.
- Show a city or state in the postmark that doesn't match the return address.
- Are of unusual weight given their size or are lopsided or oddly shaped.
- Are marked with threatening language.
- Have inappropriate or unusual labeling.
- Have excessive postage or packaging material, such as masking tape and string.
- Have misspellings of common words.
- Are addressed to someone no longer with your department or are otherwise outdated.
- Have incorrect titles or titles without a name.
- Are not addressed to a specific person.
- Have handwritten or poorly typed addresses.