Outgoing Mailing

On a daily basis, the NJIT mailroom collects mail from each department and processes that mail for delivery via the US Postal Service.  Departments, Faculty and Staff may also drop mail at the mailroom located in the lower level of Cullimore Hall.  The Mailroom will apply the approriate postage and will back charge the department for the same.  Please follow the information below when processing outgoing mail.

Mail


Return Address

Each department should include their department in the return address location. This will aid in charging postage back to the department correctly and delivering returned mail.

 

Outgoing addressing

The following is recommended, in sequence and position indicated for addressing, to insure most efficient handling and delivery by the USPS:

JOHN JONES, XYZ DEPARTMENT
ABC COMPANY
99 SOUTH SUNNY STREET
SUN CITY, FL  99999-9999

When addressing keep in mind that the post office automated equipment reads address information from the bottom up. Make sure the place where you want the mail delivered appears on the line immediately above the city, state and ZIP code. Eliminate all punctuation except the hyphen between the ZIP code and plus four. Use all uppercase letters when typing, and always use two-letter state abbreviations. Handwritten addresses must be legible. The USPS will return illegible mail as undeliverable.

Do not place any plastic or scotch tape over the address or the stamp since the automatic equipment cannot read through it.

Please Note: All outgoing mail should show the correct ZIP Code.

The address labels on flats (envelopes 6 X 9" and larger) should be positioned with the opening flap on the left. Envelopes that are improperly prepared may be damaged by mailing equipment.

 

Envelopes

The size of the envelope should properly accommodate the contents. For use in the postal system, there are basically two categories of envelopes: letter size and flats. White, standard size envelopes should be used whenever possible. Flats are envelopes larger than letter size, but not larger than 12" high by 15" long and ¾" thick. Flats must be sealed prior to sending to the NJIT Mailroom since the machine cannot automatically seal envelops larger than letter size. Standard size envelopes should be sent to the Mailroom with the flaps open, nested into each other and secured with an elastic band.

Overstuffed envelopes will not pass through the postage machine and will be returned to the sender. Senders will be advised to flatten them or put the contents in an appropriately sized flat and reseal.

 

Sorting

Departments should prepare outgoing mail for pickup as follows:

Separate bundles should be created for inter-office mail, outgoing USPS mail, and Foreign Mail, each bound with a rubber band. Attach identification showing department or account number.

 

Sealing Envelopes 

Automatic sealing of standard size gummed envelopes is provided by the Mailroom. For ten or more envelopes requiring sealing, leave the flaps open, nest into each other and then secure the envelopes with an elastic band.  Our Pitney postage machine will automatically seal the envelopes upon applying the postage.

 

Personal Mail

Personal mail should not be processed thru the NJIT mailroom.  Please note that all mail addressed to an NJIT address is the property of the university. This includes returned mail.  The receipt of personal correspondence at the university is prohibited.