MAILING GUIDE Penn Mail delivers incoming U.S. First Class mail in two fashions: the “Bag Run Route” delivers to the following buildings: Bennett Hall, College Hall, Chemistry Building, Logan Hall, Williams Hall, Wistar Institute, J. M. Huntsman Hall, David Rittenhouse Lab, 3401 Walnut Street, Franklin Building, Dental School, Medical School, Nursing School, Veterinary School, HUP, and CHOP. This is done as a courtesy to both the USPS and the University community so that these areas are able to receive their business day mail as early as possible in the morning.

The USPS delivers the remainder of the University’s First Class mail during its regular routes. Be sure that your correspondents include the proper street address and 4-digit building code when addressing mail to you. Please avoid the use of any addresses that refer to a street corner. For more information about Penn Mail Service, call (215) 898-MAIL. To help Penn Mail Service deliver the best service to you, please follow these general guidelines:

• Write legibly, in upper case, in black ink whenever possible.
• Always separate mail into the following categories:
• Letter size ­ (Keep flaps up or sealed for swifter processing)
• Larger size (flats) ­ (Seal for swifter processing)
• Intramural - use gray envelopes available from Mail Service
• Stamped Mail
• International Air mail ­ keep Canada & Mexico separate & please use bordered envelopes

MAIL DELIVERY/PICKUP SERVICES Intramural Mail is a service provided to University faculty and staff for the transmission of messages relating to the business of the University. It is not to be used for personal communications or by organizations involved in any solicitation or business offerings that are not part of the University. Most intramural mail is delivered the day after it is picked up by Penn Mail Service. To ensure that intramural mail is handled as expeditiously as possible, please follow these instructions:

• Use gray intramural envelopes for all intramural mailings. Used envelopes are available at no charge from Penn Mail Service.
• Use the correct mailing codes. If the building does not have a mailing code listed in the directories of this website, it does not receive intramural mail. Mail codes are also listed on the back of the large gray intramural envelopes.
• Proper addressing should include the following: Name of addressee; Department name/Office number; Building name/Mailing code.

LARGE VOLUME MAILING Any department planning a large volume intramural mailing must contact Penn Mail Service at least one week prior to its desired delivery date. All mailings must be in building code order. For specifics, contact Penn Mail Service. Also for large mailings, whether first class or intramural, we ask that all Departments use the mail tubs provided by Mail Service. Cardboard boxes are usually not suitable for heavy mailings, as they tend to break in transit. Please notify Mail Service at least 2 or 3 days prior to your mailing and we will supply you with empty tubs for collecting your mail.

OUTGOING MAIL GUIDELINES Outgoing U.S. Mail for the entire campus is metered through Penn Mail Service (approximately 15,000 pieces per day). All mail received is processed and inserted into the USPS mail stream by 5:30 p.m. of the same evening. To insure Same Day Service, mail must be received by Penn Mail Service by 4:00 p.m. All bundles of outgoing mail must be accompanied by a valid mail authorization card (MAC); failure to do so may result in the delay or return of mail. Mail cards can be ordered by written request on letterhead stationery to Penn Mail Service, Left Bank Commons Ste. 500/6280 or Fax to (215) 573-2055. Follow the guidelines listed below for all outgoing mail:

• To ensure expediency, we ask that all dept. personnel deposit all type mailings to their building's designated pickup area.
• Face all letters in the same direction. Bundle mail in these groups: Domestic, Canada, Mexico, and All Other International.
• Turn flaps up so that envelopes may be sealed.
• MAC must contain an active budget code, class of mail designation, date of mailing, contact name, department name, and a campus phone number.
• Separate registered, certified, insured, return receipt, and special delivery mail. This mail requires the customer to come, in person, to Left Bank Commons, 3160 Chestnut Street Ste. 500.
• Please use red and blue bordered envelopes for international air mail whenever possible. Otherwise, this mail may become mixed with domestic mail and be posted with insufficient postage Note: Mexico, Canada, U.S. territories and possessions (Guam, U.S. Virgin Islands, Puerto Rico) are not considered international mail.
• There are weight limits on mail leaving the country. Contact Mail Service before shipping. (Note: Air Mail max weight is 4 pounds. Any mail over 4 pounds must be shipped Parcel post and requires a customs declaration form)
• Mail not accompanied by a mail authorization card (MAC) or mail not properly separated may not be picked up.