Mailroom Department

• Department account function number must be clearly attached to any bundle of mail or written on individual pieces of mail.
• Mail must be banded together with the department name and account number including a suffix on every piece of mail.
• All outgoing mail that uses an account number should have an acceptable return address that includes the campus address with the department name.
• All mail must be either sealed, flapped, or tucked. If using First Class Bulk it is very important to seal the pieces.
• Certified Mail should have the proper paperwork filled out and attached to each mail piece. Please follow the instructions on the return label for proper placement. Tracking numbers and return labels can be obtained from our office.
• International letters must be sealed and bundled separately.
• On Campus mail should be separated from outgoing mail, as well as mail with postage already attached.
• Postcards should be placed on top of a bundle ( for the lower rate to be applied)
• Over-stuffed envelopes must be sealed before arriving at the Mailroom.
• All mail must be placed in envelopes if leaving the campus. No folded paper with a staple or tab.
• All flats should be neatly placed in Mail bins and facing in the same direction. Mail bins can be delivered to your building.

If you wish a package to be sent out UPS. please indicate it on the package with the department account number.

Please note

• Indicia is the bulk mail insignia in the upper right-hand corner of the envelope. These envelopes are to be used for standard bulk mailings.
• All envelopes issued through Central Stores have the SUNY Oswego logo in the upper left-hand corner of the envelope.
• State Car Requests and Travel Requests can be found online.
• In the unit of issue, the letters mean the following:
  • d = 500
  • c = 100
  • l = 50
• Fill out a 4-part Requisition form to order catalog items and send it interoffice to "STORES" building 11

All departments mailing Standard Mail with 200 or more pieces must use Permit #317 Bulk Mail.

Permit Indica

Non-Profit Org.
US Postage Paid
Permit 317
Oswego, NY 13126

Standard Bulk Mail Procedures

• Must be 200 or more pieces.
• Need the Permit #317 indicia in the upper right-hand corner.
• Must be in zip code order.
• All envelopes must be sealed, or nested before sending to the mailroom.
• Must be the exact weight and content.
• No international mail.

After the above requirements have been met, the department must mark the mailing with the correct function/account number.

Bar Code Program

The Mail Room has a program that will barcode all standard mail either with a label or by printing the address on the piece. If you maintain your own address list, you must save it in Excel format for PC. To save money, all mailings mustn't be personalized be prepared with a Bar Code from this program.

To alleviate any unnecessary problems make sure you have the same number of fields for each address, and all county and state routes are spelled out, while city, state, and zip codes need to be listed in separate fields. An example of this is as follows:

First name, last name, Street, Unit, City, State, Zip Code

John    Doe    123 Union St.    Apt A    Oswego    NY    13126

When our barcoding system is not able to be utilized, the mailing must be in zip code order. The personnel in the Mail Room with break it down for the best possible rates.

If a bulk mailing is being outsourced to a different Mail House, a copy of the charges/paperwork should be sent to the SUNY Mailroom.

All departments mailing First Class with 500 or more pieces use First Class Bulk Mail.

Permit Indica

Presorted First Class
US Postage Paid
Permit 6
Oswego, NY 13126

First Class Bulk Mail Procedures

• Must be 500 or more pieces.
• Need the Permit #6 indicia in the upper right-hand corner.
• Must be in zip code order.
• All envelopes must be sealed, or nested before sending to the mailroom.
• Must be the exact weight and content.
• No international mail.

After the above requirements have been met, the department must mark the mailing with the correct function/account number.

Please follow the Bar Code Program in Standard Bulk Mail Procedures
If a bulk mailing is being outsourced to a different Mail House, a copy of the charges/paperwork should be sent to the SUNY Mailroom.

The mailroom cannot process international packages at this time. To ship international packages, it must be done through Individual departments. We can however send out letters and flats Internationally.

Please refer to the instructions below for information on how to ship internationally.

• From your preferred web browser go to USPS.com.
• Take your mouse pointer to the navigation bar at the top of the web page.  Hover over the "International" tab to view the drop-down options.

• You can choose Preparing International Shipments if you require information on how to properly package and address your shipment OR you can choose to Complete a Customs Form if you are fully prepared to create your international shipping label.
• This is a step you will only need to complete once. Make a log-in. Choose the Business option and ensure you put your office address as your address and the SUNY Oswego mail room address as the business address: SUNY Oswego Mail room, 7060 Route 104, Building 11, Oswego, NY 13126.
• Once you have a login you can save addresses in the address book tab. The system will walk you through properly addressing your shipment and printing out proper mailing labels.