Campus Mailings

Internal campus mail consists of loose or enveloped correspondence for delivery to the addressee. To provide proper delivery, internal mail requires a full name and an "address" which includes a Department Name or CPO number, not a room number or a building. We also require a return address.

Addressing

• Single Sheet (non-confidential) Correspondence
  Single sheet, (non-confidential) correspondence does not have to be inserted into inter-office envelopes. Simply address it at the top of the front page indicating the full name and an address (highlighting the full name and address with a color marker would be helpful), or fold it in half a tab or staple the piece.
• Plain Envelopes
  The two line format is preferred when addressing house mail on white envelopes. We request you avoid three or more lines because such mail can be mistaken for U.S. Mail pieces.
• Plastic Router Envelopes
  These are envelopes used repeatedly for in-house or internal mailings. When using Inter-Office envelopes, make sure all previous markings have been marked out to ensure proper handling and direction to the intended recipient. The addressee should always appear on the last line. These envelopes should only be used for mailing to other Departments, not to be used to mail to students.
• Internal Parcels
  The addressing of parcels and packages for internal distribution is the same. Use full name and exact Department or CPO number.
• Change of Address
  A change of your internal location must be acted upon promptly. As soon as you learn of your new location, send a memo to CPO. Indicate the new and old Department location and the telephone number.

Enclosures

• Confidential Correspondence
  Confidential matter is to be inserted into an envelope sealed with a "Confidential" written on the front. Be sure to include a return address!
• Multiple Page Items
  To facilitate handling, multiple page memos, letters, magazines, books, reprints, etc., should be inserted into inter-office envelopes. This will prevent single page correspondence or small pieces of mail from becoming trapped between the pages of multiple page items.
• Non-Mailable Items
  Items such as metal pieces, glass parts, product samples, chemicals, etc., cannot be mailed in envelopes. They require special packaging before mailing or shipping. CPO will be able to determine the most appropriate handling method.
• Cash and Valuables
  Please do not send any cash or valuable items through CPO

Envelopes

Appropriate Size and Strength - Enclosures will determine the appropriate envelope to be used meaning the envelope will be one of the right size and strength.

• The size should properly accommodate the insert(s). Excessively large envelopes will not keep the inserts firm. The inserts in such envelopes slide creating an imbalance of the envelope, risking ripping and loss of contents. A snug fit keeps the enclosure firm in the envelope.
• Conversely, when an envelope is overstuffed it can burst at the seams. The result can be a total loss of the mailing.
• The strength of the envelope should withstand the weight of its contents. If there is stress at the seams or sharp edges, the envelope is overloaded and can burst and lost its contents.

Mailing Lists

The preparation of address lists for distribution of information is the responsibility of the Mailer. Please check with Academic & Institutional Technology.

 

Keeping Up-To-Date

Large Mailings

Before producing a large or specialized mailing, include the CPO Supervisor in your mailing arrangements to ensure your mailing program is timely and cost effective.

Advance notice is required to effectively handle and process large or specialized mailings. Large mailings are considered any mailing consisting of 2,500 or more pieces.

48 hour advance notice is appreciated to insure the following items are available:

CPO personnel and equipment to process the mailing.

Sufficient postage on deposit.

If you are not sure of anything concerning a mailing of 500 or more pieces, please call the CPO supervisor for assistance. We want to help.

CPO Box Assignments

Incoming students will receive a CPO box assignment in LATE July.  CPO will then email this assignment to the incoming student at which time the box will be available for use.

All students (New AND Returning) must check in to their CPO box each Fall semester.

Business Reply Mail (BRAMAS)

If your Department wants to send a mailing with a response card or envelopes BRAMAS is a great way. This allows post cards or envelopes you want returned to Wheaton College to include a postage permit number imprint. Only those cards returned will be charged to your account. The Publications department, the Copy Center, and CPO can help with any setup. Any deviation from the USPS format for BRAMAS can result in cancellation of our College permit.

Route Schedule

Delivery and pick-up 9:00am - 10:00am, and 2:00pm 3:00pm on weekdays.

Departmental Postage Orders

Over the phone or at the window, we can take care of your needs. If your request is over $100, please send us a check payable to the Wheaton Postmaster via the Business Office.

Addressing Mail

Identify all your unstamped mail whether it is for Campus or to be stamped.

Include a return address on all correspondence.

Use the CPO# and name for Student mail and the Department name and person's name for Department mail.