Incoming Mail

• Incoming mail is collected from the U.S. Post Office approximately at 8 a.m. each workday. Mail Service staff sorts and distributes mail into departmental boxes.

• Mail is sorted by department name only, not by building, room numbers or person’s name. It is the responsibility of each employee receiving mail without departmental name to notify senders of correct address (Note: this is very important for any individual that transfers to another department). Improperly addressed or generic mail is subject to inspection for placement to proper department. Mailing address for the University is as follows:
  

  Attn: (Persons Name)

  Department Name

  Texas A&M-Commerce

  P.O. Box 3011

  Commerce, TX 75429-3011

Note: All mail processed through Texas A&M University-Commerce Mail Services is considered University business.

No personal mail can be sent, received or forwarded via campus Mail Services. Outgoing personal mail should be placed in the U.S. Postal Service drop boxes located at the Memorial Student Center. Incoming personal mail should be directed to an individual's home address or his/her personal P.O. box at one of the local U.S. Post Offices.

• Departmental mail will be available for pick up each workday in the designated box assigned to each department. 
• Due to security issues departmental mail is to be obtained by the individuals that have been assigned this task by each department head with key issued by Mail Services. 
• If a mail box key is lost bring a dated interdepartmental memo to the mailroom, signed by the department head, naming the person(s) who will be responsible for picking up the mail. A new key will be issued in 2-3 days and during that time only the people named in the memo will be able to receive mail over the counter (an ID may be necessary for verification). A charge of $5 will be assessed when the new key is issued.  
• Only authorized personnel are allowed past the customer counter.
• Mail Services staff is not permitted to deliver mail to any person or persons through the customer counter. 

Outgoing Mail  

• Outgoing mail (metered mail) is carried to the U.S. Post Office at 3:30 p.m. each workday. Mail received and processed after this time is subject to the next day’s processing.

• The U.S. Post Office prefers the address to be typed on the envelope rather than hand written. Equipment used to scan mail can not always read hand written addresses, honoring this request will ultimately save department and University dollars.  

• Regular size (#10) white letter envelopes or 8 ½ x 11 manila or white envelopes are to be used for outgoing mail. All mail should be placed in an envelope. Folded mail is not allowed for metered outgoing mail.

• Mail Services Staff makes every effort to process the University’s outgoing mail  before leaving for holiday breaks. Departments can help expedite this service by delivering all out-going mail to Mail Services as early as possible before any holiday break.  

• All outgoing mail is required to have the University Return Address and the originating department on it. All return addresses are to be located in the upper left hand corner of the envelope. Return addresses located in any other location may be cause for misdirected mail by the U.S. Post Office and returned to the University undelivered resulting in additional postage to resend at a cost to the department and University.  

• Fold in all flaps on outgoing mail envelopes.

• Seal all envelopes that are more than ¼” thick or an irregular size.

• Identify clearly and separate all overseas mail from domestic mail for special handling and higher rate processing. Large envelopes with “International Mail” printed on the front may be obtained from Mail Services for your convenience.

• Any article weighing 16 ounces or more addressed to a foreign country or military (APO/FPO) address must have a customs declaration form 2976 (green) or 2976-A (white) form affixed to package. These packages must be processed at the U.S. Post Office before being delivered to Mail Services for processing.  

• Please separate envelopes with objects such as pens, badges, etc. and mark as “Special Attention” to eliminate damage to mail equipment.  

• In the case of inclement weather (extreme humidity, rain, ice or snow) cover outgoing mail -- moisture may prevent Mail Services from being able to process mail through its automated equipment.

• Mail Services provides forms for various mail-related services such as certified mail, return receipts, insurance forms and express mail. Departments using these services are responsible for completing these forms accurately. Only Express Mail forms provided by Mail Services are to be used with the departmental account number printed clearly on form.  

• Departments receiving mail pick up should have two boxes designated at the pick up location, one for outgoing (meter) mail and one for campus mail. Also, international (overseas) mail must be separated from domestic mail and clearly marked. 

Campus Mail

• Plain brown envelopes are preferred for Campus Mail. All other envelopes must be clearly marked “Campus Mail” to prevent the possibility of spending funds on unnecessary postage out of departmental accounts.  

• All Campus Mail should be addressed with departmental name and individual’s name (if available).  

• Large quantities of campus mail, addressed to the same department, must be bundled with rubber bands.

Mail Services makes every effort to process, deliver and handle the University Mail in a proficient and economical manner; your help in following these procedures and rules is greatly appreciated.

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