RIT
Print/Postal Hub

Faculty & Staff Mail Services

Every job starts with a phone call to (585) 475-2300.

We prepare mailings of any size for delivery to the USPS. All you do is provide us with a mailing list, and the materials to be mailed and we take care of the rest.

Mail Prep Information

Letters

  1. Make sure your envelope has a return address which includes your department name.
  2. Make sure to address your envelope clearly and completely. If you do not know the zip code go to USPS for information on zip codes, tracking mail pieces and they even have a handy rate calculator, among other things.
  3. Make sure that if your envelopes are not sealed, that you keep the flaps of the envelopes in an up position. Our metering machine will seal the envelopes if this is done.
  4. If you are mailing to a foreign country, please make sure that the country is written out completely in English.
  5. Make sure that you try to keep any hard materials; ie. paperclips, pencils, keys, etc. out of the envelopes.
  6. Try not to "overload" the envelope, if it looks like its going to be too thick to seal, chances are, it is. Use good judgment, something extremely thick will more than likely be able to go into a 9x12 or 6x9 envelope for the same postage.

Flats (9x12's, boxes, etc.) - Follow Steps 1-4 above.

Clasp envelope - (even if it has glue), you should have the envelope clasped before putting it in the mail. The clasp prevents the machine from being able to seal the piece shut. There will be a charge per piece if we need to clasp the envelopes for you.

Exceptionally thick (over 1/2 inch) - Hand seal or tape the envelope closed for security. Metering machines can seal a piece up to 1/4 inch thick without much problem, anything over that, it is recommended to hand seal or tape.

Self sealing envelopes - Seal prior to pickup

Hard materials - includes items such as pens, keys, coffee mugs, etc. Use a well padded envelope or a well packaged box.

Large groupings - Keep materials grouped together, and label the stack as "all the same".

Address label - must be oriented correctly in relation to the flap of the envelope. Proper placement is as follows:

  1. The label should be placed so that the flap is at the top of the mail piece.
  2. If (a) is not possible, then keep the flap on the right side of the envelope.

Taping envelopes or boxes closed - keep tape away from the area to the upper right of the label. That is considered our "postage area" and tape makes it difficult for the postage to stick to the mail piece.

Please note: For all mail, please make sure that foreign mail is kept separate from domestic. This will ensure that mail will not be delayed due to incorrect postage being applied.

When submitting jobs for a third class mailing or a periodical mailing, where the customer has already labeled the job, the pieces must be received by the HUB already in zip code order. ** This is necessary for us to be able to "breakdown" your job per postal regulations. If you submit adhesive labels to be applied to a 3rd class job, they should also be in zip code order. For either of these cases, if the pieces or labels are not in zip code order, an additional fee will be charged.

** Zip code order - The term "zip code order" refers to the pieces in the mailing being in sequential, numeric order for the first five digits of the zip code. As your job sits in the tray or box, the first piece facing you should be your lowest zip code; ie. 00000 and the pieces should progress numerically through 99999 being in the back of the tray or box.

When requesting envelopes to be printed for a large mailing, don't forget to request an indicia, appropriate for your mailing. This should be printed on the envelope in order to prevent an unnecessary charge.

When sending a job that needs to be inserted, make sure that the pieces which are to go into the envelope, actually "fit" into the envelope. It would be optimal for each piece to be able to leave at least 1/4" on each side of the envelope once inserted.

When doing personalized letters to be mailed, keep in mind the envelopes. Usually a window envelope will do the trick. If you use regular envelopes and submit a mailing list with the job, keep in mind, the job will have to be hand inserted and matched with the name on the envelope. This will be quite time consuming during the production time of your mailing, and incur additional charges.