Governing policy: Mailing Policy

Department: Office of City Clerk

Last revised: June 30, 2007

General Conditions

1. The Document Solution Center/Mail Room is open 8:00 a.m. to 4:30 p.m., Monday through Friday.
2. UPS packages are picked up at 3:30 p.m.
3. The Mail Room provides information on international shipping and shipping hazardous material.
4. Additional information is available at the UPS website

Labeling

1. Provide a legible address with the package. Mail Room staff will provide UPS labels.
2. Always include the recipient’s postal code with the complete street address. UPS will not accept P.O. boxes in lieu of street address.
3. Always include a complete return address.

Packaging

1. Use a corrugated box with adequate strength for the item that is being sent.
2. Provide internal protection, such as bubble pack, polystyrene peanuts, foam, corrugated liners or crumpled paper.
3. Close the box securely using pressure-sensitive plastic or nylon-reinforced tape or water-activated reinforced tape. Do not use string, duct tape, masking tape or cellophane tape.

Mailing

1. Bring packages to the Mail Room no later than 2:00 p.m. to insure UPS pick up by 3:30 p.m.
2. Weigh your package in the Mail Room. Write the weight on the package.
3. Log your UPS package into the UPS logbook at the front counter to assist with tracking.
4. Note any special instructions such as insurance or special delivery.
5. Provide the Mail Room with accurate funding information for billing.