Incoming mail

USPS letter mail is delivered directly to Mail Services where it is sorted, bundled and delivered to your department by one of our mail route carriers.
 
All USPS parcels are delivered to Mail Services for delivery with your daily campus mail. Parcels sent to a Post Office Box address can be picked up at the Customer Service window. Non USPS packages are delivered to Materials Management, for example, FedEx, UPS, etc, where they are delivered by the Logistics Delivery Services team.

All incoming mail received at the University must contain a complete and correct business address as follows:

NAME OF INDIVIDUAL
DEPARTMENT - ROUTE
THE UNIVERSITY OF TEXAS MEDICAL BRANCH
STREET ADDRESS
CITY STATE ZIP + 4

The last two address lines should always be the street address followed by city, state, and zip + 4.

Outgoing USPS mail

Outgoing USPS mail includes stamped and metered mail. Metered mail can be any mail class (except Periodicals) with postage printed by a USPS approved postage meter. Mail Services provides metering services billed to your department account number for all outgoing USPS mail at no cost except postage.

Guidelines for metered mail

High volume mailings should be placed in trays provided by Mail Services. Please do not place high volume mailings in cardboard boxes or send loose. Proper mailing containers are available through Mail Services by calling 747-3268 or by asking your route carrier. Smaller mailings (for example, those you could hold in one hand) should be held together by rubber bands.

Billing for metered mail is charged to the account number that corresponds to your mail route. Any exceptions requiring an alternate account number should include a memo that contains the name of a contact person, contact phone, description of the mailing, and alternate account information.

Separating mail by service class is also important. Outgoing U.S. Mail should be separated from internal campus mail. International mail should be separated from domestic mail. International mail for Canada should be separated from all other international mail. Within each class, please separate mail by weight.

Mail metering equipment seals all domestic open-side envelopes, such as standard business envelopes. Flaps should be left open and overlapping. Open-ended envelopes, such as coin envelopes or flat-size catalog envelopes, cannot be sealed automatically on metering equipment and should be sealed prior to giving them to Mail Services.

All international mail should be sealed by the sender. Self-mailers or booklets should not be sent to an international address unless placed in a sealed envelope. When addressing international mail, please spell out the country of destination in english, do not abbreviate.

All envelopes with metal clasps should be sealed prior to sending to Mail Services.

All domestic self-mailers should be tabbed (no staples, please), with the fold at the bottom, below the address. This will allow the mail piece to meet automation standards.

All mail sent to Mail Services for metering should face in the same direction and be sorted by size and weight. This will reduce handling time and allow for efficient metering.

Outgoing mail metered by Mail Services must have a complete return address and contain the words “University Of Texas Medical Branch.” This is a Federal regulation identifying the owner of the postage meter.

Make sure your campus address is presented on your outgoing stationery in a way that meets USPS requirements to ensure that it will be used correctly on incoming mail addressed to you, see the incoming mail example. Always use UTMB ZIP Code (77555) plus your department’s 4-digit mail route number.