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The International Student's Guide
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Mailing Letters and Shipping Packages

Letters and packages can be mailed using the US Postal Service or one of several private delivery services.

US Postal Service

The US Postal Service delivers letters and packages and sells stamps and postal money orders. They deliver mail both domestically and internationally.

Letters weighing up to 16 ounces with the appropriate postage affixed can be deposited in the blue mailboxes located throughout the city. Mail is removed from these boxes twice daily. You can also mail letters and packages directly from the post office. International letters and packages must be mailed from the post office and must be accompanied by a customs form.

Letters and correspondence are usually sent by First Class mail within the United States. There is no need to pay extra postage for air mail, because all interstate first class mail is routinely sent by air. On the other hand, when sending mail abroad you should pay for air mail because surface mail travels by ship and is considerably slower.

Addressing Mail

When addressing mail for delivery within the United States, don't forget to include the zip code. If you don't include a zip code, delivery will be delayed. You can use a five-digit zip code if you don't have the nine-digit zip code. The zip code should be placed on the same line as the city and state, after the state, not before.

The first digit of the zip code represents one of 10 geographic regions. For example, zip codes in California begin with a 9, in Texas with a 7, in Illinois with a 6, in Pennsylvania with a 1, and Massachusetts with a 0. The next two digits indicate a mail distribution point, and the last two digits indicate a town or post office. The additional four digits in a 9-digit zip code narrow the location even further, designating a delivery sector and even a specific address.

The following is an example of how you would address a letter to a person named "John Student". The number "12345-6789" is the nine-digit zip code. You should print the address in block letters and omit punctuation, since that makes it easier for address reading machinery to scan the address.

    MR JOHN STUDENT
    1234 MAIN STREET
    CITY STATE 12345-6789
For more information on addressing mail and other topics, please see the Consumer's Guide to Postal Services & Products.

If you do not know your address in the US before you leave, mail for you can be sent "General Delivery" to your name at the main post office in your destination city. It is a good idea to write "Hold for 30 Days" on the front of the envelope. General Delivery mail will not be held for more than 30 days. You will need proof of identity, such as a passport, to pick up your mail.

US Postal Rates

There are four main types of mail, each with a different set of postage rates:

Girth is the circumference of the package (twice the sum of width and depth).

The following are some of the more frequently used postage rates. Additional information can be obtained at the post office or from the US Postal Service's Rate Calculators. One ounce is about 28 grams. A business-size envelope containing six sheets of 8-1/2" x 11" office paper weighs approximately one ounce.

First Class Mail
United States Mexico Canada All Other Destinations
(Airmail)
Letters 33¢ for first ounce
22¢ for each additional ounce
46¢ for first ounce
40¢ for each additional ounce
52¢ for first ounce
72¢ for 2 ounces
95¢ for 3 ounces
19¢ for each additional ounce
$1.00 for the first ounce
40¢ for each additional half ounce
Postcards 20¢ 35¢ 40¢ 50¢
Aerograms N/A 50¢ 50¢ 50¢

Priority Mail provides flat rates for first class mail for packages. For example, a package weighing up to 2 pounds can be sent by priority mail for $3.20. (The post office also offers a flat rate envelope which costs $3.20 no matter what the weight of the material in the envelope.) Each additional pound up to a total of 5 pounds adds $1.00 in postage. After that, the postage depends on the weight and the distance. Mail weighing less than 11 ounces can be sent by priority mail, but there's no real reason to send it priority mail since first class mail will take just as long. All mail weighing over 11 ounces sent first class is handled as priority mail. Delivery confirmation is available for an additional 35¢.

First Class and Priority Mail will deliver the letter or package within three or four days. Sometimes it is quicker (e.g., if you mail a letter from a post office to a P.O. box).

Other Postal Services

Other services offered by the post office include:

The post office also sells envelopes, boxes, and other packing and shipping supplies.

Junk Mail

An unfortunate consequence of having an address is the arrival of advertising circulars and other unwanted commercial solicitations, collectively referred to as "junk mail". When retail stores and mail order companies get your address, they often sell it to a mailing list company. The mailing list companies maintain specialized mailing lists, such as lists of people who bought books through the mail. When an advertiser wants to reach such people, they rent a mailing list of people who match their criteria.

If you would like to reduce the amount of junk mail, you can write to the following address to ask to be removed from mailing lists:

    MAIL PREFERENCE SERVICE
    DIRECT MARKETING ASSOCIATION
    PO BOX 9008
    FARMINGDALE NY 11735-9008
Some of the mailing list companies use the DMA's mail preference service to filter their mailing lists. This will not eliminate all of the junk mail, but will reduce the amount of unwanted advertising mail you receive. It does not stop mail addressed to "Resident" or "Occupant". (If you want to receive junk mail, you can also use the DMA's service to add your name and address to mailing lists.)

To be removed from the mailing lists of the major credit reporting agencies, call 1-888-5-OPTOUT (1-888-567-8688).

If you receive an unwanted telephone solicitation, tell the caller "I am not interested. Please put me on your do not call list." and hang up the phone. If that doesn't work, try saying "I never buy anything over the phone. Please put me on your do not call list."

Other Shipping Services

In addition to the US Postal Service, there are several companies that offer shipping services for letters and packages. They are much more reliable than the US Postal Service, since they track every letter and package. They also offer guaranteed overnight delivery (early morning, morning, afternoon, and end-of-day) and 2 or 3 day delivery. Guaranteed delivery times are by 8:00 am for early morning, by 10:30 am for morning, by 3:00 pm for afternoon, and by 5:00 pm for end-of-day.

The primary advantage of the US Postal Service is the inexpensive rates for delivering letters. Also, only the US Postal Service can deliver packages to a PO Box. The other shipping companies are only able to deliver to a street address.

The major shipping companies are:

All three companies let you track the progress of a package on their web sites using the package's tracking number.

With any of these services, including the US Postal Service, it is important to package fragile items carefully. Insurance will cover damage to the item only if there is visible damage to the outside of the box. Use the four-foot drop rule: the article should be packed so that it can survive a drop of four feet without damage. This means wrapping fragile items in bubble wrap and using Styrofoam packing "peanuts" to cushion the item within the box. Use enough packing material so that the item doesn't shift or compress the packing material in transit, or the carton may be damaged upon arrival. Paper may be used for wrapping items, but should not be used as filling around the items. If there is more than one fragile item they should be wrapped individually, so that they do not touch each other. You should have at least 2 or 3 inches of packing material around the contents of the box. This will minimize the likelihood of breakage. The carton should be made of sturdy corrugated cardboard, with no string or wrapping paper on the outside of the carton. It is best to ship appliances and electronic items in their original boxes and shipping materials. Use shipping tape, not cellophane or masking tape. Reinforced filament tape is best.

Remove any old shipping labels from the box. Include the origination and destination addresses on both the inside and outside of the box. This is in case the address on the outside of the box gets obliterated.

If you need boxes, many of the delivery services will provide shipping materials for free. If your item doesn't fit in one of the standard sized boxes, you can buy boxes from any stationery supply store such as Office Max, Office Depot, and Staples. Peanuts, bubble wrap, and other packing materials are also available from these stores. You can also get boxes for free by speaking to the manager of the local grocery store.

International shipping companies in the US include: Adcom Express, Allied International, Bax Global, Corrigan International, Crystal International, DHL Worldwide Express, Excess International Movers, North American Van Lines International, Rainier Overseas Movers, Inc., Sterling International, Inc., and Stevens Worldwide Van Line.

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Last modified: February 03, 1999 08:49:24 EST