Postal Mail

If you do not already have a mailing account, you may create one by using this site: https://physicalplant.wisc.edu/postalmail/

Click on the Mail Services App button and then choose Request New Customer # to begin the process. Once the account is open you may use this site to make updates to your accounts. Your department may have as many different accounts as needed to allocate postage, but each account must have a unique funding number.

Once you receive your new mailing slips the account will be open and ready to use. You may make copies as needed. Please make copies from the pdf and not copies of copies as over time the barcode may become unreadable.

The mailing slip pdf has four slips per page. Just print the slips and cut them up to use as needed. You only need one slip per batch of mail, not per item. Rubber band or paper clip it to the items you’re sending. If you have a box or tub of items, tape one slip to each box (just enough to secure the slip, not more please as the slip needs to be removed). You can place the items with your other outgoing Campus Mail and they will be picked for daily processing. You don’t need to put them in anything else, like an inter-d envelope. As long as they have a slip the Campus Mail drivers know these are for us.

Please do not attach slips to any items that already have postage or are going to other on-campus locations. The slips are only for items that require postage or shipping to be applied.

Your items need to be ready to mail with a complete recipient and return address. Boxes should be securely taped and contents padded for shipping as needed. We do not have shipping supplies on hand at the mail center for general use.

The recipient’s address should be centered on the mail piece using the following general format:

Recipient Name

Recipient Company/Institution

Street Address (including apartment or suite number if any)

City, State Zip Code

Always include your return address in the upper left corner in case the item needs to be returned or is undeliverable. If you are handwriting the address please print. If you are using window envelopes please make sure the entire address is visible in the window.

If your mail needs any special services make a note of that on the slip using the check boxes provided. The most common ones are listed on the slip, a full list of the services we provide is below. Please be aware that additional service requests may incur additional fees (we do not charge for sealing).

• USPS First Class Mail
• USPS Parcel Services & Priority Mail
• USPS Certified Mail
• USPS Express Mail
• USPS Media Mail
• Spee Dee Delivery (a regional carrier covering – WI, MN, IL, IA, ND, SD, NE)
• UPS Ground & Overnight
• International Mailing & Shipping
• Insured Packages
• Business Reply Mail
• Machine Sealing

Our shipping platform generates the required customs forms for international packages. For items that are under 13 ounces and contain only documents we do not need any additional information. For packages and non-document mailings, please make a note on the back of your mailing slip itemizing the contents with an approximate value for each category of item (e.g. if you have three books you can just note that and the combined value, but if it’s one book and a coffee mug they need separate entries).

Please note that items going to Puerto Rico are considered domestic mail and do not require a customs form.

If you intend to ship chemicals, biological materials, anything containing lithium batteries or other potentially hazardous items please contact us ahead of time since special restrictions may apply.

We are unable to ship anything to the following countries: Cuba, Iran, North Korea, Sudan, and Syria.

We are currently not set up to do freight shipments or items in excess of 50lbs.

All packages, certified mail and international mail will generate a tracking number. We retain tracking information on each package sent, so it is not necessary to retain these on your own, we can always look

them up for you later if needed. USPS and UPS tracking numbers are typically searchable for a maximum period of 120 days. Please be aware that international tracking can be spotty depending on the destination. We do not have staff available to provide tracking numbers for all items sent. If you absolutely must have a tracking number returned, make a note on the slip along with your email.

We can machine seal your letters, which may be especially helpful for larger mailings. Please leave the flaps either all open or all closed, do not mix and match. We can seal large format envelopes (flats) too, although if you only have a small number we ask that you seal these yourself. If you are using “peal and seal” style envelopes please seal these yourself as these are not machine sealable.

Please avoid using clasp style envelopes as the metal clasps can cause damage to the mailing equipment and may increase your chances of having the items damaged by the USPS. If you do use this style of envelope please place a piece of box tape over the clasp or just seal the flap over the top of the clasp.

Media Mail can be a cost-effective way to send certain types of materials, typically books or other bound items. Be aware that Media Mail will have longer delivery times than First Class Mail or other delivery options and tracking is generally not available. Media Mail is not available for international destinations. Media Mail also has restrictions which can be found here:

https://about.usps.com/notices/not121/not121_tech.htm

If you’d like to send your items using Media Mail, please make a note of that on the mailing slip. Be aware that the USPS can and often will inspect Media Mail packages and if your item does not qualify it will be returned Postage Due for the difference in postage. Media Mail can be a great savings, just be careful to follow the rules.

All University of Wisconsin-Madison departments are eligible to use our Permit #33 for business reply mail. There are barcoded envelope templates available that must be customized to include your Return Address and FP&M Mail Services Customer Number in the upper left corner.

Reply mail is first received by FP&M Mail, then forwarded to the inter-departmental return address printed on the reply envelopes. As each returned piece is processed, it will be charged to the funding account on the outside of the business reply envelope, so you’re only charged for pieces that are returned.

Please note in addition to First Class return postage, there will be surcharges from FP&M Mail to cover the shared costs of USPS permits and fees.

If you would like to do a business reply mailing, please contact FP&M Mail at 262-3881 or Johnny West at jdwest2@wisc.edu for further instructions.