Mail

Question 1

Guidelines for Incoming Mail

Answer 1

Open and review all incoming mail as soon as possible

Do not allow mail to pile-up, could be something important

Check with attorney about their preferences for handling correspondence

May be necessary to date-stamp mail/documents therein

Calendar dates/events from mail

Question 2

Guidelines for Addressing Mail (First Class Mail Weight and Mail Shape)

Answer 2

First Class Mail: Max Weight of 3.5 oz.

Mail must be rectangular (not square)

Question 3

Reasons for non-machinable surcharge

Answer 3

Square size 5” x 5” or larger

Thicker than 1/4”

Doesn’t bend easily

Has clasps or similar closure devices

Has an address parallel to the shorter dimensions of the letter

If it is lumpy

Question 4

Large Envelopes (Size/shape)

Answer 4

Must be rectangular (not square)

Max size = 15” x 12” high x 3/4”

Large envelopes that exceed these dimensions will be charged package rates

Question 5

Addressing Mail Standards (OCR)

Answer 5

The USPS uses OCR (optical character recognition) machines to read the envelopes. To assist the machines in proper reading:

Use the 2-letter state code for envelopes

Use at least 10 point font

Use all caps

ATTN JOHN DOE
YOURBUSINESS NAME HERE
1234 MAIN ST.
ANY CITY, CA 55555