Mail Center

The Mail Center sorts all incoming mail for University personnel. Please contact us when changing departments or moving to another building to ensure proper mail delivery.

Please include your department name in your return address. It aids in sorting in the event your mail is returned. If you have more than two tubs of outgoing mail, please call us at x5218 in advance of pickup.

We do not pick-up big/heavy processed UPS packages. The mail center is an official UPS pick-up and drop-off site Monday-Friday until 4pm

Mass Mailing Service

We can send out mailings for Valpo Departments and Valpo Affiliations.  Save your department money by having us process your mass mailing:

  • First class discount: minimum – 500 pieces
  • Third class discount: minimum – 200 pieces

Fill out the Mass Mailing Request Form and send it in early to mailroom@valpo.edu to schedule your mailing.

As part of the Mass Mailing Service, we will:

  • Maintain mailing permits
  • Prepare required USPS documents
  • Print CASS certified and NCOA reports to ensure your mail is promptly delivered.
  • Barcode each piece for faster delivery
  • Direct Impression envelopes for a cleaner look
  • Print personalized letters
  • Apply address labels and stamps
  • Match letter to envelope mailing

Envelope insertion

  • Hand or machine insert into #10, 6″ x 9″, or 9″ x 12″ envelopes
  • Envelope specs for quality insertion
  • Machine fold:
    • Legal size fold
    • Z-fold
    • Tri-fold
    • Half fold
  • Collate materials

Mail Piece Design

Your mail piece needs to be designed to meet postal regulations:

  • Includes: tabbing, folding, indicia, and size issues
  • Call for all inquiries – 219.464.5218
  • Send or fax samples to:
  • Will take to Post Office for further approval

For further information, check out our Mass Mailing FAQ


Helpful Tips

  • Outgoing mail leaves approximately every day by 2:30pm to the Post Office.
  • The Mail Center only accepts cash or check: We cannot except credit cards and prefer no bills greater than $10.
  • AWAYS watch what you sign for from Fed-X, UPS, DHL etc..
    • Read the delivery address and recipient’s name.
    • If the package does not belong in your building, direct the driver to the correct building.
    • You are responsible for that package once you sign for it.
  • ALWAYS use a return address.
  • ALWAYS contact the Mail Center for designing your mass mail piece as It may save time and money.
  • ALWAYS seal your personal stamped outgoing mail.
  • Please call ext. 5218 with your concerns or questions.
  • For accurate delivery, please do not use the generic 651 college avenue address, please call the sender with your correct address.

Domestic Mail:

Make sure all mail is facing the same way with the envelope flaps down.
Rubber band it together with your DOMESTIC MAIL REQUEST FORM (DMR) or INTERNATIONAL MAIL REQUEST FORM
(We have recycled rubber bands if needed).
Keep an original copy of the DMR form and make copies as needed.
Place all spiral or bound materials at the bottom of envelope.

Envelope Accouterments:

Clasps: All clasps must be covered with tape. Uncovered clasp could damage the machines rollers. We recommend that you do not purchase envelopes with metal clasps.

Staples: Do not use staples to seal envelopes. Staples could damage the machine’s rollers.

Bindings: All binding should be positioned at the bottom of the envelope.  Most bindings will not pass through our machine properly.

Tabbing: Always put the fold of your self mailer at the bottom.  Apply two tabs on the open top of your piece.

Indicia/prepaid: Only use an indicia or prepaid envelope when sending a mass mailing (a group of 200 pieces or more.  If it is necessary to use them, You must cover the indicia. Call us at ext. 5218 and we will explain the easiest way to cover it.

Flaps: Fold down flaps.

Clips: Bulky clips enclosed in your envelopes could result in a postage surcharge.
The Post Office charges 12 cents or more charge to each piece.
Bulky pens, pencils, magnets, etc. also incur a surcharge

Sealing Envelopes: Our meter will apply postage and seal at the same time, only if the flap of the envelopes is above (not on the side) of the placement of the postage.
Seal envelopes ahead of time if the thickness is more than 3/8″.

 

Post Cards:

If you make your own postcards, please:

  • Make uniform in size and shape
  • Use lighter colors so the postal readers can read the addresses
  • Use quality paper stock