Campus mail guidelines

Campus mail is mail sent from agency to agency through the state mail system. See the Distribution Map for area details or use our mailstop lookup tool to find a mailstop.

Use the following guidelines to ensure efficient campus mail service:

• Leave the item in the designated campus mail pickup location at least 15 minutes prior to the scheduled pickup time.
• Separate campus mail from mail that will leave the state system.
• If a package is heavier than 70 pounds, break it into smaller packages. Contact us if you have an unusually large mail.
• Hazardous material shipments must comply with all state and federal requirements. Contact us for details.
• If mail needs to be tracked, complete the Campus Mail Tracking form.
• State employees are prohibited from using the state mail system for personal mail, including mail order and catalog items. See RCW 42.52.160.

Addressing campus mail

Address campus mail items with the recipient's name, agency, and P.O. Box or mailstop. Also add a return address.

Letters and flats

 

Packages

 

Incoming mail

Mail addressed to the 98504 zip code is sorted and delivered to our customer agencies within Thurston County. Agencies can reduce incoming mail costs and speed processing by following these guidelines:

• Remove staff names from bulk mail lists when possible.
• Communicate the correct mailing address to your customers including the agency, P.O. Box, and 98504 zip code.
• Update outgoing correspondence with current address including P.O. Box and 98504 zip code +4.
• Contact the sender and provide correct address information whenever mail is received with an incorrect address.
• Request senders' type or label the address rather than handwrite, for the ease of our automated sorting.

Addressing incoming mail

Follow the format below when communicating your mailing address to customers and clients:

If you receive mail in error

If you receive mail not intended for your location, contact us so we can troubleshoot and fix errors.

Outgoing mail services

We provide a full range of outgoing USPS mail and packages services, as well as vendor services, like FedEx and UPS.

The following tips will help ensure proper handling and reduce costs:

• Include a Mailing Instruction Form (pink slip) when mailing letters or sending packages. Indicate which service you are requesting by marking the appropriate box on the pink slip.
• Fill out other required forms as needed, such as Certified Mail forms or FedEx or UPS Express shipping labels and attach them to the item(s).
• Use the proper address format.
• Request Presort services for reduced postage rates on qualifying Automated letters and Automated flats. To qualify, items must be machine readable and meet USPS requirements for letters and flats.
• Request electronic return receipt instead of using PS Form 3811 to save on each piece.
• If sending to another state agency location, check the distribution map and mailstop lookup tool to see if we deliver to them and save postage costs.

Inserting and mailing preparation services

• Inserting and mailing preparation services save valuable agency employee time allowing them to concentrate on their core business.

Outgoing mail services cut-off times

Note on FedEx Express items: FedEx Express items in Thurston County may not receive overnight service if we pick them up at your location after 3 p.m. The FedEx departure from Print & Mail for Express services is sometimes sooner than our drivers' arrival back at our facility. The FedEx Express departure time can also be moved up with little or no notice due to traffic or inclement weather issues.

You can drop off urgent items at our mail facility prior to the listed FedEx departure times. Be sure to separate FedEx Express items from your regular mail so they are easily identified by CMS at your pickup location.