Change of Address: Department Chairs/Secretaries are asked to send a list of changes (additions/deletions) each semester for both Full-Time and Part-Time teachers/staff to Ms. Eileen Lee at the T-Bldg. Mailroom.

Incoming Mail: Incoming United States Postal Service (USPS) mail is delivered to the Mailroom in the morning. The mail is sorted and delivered on campus twice daily.

Incoming Parcels and Packages: All incoming parcels and packages, including USPS, United Parcel, messenger and next day air services are processed by the Central Receiving Department. All incoming parcels and packages are opened and inspected by the Central Receiving Department to identify purchase orders and packing slips and to prepare the Receiving and Verification Form for Accounts Payable.

Personal Mail: Faculty and staff are prohibited from using the College's facilities and address for the mailing and receipt of personal mail. Outgoing personal mail will be returned to sender.

Interoffice Mail: Interoffice envelopes should be used when sending interdepartmental mail. There are two sizes of envelopes: 4" x 9-1/2" and 10"x13" with a tie and button close. The Mailroom maintains a supply of used interoffice envelopes. If an office has accumulated a large number of interoffice envelopes, the extra envelopes may be sent to the Mailroom. New interoffice envelopes can be requested from the Stockroom. If you don't mind using "previously owned" envelopes, come to the Mailroom.

When addressing an interoffice envelope, be sure that all previous markings have been crossed out to ensure proper delivery. The address should always appear on the next available line. Please print clearly. Use the full name and the correct department and room number.

Outgoing Mail: All outgoing mail to be meter stamped must have a John Jay College return address including the sender's name and department. Special mailings pertaining to grant-related work or conferences must also be identified. This identification will be used to charge back postage usage to departments.

DHL (Overnight Delivery): To send mail via DHL for overnight delivery, the sending department must have signed authorization from the the director, chairperson or vice president in charge of the department.

A DHL Approval Form can be downloaded in (.pdf format) by clicking here >. This signed authorization/ approval form must be presented to the mailroom staff before mail can be sent.

DHL Mail is only sent from the Mailroom in the T-Building, Rm. 536. It must be received by 2:00 pm for same day pick-up.

If a sending office has an account with FedEx or any other express service carrier, it is the responsibility of that office to prepare their mail for pickup by that express carrier. The sending office staff should affix any address label clearly indicating their account number.

Should a member of the sending office be unavailable for pick-up by the carrier, they are asked to call ahead and arrange pick-up at the JJC T-Building Mailroom, stressing that the mailroom closes promptly at 5:00pm. The sending office may leave the packet in the T Building mailroom for pick-up by the carrier, ONLY, if all relevant portions of the address form have been completed. If the carrier has not come by 5:00pm, the mailroom will not be responsible for delivery of the item.

The mailroom will notify the sending office by email that the packet was not picked up on time. If the packet was picked up by the carrier, the sending office will be notified by email and the receipt provided by the carrier will be sent to the office in inter-office mail.

Bulk Mailings:    All mailings of 200 or more pieces MUST be sent out by bulk mail unless they are personalized, which must be send First Class. Considerable cost savings can be achieved through the use of bulk mail discounts. We appreciate the efforts of those departments who have followed this procedure already.

In order to qualify for bulk mail rates, addresses must follow the Proper Addressing Format and must be sorted in zip code order - from lowest to highest. The Mail Prep Center has automated systems and equipment to verify addresses, presort and print envelopes to take advantage of these discounted postage rates.

The appropriate Mail Prep Center form must be completed fully prior to sending large and/or bulk mailings. These forms are available in each mailroom.

*** When planning a large/bulk mailing, please contact Mrs. Eileen Lee, Mailroom Coordinator at ext. 8532 to discuss your needs. The primary requirement to send a bulk mailing is that the database file used for addressing must be saved in Excel CSV format. If you are unfamiliar with Excel or this specific format, please call Irene O'Donnell at ext. 8540 for assistance. When the file is in the correct format, that is, saved in Excel CSV, then you may send the file via disk or email to ealee@jjay.cuny.edu ***

Non-mailable Items: The following items should not be sent in regular envelopes: paper clips, metal pieces, keys, pencils, glass parts or buttons. These items can jam or damage mailing equipment. Envelopes and cards that are less than 3" in height or 5" in length are also classified as non-mailable.

Charge Backs: Grant programs, IFR programs and outside services/groups will be invoiced for the cost of postage and for services provided including DHL.

Proper Addressing Format: The following format is recommended to ensure efficient handling and delivery to the US Postal Service:

The complete mailing address should be located in a block format in the center area of the envelope. The return address is located in the upper left hand corner.

* Type or machine print the complete address. Avoid handwritten addresses.
* Ensure print is clear and sharp. Use standard business fonts. Address characters should not touch or overlap.
* Black ink on a white background is best.
* Maintain a uniform left margin.
* Use upper case letters.
* Omit all punctuation.
* Include floor, suite and apartment numbers whenever available.
* Use standard two-letter State abbreviations in capitals (provided below).
* For international mail, the country's name should appear in capital letters without abbreviations.
* When using window envelopes, be sure the entire address is always visible. There should be
sufficient spacing around the address to allow for the shifting of contents within the envelope. 
* Do not staple the envelope.

The lower 3/4" portion of the front side of the envelope, directly below the address, is reserved for postal bar codes. This area must remain clear.

For assistance with the design of envelopes, contact Gary Zaragovitch - Coordinator of Graphic Design, 212-237-8536. He is familiar with postal regulations pertaining to the design of mailing pieces.

Address labels, if used on parcels, packages or envelopes, must also be addressed according to the recommended format. Labels must be applied straight and parallel to the bottom edge.

For additional information on addressing formats, zip code look up or current postage rates, call our Mailroom or click here to go to United States Postal Service. 

International Mail: Except for certain restrictions, most items can be mailed to foreign countries. Any piece over 1 lb. must have a declaration form. Please contact the Mailroom to determine specific classification and required documentation.

Certified Mail: Certified mail provides a mailing receipt to the sender with a record of delivery maintained at the destination Post Office. No record is kept at the entry Post Office and no insurance coverage is provided. Certification may be used only on First Class Mail. A return receipt to provide "proof of delivery" to the sender can be obtained for an additional fee. A numbered label and completed "Return Receipt" must be filed and affixed to each letter. Labels and Return Receipts can be obtain from the Mailroom.

Return Receipts: A return receipt offers proof of delivery on certified mail shipments. The return receipt identifies the article number of the mailing, the person who signed for it and the date it was delivered.

Business Reply Mail: This service enables mailers to receive replies by "First Class" mail by paying reply postage only on the mail which is returned to them with a small handling charge per piece. Please contact Gary Zaragovitch - Coordinator of Graphic Design, extension 8536, for design assistance when preparing Business Reply Envelopes due to the unique zip codes required.

STREET SUFFIX ABBREVIATIONS