U.S. Mail Assistance

• Postage Metering Services
• Presort Contractual Agreements
  
• Procedures for Outgoing U.S. Mail
• Mailing Options

Mail & Messenger Services provides postage metering services for numerous agencies, boards, and commissions through the Springfield and Chicago CMS mail centers. This service eliminates the need for many postage meter leases and reduces the workload in individual agencies.

Agencies completely prepare envelopes and flats for mailing and indicate class of mailing to be used. The outgoing mail is then picked up at the regular route time by a Mail & Messenger employee or dropped off by an agency employee at a CMS mail center prior to 2:45 p.m. Agencies are billed for their postage use annually.

The Mail & Messenger postage metering service may be utilized alone or in conjunction with the presort contracts. If your agency is interested in utilizing the Mail & Messenger postage metering service, contact the Mail & Messenger Springfield office at (217) 782-2536 - Ext. 200 or 204.

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CMS has negotiated presort contractual agreements for outgoing State of Illinois mail in the Springfield and Chicago areas. Use of presorting can save more than 10 percent of postage costs without delaying mail delivery and is available for both envelopes and flats. The presort firm picks up outgoing mail at your facility in Springfield or at our facility in Chicago, eliminating the need for your staff to deliver mail to the post office.

The presort contractual agreements may be utilized alone or in conjunction with the Mail & Messenger postage metering service. If your agency is interested in utilizing the presort contracts, contact the Mail & Messenger Springfield office at (217) 782-2536 - Ext. 200 or 204.

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While CMS Mail & Messenger Services offers delivery to more than 536 stops in the Springfield and metro Chicago areas, use of the U.S. Postal Service should be considered for deliveries not available through CMS Mail & Messenger Services.

The following procedures for the preparation of outgoing U.S. Mail were developed in conjunction with the United States Postal Service (USPS). Following these guidelines will help ensure that your U.S. Mail delivery is as fast, reliable, and economical as possible.

• All U.S. mail will be sent first class unless otherwise requested. Whenever feasible, users should request third-class bulk mail (presort mail) for printed materials and parcels weighing less than 16 ounces.

• Understand the various mailing options if your mail requires special handling. Certified mail with receipt for a one-ounce letter costs 50 to 80 percent more than just sending the same letter certified. Registered mail should not be used to gain a return receipt. Registered mail is only needed on domestic mail if insurance is needed. A registered one-ounce letter with no insurance will cost 157 percent more than a certified letter with return receipt.

• CMS has negotiated presort contracts for both first-class mail and flats. Utilizing these contracts will not slow mail service and will typically save over 10 percent on postage costs.
  

• Letter mail intended for dispatch through the USPS should be enclosed in an envelope containing the complete, legibly typed or written address of the recipient, including the ZIP+4 code, and the sender's complete return address.
• When using window envelopes, make certain that the address, including the ZIP+4 code, is completely visible.
• Business envelopes with top-sealing flaps need not be sealed. This is done automatically when the envelope is metered. However, large envelopes with side or top-sealing flaps should be sealed before being sent to your mailroom.
• To avoid mutilation in the metering process, stapled enclosures should be placed carefully into the lower left-hand corner of the envelope. The use of paper clips should be avoided.
• Remember, the post office delivers mail to the address shown immediately above the city and state.

XYZ COMPANY
P.O. Box 0000
1875 North St.
Glenview, IL 60025-2345

This letter will be delivered to the street address, not the P.O. box number. If the box number had been placed above the city and state, the letter would be delivered to the box number.

The U.S. Postal Service offers the following addressing suggestions to speed processing by electronic scanning equipment.

• Type or print complete addresses in the middle of a white envelope, using black ink. For fastest processing, use printed reply envelopes.
• Always use the complete return address.
• When an attention line is necessary, put it first.
• In addition to the street address, P.O. box number, rural route number, or highway contract route number, include the following:
  • N (North), S (South), E (East), W (West), NE, NW, SE, or SW
  • AVE (Avenue), ST (Street), DR (Drive), RD (Road), PL (Place), or CIR (Circle)
  • RM (Room), STE (Suite), or APT (Apartment) number
• Always use the ZIP+4 code on the last line of the address, next to the city and state. Use a hyphen(-) between the fifth and sixth numbers.

• All parcels must weigh less than 70 pounds and must be smaller than 17 inches by 23 inches.
• Remember to mail early and often--prepare and place outgoing mail in the mailboxes throughout the day. Do not save it all until the last pickup.

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When selecting delivery options, consider the full range of USPS choices along with those of private carriers and choose the most economical means to fit your needs.

Certified mail provides the sender with a mailing receipt and a record of delivery that is maintained at the addressee's post office and online at www.usps.com. This service is used for items of no monetary value, which are sent and handled as ordinary first class mail. A return receipt acknowledging delivery may be obtained for an additional fee.

Registered mail is used for items of value, which can be insured for an additional fee. Registered mail may also be used for foreign mail that requires a signed receipt.

CERTIFIED WITH PAPER RETURN RECEIPT
$4.40 Plus First-Class Postage
$3.65 Paper Return Receipt

REGISTERED
Price starts at $16.80
Fee based on declared value
Insurance up to $50,000.00
in declared value available.

Large or thick envelopes, tubes, and packages containing mailable items up to 70 pounds can be sent using Priority Mail. This service is typically used to send documents, gifts, and merchandise. Free Priority Mail envelopes, boxes, and tubes are available at the Post Office or can be ordered online at www.usps.com. Flat rate envelopes let you send your documents for as low as $9.85, regardless of how much the item weighs in flat rate envelope. Priority Mail offers delivery to every address in the USA, including P.O. boxes and military addresses. There is no additional cost for Saturday or residential deliveries.

Extra services available with Priority Mail are:

• Certified mail
• Certificate of mailing
• Insurance
• Registered mail
• Special handling
• Delivery Confirmation
• Signature Confirmation
• COD
• Restricted delivery
• Return receipt
• Return receipt for merchandise

If you print the shipping label online at www.usps.com, Delivery Confirmation is free.

Letters, large or thick envelopes, tubes, and packages containing mailable items can be sent using Express Mail, starting at $30.95. This guaranteed service includes tracking and insurance up to $100. Delivery to most destinations is available 365 days a year, with no extra charge for Saturday, Sunday, and holiday delivery. Free Express Mail envelopes, boxes, and tubes are available at the Post Office or at www.usps.com.

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For further assistance, contact your local post office, or CMS Mail & Messenger Services at:

Mail & Messenger Services
200 E. Ash St.
Springfield, IL 62704
Phone: (217) 782-2536 - Ext. 200 or 204

Mail & Messenger Services
555 W Monroe St Fl 1
Chicago, IL 60661-3605
Phone: (312) 814-2196