Page Information:
Enclosures
Envelopes
Classes of Mail & USPS Special Services
Classes of Reply Mail
Large Mailings
Personal Mail

External USPS Links:
Zip+4 Web-Based Lookup
Official USPS Abbreviations

Addressing for Success
 
The US Postal Service has assigned JHMI and JHOPC the unique ZIP Code 21287. In addition, many departments within the Hospital have been assigned a unique ZIP+4 Code. Using the 21287 ZIP and the unique +4 extension will speed up the delivery of incoming mail. Using the old 21205 zip, however, may cause some delay.

Please encourage external correspondents to use 21287 and the appropriate ZIP+4 Code for your location. Mail received in the mail center with a valid ZIP+4 Code increases the potential for same day delivery to you! Contact the mail center supervisor for details.

Specific Format
All mail needs a delivery address and a return address. The following is the recommended sequence and position for addressing.

Domestic US Mail:
 
Return Address:
Sender's Name
Sender's Address
(Dept., Bldg. Room)
Sender's City, State, and Zip+4 Code

Destination Address

Recipient's Name
Recipient's Address
Recipient's City, State, and ZIP+4 Code

International Foreign Mail:
 
Return Address:
Sender's Name
Sender's Address
(Dept., Bldg. Room)
Sender's City, State, and Zip+4 Code

Destination Address:

Recipient's Name
Recipient's Address
Recipient's Province/Postal Code
Country Name, spelled out in English (no abbreviations)

To obtain the best possible mail service from the USPS:

• Capitalize everything in the address
• Use Common abbreviations (see below)
• Eliminate all punctuation in the last two lines of address
• Use the USPS' two letter state abbreviations (see below)
• Use ZIP+4 Codes

Address Placement
 
Envelopes
Placement of the address on the face on an envelope should conform to USPS specification as shown below.

Labels
Labels on parcels, packages, or large envelopes must be addressed according to the recommended format below. The address must be complete. Improperly prepared labels may be returned for correction and/or completion.

Addressing for Success - Tips

• Type of machine- print all address information
• Make sure print is clear and sharp
• Ensure address characters don't touch or overlap
• Black ink on white background is best
• Maintain a uniform left margin
• Use upper-case letters
• Omit all punctuation in last two lines of address
• Include the floor, suite, and/or apartment numbers
• Place the City, State, and ZIP+4 Code on the last line
• Use the USPS standard two letter state abbreviations
• When using window envelopes, make sure the complete address is always visible (even if the insert moves in the envelope)
• Leave one or two spaces between words, the state abbreviation, and ZIP+4 code

The USPS website maintains an updated list of all official USPS abbreviations, including two-letter state codes and all street suffixes. These abbreviations may be viewed here.

Enclosures
 
Correspondence
Any mail transported by the USPS should be sealed in an appropriate envelope or parcel. The types of enclosures determine the mailing classification.

Non-mailable
The following items should not be mailed in envelopes:

• Paper Clips
• Metal Pieces
• Pens/Pencils
• Sand
• Glass Chips
• Keys/Coins

In addition, other non-mailable items that are subject to being returned include envelopes and cards less than 3.5" in height or 5" in length or .007" in thickness (thickness of a post card).

All foreign countries also impose various restrictions. When mailing to domestic or foreign destinations, consult Mail Services for assistance.

Window Envelope Enclosures
Envelopes with windows and the inserts placed in them must be designed so that the entire address block appears in the window. Movement of the insert should not cause any address information to slide from view.

Envelopes
 
Letter Size
Letter sized mail must be rectangular for automated processing by USPS. To ensure prompt and efficient processing of First Class mail, it is recommended that all envelopes and cards:
(a) Be sealed or secured on all four edges so that they can be handled by automated equipment
(b) The following dimensions must be met for automated processing by USPS:

	Minimum	Maximum
Height:	3.5"	6.125"
Length:	5"	11.5"
Thickness:	.007"	.1875"

Please Note: Card stock thickness should not exceed .0095" . Also, the maximum thickness for USPS' automated processing is .25". In order to qualify for our discount rates, our mail must meet their automated processing size standards.

International Letter Size Envelopes
Letter size for delivery to foreign countries should be placed in the special "international mail" envelopes. These envelopes have a red and blue border which aids in the identification of foreign mail. Additionally, the international envelope assures proper posting of international rates and avoids mail returned for insufficient postage.

"Flat" Size
"Flats" are envelopes larger than the maximum letter size, but not larger than 15" long by 12" high.

Green Bordered
Used only for first class mail.

Red and Blue Bordered
Used only for airmail to foreign countries. Since there is no airmail class for US mail, these red and blue bordered envelopes should not be used for mailings with destinations in the United States.

Plain white or manila
Used for all other classes of mail. These must be marked to show proper class of mail (for example: First Class or Third Class).

Padded
These envelopes contain a cushioned lining to provide a degree of safety for mailing small and fragile merchandise. Consult Mail Services for assistance in obtaining padded envelopes, prior to the need.

Priority
"Priority Mail" envelopes should be used for First Class mail weighing over 11 ounces and for mail requiring expedited delivery. These envelopes are red, white, and blue and available from USPS free of charge. A minimal quantity of priority mail envelopes is available from the Mail Services Center.

Strength
The envelope must be strong enough to protect and retain the contents. The use of oversized envelopes or overstuffed envelopes can damage or cause the loss of the contents. Consider using Tyvek^TM envelopes for heavy or bulky materials.

The Various Classes Of Mail &
USPS Services

The cost of mailing varies with each classification.

First Class Mail
Anything mailable may be sent as First Class Mail. The following examples are considered First Class items and must carry First Class or Priority Mail postage rates.

(a) Documents wholly or partially handwritten or typewritten. Also, post cards, original carbon copies, and invoices (unless the invoice accompanies the item to which it relates) must be sent First Class.
(b) Matter sealed and closed against postal inspection.
(c) Bills and statements of account must be mailed First Class. This is regardless of the preparation or quantity of identical pieces mailed. The only exception is USPS authorized enclosures in, or attachments to, second, third, or fourth class mail.
(d) Price lists with figures changing items or pieces.
(e) Any Business Reply mail.
(f) Blank printed forms or completed forms, including cancelled or uncancelled checks.
(g) A computer printout may or may not be First Class matter, depending on the content. Contact Mail Services for additional information.

If you are not sure if your correspondence requires First Class postage, ask us! We can also help with discounted rates for 200 or more pieces.

USPS Express Mail
Express Mail provides overnight delivery of letters, documents, and other mailable items within the continental United States. In addition, Express Mail service is available to over 126 foreign countries with delivery within two or more days (consult Mail Center for specifics). The service is available seven days a week, 365 days a year, for items up to 70 pounds and up to 10 inches combined length and girth.

Costs and USPS Features
The current Express Mail letter rate is $11.75 (up to 8 ounces) and $15.75 (up to 2 pounds) for domestic service. Service features include: delivery by 12:00 noon to major business markets, documents and/or merchandise insurance, shipping containers (provided by USPS), optional return receipt, COD, and waiver of signature. Domestic overnight delivery is guaranteed by the USPS and provides for full postage refund if the item is not delivered on time.

Available Through JHMI Mail Services
Express mail shipping invoices and materials can be obtained through the mail center. However, please anticipate large mailings and advise the mail center in advance to assure sufficient supplies are on hand. Express Mail can be metered and shipped by the mail center if received before 2:30 p.m. in the 2024 station. Otherwise, Express Mail can be processed at the 2024 Mail Services Center if delivered there before 5:00 p.m.

Do not mix Express Mail with your regular interdepartmental mail. Separate Express Mail when sending or delivering to the Mail Center. Items sent via Express Mail through the Mail Center must be accompanied by the appropriate Hospital or University requisition.

Alternatives
There is a USPS Express Mail box located on the corner of Wolfe and Monument Streets. Also, the USPS provides an optional pickup service for a flat $8.25 fee, with no limit on the number of pieces.

Federal Express and UPS Next Day Air services are available through the Facilities Receiving department, as well as through drop boxes. For more information, see the Alternative Services section of this manual.

Priority Mail - First Class Only
First Class mail between 11 ounces and 70 pounds is considered Priority Mail by the USPS. However, with any letter weighing 11 ounces or less, the customer has the option of mailing via Priority Mail. The current rate for a priority letter weighing two pounds or less is $3.20 (subject to change).

Although the USPS does not guarantee two day delivery, the USPS has determined that Priority Mail is reaching major cities within two or three days. Discount rates are available for more than 300 pieces.

Oversize/Underweight Mail
The USPS imposes a surcharge on mail that exceeds their standard size limits:
11.5" in length or 6.125" in height
.25" in thickness or
if its aspect ratio (length divided by height) is not between 1 and 2.5, inclusive.

There is a surcharge (currently $.11) for oversized mail. Additionally, First Class, Third Class, and International Letter Class mail weighing one ounce or less is considered nonstandard by the USPS. The USPS may return any nonstandard mail that has not been correctly posted.

Third Class Mail
The following is considered Third Class Matter:

• Circulars
• Catalogs
• Booklets
• Newsletters
• Merchandise
• Product Samples
• Photographs
• Printed Matter

Fourth Class Mail/Parcel Post
The following is considered Fourth Class Matter:

• Packages/Parcels
• Sound Recordings
• Books
• Library Materials
• Merchandise
• Films
• Bound Printed Matter
• Computer Media
• Video Tapes

Special Services/Accountable Mail
Accountable Mail includes: Certified, Registered, Insured, Return Receipt, and Overnight Mail. When sending this type of critical mail through the mail center, keep it separated from the JHMI Interdepartmental Mail.

Certified Mail
For an additional fee, Certified Mail provides the sender a receipt bearing the recipient's signature, verifying delivery. A record of delivery is maintained at the recipient's local Post Office for two years. Certified Mail service is available only for First Class Mail. No insurance coverage is provided. A numbered label and completed receipt must be affixed. You can obtain certified materials from Mail Services. For large mailings, please advise the Mail Center in advance.

Registered Mail
The Registered Mail system provides added protection for items of significant value. Postal insurance may be purchased to cover articles valued up to $25,000. Registered mail is the most secure mailing option the USPS offers. It incorporates a system of receipts, monitoring registered articles from the point of acceptance through delivery. Return receipt and restricted delivery services are available for additional fees. However, this service can only be obtained at the local Post Office (items can only be registered by USPS clerks). The added security provided by registered mail may delay delivery by 24-48 hours.

Insured Mail
Insured Mail provides payment for domestic mail that has been lost, rifled, or damaged by the USPS. Up to $600 of insurance can be purchased for most classes of mail.

Please Note: USPS Express Mail includes $500 of insurance at no additional charge!

Return Receipts
A return receipt is your proof of delivery. It is available for insured certified, registered, and domestic Express Mail shipments. The return receipt identifies the article number, the person signing for it, and the delivery date. Requesting return receipt service is not required on all certified or registered mailings. When using a return receipt card, be certain you identify your mail stop, department, and cost center on the card so we can efficiently route them back to you.

Courier Mail (Federal Express, UPS, Airborne, etc.)
 
Courier Mail is accountable by airbill number. We track inbound and outbound courier mail by cost center and department name. We also maintain internal delivery records for six months by individual's name, department, cost center, transactions date, airbill, or courier.

International Mail
Most items are mailable to foreign countries, however there are certain restrictions. Therefore, it is very important that mailers contact Mail Services. We can help with the documentation and classification that may be required for customs declarations.

If customs regulations are not followed and documentation is not exact, the item will be impounded by the foreign country until the addressee makes whatever arrangements are required for the release of the item. The same customs rules apply whether mail is sent by USPS or other couriers.

For letter size items, use special Tyvek^TM Red/Blue border envelopes. They will enhance service and separate international mail from domestic mail.

The last line of any foreign address should be the country name spelled out in capital letters.

Classes of Reply Mail
 
With all classes of reply mail, postage and handling charges are billed back to the departments. Once you decide on a business reply format, please call the Mail Services Supervisor at extension 4-2571 for assistance.

Business Reply Mail (BRM)
BRM service enables mailers to receive First Class mail by paying postage only on the mail which is returned. We guarantee payment of the appropriate First Class postage plus a handling charge per piece.

A special format is required for mailing in foreign countries.

Meter Reply Mail
In certain instances, Meter Reply Mail is the most cost effective method since there is no service charge, however postage is prepaid. For details, consult Mail Services.

Courtesy Reply Mail
Pre-printed envelopes with special formats are required. Consult with Mail Services for further details.

Large Mailings
 
It is highly recommended that prior to preparing a large or specialized mailing, you consult with the Mail Services supervisor. This will ensure your mailing program is timely and cost effective.

Advance notice is required to effectively handle and process large or specialized mailings. (Large mailings are any mailing consisting of 1,000 or more pieces.)

72 hour advance notice is needed to ensure the following items are available:
1. Mail center personnel and equipment to process the mailing in a timely manner.
2. Sufficient postage on deposit.

If you are not sure of anything concerning a mailing of 500 or more pieces, please call the Mail Services supervisor for assistance. We want to help.

Personal Mail, Incoming and Outgoing
 
Outgoing Personal Mail
Outgoing personal mail is handled along with company mail. You may deposit your stamped personal mail in an OUT basket located in your department or area.

Outgoing personal mail must be sealed and must have the proper postage affixed prior to depositing in the Mail System. For your convenience, a stamp machine is located in Nelson, first floor, across from the Gift Shop. Our personnel will be glad to help you determine the proper amount of postage.

The mail center cannot apply metered postage to personal mail. Personal mail will be delivered to the USPS as received by the mail center.

Incoming Personal Mail
Staff should not receive personal correspondence on the job. All incoming mail should be clearly addressed to a specific department and/or person. All mail addressed to Johns Hopkins Hospital, 600 N Wolfe St, with no specific addressee will be opened by Mail Services. All mail addressed to our physical address is the property of JHMI.

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