Please Note: All outgoing mail requiring postage must be University business.
University business means the business purpose of an expense must contribute to the pursuit of learning through scholarship, teaching, and research. If the expense in itself does not clearly demonstrate how it contributes to the pursuit of learning through scholarship, teaching, and research, or the administrative support thereof, a detailed explanation must be provided to ensure that an independent third-party (i.e. an auditor) could reasonably come to the conclusion that the expense did constitute an appropriate business expense based on the information attached as supporting documentation.
Return address:
- Ensure all university mail includes the University of Waterloo logo and your department name in the top left corner.
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Order envelopes through Central Stores to have both pre-printed.
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To add the UW logo and/or department name to your existing envelopes, contact Jordan Bender.
Sealing:
All 9"×12" envelopes or larger, self-seal envelopes, and small items (like keychains or promotional items) must be sealed before sending them to Central Stores.
Our machine can seal #9, #10, and other envelopes up to 5.75"×9.5". Please ensure all envelope flaps are open.
Postal Code:
Double-check it! Place it no more than 45 mm from the bottom edge for fast machine sorting.
Items not eligible for standard Lettermail:
Keychains, pens, and other small promotional items cannot be mailed as Standard Lettermail. They must be sent as Other (Non-standard or Oversize) Lettermail, which incurs a much higher postage cost.
Tip: To save on postage, avoid including these items. Since they cannot be processed through the postage meter, postage tapes must be applied manually, adding an extra $0.20 per envelope.
If you want to include these items, a better and cheaper option is to send them via Personalized Mail. To do this, please contact Jordan Bender at our lettershop services.
Customs Declaration form:
Fill out the customs declaration form for each package you're sending outside of Canada, excluding to the USA.
Under the section called "Itemized list of package contents" provide a detailed description of each good/item in the package, including brand and material.
An acceptable description would be: "Men's cotton t-shirts." Examples of unacceptable descriptions would be : "Clothing," "Goods," or simply stating "Gift."
Once you have entered the information, click on the "Review customs form" button at the bottom of the page. This will give you a barcode along with the customs information.
Click on "Print this barcode". Attach the printed sheet to your package and send it to Central Stores for processing.
For shipments to the USA, they can only be shipped by courier via our 2Ship system.
Clearly mark your mail:
To ensure your mail reaches its destination in the desired timeframe, please indicate the preferred delivery method directly on the mailpiece or securely attach a note. Examples include:
- Inter University Transit System (IUTS) – for mail to be sent via the university transit system at no charge.
- Xpresspost – for expedited delivery with tracking confirmation.
Tracking Mail
For traceable mail, include on the mailpiece or securely attach a note:
- Send XpressPost – to use the XpressPost service.
- Signature requirement – if you would like the item traced all the way to the recipient, include that a signature is required. If no signature is requested, the mail can only be traced to the last postal outlet.
- Tracking number and postage cost – if you would like to receive these details, please indicate them on the attached note.
Providing this information helps the mailroom process your items accurately and ensures your mail is delivered according to your needs.
Email csoutmail@uwaterloo.ca if you have any questions about outbound mail.
Mail pickup instructions:
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On-Campus Mail: Place on-campus mail and IUTS items together in your on-campus mail slot for pickup.
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Off-Campus Mail: Place off-campus mail (Canadian, USA, Foreign, or stamped) in your off-campus mail slot for pickup.
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Due to budget cuts, on-campus mail pickup is no longer on a fixed schedule. If your mail is urgent, please email receiving to arrange a pickup.
Courier:
Registered users must complete the required 2Ship electronic form(s) on the Shipping and Courier web page to prepare items for shipment. Providing accurate and complete shipping details in the system helps expedite the overall shipping process.
Once the form(s) are completed:
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Print the “Shipping Order Barcode Ticket.”
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Securely attach the ticket to your shipment.
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To arrange pickup, email Trevor Beatson.
For information on becoming a 2Ship user, visit the Central Stores Shipping page.
For any courier-related questions, please email Trevor Beatson.