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Mail Services Resources

Various resources for Admin's mail services can be found below, including sample forms, frequently asked questions, a glossary of terms and procedures for handling suspicious mails or packages. If you have other questions or are seeking other resources, contact us

Forms

  • Postal Form 2976 for International Mail
    Used by the sender to describe mail contents and declare any value of the mail.
    Sample Form
  • Postal Form 2976-A for International Mail
    Customs declaration form, used for mailing information, addressee return address, contents, and sender's instructions if undeliverable. Must be included with any international package weighing over one pound.
    Sample Form
  • Postal Form 3811
    Used for signature of recipient. Can be used with any accountable form (certified, registered, insured or express).
    Sample Form
  • Postal Form 3813-P
    Needed to insure a piece of mail.
    Sample Form
  • Postal Form 3800
    Needed to certify a piece of mail. Used only for domestic mail.
    Sample Form
  • Barcode Card
    Identifies your postage billing number and must accompany mail that is to be metered. Mail cannot be processed without it.
    Sample Form
  • Postal Label 11-B
    Required for United States Post Office express mail.
    Sample Form

FAQs

What is a barcode card?

It is a card that has a barcode affixed to it that represents the agency account information that is used for billing postage. This card must accompany any mail that is to be metered. It is used only for metered mail.

Where can I get an Admin Central Mail Pickup Slip?

They can be ordered from Minnesota's Bookstore, reachable at 651-297-3000 or 1-800-657-3757. The form order number is 13824.

Can I get some empty envelopes metered to enclose as a return envelope to my agency?

Yes, you can. However, there are postal requirements that have to be met. This type of envelope is called meter reply. To use this, the endorsement "NO POSTAGE STAMP NECESSARY POSTAGE HAS BEEN PREPAID BY" must be printed above the address. Admin Central Mail will apply the postage without a date and return them to you for your use.

What about Business Reply?

This enables your agency to be charged for only the mail that is returned. A Business Reply envelope must have the following information printed on the front of the envelope: An indicia that reads "No postage necessary if mailed in the U.S." It must also have an outlined box that contains the following information: First Class, permit number, and city and state of mailing. Your returned mail is billed through an agency postage due account.

What is the turn-around time for mail?

All mail is metered within a 24 hour period. In most cases, mail is processed the same day.

I would like to use Admin Central Mail's Inkjet service. What type of file format should I use for my address list?

Microsoft Excel is the preferred and most common file type. However, we can also format Microsoft Access, ASCII fixed length, Delimited, Microsoft Word and others.

Glossary

Ancillary Endorsements - Used to meet United States Postal Service (USPS) Move Update verification (example: "Return Service Requested").

Barcode - A Post Net marking that matches the zip code enabling the mailpiece to receive a discount.

Barcode Card - Card created by Admin Central Mail that must accompany mail to be metered. It identifies a barcode that is assigned to an agency cost center. Only used for metered mail.

Barcode Read Area - The clear zone on the bottom right of the mailpiece where a barcode is applied. This area must remain free of any printing or logos or other items that may interfere with the application or reading of the barcode.

Business Reply Mail - A mailpiece used for return to your agency, postage payment guaranteed.

Coding Accuracy Support System (CASS) - Required by the USPS to verify coding accuracy of automated mailings. This documentation must accompany any automated mailing.

Endorsements - Printed, handwritten or hand stamped on the mailpiece. Identifies the class of mail. All mail with the exception of letter mail weighing up to 13 ounces must be endorsed with the class of mail.

Indicia - Printed or stamped on a mailpiece to guarantee postage. Must state the following information: Class of mail, US postage paid, City of mailing (St. Paul) and permit number (171).

Inkjet Addressing - Service provided by Admin Central Mail. Allows agencies to electronically send an address file and have that information formatted to print addresses, and to automate the mailpiece.

Inserting - Service provided by Admin Central Mail. Can insert up to six inserts into a number 10 envelope. Inserts must be letter folded, (no “Z” or accordion inserts).

Interoffice Mail - Official state mail that is sent from one agency to another. Mail is sorted by Admin Central Mail and delivered to agencies by Admin staff.

Mail Pick-up Slip - Must accompany any permit mail or when stamps are being ordered.

Machine Readable - Mechanically reproduced addresses that may be read by automated equipment.

Metered Mail - Mail that has postage applied to it by a mail machine. Metered mail is postmarked and automatically date canceled.

Meter Reply Mail - Enables sender to receive envelopes back by pre-paying the postage on those envelopes that are enclosed in mailings being sent out.

Multi-Line Optical Character Reader (MLOCR) - A machine equipped with a reader and camera that applies a Post Net barcode and zip sorts mail, enabling that mail to receive automated postage discounts.

National Change of Address (NCOA) - Used to "clean" address lists before mailing. Meets the USPS Move Update regulation.

Nonmailable - Any mail piece unacceptable for mailing through the USPS system. Examples of this would be a mail piece that measures less than 3 by 5, or postcards measuring less than .007 in thickness.

Nonreadable Mail - Mail that cannot be read by automated sorting equipment due to font, color of background or because the piece is hand written.

Permit Mail - An alternative to meter mail, postage is paid using a pre-printed indicia. Permit mail includes first class, first class presort, presort standard (bulk), parcel post, media mail and library rate. Please consult with Admin Central Mail for minimum quantities.

Surcharge Mail - Letters that exceed 6 1/8 inches in height and 11 inches in length, and thickness that exceeds 1/4 inch will have a $0.20 surcharge applied.

Handling Suspicious Mail

What to Look For:

  • Badly typed, written or misspelled words
  • No return address
  • Excessive wrapping, tape or string
  • Strange appearance (odor, oily stains, discolorations, etc.)
  • Markings with restrictive endorsements, such as 'Personal' or 'Confidential'
  • Excessive postage or markings indicating it was mailed from a foreign country
  • A city or state in the postmark that does not match the return address

What to Do:

  • Do not open, shake or empty the contents of the envelope or package
  • Use rubber or nitrale gloves and place the mail into a clear plastic bag or other container
  • Isolate the article
  • Evacuate the area and keep others away
  • Wash your hands with soap and water
  • Notify your supervisor and Capitol Security, reachable at 651-296-2100
  • Make a list of all the people that were in the room or area when the suspicious mail was recognized. Give this to authorities for follow-up investigations

 If Contents Spill:

  • Notify your supervisor and call Capitol Security at 651-296-2100
  • Turn off fans and call Admin Plant Management at 651-201-2300 to close all ventilation units
  • Do not leave the area
  • Do not let others into the contaminated area
  • Do not clean up the spill. Cover the spilled contents with anything that is available (plastic, paper, cardboard, or clothing if necessary)
  • If you have come in contact with the spilled contents, remove clothing immediately. Place clothing in a plastic bag. Give the contaminated clothing to emergency personnel. Wash skin area under the contaminated clothes area thoroughly with soap and water
  • Keep spill area undisturbed until authorities arrive
  • Wash your hands with soap and water immediately after coming in contact with package