Our services
USPS Services
Incoming mail
Mailing Services is the hub for distribution of all USC incoming mail from the United States Postal System (USPS). Incoming mail is picked up daily from three USPS locations. Mail that is picked up in the morning and does not require research to determine location is delivered the same afternoon. USPS mail is sorted and delivered based on class and delivery address.
Use of USC’s mail system is designated for official university business only and is not for delivery of personal items. Personal shipments should be directed to your home address.
Damaged or Tampered Mail
More than 493 million pieces of mail are sorted and delivered by the USPS each delivery day. This process is done through several postal facilities traveling from state to state and through local sites. Although every effort is made to prevent damage to your mail, occasionally this will occur because of the great volumes handled, automated processing methods, and by transportation to ensure delivery.
If you feel the mail piece in question has been tampered with and/or theft has occurred, please contact the United States Postal Service at https://postalinspectors.uspis.gov or call 1-800-ASK-USPS (1-800-275-8777) to file a claim.
It is recommended that you send any valuables, money (although not recommended, but realize people still do), gift cards via certified or registered mail provided by the USPS. This will lower the chances of the mail being lost and will provide you with a tracking number to view the mail piece/package location leading to its destination. Please visit the following website for information on how to protect your mail: https://postalinspectors.uspis.gov
Department responsibilities for incoming mail
In order to facilitate the smooth flow of incoming USPS and campus mail, Mailing Services works in close cooperation with campus departments to efficiently service the university—faculty, staff and students. Campus departments are tasked with the following key responsibilities:
- Maintain a departmental “mail stop.” A secure location where incoming USPS mail and interdepartmental mail can be delivered. The preference is a single location in each building or a shared space in the case of multi-department buildings. This location can be a room, a section of a room, or lobby lock boxes. When a shared location is not feasible, each department may retain a separate mail stop.
- Provide clearly marked trays, boxes or bins for incoming and outgoing USPS mail and interdepartmental mail.
- Inform Mailing Services of any major events that may affect mail processing; e.g., department reorganizations, name changes or relocations.
- Distribute incoming USPS and interdepartmental mail in a timely manner.
- Forward or return misaddressed mail.
- Maintain a supply of official interdepartmental mail envelopes and encourage their use.
Mailing Services provides the majority of the departments from UPC and HSC a one day delivery/pick-up service between 12:30 p.m. and 3:00 p.m. in the afternoon. Mail carriers also make regularly scheduled deliveries to off-campus locations such as Downtown offices (AT&T, CGC, and MFT Buildings) and HSA.
Outgoing mail
For most of your mailings, the content of the material and postage will determine the class of mail you select. For a comparison of the different classes of mail, refer to the Classes of Mail Quick Reference Guide (see Related Documents, located at the bottom of the page). To view rates for the various USPS mail classifications and services, go to the price list.
USPS Tracking Barcode Requirements
USPS requires that a USPS Tracking barcode and number appear on all mail pieces sent using the following services:
- First Class Mail Package Service
- All Priority Mail Services
- All Parcel Select Services
Option 1 is to use a prepaid label using your own Shipping Software
Option 2 is to affix a USPS Tracking™ label #400 to each piece
Please email USC Mailing Services at mail7777@usc.edu to request USPS Tracking™ label #400. Packs of 50 or rolls of 1,000 are available.
Campus addresses
There is a standard format for all campus addresses. Wherever and whenever campus addresses are used (letterhead, envelopes, business cards, forms, individual correspondence, web sites, etc.) they should be formatted according to this standard. If correspondents use these addresses to write to the campus, USPS and Mailing Services will be able to process this mail in an efficient and timely manner.
Addressing tips
There are ways to help USPS process and transport items more efficiently. Whether it is mail for holidays or special occasions, or regular letters and packages, these tips may come in handy.
- Type or neatly write the complete address of the recipient.
- Use a complete return address.
- Place entire return address within the appropriate distance from the top of mail piece to prevent “loop mail”.
- Provide complete address information. Always use the apartment or suite number and correct directions such as N, W, SW and AVE, BLVD and ST.
- Write the city, state, and zip code on the same line.
- Check to make sure you are always using the correct zip code.
- Do not write phone or fax numbers as part of the delivery address.
For international mail, use the following postal code lookup sites:
For more information, refer to the Envelope Addressing Quick Reference Guide (see Related Documents, located at the bottom of the page).
Non-machinable characteristics
Items that exhibit non-machinable characteristics may be rejected or subject to a surcharge. Remember to consider the thickness of the mail piece when designing mail to meet USPS requirements. Stricter enforcement by USPS has resulted in some self-mailers being rejected because they fail to meet the minimum thickness requirements. First class letters that have one or more non-machinable characteristics will incur a non-machinable surcharge.
Indicia or postage imprint
Postage imprints—sometimes referred to as “permit imprints” or “indicia”—are printed in the upper right corner of a mail piece. A convenient alternative to postage stamps and metering, they may be used for large first class and nonprofit mailings and on other qualified bulk mailings. They may not be used on single-piece mailings.
The indicia details can be found in the Postage Imprint/Indicia Quick Reference Guide (see Related Documents, located at the bottom of the page).
Business Reply Mail
Please Note: Due to the Workday FDM worktags replacing the account numbers and object codes the BRM Order form has been updated. Please submit a new BRM Order form once you have your Workday FDM worktags.
Business Reply Mail (BRM) is domestic mail which uses first class postage on preprinted postcards and envelopes to receive replies from customers. Postage is paid only for the pieces actually mailed back to the original sender. BRM is commonly used when numerous responses are anticipated.
BRM pieces follow a specific format specified by USPS. Artwork design services are provided free of charge by a USPS Mailpiece Design Analyst (MDA). BRM designs not originating from USPS must be approved by a qualified (MDA) prior to printing. Mailing Services will contact USPS on your behalf when you submit your request on the BRM Order Form (see Related Documents, located at the bottom of the page).
Departments submitting artwork requests are responsible for ensuring the artwork is completed as requested. All errors must be submitted by email to mail7777@usc.edu so that we can request a revision from USPS.
DISCLAIMER: Mailing Services is not responsible for any issues (or expenses) that are incurred by you or your department as a result of the completion of an artwork request.
Additional services
Certified mail
Certified mail service provides the sender with a mailing receipt and, upon request, electronic verification that an article was delivered or that a delivery attempt was made. Customers can access delivery status by entering the tracking number shown on the mailing receipt.
Certified mail is dispatched and handled in transit as ordinary mail. No insurance coverage is provided. The USPS maintains a record of delivery (which includes the recipient’s signature) for a specified period of time. Customers may obtain a delivery record by purchasing a return receipt.
Only first class mail and Priority Mail may be certified.
Insured Mail
Insured mail provides the mailer with a mailing receipt. You can purchase insurance coverage for your mail piece to protect against loss or damage. Insurance costs are based on the item’s declared value. The USPS maintains a record of delivery for a specified period of time. Customers may obtain a delivery record by purchasing a return receipt.
The following types of mail may not be insured.
- Articles requiring hand-processing (i.e., fragile, inadequate or damaged packaging, etc.).
- Mail not bearing the complete names and addresses of the sender and recipient.
- Legal/sensitive documents, checks or money orders.
Express Mail
USPS offers Express Mail next-day delivery to most U.S. zip codes, and two-day delivery to others. International Express Mail or Global Express Guaranteed deliveries vary by destination.
International Express Mail
USPS offers three-day or less guaranteed mail delivery to most foreign countries. Receipts are required at the origin and destination for all shipments. Maximum of $500 of insurance coverage is included in the rates. All International Express Mail items must be accompany by a completed Customs Form (see Related Documents, located at the bottom of the page).
For more information on any of the above services, go to Insurance & Extra Services on the USPS website.
Related Documents
Mailing Services
