Last updated: February 2026
Angell Building
166 Service Road
East Lansing MI 48824
Phone: (517) 884-6084 | ipf.dl.mailservices@msu.edu
Business Hours: Monday - Friday 8 a.m. to 4:30 p.m.
325.1 PURPOSE
A. Mail Services manages the MSU mail permit and oversees postage funding. Mail Services provides in-house folding, inserting, metering of First-Class mail, and accounting functions such as business reply, postage due and service provider billing (SPB). In addition, Mail Services interprets USPS regulations and advises campus to help ensure compliance for both MSU and its suppliers. Questions about mail can be directed to ipf.dl.mailservices@msu.edu or (517) 884-6084.
325.2 INBOUND U.S. MAIL
A. U.S. mail is delivered by USPS to a single designated point for each university building.
325.3 OUTBOUND U.S. MAIL
325.3.1 Mail Preparation
A. Personal mail is not permitted in the university’s mail stream.
B. Mail is processed each business day using the most efficient and cost-effective methods available. Mail that is improperly sorted, prepared, or labeled with incorrect account numbers may be delayed or returned. All mail must be accompanied by a completed Service Request Form.
325.3.2 Mail Sorting
A. Departments must separate MSU business-stamped mail and international mail before submitting to Mail Services.
B. Certified Return Receipt Mail, Express Mail, and other special-service mailings must include the appropriate USPS forms. Forms can be accessed on the USPS website.
325.3.3 MSU Return Address
A. An MSU return address is required on all envelopes and parcels processed by Mail Services.
325.3.4 Sealing Requirements
A. USPS sealing requirements vary based on the type of mail pieces being sent. These requirements ensure that items remain securely closed and can move safely through automated processing equipment.
B. USPS Postal Explorer Website is the official source for all USPS standards, manuals, and regulatory updates. It is available online at pe.usps.com. Official rules are found in: The Domestic Mail Manual (DMM), Quick Service Guide 201b (tabs and sealing standards), in the USPS Postal Explorer website.
325.3.5 USPS Size Standards
A. USPS has size standards to ensure that mail can be processed quickly, safely, and cost-efficiently through its automated sorting systems. For more information about USPS size standards, please visit the Postal Explorer website.
325.3.6 USPS Non-machinable Surcharge
A. USPS applies a non-machinable surcharge to First-Class Mail that cannot be processed by automated equipment and must be handled manually. For details, visit the USPS website.
325.4 DOMESTIC MAIL
A. Domestic mail refers to any mail sent within the United States including U.S. territories (Guam, Puerto Rico), U.S. possessions, and Military and diplomatic addresses (APO/FPO/DPO). Military packages require a USPS customs declaration form.
325.5 INTERNATIONAL MAIL
325.5.1
A. USPS International Mail supports sending letters, documents, and packages to more than 180 countries. All international mail must meet USPS customs, size/weight, and documentation requirements. To mail internationally, complete a Mail Services Service Request form, include the required customs declaration, and separate international mail from domestic mail. Additional fees may be assessed if international mail is not separated from domestic mail.
325.5.2 Customs Declaration Forms
A. USPS requires customs declaration forms for almost all merchandise and packages. The form you need depends on the mail class and the value of the contents; any item with a declared value must include a customs form. First-Class Mail and documents generally do not require a customs form if the item weighs under 16 oz. To obtain a customs form, visit the USPS website.
B. Mail that arrives at Mail Services without proper customs documentation will be delayed.
325.6 CHARGES AND MONTH-END REPORTS
A. For line-item transaction details related to mail services on the KFS Service Provider Billing (SPB) general ledger statement, visit the Stores and Logistics Billing History website.
B. Postage charges are listed by org number, account, sub-account, object code, date, and any other account string details. Review billings for accuracy. For assistance, contact Mail Services at ipf.dl.mailservices@msu.edu or (517) 884-6084.