MailTech Outgoing Mail

Outgoing/Incoming Mail

Domestic Letter Mail

Incoming and Forwarding Mail

Meter Postage

Official Return Address Format

Confidential Mail

Business Reply Mail

Postage Due

Domestic Letter Mail

MailTech holds the responsibility of processing outgoing domestic First Class mail, departmental letter mail, including the applying of postage and dispatch to either Texas Tech University’s First Class presort vendor or to the United States Postal Service. MailTech will pick up this mail during the routine mail stop service provided to the department or activity. Call 2-2286 to arrange a special pick up should the volume exceed a full postal tray or tub.

In order to expedite processing and delivery of outgoing letter mail, departments should adhere to USPS established postal automation address standards. To find these standards go on-line at www.usps.gov . Departments should also ensure that a complete Texas Tech return address and accurate account number appear in the upper left hand corner return address portion of the envelope. For a complete list of approved return addresses please continue to the bottom of this page, where you will find links to our mail stop list. MailTech staff will make every effort to dispatch every piece received without delay. MailTech will return letters which do not have a Texas Tech University return address, do not have a recognizable or clear recipient address, do not meet USPS physical mail piece size and content mail ability requirements,or appear personal in nature to the appropriate account manager for correction.

Incoming and Forwarding Mail

MailTech receives incoming mail between 7:30 and 8:00 AM from the US Postal Service. MailTech Staff sorts this mail to the respective mail stops based on class; incoming expedited and First Class mail has priority in delivery, followed by periodical and bulk mail. MailTech sorts and delivers mail based upon the delivery address appearing on the piece of mail. MailTech researches addresses of mail arriving at Texas Tech University without a correct or clear mailing address to ensure correct delivery. Mail with a generic university address will require opening by a MailTech Supervisor to ensure correct delivery; to reflect this MailTech's Supervisor will stamp the mail peice to indicate reason for opening the mail.

Departments are responsible for returning forward able mail to MailTech with a correct forwarding address if the correct address is known. MailTech returns the mail to the USPS, who will then distribute the piece to its receipent.

Meter Postage

MailTech takes responsibility to carry meter and permit postage for outgoing USPS mail. This postage purchased in advance and as needed from the USPS and added to MailTech’s three postage metering machines will meet department's mailing needs. Departments incur a weekly bill for use of this postage based on the appropriate postage rate for the service desired to the account number provided.

Departments that desire to use postage stamps for personal mail may purchase stamps from PostTech, Texas Tech University’s personal postage center and a US Postal Service contract station. PostTech is located in the Student Union Building, first floor.

Official Return Address Format

Mail dispatched from Texas Tech University using official funds must have a complete and correct Texas Tech University return address.

Return addresses should appear as follows:

TTU Department Name                            TTU MailTech
Building/Room Number                            Academic Support Center, Room 144
BOX 4####                                                Box 45017
LUBBOCK TX 79409-####                      Lubbock, TX 79409-5017
(#### indicates the four-digit mail stop number)

Confidential Mail

In addition to distinctly marking the addressee’s name and mail stop on mail designated as confidential, senders should clearly write or stamp the word "confidential" on the envelope and seal the envelope securely. To secure confindential mail seal the envelope, initial over the flap of the seal, then place clear adhesive tape so that the tape covers the initials and both edges of the flap. The addressee will easily verify if the integrity of the mail piece has been compromised. MailTech will alert the affected departments in case of a problem with a possible breach of campus mail confidentiality. However, enforcement of violations of confidentiality remains a departmental responsibility under the auspices of Texas Tech University Operating Policy 70.31.

Business Reply Mail

MailTech maintains a business reply mail permit with the USPS for processing business reply mail returning to departments. The use of Qualified Business Reply Mail (QBRM) allows Texas Tech University to pay postage costs in advance on mailed replies received from prospective and current students, customers of service departments, academic and administrative surveys, and similar activities.

Whereas some classes of mail and mailing services allow some latitude to the mailer in regards to layout, design, and addressing, QRBM has extremely precise addressing and formatting guidelines that require strict adherence to. Templates exists for 1-ounce, 2-ounce, and flat-sized mail pieces. USPS regulations require 10 copies of each new business reply mail piece be submitted with an application for approval.

All incoming business reply mail dispatched under Permit 28 comes to MailTech for appropriate charge back of postage after which the respective departments will receive their mail.

Postage Due

Through Texas Tech University's policy we accept mail delivered by the USPS intended for official business or activities marked Postage Due.

This includes mail that bears insufficient postage as well as returning pieces incurring additional postal charges due to the service requested by the sending department. MailTech advances funds to the USPS to cover these charges.

As with Business Reply Mail, incoming postage due mail, and address updates with additional charges come to MailTech separate from the routine daily mail delivery. MailTech then sort the mail and charge the postage back to the department who will receive the mail on the next campus mail delivery run.