Mail Services
Frequently Asked Questions
- How long does inter-office mail take?
- Is there a special format for an inter-office address?
- What's my department's H0 Code (PeopleSoft Location Code)?
- Do you deliver inter-office mail to every Harvard affiliate, domestic and foreign?
- Can packages be sent through the inter-office system?
- My undergraduate student organization would like to send a large mailing to students. Can we use inter-office mail for this purpose?
- Is there a charge for inter-office bulk mailings?
- Do you provide inter-office envelopes on request?
- I've just sent one or more pieces by inter-office mail, and realize that I want them back before delivery. Can you retrieve them?
- Do you meter international mail, and do you fill out all the forms?
- Do you meter Express, Priority, Certified, and other special classes of mail?
- Will you pick up and apply postage to heavy boxes?
- Do you manage all the mail centers on campus?
- Do you receive all the packages on campus?
- Do you deliver all the incoming US Mail to Harvard schools and departments?
- Do you deliver US Mail to the Undergraduate Houses?
- Do you deliver US Mail to the Undergraduate Houses?
- Do you provide a courier service?
- My office needs to send documents or packages through commercial carriers (FedEx, UPS, Airborne, DHL, etc.). Do you arrange to have these picked up and delivered, and obtain a lower rate for us?
- Are you open on Saturdays?
- What is a letter?
- I have a mailing with a First Class, Non-profit, or Presorted Standard permit imprint already printed in the corner; can I drop it in a mail box?
- What is a bulk mailing?
- Can anyone use the Harvard permit number 1636?
- Is there a way to look up a zip code?
- I'm a Harvard department. Do I qualify for non-profit mailing status?
- I'm planning on sending a mailing to the Harvard Community at their office addresses. What do I need to do?
- What is NCOA?
- Is it okay to hand write my addresses?
- I have a large mailing to go overseas; is my only option to send through the US Post Office?
- Does Harvard have any solutions for creating posters?
- I have an outdated list of mailing addresses for my contacts. Will the Post Office forward to those that are incorrect?
- Is mail forwarding open to all Harvard affiliates?
- How long does mail forwarding take?
- Do you forward mail internationally?
- Do you forward University Mail off-campus
- Does entering a forwarding order at www.uos.harvard.edu/smfc automatically re-direct my mail from my Mail Center address to the Student Mail Forwarding Center?
- Do you forward UPS or FedEx?
- Can I change my forwarding address more than once during the year?
- Will my magazines be forwarded?
How long does inter-office mail take?
Delivery of inter-office mail should take no longer than one business day. If your mail has taken longer, please call 496.6245.
TOPIs there a special format for an inter-office address?
The format is not strict but should include the name of a department, program, or school, and a street address or building name.
TOPWhat's my department's H0 Code (PeopleSoft Location Code)?
Please e-mail hums at harvard dot edu for information regarding H0 Coding.
TOPDo you deliver inter-office mail to every Harvard affiliate, domestic and foreign?
Any Harvard affiliate in Cambridge, Allston, or the Longwood Medical Area may participate in the inter-office mail system. HUMS does not deliver inter-office mailings to affiliates in remote locations such as Dumbarton Oaks, in Washington D.C., or Villa I Tatti, near Florence, Italy.
TOPCan packages be sent through the inter-office system?
Yes. Please notify us at 496.6245 or hums at harvard dot edu if your department plans to send packages, over two pounds each, through inter-office mail.
TOPMy undergraduate student organization would like to send a large mailing to students. Can we use inter-office mail for this purpose?
Student organizations recognized by the Dean of Harvard College may send inter-office bulk mailings. For information, please e-mail hums at harvard dot edu.
TOPIs there a charge for inter-office bulk mailings?
Yes. For current rates, please e-mail hums at harvard dot edu.
TOPDo you provide inter-office envelopes on request?
Harvard University Mail Services (HUMS) keeps an inventory of inter-office envelopes on hand and can provide them to departments on request. HUMS will also pick up excess inter-office envelopes and will make sure that they are re-used. If you require inter-office envelopes or would like a supply removed please contact HUMS at hums@harvard.edu, or 496-MAIL (6245).
TOPI've just sent one or more pieces by inter-office mail, and realize that I want them back before delivery. Can you retrieve them?
If you wish to prevent delivery of inter-office mail that you have already sent, please phone us as soon as possible after pick-up, at 496.6245.
TOPDo you meter international mail, and do you fill out all the forms?
Mail Services does meter international mail. We ask, however, that the sender fill out customs forms, since we will not know the contents of envelopes given us for metering. Customs forms and other mailing materials can be ordered on-line at www.usps.com.
TOPDo you meter Express, Priority, Certified, and other special classes of mail?
Yes. We meter every class of US Mail.
TOPWill you pick up and apply postage to heavy boxes?
Yes. Please phone 496.6245 to inform us of heavy boxes for pick-up and metering, and to obtain the rate for special pick-up.
TOPDo you manage all the mail centers on campus?
HUMS manages the mail centers at Harvard Divinity School, Center for Government and International Affairs, William James Hall, the GSAS Residence Halls (Perkins Hall), Eliot House, Kirkland House, and Winthrop House. Other mail centers are independently managed. You can view the list of mail center phone numbers.
TOPDo you receive all the packages on campus?
HUMS receives packages addressed to buildings where we manage mail centers (see above).
TOPDo you deliver all the incoming US Mail to Harvard schools and departments?
HUMS delivers US Mail to the vast majority of Harvard's schools and departments in Cambridge. USPS delivers directly to Longwood Medical Area, most Harvard addresses in Allston, and a small number in Cambridge.
TOPDo you deliver US Mail to the Undergraduate Houses?
USPS delivers directly to all the Undergraduate Houses. The House mail centers set aside mail pieces to be forwarded, which HUMS picks up and processes through our Student Mail Forwarding Center.
TOPIf a faculty or staff member changes departments, or leaves Harvard, will you forward that person's mail?
HUMS forwarding system (Student Mail Forwarding Center) serves only the residents of the Undergraduate Houses, GSAS Residence Halls, and Vanderbilt Hall. Please contact hums at harvard dot edu for answers to specific questions about forwarding from other Harvard addresses.
TOPDo you provide a courier service?
HUMS Courier Service makes separate deliveries of boxes, packages, and documents between any two points on the Cambridge and Allston campuses. Please phone 496.6245 or e-mail hums at harvard dot edu to arrange pick-ups and obtain the rate for courier service.
TOPMy office needs to send documents or packages through commercial carriers (FedEx, UPS, Airborne, DHL, etc.). Do you arrange to have these picked up and delivered, and obtain a lower rate for us?
Pick-ups and deliveries through private carriers are arranged by the individual senders, rather than Mail Services.
TOPAre you open on Saturdays?
Our office is open Mon.-Fri., 7:00 a.m. to 5:00 p.m. HUMS does, however, deliver US mail on Saturdays by request. Please e-mail hums at harvard dot edu or phone 496.6245 for more information.
TOPWhat is a letter?
A letter is considered any piece of mail between the sizes of 3.5x5 inches minimum up to 6 1/8 x 11.5 inches. A postcard is 3.5x5 inches up to 4.25 x 6 inches. Please keep in mind that mail pieces outside these ratios are subject to flat size or irregular parcel charges.
TOPI have a mailing with a First Class, Non-profit, or Presorted Standard permit imprint already printed in the corner; can I drop it in a mail box?
No, the only permit imprint that can be directly dropped in a mail box is a Business Reply Mail permit. A bulk mail permit is used when presort work is done ahead of time and delivered to the US Postal Service as a single mailing.
TOPWhat is a bulk mailing?
A bulk mailing is defined as a domestic mailing of more than 200 like pieces or of 50 pounds. A bulk mailing can qualify for certain postage discounts. For more information please contact Mail Communications: Bulkmail at harvard dot edu.
TOPCan anyone use the Harvard permit number 1636?
No, the Permit No. 1636 is owned by and funded by the Mail Communications Center.
TOPIs there a way to look up a zip code?
Zip code information can be found at the USPS Web site. Please note this is a USPS website not a Harvard web site.
TOPI'm a Harvard department. Do I qualify for non-profit mailing status?
Mailing at non-profit rates is done on a case by case determination, based on affiliation and content. For more information please contact Mail Communications directly at: Bulkmail at harvard dot edu.
TOPI'm planning on sending a mailing to the Harvard Community at their office addresses. What do I need to do?
Harvard University mailing lists are supplied from several separate departments. Mailing lists must be individually requested for each project. Mail Communications does not own any University mailing list, but can assist with contacts to request them. Please contact Mail Communications with your inquiry to: Bulkmail at harvard dot edu.
TOPWhat is NCOA?
NCOA is an acronym for National Change of Address. This is a Postal service that allows individuals to submit a list of names and addresses and update the list with the most recent address on file at the USPS database, which includes the latest change of address. Mail Communications can provide this service.
TOPIs it okay to hand write my addresses?
Currently yes, although the post office highly recommends that addresses be laser printed or typed at no less than 8 point type.
TOPI have a large mailing to go overseas; is my only option to send through the US Post Office?
No, Mail Communications has an alternative; we can send the mail through an international re-mailer. Please contact Mail Communications for more details.
TOPDoes Harvard have any solutions for creating posters?
Yes, Mail Communications has an Epson large format printer to print high-quality posters on premium paper. For information about our printing services and rates please contact: Bulkmail at harvard dot edu.
TOPI have an outdated list of mailing addresses for my contacts. Will the Post Office forward to those that are incorrect?
First Class mail will be forwarded only if the address change has been within the last 90 days.
TOPIs mail forwarding open to all Harvard affiliates?
The Student Mail Forwarding Center serves anyone who receives mail at the Harvard Yard Mail Center, the Undergraduate House Mail Centers, Vanderbilt Hall, and the GSAS residence halls.
TOPHow long does mail forwarding take?
It is our goal to have your forwarded mail in the U.S. postal system within 48 hours of receiving it from the House Mail Centers.
TOPDo you forward mail internationally?
The Student Mail Forwarding Center forwards mail to international addresses. Parcels with an international address are subject to customs regulations of both the United States and the destination country.
TOPDo you forward University Mail off-campus?
University Mail will be sent back to the sender with the student's forwarding address attached. Individual offices or departments may then affix proper postage.
TOPDoes entering a forwarding order at www.uos.harvard.edu/smfc automatically re-direct my mail from my Mail Center address to the Student Mail Forwarding Center?
The Student Mail Forwarding Center can only forward mail that is sent to us by the House Mail Centers. We can arrange to close your mailbox and have your mail sent for forwarding if you live in Kirkland, Eliot or Winthrop House. Email hsmfc at harvard dot edu.
TOPDo you forward UPS or FedEx?
The US Postal Service is the only carrier that offers a forwarding service. Private carriers such as UPS, FedEx, DHL, and Airborne do not offer forwarding service.
TOPCan I change my forwarding address more than once during the year?
You can change your forwarding address as often as you need. The new forwarding order will replace the old.
TOPWill my magazines be forwarded?
At this time we do not forward magazines or newspapers.
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