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Office
Mail Services

The Mail Center plays a pivotal role in the efficient functioning of the Institute by overseeing a wide range of tasks related to mail and overnight letters. Its responsibilities encompass distribution, collection, and processing, each contributing to the organization’s seamless flow of information and communication.

OUR LOCATION:

Thrift Hall, 1st Floor

HOURS OF OPERATION:

8 AM to 6 PM, Monday through Friday, excluding Institute holidays

CONTACT:

Email: mailctr@pratt.edu 
Tel: 718.636.3417 
Mail Center Public Chat

Manager: Jay Montalvo
Assistant Manager: Antonio Neri

INTRODUCING THE MAIL CENTER GOOGLE PUBLIC CHAT

We are excited to announce the launch of our new Mail Center Google Public Chat, designed to enhance communication and convenience for the Pratt community.

This platform aims to provide quick and effective access to essential information about our mail services, making it easier for you to stay informed and connected.

Mail Center Public Chat
PB SendPro Enterprise
Inter-Office Mail Tracking Services
Mail Services Job Order Form


MAIL CENTER SERVICES

The daily distribution of general campus mail through the Mail Center is limited to official communication intended for Institute departments. Pratt Mail Services is not responsible for internal campus mail intended for personal gain, commercial advertising for organizations, or individuals not affiliated with the Institute.

INBOUND MAIL

The Mail Center handles the daily reception, processing, and delivery of the Institute’s regular, Priority, and Express mail services. Please see Addressing Incoming Mail below to familiarize yourself with our incoming mail formats.

OUTBOUND & INTER-OFFICE MAIL

Our team collects all types of outgoing mail once daily, including regular mail to be metered, inter-office mail, and express or priority mail. Please refer to the section below for more information on our procedures for preparing outgoing mail. Any inter-office mail picked up during the day will be delivered on the next business day. However, if you hand over any campus mail to the Mail Center before 11 AM, we will ensure delivery on the same day.

INTER-OFFICE MAIL TO AND FROM PMC

Three times a week, we send and receive inter-office mail and small packages to our Pratt Manhattan campus.

INTER-OFFICE TRACKING SERVICE

Interoffice Tracking Services (ITS) is a system that allows us to track the deliveries of essential documents or goods from one department to another. The items are logged into our system with a traceable tag, and a signature is required upon delivery. 

To use the service, follow this LINK to access the ITS site, complete the form, print it, and attach it to the document or items. Once the form is complete, a traceable tag is created, and a link is attached when we pick it up or receive it.

PB SENDPRO ENTERPRISE TRAINING AND SUPPORT

Pitney Bowes SendPro Enterprise (SPE) is the Institute’s official mailing software for all outbound shipments, including Priority, Express, and Media mail.

The online software streamlines the process of creating shipments with major carriers such as USP, FedEx, USPS, and DHL. Users can effortlessly initiate shipping requests from their desktops using a single, user-friendly portal.

OUTGOING METERED MAIL

The Mail Services department oversees the metering of First-Class domestic and international letters and flats. It’s important to know that metered mail does not have tracking capabilities.

For all other types of mail and packages, you should use the PB SendPro Enterprise software. Please refer to the Outbound Mail & Packages Processing section below to learn about mail size and classification.

MAILPIECE DESIGN ASSISTANCE | LARGE MAILINGS

When preparing for a significant mailing campaign or a non-profit mailing, it’s essential to contact us before finalizing your mailpiece for printing. This step ensures that your mailing complies with the latest USPS automation standards. 

We specialize in accommodating large mailings and provide comprehensive support, including design assistance, addressing services, and distribution support. We aim to help you secure significant postage discounts and maintain compliance with the most current mailing standards.

Additionally, we specialize in creating customized Business and Courtesy Reply mail solutions for each department.

MAILING LIST MAINTENANCE

We offer an advanced digital tracking system for departments engaged in large-scale mailings. This system effectively monitors undelivered addresses and provides detailed insights into non-delivery reasons. These insights ensure the institute maintains a pristine and up-to-date address database.


ADDRESSING INCOMING MAIL & PACKAGES 

Approximately 30% of the incoming US Mail, packages, and inter-office mail we handle arrive with addressing errors, frequently lacking essential information such as the department’s name. These errors significantly impede the smooth delivery process and sometimes result in mail not reaching its intended destination.

Additionally, our off-campus building addresses, such as Myrtle, Higgins, and Willoughby, should not be used as mailing addresses.

INCOMING MAIL & PACKAGE FORMATS

Improperly addressed incoming mail and packages require additional research, leading to delays in the delivery process. Unfortunately, such occurrences can delay the delivery of time-sensitive materials.

To ensure proper and timely delivery, please review and use the following address formats:

Letters, cards, and large envelopes should be addressed as follows:

Your Full Name
Full Department Name
Pratt Institute
200 Willoughby Avenue
Brooklyn, NY 11205

Packages and freight shipments should be addressed as follows:

Your Full Name
Full Department Name
Pratt Institute
379 DeKalb Avenue
Brooklyn, NY 11205 

Inter-office mail/items should be addressed as follows:

Full Name
Full Department Name
Building name, floor, and room number

NOTE: All attempted deliveries to alternative locations, such as Myrtle Hall, Higgins Hall, or Willoughby Hall, will be re-routed to the Mail Center or Receiving Department. Depending on the delivery courier’s policy, some deliveries may be refused and must be re-addressed.


OUTBOUND MAIL PHYSICAL AND ADDRESSING STANDARDS

PHYSICAL STANDARDS FOR LETTERS AND LARGE ENVELOPES (FLATS)

The Post Office usually has at least one rate change a year depending on weight in ounces. Also, an item once considered a letter is now classified as a letter, flat, or package–based on its thickness. Thickness is measured with the item lying on a flat surface–NOT pressed down.

POSTCARD

A postcard is larger than 3½” x 5”, smaller than 4¼” x 6”, between 0.007” and 0.016” thick, and weighs less than one ounce.

LETTER

A letter is usually an envelope with correspondence. It is larger than 3½” x 5”, smaller than 6 ⅛” high x 11 ½” long, LESS than ¼” thick, and weighs less than 3½ ounces.

FLAT

A flat is a large envelope with correspondence. It is smaller than 12” high x 15” long, must be LESS than ¾” thick, and weigh less than 13 ounces.

PACKAGE

A package is a correspondence that exceeds the flat dimensions. It must not exceed 70 lbs or a length plus girth dimension of 130 inches.

ADDRESSING STANDARDS

The delivery address is the most critical information on your mailpiece. The following is recommended in the sequence and position indicated for addressing to ensure efficient handling and delivery by the US Postal Service.

You will get the best possible service if you:

  • Always put the address and the postage on the same side of your mailpiece.
  • On a letter, the address should parallel the longest side.
  • CAPITALIZE everything in the address.
  • Use two-letter state abbreviations. 
  • Eliminate all punctuation. (except the hyphen between the ZIP Code and plus four).
  • Use appropriate abbreviations (City names should NEVER be abbreviated).
  • Use ZIP+4 Codes.

Ensure the print is clear and sharp and the letters do not touch or overlap. When possible, type or machine-print all address information.

DOMESTIC ADDRESS FORMAT

Format all lines of the address with a uniform left margin. Uppercase letters are preferred on all lines of the address block. See the sample below.

Personal address:

MR JOHN DOE 
123 MAGNOLIA ST
HEMPSTEAD NY 11550-1234

Business address:

MR JOHN DOE
ACCOUNTS PAYABLE
ABC MOVERS
1500 E MAIN AVE STE 201 
SPRINGFIELD VA 22162-1010

INTERNATIONAL MAIL ADDRESS FORMAT

The international address comprises four sections: name, street address, city/province/postal code, and country. Each section has specific rules and requirements that, if not met, can invalidate your label and even prevent delivery. 

The general requirement for international is that the bottom line of the address should show only the COUNTRY name, written in full (no abbreviations) and preferably in capital letters. Do not place the postal codes (ZIP Codes) of foreign country designations on the last line of the address. Do not underline the COUNTRY name.

Format all lines of the address with a uniform left margin. Uppercase letters are preferred on all lines of the address block. See the sample below.

JOHN DOE
1122 PINE STREET
ALBERTA AB T2P 3Z3
CANADA

NOTE: It’s important to know that Chinese addresses have a unique format that differs from the standard format used in other countries. Therefore, we recommend double-checking with the addressee or utilizing an address validation website to ensure you adhere to the correct design and placement.


OUTBOUND MAIL & PACKAGE PROCESSING

OUTBOUND AND INTER-OFFICE MAIL PROCESSING

During the day, properly prepared First-Class mail will be collected, processed, and delivered to USPS the following morning.

Inter-office mail collected during the day will be delivered the next business day. However, any campus mail handed to the Mail Center before 11 AM will be delivered on the same day.

All mail bound for the Manhattan campus must be in the Mail Center one business day before delivery. 

PREPARING OUTGOING US POSTAL MAIL

The guidelines below are designed to optimize the processing efficiency of outgoing mail:

  • US Postal mail should be separated from campus inter-office mail.
  • Domestic mail should be separated from international mail.
  • All international mail should be stamped AIR-MAIL.
  • International mail addressed to Mexico or Canada should be separated from other countries.

NOTE: For any international mail that requires a customs form, please use SendPro for processing. Similarly, if your correspondence requires tracking, please process it through our SendPro system. 

Please note that letters and packages with postage only (metered) cannot be traced. Additionally, you can utilize our inter-office tracking services (ITS) for sensitive inter-office mail.

ADDITIONAL GUIDELINES FOR METERED MAIL

  • All mail should be stacked with the address facing the same direction.
  • All flats (large envelopes) and overstuffed letters must be sealed before pick up for metering.
  • Please notify the Mail Center in advance for mailings that contain 50 pieces or more.
  • Glossy cards cannot be metered; they must be pre-stamped instead.
  • Please use white or light-colored envelopes. In the US Postal Service, optical character readers do not recognize or read an address block if there is not enough contrast between the background color of the envelope and the ink used to print the address.
  • All mail processed by Pratt Mail Services must relate to business within the Institute. Personal mail cannot be processed through the Mail Center.

PREPARING OUTGOING PACKAGES

As stated above, Pitney Bowes SendPro Enterprise (SPE) is the Institute’s official mailing software for all outbound shipments, including Priority, Express, and Media mail.

These packages must be processed through PB SendPro Enterprise Shipping System (PB SendPro). This software lets us ship and shop rates through UPS, USPS, and FedEx. 

It works as follows:

  • Create your shipment through the “ship request” portal.
  • Print the resulting barcode and attach it to the outgoing package
  • Place it on or near the outgoing mailbox.
  • Mail Services staff will pick the item up if it is a flat (large or express envelope). Receiving will pick it up if it is a box.

Please email us at mailctr@pratt.edu to request access to SendPro or if training is needed.


OTHER USEFUL INFORMATION

UNITED PARCEL SERVICE (UPS) DROPBOX

A UPS Express mail drop box is at the main gate, next to the security booth. Their pickup time is at 6:30 PM. Items that do not fit in the dropbox may be brought to the Mail Center two hours before closing. Be advised Pratt Mail Services does not offer a package pickup service. The Receiving department can be contacted for those services.

TRACKING A LETTER OR A PACKAGE

The only way to trace a letter or package sent via the US Postal Service is if it is sent registered, insured, certified/return receipt, or delivery confirmation. Private couriers, such as UPS, FedEx, etc., can also be traced. 

PERSONAL ITEMS

Pratt’s address should not be used to receive personal packages or correspondence. The Mail Center will not deliver, nor will Pratt be responsible for any personal packages or correspondence.

Mail Center Public Chat

PB SendPro Enterprise

Inter-Office Mail Tracking Services

Mail Services Job Order Form

US Postal Service (look up ZIP codes, track, ship, and more)US Postal Service Price List
UPS Campus Ship
FedEx (ship and track packages)
DHL  (ship and track packages)
Smarty Domestic & International Address Verification
GeoPostcodes