Mail Services

Mailroom

Mailroom

The mailroom provides quick and efficient distribution of incoming mail and correspondence for the University community. We operate Monday through Friday 7 A.M. to 12 P.M./12:30 P.M. to 3:30 P.M. (except holidays).

Select any of the following for more information: 

Mail Pickup/Delivery

Mail is typically delivered and picked up from each campus building once per day. Smaller buildings or buildings with reduced mail activity may see less frequent pick-ups during slower periods. The campus is divided into three mail runs; 7:30 a.m., 9:30 a.m., and 12:30 p.m. The order of pick-ups/deliveries within these runs may vary. To ensure that your mail is picked up in a timely manner, please ensure that it is in the appropriate pick-up location at least 15 minutes ahead of the scheduled pick-up window for your building. For example, if your building is on the 12:30 p.m. pick-up/delivery run, please have your mail in the pick-up location by 12:15 p.m. 

If you require an additional pick-up, a large pick-up, or a different pick-up time on a particular day, please call 88196 in advance to make arrangements with the Mailroom Coordinator.

Please refer to our Mailing Schedule to determine your pick-up window.

Campus Mail

Campus mail service allows members of the campus community to send mail to one another at no cost and without using an external company.  All campus mail should be sent via a reusable campus mail envelope. The campus mail service is not intended to be used for large packages, re-routing courier shipments, or for the distribution of personal business correspondence (i.e. direct marketing catalogues such as Avon).  For these services, please contact an external courier directly.

When addressing campus mail, please include:

  1. Name of the recipient
  2. Their faculty or department
  3. The building name and room number

Please ensure that the campus envelope is securely sealed. Do not use staples to seal the envelope.

Large orders of new campus envelopes can be ordered through our vendor Staples via Mustang Market (Financial Services) at no charge. The SKU for this item is Z98WESTUNIVIO. Small quantities of used campus mail envelopes can still be requested from the mailroom.

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Metered Mail

Outgoing mail to be metered can be brought to room 1335 in the Support Services Building or can be left for pick-up with the campus mail. Mail being picked up by the Western drivers should be bundled and labeled “To Be Metered.” There is a small surcharge for the metering service.

Outgoing mail to be metered should be separated into bundles of Canadian, U.S., and International destinations. Please ensure all bundles have the appropriate mailing account code (not speed code) in the top, left-hand corner. If you’ve forgotten your mailing account code or do not have a mailing account set up, please contact the Mailroom at ext. 88196. 

Bundles of mail to be metered and sealed should have the envelopes nested (flaps overlapping) to facilitate processing.  However, the postage metering machine will not seal envelopes larger than 1cm thick.  Please seal all envelopes that are thicker than 1cm before sending them to the Mailroom. Any unsealed envelopes that will not fit through the metering machine will be sent back to the originating faculty/department to be sealed. 

Please ensure that all outgoing mail has a proper return address.

If you have a large quantity of outgoing mail to be picked up (i.e. 4 or more bins), please contact the Mailroom at extension 88195 to arrange a special pick-up.

Please visit the Canada Post web page for regulations, rates, and FAQs regarding mail entering their system at Canada Post.

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Inter-University Transit Services (IUTS)

An inter-university mail service (correspondence only) to other Ontario universities is available through the Mailroom at no charge.

Please note, this not a daily service and should not be relied upon for a specific mail-out date or for sending time-sensitive material. IUTS mailings are prepared on Tuesdays and Thursdays, but only if the amount of mail being forwarded to a particular institution warrants a shipment. IUTS mail should be bundled and appropriately labeled. Inter-University mail can be brought to room 1335 in the Support Services Building or can be left for pick-up with the campus mail.

For more information on the IUTS mail service, please visit the Council of Ontario Universities website for a list of participating universities and institutions.

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