Preparing Mail

  • Please ensure mail is prepared prior to pick up time.
  • Envelopes should carry an accurate Queen's University return address.
  • Please include an account chartfield for outbound mail postage charges (608001).
  • Please avoid the use of staples or paper clips as they may jam and break the sorting machinery.
  • Outbound personal mail that does not bear affixed postage when picked up by QPS will be franked and forwarded to Canada Post and the cost charged to the originating department.
  • Labels may be used to seal envelopes.
  • Bundles of 10 or more pieces of mail should be secured with an elastic band.
  • Please keep mail flat and do not overfill mail bags or bins (mailbags should be kept under 40 lbs for mail-carriers safety).
  • We can only seal #8 and #10 envelopes. Letters to be sealed by our machines must have all flaps overlapping (feathered) and be pre-sorted and bundled by destination.

  • Internally addressed mail should bear recipients first and last name, as well as their faculty or department.
  • Do not use short-forms for addresses, buildings, faculties, or departments when addressing envelopes.
  • Make sure to include your name, department and building in the return address; the standard "Queen's University, Kingston" mail address is not sufficient for us to be able accurately return undeliverable mail to you
  • Please ensure that both the sender and their address are clearly identified in the top left hand corner of all mailed envelopes and packages.

Canada Post Labeling Guidelines

"Image Link to Canada Post mailing guidelines photo 1"     "Image link to Canada Post mailing guidelines photo 2"



Please see Canada Post's How to address mail accurately for more information.

  • All Inter-University mail should be clearly marked "I.U.T.S" in the upper, right hand corner of all mailed envelopes and packages and bundled separately from other outgoing mail. (Please see the IUTS Procedures & Guidelines for more information on preparing mail for the IUTS mail system.)
  • Large envelopes or parcels should be clearly marked "Airmail" or "Printed Matter" depending on the desired method of postage and must be accompanied by appropriate documentation or they will be returned to the originating department.

  • On-Campus bulk mailings must be bundled with elastic bands by department or residence.
  • Off-Campus bulk mailings must be bundled with elastic bands by destination; i.e. Canada, USA, Overseas.
  • Please have all envelopes and mail facing the same way for faster processing.
  • Please inform Queen's Postal Services a day in advance of large mailings. (Extra mail bins are available upon request. Boxes may also be used)

  • All mail must be in designated departmental mailbags or boxes.
  • Mailbags should be kept under 40 lbs.
  • Extra mail bins are available upon request from Queen's Postal Services.

  • Place in brown envelope and include complete address including full name of addressee, building and department/faculty.
  • Please ensure all old addresses are crossed out
  • For bulk on-campus mailings, please sort mail by destination and bundle with elastics
  • If using address labels, please ensure label is clearly visible

  • This service is intended for Queen's University business mail; personal mail will be processed if it bears correct postage,
    otherwise postage will be affixed by QPS and the originating department will be charged.

  • Mail addressed to out of country destinations will fall under Canada Post international mail regulation and rates.
  • Please ensure that any relevant customs information is included or your mail will be returned.

  • Up to 30 kg for USA destinations
  • Up to 20 kg for most overseas destinations

  • According to the Transportation of Dangerous Goods Act, we are prohibited from handling any Dangerous Goods (defined as any substance that is explosive, toxic gases, oxidizing, infectious, radioactive, or corrosive). For more information please visit Transport Canada. If you need to ship dangerous goods, please contact Environmental Health & Safety.