Campus Mail Procedures

If you plan to have packages or mail delivered to campus, you'll need a virtual PO Box. To request a virtual Mail Box, complete this form. The Mail Services staff will assign you a virtual Mail Box number within 48-72 hours and send an email to your student account with those details and instructions on how to have your packages and mail addressed. Physical keys are no longer provided or necessary.

This virtual Mail Box number will be yours throughout your UWG college career. You must be an active UWG student with a valid UWG ID to request, receive, and maintain a virtual Mail Box with UWG Mail Services. If you have any issues with the form, you may stop by the Mail Services office located in the Print Services building behind East Commons.

Mail should be addressed in this format:

John Doe
1601 Maple St
Apt #12345 (Your 5 digits)
Carrollton GA 30118

Mail may be sent free of charge to other students (name and virtual Mail Box number required), and faculty (name and department required) through the interoffice or virtual Mail Boxes.

UWG Mail Services is a USPS Contract Postal Unit.  We offer most window services (i.e., express, registered, certified, and insured mail).  A variety of stamps are available. 

The Summer window schedule is Monday through Friday from 8:00 a.m. to 5:00 p.m. May 19 - August 10. Mail is dispatched to the Carrollton Post Office daily at 3:30 p.m. 

Students may send mail free of charge to any Virtual PO Box or department on campus.
They must provide individual's name and Virtual PO Box number or individual's name and department, if for faculty/staff.

The following postal services are available:

• Priority Mail
• Express Mail
• 1st Class Mail International
• Priority Mail International
• Express Mail International
• Registered Mail
• Certified Mail
• Insured Mail
• Stamps
• Priority and Express envelopes and boxes are available

On-Campus Mail:

1. It does not need a mail authorization.

2. Must be addressed with name and department or name and Virtual PO Box number.

Outgoing Campus Mail:

1. Must have a mail authorization slip. It should be filled out completely with a department name, account number, and signature.

2. If your department needs a receipt for metering cost, supply two authorizations with receipt written on the top on one.  This copy will be sent back to your department.

3. Our machine will seal envelopes.  All flaps need to be either up or down.  Please do not mix the flaps. If your envelopes are stuffed full, the machine has a poor seal rate.  Please have these sealed.

4. If your mail piece is a bi/tri-folded folded, please place tape on the top or bottom and the right-hand side.  This will allow the mail piece to go through the meter machine.

5. If you plan to mail international express, now you may use the domestic express mail envelope. You will use the same express label.

6. International mail needs to be separate; custom forms are needed on packages and large envelopes.  Don’t forget international mail requires the country on the bottom line in all caps.

7. Insurance, certified, and custom forms can be obtained at Mail Services, also a priority and express supplies.  Please use the correct label with the correct envelope.  We have received express envelopes with priority labels and vice versa.

8. Do not place anything in the upper right-hand corner where the postage is printed.

9. Letters should all face the same way.

10. Manila envelopes need tape over the metal clasp.

11. The bottom line address must be a city, state, and zip code.  (No phone numbers, attention line, or account numbers.)

12. Have mail bundled securely with rubber bands or paper clips and mail authorization.

13. Don’t forget 3:00 p.m. is the cut off for metering mail.  The Carrollton Post Office collects the mail at 3:30 p.m.  The mail has to be ready for dispatch.

14. Please do not use staples to seal packages or envelopes.  They tend to catch on other envelopes and packages.  They also are a danger of cutting and sticking in hands.

The University of West Georgia has a bulk mail permit with the Carrollton Post Office. With this permit, the university can mail periodicals, first-class, non-profit, bulk, and business reply/postage due at discounted rates. Postage for these types of mail are charged to your office through the chargeback report.

For instructions and assistance with bulk mailing projects, please contact Eva Marchbanks at Print & Mail Services (678-830-6483) or emarchbanks@westga.edu.

Visit the USPS website for current USPS Metered Postage Rates.