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SMS Forms and Publications

Listed below are the SMS forms and publications most frequently requested. Please submit an online request if you need any USPS forms and SMS will deliver them to your office. If you have difficulty accessing any of these documents, please contact SMS.

Forms

Metered Mail Card- This form must be completed and attached to each bundle of outgoing mail to be metered by SMS. Create a separate bundle and use a separate Metered Mail Card for each budget or cost code against which your mail is to be charged.

Use the online metered mail card to create an automated version of the card to speed mail processing. All you have to do is enter the appropriate information and print the webpage after clicking submit. This creates a unique barcode for your card.

Use Online Version
Download Word Version
Download PDF Version

SMS UPS Shipping Form- Agencies that use SMS metering services can attach this form to each outgoing package and SMS will send them through UPS. The Form should be attached with one strip of tape to enable SMS to remove the form for processing.

Download Word Version
Download PDF Version

Mail Operations Assessment- This assessment gathers data from agencies to allow SMS to formulate a better understanding of the Commonwealth's postal operation. Before the State Mail Manager conducts a site visit the agency should begin completing this assessment. Use the online form to request a site visit.

Download Word Version

Policies and Procedures

SMS Mail Services Guide- Is a resource for state agencies and employees to obtain the best available mail services. It covers topics such as inter-agency mail, USPS & SMS services, packages, express delivery, and other information about everyday mail needs.
Download PDF Version

Mail Security Guide- This Guide provides standard procedures for all employees of the Commonwealth. The first chapter has been geared towards state employees and the second chapter provides information for Commonwealth mail centers. This Guide maybe supplemented as necessary to meet the needs of your office.  Please refer to the SMS Mail Security page for addtional information

Download PDF Version

Obsolete Postage Meter Guidelines- The U.S. Postal Service is phasing-out all mechanical postage meters. These Guidelines will assist agencies in identify obsolete meters and selecting a new option for handling outgoing mail.
Download PDF Version

 

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