First Contact
Contact the receiving office to determine whether original documents are required or whether copies will be accepted. Verify the correct mailing address, including the room or department, and confirm that someone will be available to receive your chosen type of delivery. Many offices use different addresses for regular postal mail and courier services. Always follow the mailing instructions provided for your specific shipping method instead of reusing an address from a previous letter.
Organizing Your Documents
Arrange the pages in the correct order and verify that every document belongs in the package. Identify any sections that require additional information, such as dates or signatures. Before sending, ensure that all documents meet the receiving office's requirements for signatures, attachments, and supporting materials. Keep a duplicate copy of your completed paperwork in a secure location. Maintaining a list of the documents included in the package can also help you respond to questions about its contents without relying on memory.
Choosing the Right Shipping Supplies
Once you know the thickness of your package and whether any pages need to be folded, select suitable shipping materials. If your documents must remain flat, a rigid mailer provides better protection against bending than a standard paper envelope. FedEx Office offers rigid mailers designed to help protect documents from bending and other handling damage. Learn more about rigid mailers from FedEx Office. Check the mailer's internal dimensions before inserting your paperwork, as forcing oversized documents into a smaller envelope can bend corners or damage the pages.
Keep your documents clear of the adhesive flap when sealing the mailer, and make sure no pages extend beyond the edges or closure. A package that is too thick may strain the seams or prevent the flaps from sealing completely. If your paperwork requires protection from humidity, consider placing it inside a suitable moisture-resistant document sleeve before inserting it into the outer mailer. A rigid envelope protects against bending, but it does not necessarily provide adequate moisture protection.
If you are unsure which delivery service is appropriate for your package, take it to the shipping counter and ask for guidance. Confirm whether tracking is included and clarify the expected delivery date for the service you choose. If the recipient requires a signature, verify that the receiving office can accommodate that requirement. Paying for additional delivery features is not helpful if the recipient cannot use them.
Keep Your Receipt and Tracking Information
Retain your shipping receipt and tracking number until the receiving office confirms that your documents have arrived. A tracking scan may show that a package reached its destination, but it does not necessarily confirm that the appropriate staff have reviewed or processed the paperwork. Allow sufficient time for the office to complete the next stage when planning any follow-up communication.
Once the package has been accepted by the receiving office, you can mark the mailing task as complete with greater confidence, knowing that you verified the address, prepared the documents correctly, and selected appropriate packaging before shipping. A little planning can help prevent missed deadlines, damaged paperwork, and unnecessary follow-up problems.
