Bulk Mailing

Policy

All Bulk Mailing projects must be sent through the Mail Room and must be accompanied by a completed Bulk Mailing Request Form and a sample of the final draft of the piece begin mailed to ensure adherence to USPS regulations, avoid potential fines or the possible suspension of the University's permit.  Address Service Requested is also required for bulk mailings to ensure that the University's mailing lists are cleansed and updated with the current USPS address.

Non profit

Non-profit mailings follow stricter guidelines and must have Mail Room approval prior to having the Non-Profit indicia printed on material.

Procedure

1. Department submits a Bulk Mailing Request Form and a copy of mail piece

              If Mail Room is addressing the mailpiece, please refer to procedure for Mailing Lists for proper naming, saving and transmitting the mailing list to the Mail Room

Mail Room reviews form and mailing and issues a reference number if mailing is ready to proceed

1. If more information is required, Mail room will contact the originator
2. Submitter receives reference number from Mail Room via e-mail which will be used on all billings related to mailing
3. Mailing is prepared following Preparation of Bulk Mailing guidelines below
4. Mail is picked up by Mail Room according to instructions on mailing form or if prior arrangements have been made; is delivered to a third-party vendor for mailing

Preparation of Bulk Mailings

All items (minimum of 200) must be sorted in a tray or box in zip code order-lowest in front

Address labels (if used) must be placed in the appropriate place on envelopes (see Addressing Envelopes) for more information

No personal notes on outside or handwritten adjustments to address

Envelope flaps must be up if they need to be sealed

Only University envelopes with full University return address (including department) in upper left-had corner may be used

Mail Services

• Bulk Mailing
• Student Mail
• Departmental Mail