Preparation of Bulk Mail
Standard Requirements:
Any department planning to use an outside vendor for the
preparation and sending of a bulk mailing should give the University Post Office
advance notice, so that we may ensure the availability of sufficient funds
in the USPS bulk mailing account.
All bulk standard mailings consist of at least 200 pieces identical in size and weight and must be prepared in accordance with the following standard preparation requirements. All flaps must either be sealed or tucked in. All standard bulk mailings must have the Permit #36 indicia in the upper right corner of EACH PIECE of mail. In addition, EACH PIECE of mail must have a complete return address in the upper left corner. All bulk presorted first class mailings consist of at least 500 pieces identical in size and weight. EACH PIECE must bear the Permit #1 indicia in the upper right corner. Please contact the ASU Post Office for additional information concerning bulk presorted first class mailings.
Banding
Use appropriate size rubber bands for banding mail pieces in package. Use size 32 or size 64 for small size mail pieces. Use size 64 for medium to large mail pieces. MAIL PIECES MUST BE PACKAGED IN A SECURE MANNER SO THEY WILL NOT COME LOOSE IN HANDLING.
Facing
All pieces in a package must be faced the same way with an address visible on the top piece and facing up on each piece. In order to keep packages uniform in shape and size the pieces in the package may be divided into equal groups and every other group may be turned 180º. A maximum of four groups is allowed.
Processing
Packages must be sorted to destinations as required by USPS regulations. No more than 70 lbs. of mail may be placed in any container. University Post Office employees perform this task.
Package Labels
Pressure sensitive sort type labels must be applied to the top piece of mail, on the address side, of each package. Sort type labels are affixed in the lower left hand corner of letter size mail and next to the address on large mail pieces. Pressure sensitive sort type labels are available from the University Post Office. Please see examples below:
Sorting Requirements
5-Digit Packages: When there are 10 or more pieces for the same 5-digit zip code destination they must be made up into 5-digit packages. Mailers must affix a red label D (see above) to each package.
3-Digit Packages: When there are 10 or more pieces for a 3-digit zip code prefix, after the required 5-digit packages have been made, they must be made up into 3-digit packages. Mailers must affix a green label 3 "see above" to each package.
State Packages: When there are 10 or more pieces for a state remaining after the 5-digit and 3-digit packages have been made they must be made up into state packages. A purple label A (see above) must be affixed to each package.
Mixed States Packages: Pieces remaining after packages have been made, as outlined above, must be made up into mixed states packages. There may be fewer than 10 pieces in this package. A brown MXD label (see above) must be affixed to each package.
Pickup
After a bulk mailing is properly sorted and packaged, University Post Office
employees will pick it up on a regularly scheduled mail route. Alternately,
the mailing may be brought to the University Post Office by the preparing
department. The University Post Office requires a PO Form 15 (yellow slip,
see right) to be completely filled out and attached to the bulk mailing. Fund
number must be on PO Form 15.
Notes to Consider
There are certain types of mailings and material that does not qualify for bulk rates. It is strongly recommended that a sample of bulk mailings be brought to the University Post Office for assessment of its bulk rate eligibility and readiness for mailing before having a large number of pieces printed.
If a bulk mailing is improperly prepared, it will be returned to the originating
department for proper treatment.
If a bulk mailing is to be labeled on the University Post Office Cheshire
labeling equipment, then mail piece design is a factor that should
be discussed. Minimum of 2,000 pieces are required for cheshire labeling.
The University Post Office has on hand several bulk mail indicia rubber stamps that may be checked out by university departments for use on approved bulk mailings. The stamps must be returned immediately upon completion.
When using more than one mailing list to prepare a bulk mailing, be sure that the same zip codes are bundled together in accordance with the sorting requirements outlined above.
If there are any questions regarding bulk mailings, PLEASE
discuss them with University Post Office personnel.
