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Standard Bulk Mail Procedures

To qualify as bulk mail, you must

  • have a minimum of 200 pieces or 50 pounds
  • all pieces must be exact in weight and content
  • all envelopes must have the Permit #317 indicia on them, or be metered by the Mail Room
  • all envelopes must be sealed, or tucked before coming over to the Mail Room

Standard bulk mail

Bar Code Program

The Mail Room has a program that will bar code all standard mail either with a label or by printing the address on the piece. To use this, you must ask for a disk from the Computer Center in ASCII Comma Delimited Format, instead of labels. If you maintain your own address list, you must save it in ASCII Comma Delimited Format for PC. In an effort to save money, it is mandatory that all mailings that are not personalized be prepared with a Bar Code from this program. 

To alleviate any unnecessary problems make sure that you have the same number of fields for each address, and all county and state routes spelled out, while city, state and zip codes need to be listed in separate fields. An example of this is as follows:

  • Mr. John Doe,123 Union Street,Anywhere,USA,12345

This address has five fields separated by commas, so all of the addresses in this file should have five fields. If you have some addresses that have more fields, you will need to add commas to the other addresses to make everything line up correctly. Here is an example:

  • Mr. John Doe,123 Union Street,Anywhere,USA,12345
  • Mrs. John Doe,#1Business Inc.,123 Union Street,Anywhere,USA,12345

The second address had one extra field so the other addresses in this file will need that extra comma where that field is located.

When our bar coding system is not able to be utilized, the mailing must be in zip code order. The personnel in the Mail Room will break it down for the best possible rates from that point.

Catalog, envelope, newspaper bulk mail

If you are preparing a bulk mail that is a catalog, 10 X 12 envelope or newspaper, the procedures are a little different. Due to the complexity of preparing the bulk mail, you will be asked to send your student help over to our Mail Area to put on the address labels, appropriate stickers, and to rubber band the pieces together. After the student help applies the address labels and appropriate stickers, our personnel will be sure to get your department the best possible rates.