| A. |
Summary of
instructions: |
|
| 1. |
Have the bulk mailing
imprint printed on the envelopes or mailing pieces you are
going to use (paragraph e). |
| 2. |
If using computer mailing labels, order
them in zip code order. If not using computer labels,
address pieces from a list that is in zip code order. |
| 3. |
Complete a blue bulk mailing
authorization form. This authorizes the postage cost
to be charged to your organization. This form must accompany the
mailing.
- Click here to view and print a
Bulk Mailing Authorization Form.
- Click here to
Download Bulk Mailing Authorization Form (form was created in Word 97). |
| 4. |
Sealing of envelopes: Call the mailroom
at 2059 to arrange to use the sealing machine to seal the
envelopes. Machine sealing will save you time, and must be
done before your student employees sort and bundle the
envelopes. Skip this step if you are mailing items that do
not require an envelope, or if you are going to mail the envelopes
with the flaps stuffed in rather than sealed. The mailroom
will not seal bulk mail for the department or
organization. |
| 5. |
Have your student employees sort and
bundle the envelopes (paragraph g).
|
|
| B. |
Purpose: to save
money for your organization. For as little as 14.2 cents
(16.9 maximum) you can mail an envelope (size 6 1/8 by 11 1/2
inches wt. up to 3.28 ounces) that would cost as much as 99 cents
at first class rates. Envelopes heavier than 3.28 ounces (up
to 1 pound) and larger than 6 1/8 by 11 1/2 inches (up to 12 x 15 x
3/4 inches) can be mailed at comparable savings.
|
| C. |
200 pieces minimum:
Any mailing of 200 or more identical pieces may be mailed at bulk
rates. Even letters that would ordinarily go first class may
be mailed at bulk rates if there are 200 or more identical letters.
(Letters must be exactly the same even in the weight of paper
used.)
|
| D. |
Delivery time: Plan
for at least one week delivery time from the time the mail reaches
the Slippery Rock Post Office to a destination of 100 miles or
less. Plan for at least two weeks delivery time over 100
miles. The campus mailroom will generally process the bulk
mail the same day it is received, subject to several factors (size
of bulk, time of receipt, volume of other first class mail, and
availability of personnel).
|
| E. |
Printing of envelopes or items to
be mailed without an envelope: When you are having
envelopes or items that will be mailed without an envelope,
printed, be sure to have the bulk mail imprint printed in
the upper right hand corner of the address surface.
Campus printing services can imprint this indicia on the envelope
for you. Items that will be mailed without an envelope, using
one side for an address surface, include cards, catalogs, and other
folded pieces. Having the bulk mail indicia printed on the
address surface of this bulk material will save time and labor
(otherwise material must be hand stamped).
|
| F. |
Instructions for sorting and
bundling: The sorting and bundling is done by your
student employees. See the instructions on the attached
Instructions for Sorting and Bundling Bulk
Mail (pink sheet).
|
| G. |
Processing by the mail
room: After the bulk mail is bundled the mailroom
will: |
|
| 1. |
Sort the bundles by regional bulk mailing
centers. |
| 2. |
Determine the appropriate federal mail
sticker applicable to each bundle based on U.S. Postal Regulations,
and apply these stickers to the bundled mail. |
| 3. |
Place the bundles in tubs or
trays. |
| 4. |
Weigh the mailing. |
| 5. |
Compute the piece totals and the cost of
the mailing. |
| 6. |
Take the tubs or trays to the post
office.
|
|
| H |
Please call the
mailroom at extension 2059 if
you have any questions concerning these instructions.
|