Mail Services: Other Mail Services & Delivery

Mail to be Metered

Bulk Mail

Endorsements

New U.S. Postal Service Requirements

Move Update Standards 11.23.08

Move Update Information

General Information

Other Services

Mail to be Metered

Instructions and Tips:

Attach your Bar Code Card on the top of each bundle.
Please bundle/tray all metered mail by fund and org number and size.
Large envelopes and bulky letters MUST be sealed.
Do not use clasp envelopes, or cover the clasp with tape, to avoid damage to your mail and our mail metering equipment.
The open flaps on unsealed envelopes must NOT overlap.
Canada, Mexico, and International mail MUST be separated from U.S. and intercampus mail.
Personal mail must be stamped.
Standard (bulk using Permit 321) mail must be approved, reviewed, and assigned a job number by the Mail Services Manager BEFORE copying or printing. Quick Copy's off-campus printer can do printing.
Separate handwritten, windowed, typed, #10 envelopes, 1-2 oz.
Mail to be metered must be right side up and facing the same way.
Smaller sized mail must not be hidden in larger sized mail.
Outgoing Business Reply card and envelope artwork must be ordered and approved by the Mail Services Manager before printing.
You must use a postage charge voucher on all parcels & packages. It is located above at Frequently Used Forms

Bulk Mail

Why not take advantage of bulk mail using the University's Permit? Mail Services along with the Quick Copy Center can help with copying, printing, typesetting, design, and content regulations. No need to get a check cut for postage or a Purchase Order for printing: our off-campus printer can use your hard copy or print from a disk. Allow 3-5 working days.

Department; you must email Gina (gharris@du.edu) the postage quote at the time you contact the Mail House! The Mail Services manager must be notified of all mailing over $5000.00 at least 10 days before the mailing is presented at the USPS.

Be aware of the following:

Bulk mailings must have 200 pieces or more. It may be more cost-effective to mail 1000 pieces or more at non-profit rates.
Please use your return address as prescribed by the DU Graphic Guidelines.
You may now use your department street address. Remember to use 80208 as the ZIP Code.
Upper right corner printed with the correct indicia.
If you need to send one or two pieces out at another time, the indicia must be covered up, or they must go in an envelope. Do not place in a blue US Postal Service mailbox or you may be fined.
All pieces must be EXACTLY the same: same size, same stock, same weight per piece.
Effective Sunday, March 29, 2009 all bulk mail flats (pieces larger than 6 1/8 x 11 1/2 and using Permit 321) must have the delivery address in the top half of the mail piece. This does not affect First Class single piece metered mail. For more information on Standard Mail Flats Standard Mail Flats
Business Reply Cards and/or Envelopes (BRMA) - If a BRMA piece is included in a standard mailing it must meet design and print quality regulations or the entire mailing will be rejected. Mail Services can order the USPS artwork nd Quick Copy will send the order to the printer. Allow 5-7 working days.
Effective Jan. 1, 2011, please contact Gina for new artwork with the Intelligent Mail Barcode. You must have this on all Business Reply envelopes and cards by August 1, 2011. Please use up as much of your current stock as you can!
For information on self-mailers, please click here.

Before your mailing is copied or printed please read these guidelines thoroughly:

The content and design must be reviewed and approved by the Mail Services Manager, Gina Harris, x3179. Then a job number will be assigned (Sxxxx). If your mailing is being printed through the Communications and Marketing department, it must be approved and given a job number first. DU is a Non-Profit Educational Institution and must comply with certain postal regulations. This will help in your mailing getting to its destination faster and not being rejected. Please allow plenty of time including printing and delivery for dated material/events (at least 4-6 weeks).

Once your mailing is ready (printed, inserted, tabbed or sealed and labeled), contact one of the three mailing houses that Mail Service recommends (all three can do the above if you wish). Please try to put your addresses in ZIP code order. Be sure to give them the Job Number; they will not accept mailings without one. Communications and Marketing department jobs that use a different vendor must also comply with these guidelines. Have your address lists of 1000 or more "cleaned" at the same time you do a mailing. The mailing houses below can advise you on how you need to format your disk or list and the cost. By maintaining your addresses you can get better discounts on postage. Only U.S. addresses will be accepted. Canada, Mexico and International must be separated out and the indicia covered. Cards and self-mailers must be in envelopes and will be picked up by Mail Services.

MOVE UPDATE:

The USPS now requires that the new Move Update standard be met for all Standard Mail (formerly known as bulk mail). The Move Update standard is a means of reducing the number of mail pieces in a mailing that require forwarding or return service, as well as identifying those with incomplete or incorrect address data. The Move Update standard is met when an address is updated (cleansed) with an approved USPS method and then used in any Standard Mail mailing within 95 days after the address has been updated. USPS regulations state that permanent updates must be made to your mailer databases. Please document the date of your database corrections. Also keep all returned pieces and documentation on file from the date of processing.

VENDORS

Do not use any other vendors than those listed below:

Direct Mail Concepts -Lenny- 303-791-4303
Mary Ann Nyman- 303-204-6137
J.S. Wittig & Co. -Jeff - 303-307-9834
Custom Direct -Rocky Jones-303-432-2030

Their fees include pick-up from your department or the Quick Copy Center and delivery to the USPS Bulk Mail Entry Unit. They are also responsible for getting the Mail Services Manager's original signature on the necessary forms when presenting your mail at the BMEU. No other signature will be accepted.
The Mailing house will invoice your department for the services they provide - not the postage. Do not have a check cut for postage. Postage for the Permit 321 account is maintained by Mail Services. You MUST notify Mail Services at least 5-10 days in advance of a large mailing ($1000+) to ensure that sufficent funds are in the account.

Once the printing has been done, you must send an actual piece to Mail Services via intracampus mail with your job "Sxxxx" number on it. This is also required by the Postal Service. If, at the time of posting onto Banner, your department has not complied with these guidelines, you are subject to a $20.00 surcharge for each administration/search fee in addition to the postage.

Handouts on the new rate increases, Move Update, and Flats Addressing are available the the Quick Copy Center in Penrose Library.

Endorsements

Must be printed 1/4 inch below the return address (they do measure!)

Address Service Requested is the most preferred.

Address Service Requested: forwarding and return. New address notifications provided.

If forwarded, a separate change of address notification is provided.
If returned, new address or reason for nondelivery is provided.

Forwarding Service Requested: forwarding and return. New address notification provided only for return.

If forwarded, a separate change of address notification is not provided.
If returned, new address or reason for nondelivery is provided.

Return Service Requested: no forwarding, only return. New address notification provided.

If undeliverable-as-addressed, returned to teh sender with new address information or reason for nondelivery provided. Seperate change of address notification is not provided.

Change Service Requested: no forwarding or return. New address notification provided.

A separate change of address notification with new address information or reason for non-delivery provided and address correction fee charged
Mailpiece is properly disposed of as waste.

No endorsement: UAA handled by class of mail.

For First-Class Mail and Standard Mail (B), the treatment is the same as if endorsed. Forwarding Service Requested.
For Periodicals, forwarding is provided for 60 days. After 60 days, or if unforwardable, separate address correction notification is provided and periodical is disposed of.
All unendorsed Standard Mail (A) is disposed of.

General Information

Incoming mail from the US Postal Service is picked up each morning, sorted by department name, and delivered to each department every day.

Our staff has about 90 minutes to sort 5000 pieces of incoming mail. If your mail does not include your department name, it may be delayed or sent to the wrong department. Please be sure to always include your department name in your address.

Other Services:

For all departments, the Mail Services Manager is available to speak at your staff meetings, as well as for new employee information.
Certified Mail forms are available
Stamps can be charged to your budget number. Call before 9:00am for same-day delivery. Allow more time for holiday stamps, postcards, and odd denominations.
US Postal Service Express and Priority Mail, certified UPS Overnight and Second Day envelopes and forms are available.
Call us before 9:00am for extra tubs or trays if you will have more mail than usual to be picked up.