MAIL SERVICES GUIDE GUIDE INDEX. General Information. Mail Processing Center Equipment. Postal Point of View For Undeliverable As Addressed Mail

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GUIDE INDEX

• General Information

• Mail Processing Center Equipment

• Postal Point of View For 2002

• Undeliverable As Addressed Mail

• Addressing For Success

• ZIP+4 Encoding Your Addresses

• Preparing Your Address Data

• What is a Bulk Mailing?

• Authorization to use Institute Permit

• Hints for Designing Your Mailing

• First Class Mail

• Package Services

• Other Services

• International Mail

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The purpose of this guide is to provide an overview of the major requirements for automated mailings (mailpiece design and address hygiene), and suggestions that will help you get the

best service for the lowest cost. The United States Postal Service (USPS) offers significant postal rate reductions for all classes of mail that meet automated processing requirements.

The Mail Processing Center (MPC) offers a complete line of automated mail preparation

services to meet those needs. The MPC coordinator is available to assist you in designing mail pieces and give recommendations for proper mailing list maintenance which will result in

major reduction of postage, processing costs and delivery times for the Institute.

GENERAL INFORMATION

The

Mail Processing Center (MPC)

is located in Moench Hall Room DL-114

• Hours of Operation

Monday through Friday - 8:00 A.M. to 4:30 P.M.

• Contact Information

Mail Center Coordinator, call ext. 8113. Our Campus Mail # is 25.

Email: nancy.neice@rose-hulman.edu

• Services Available

• Laser Printing (personalization) of documents

• Inserting - letters, cards, brochures

• Sealing of Envelopes

• Ink Jetting Addresses

• CASS Certification of Addresses (ZIP+4 encoding)

• Folding - letters, brochures

• Wafer Seals (tabs)

• Collating

• Stamps (1st Class, Postcard and Standard Non-Profit)

• Metering - First Class and non-profit standard rate

• FedEx, Priority Mail, Express Mail and Certified Mail

• Faxing

• Scheduled Pickup Times:

USPS - 4:30 p.m. FedEx - 3:00 p.m.

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MAIL PROCESSING CENTER EQUIPMENT

•

PFE Automailer2 (

Inserting Station) - Inserts and folds letters, brochures, newsletters, reply cards, and # 9 envelopes into a #10 or 6”x 9” envelope and then seals the envelope. Accumulates up to five pages using 20 - pound paper).

Minimum Insert Size 3-1/2” x 5-1/2” Maximum Insert size is 8-1/2” x 14” Maximum Thickness is 3/16”

•

KT2 Tabber -

Applies single or double tabs per mail piece. Tabs up to 15,000 per hour.

•

Ink Jet Print Station -

Prints name and addresses up to 24,000 mail pieces per hour. The ink jet printer will handle material up to 1-1/2” in thickness and sizes from 3”x5” to 15”x17”.

•

Collator -

Collates up to 8 pages (Paper Size: 5” x 8” to 11.69” x 17”)

•

PFE Mail Printer -

Processes confidential material. It has the capability to:

• Print letters (8 ½ x 11), invoices, statements and #10 envelopes

• Personalize documents

• Fold, insert and seal documents into a #10 or window envelope in one pass for a completed mail piece

•

Inteli-Touch –

Meters and seals all classes of mail. Note: Flaps on envelopes must be closed in order for this machine to seal the envelope.

•

PostalSoft Software -

A cost-effective mailing and database management software solution. This USPS certified software meets all USPS mailing regulations, and performs the following types of procedures:

• Enters, edits, and manages lists of names and addresses

• Applies ZIP+4 codes and standardizes addresses

• Prints addresses and barcodes on brochures, envelopes, and personalizes letters

• Reduces postage costs by presorting

• Improves mail deliverability

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POSTAL POINT OF VIEW FOR 2002

In the 1990’s, mailers began looking with an eye for automation at the physical characteristics of the printed pieces that were to be mailed. All printed pieces began to be reviewed at the design stage from a "postal point of view." Mailpieces that were designed to comply with USPS

automation requirements resulted in significantly reduced postage costs and experienced an

improvement in deliverability.

In 2002, every mailer must add Mailing Software into their “postal point of view”. Mailing lists must be processed through CASS certified software to receive ZIP+4’s and the ability to

generate delivery point barcodes. The use of PAVE certified software is required to properly prepare mailings for presentation and acceptance at the USPS and to achieve the lowest postage rates. USPS CASS and PAVE certified mailing software is located in the Mail

Processing Center and is an integral part of the services the center provides to all departments.

1980’s

Idea

Design

Mailing List

Printing

Lettershop

Post Office

Idea

Post Office

Design

Mailing List

Printing

Lettershop

1990’s

Idea

Post Office

Design

Mailing Software

Mailing List

Printing

Lettershop

2000's

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potentially

Problem:

Results:

Solution:

33.1% of addresses on mailpieces are inaccurate

• 1 out of every 3 pieces will experience

delivery delays or be returned to sender if mailed 1st Class

• 1 out of every 3 pieces will potentially be delivered if mailed as Standard Mail • 33% higher print, production, processing and postage costs of a direct mail campaign • Substantially lower response rates

ZIP+4 Encode Your Database

NOT

These numbers reflect the dismal status of databases (mailing lists) in the United States and are provided by the USPS. Since these numbers are an average - some lists are better, some are much worse.

Wrong RR RT BX # Wrong APT # Wrong ZIP/City/State Wrong Street Name or # Directional Suffix Missing Moved

2.5%

2.1%

4.7%

6.2%

8.9%

8.6%

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ADDRESSING FOR SUCCESS

• Your letters will get the best possible delivery service if you:

• CAPITALIZE EVERYTHING IN THE ADDRESS (Exhibit 1)

• Use 2 letter state abbreviations (Exhibit 2)

• Use common abbreviations (Exhibit 2)

• Eliminate all punctuation (except the hyphen between ZIP Code and plus four)

• Use ZIP+4 codes when possible

• Do not use attention lines on the bottom left corner of the envelope - use the first line of the address for “Attn:”

• Address Placement

Make sure the address where you want the mail delivered appears on the line immediately above the city, state and zip code line; i.e.,

1234 S ROSE WAY or PO BOX 125

TERRE HAUTE IN 47803-3999 TERRE HAUTE IN 47803-3999

If both the street address and the PO Box are on the same line, the mail piece will be delivered to the PO Box.

1234 S ROSE WAY PO BOX 125 TERRE HAUTE IN 47803-3999

Envelopes

Placement of the address on the face of an envelope should conform to USPS specifications as shown in Exhibit 1.

Labels

Labels for use on parcels, packages or large envelopes must be addressed according to the recommended format in Exhibit 1. Improperly prepared labels will be returned to you for correction and/or completion. Labels that are applied must be parallel to the bottom edge of the envelope to be processed by the USPS on automation equipment. Please consult the Mail Processing Center for questions regarding the use of labels.

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(EXHIBIT 1)

Specific Format - The following is the recommended sequence and position to use for addressing in order to insure efficient handling and delivery by the USPS:

DOMESTIC ADDRESS FORMAT

INTERNATIONAL ADDRESS FORMAT ROSE-HULMAN INSTITUTE OF TECHNOLOGY

CM 000 5500 WABASH AVE TERRE HAUTE IN 47803-3999 BETTY JOE ABC COMPANY 1234 S ROSE WAY TERRE HAUTE IN 47802-0123

ROSE-HULMAN INSTITUTE OF TECHNOLOGY CM 000

5500 WABASH AVE

TERRE HAUTE IN 47803-3999

BETTY JOE

AIR MAIL ABC COMPANY

1234 S ROSE WAY

OTTAWA ONTARIO K1A 0B1 CANADA

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Release Date

Expiration Date

February 15

May 31

April 15

July 31

June 15

September 30

August 15

November 30

October 15

January 31

December 15

March 31

Before Encoding

_{After Encoding}

National Database on CDrom issued 6 times per year by the USPS

ZIP+4

POSTNET

Barcodes

Come

From

ZIP+4s

Salutation First Name Last Name Title Company Address Address Address City State ZIP+4 Carrier Rte LOT County Building Type Return Code JANE DOE

XYZ COMPANY, INC P. O. BOX 3498 95 BELYNDA STREET ADMIN BUILDING ROCHESTER NEW YORK 14623

6 per year

Salutation First Name Last Name Title Company Address Address Address City State ZIP+4 Carrier Rte LOT County Building Type Return Code JANE DOE

XYZ COMPANY, INC ADMIN BUILDING 95 BELINDA DR PO BOX 3498 ROCHESTER NY 14623-3498 CO19 0021A MONROE H 31

ZIP+4 ENCODING YOUR ADDRESSES

The Mail Processing Center utilizes software that is CASS (Coding Accuracy Support

System) Certified by the US Postal Service to encode addresses with ZIP+4 data according to specific USPS specifications.

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(EXHIBIT 2)

STATE and ADDRESS Abbreviations

States:

Alabama AL Montana MT

Alaska AK Nebraska NE

American Samoa AS Nevada NV

Arizona AZ New Hampshire NH

Arkansas AR New Mexico NM

California CA New York NY

Colorado CO North Carolina NC

Connecticut CT North Dakota ND

Delaware DE Northern Mariana Islands MP District of Columbia DC Ohio OH Federated States of FM Oklahoma OK

Micronesia Oregon OR

Guam GU Palau PW

Florida FL Pennsylvania PA

Georgia GA Puerto Rico PR

Hawaii HI Rhode Island RI

Idaho ID South Carolina SC

Illinois IL South Dakota SD

Indiana IN Tennessee TN

Iowa IA Texas TX

Kansas KS Utah UT

Kentucky KY Vermont VT

Louisiana LA Virgin Islands VI

Maine ME Washington WA

Marshall Islands MH West Virginia WV

Maryland MD Wisconsin WI

Massachusetts MA Wyoming WY

Michigan MI

Minnesota MN Street Designators (suffixes):

Mississippi MS Avenue AVE

Missouri MO Boulevard BLVD

Center CTR

Directional: Court CT

North N Drive DR

East E Expressway EXPY

South S Freeway FWY

West W Highway HWY

Northeast NE Lane LN

Southeast SE Parkway PKWY

Northwest NW Plaza PLZ

Southwest SW Road RD

Street ST

Secondary Address Unit Indicators:

Apartment APT Building BLDG

Floor FL *Always spell "County" or "State" RD completely

Suite STE

Room RM

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PREPARING YOUR ADDRESS DATA

• To get the lowest postage and production costs, you must provide your address data to the Mail Processing Center. Please do not print your own labels or label your own mailing. You will incur extra postage charges and your mailing may not qualify for Non-Profit Standard Mail Rates.

• Send your address data in comma (see “How To” instructions on the next page) or tab delimited ASCII (plain text) format. Structure your address data so that each address element is in a separate field: addressee, firm name, delivery address, city, state, zip code (5 or 9 digit).

• In the address data, each address record must have exactly the same number of address elements. If you provide more than one address line for each name, please identify which line is the delivery address.

• Exclude address records that you do not plan to mail to. If this is not possible, please provide a way to identify these addresses so we can exclude them.

• Address data can be sent to the Mail Processing Center on 3.5" diskette or as an email attachment. Email to: nancy.neice@rose-hulman.edu.

• We strongly recommend that you provide your address data at least one week in advance of your mailing. This allows time to process your data and correct any problem addresses.

We must have the final version of your data three days before your planned mailing date.

• Your address data will be checked and standardized against the USPS’ national address database.

• Addresses that do not match will be returned. The Mail Processing Center will attempt to determine why these addresses do not match. The USPS will not deliver mail to addresses that do not match.

• At your request, we will return to you all addresses that matched and were standardized. Since the standardization process sometimes makes minor changes and corrections to addresses, it may be beneficial for you to make these changes in your original data. Your original data file will also be returned to you without any changes.

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One decision that must be made on every mailing job is which fields from your address data records to select for printing on the mailpiece. Common constraints are found in the size of the label, insert, window opening, etc. Here are some quick guidelines that are intended to ease your decision making process---at least as far as USPS requirements are concerned.

Sample Business Address Format

1. Optional Endorsement Line #ABCDEFG *************5-DIGIT 12345 3. Mailstop Code (Internal) MSC 789ABCD

4. Attention or Contact Name JOHN SMITH 5. Individual Title VICE PRESIDENT 6. Department, Group, Division Name BINDERY DEPT 7. Business/Firm Name XYZ MAILING INC

8. Delivery Address Line 123 E MAIN AVE STE 456 9. City, State, ZIP+4 Line ANYTOWN PA 12345-6789 2. POSTNET Address Block Barcode

USPS *MLOCR's read the address from the

and from .

last line up right to left

Directly affects USPS Delivery Required for some USPS programs

Optional for the mailer

Get Your Mailpiece Into the Mail Box!

ADDRESSES ON YOUR MAILPIECES

• How to Save an Address Listing in Comma Delimited Format

1. Open file in MS Excel.

2. Be sure that each part of address is in a separate column. (First Name, Last Name, Street, City, State, Zip).

3. Click on File on the Command Toolbar and then Save As. 4. When dialog box appears:

• Type name of file in File Name.

• Click on down arrow next to Save As Type and select CSV (comma delimited).

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WHAT IS A BULK MAILING?

Non-Profit Standard Mail - Mailings that consists of 200 identical pieces or at least 50 pounds of identical pieces that are specially prepared and sorted in compliance with USPS requirements.

Non-Profit Standard Mail usually consists of circulars, brochures, form letters, or other printed pieces that are identical in content and weight.

When mailing in BULK, there are several rate categories: Current Per Piece

Class Rate (6/30/02) Postage Rate Postage Savings (based on 1st Class) Non-Profit Automation Basic $.144 per piece $.226 per piece

Non-Profit Presorted Basic $.165 $.205 Regular Automation Basic $.219 $.151 First Class Automation Basic $.309 $.061 First Class $.370 None

Examples:

When mailing 10,000 pieces at the Non-Profit Automation rate (.144), the postage cost is $1,440.00 vs. $3,700.00 at First Class rate (.37).

Total postage savings using the Non-Profit Automation rate is $2,260.00.

For25,000 pieces, postage savings would be $5,650.

ALWAYS consider mailing at the Non-Profit Automation rate rather than First Class rate to achieve the most cost savings for the Institute and your department.

AUTHORIZATION TO USE INSTITUTE PERMIT (INDICIA)

Permission to use the Institute's permit number should be approved by the Mail Processing Center to insure that the proper form and content is

provided to printers and in accordance with U. S. Postal Service regulations. Use of this permit is reserved for mailings that consist of 200 pieces or weighing 50 pounds. The number of pieces to be mailed must be reported to the Mail Processing Center to insure that adequate postage is on deposit to cover the cost of the mailing.

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HINTS FOR DESIGNING YOUR MAILING

• Design your mailing to be less than 6.125" H x 11.5" W (oriented to the address) so that it qualifies for the letter rate. Larger pieces are considered flats and are charged a higher postage rate, even if they weigh the same as a letter.

• Always design your mailing to the specifications in USPS Pub.25 (letter) and Pub.63 (flats), which are available through the Mail Processing Center at no charge.

• Plastic templates are also available (at no charge) to assist you in your efforts to design your mailpieces to take maximum advantage of USPS discounts:

• Notice 3-A, Letter-Size Mail Dimensional Standards Template This template is used to determine whether a mailpiece meets the size, shape, aspect ratio, and thickness requirements for automated processing.

• Notice 67, Automation Template This template is used to obtain more information on automation readability parameters. This clear plastic template simplifies the task of determining whether your mail is automation-compatible, MLOCR-readable, and printed with the correct facing identification mark (FIM) pattern.

• If your mailing includes a Business Reply Mail (BRM) envelope or card, it must be automation compatible if you plan to send your mailing at the automation rate.

• The Mail Processing Center provides free design consultation service to help ensure that your mailing will get the best delivery at the lowest postage and production cost. We

strongly recommend that you have us look at your mailing design before you print.

• Please consult the Mail Processing Center before you pre-assemble any part of your mailing.

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• Characteristics for Non-Profit and Presorted Standard Mail:

• Maximum weight: less than 16 ounces

• Shape: rectangular

• Minimum: 3-1/2 inches high, 5 inches long, and .007 inch thick

• Maximum: 6-1/8 inches high, 11-1/2 inches long, and ¼ inch thick

LETTER SIZE MAIL:

Length: 5 to 11-1/2 inches Height: 1/2 to 6-1/8 inches ↑↑↑↑ Thickness: .007 to .25 inches 6-1/8” Weight: up to 3.2873 ounces ↓↓↓↓ ←←←←11-1/2”→→→→ FLAT SIZE: Length: 11-1/2 to 15 inches Height: 6-1/8 to 12 inches ↑↑↑↑ Thickness: .25 to .75 inches 12”

Weight: less than 16 ounces ↓↓↓↓

←←←←15” →→→→

*Automation mail dimensions are different in some cases. Please call the Mail Center Coordinator at Ext. 8113 for the specifications before your mail piece is printed.

For automation rates the mail piece must have an aspect ratio of 13 to 2.5. To calculate the aspect ratio:divide length by height.

↑↑↑↑ 3-1/2" ↓↓↓↓ ← ←← ← 5” →→→→ ↑↑↑↑ 6-1/8" ↓↓↓↓ ←←←←11-1/2" →→→→

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FLAT

_LETTER

Same FLAT

Folded

=

LETTER

Standard - Letter / Flat

Maximum Dimensions of a "Letter" -

6 1/8" x 11 1/2" x 1/4" thick

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l4d gj3u 9t0 1= 3ui og je wo pjdg jq e[o u3 [u0 9u13 popj odgw [q oe yg 03 4u yjpo kdgo ppou dg3q to pu [o ij[ oe iqr oih jer yoih eq rlkj dlg j[o qeri uw ;lk; dg m liu 03 4ip; oj.a dgj'l [pq we oper jio erj oip opkl jm gfl mag kl;e tiop qto ip etq io p

One Simple Fold

Can Save You Big $$$$

FLAT

34.4 FLAT

23.0 LETTER

26.8 LETTER

16.5 Regular

Nonprofit

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MAIL SERVICES

MAIL SERVICES GUIDE

GUIDE

What is the difference between the Presort Rate and the Automation Rate?

Within Non-Profit Standard Rate there are two main rates, the presort rate and the

automation rate. Both are sorted by specific postal rules, but other preparation, mail piece design, and addressing requirements must be met. You should always try to qualify for the automation rate, which provides the best service and has the lowest postage cost. If you cannot qualify for the automation rate, then you will be subject to the Presort Rate, and your postage and production costs will be higher.

WHAT ARE THE CURRENT USPS RATES? (6/30/02)

Entry Discounts DSCF- 3 digit zip codes that start with “475” or “478” Entry Discounts None- any zip other than “475” or “478”

STANDARD MAIL NONPROFIT LETTERS

Per Piece Rates

For pieces 3.3 ounces (0.2063 pounds) or less

Entry Discounts None DSCF Presorted Basic $0.165 $0.139 Presorted 3/5 0.153 0.127 Automation Basic 0.144 ---Automation 3-Digit 0.129 0.103 Automation 5-Digit 0.114 0.088 FLATS

Per Piece Rates

For pieces 3.3 ounces (0.2063 pounds) or less Entry Discounts None DSCF Presorted Basic $0.230 $0.204 Presorted 3/5 0.183 0.157 Automation Flats 0.189 0.163 Automation 3/5 0.166 0.140

STANDARD MAIL REGULAR LETTERS

Per Piece Rates

For pieces 3.3 ounces (0.2063 pounds) or less Entry Discounts None DSCF Presorted Basic $0.268 $0.242 Presorted 3/5 0.248 0.222 Automation Basic 0.219 ---Automation 3-Digit 0.203 0.177 Automation 5-Digit 0.190 0.164 FLATS

Per Piece Rates

For pieces 3.3 ounces (0.2063 pounds) or less Entry Discounts None DSCF Presorted Basic $0.344 $0.318 Presorted 3/5 0.288 0.262 Automation Flats 0.300 0.274 Automation 3/5 0.261 0.235 FIRST-CLASS MAIL

Letters, Flats, and Parcels Cards

Single-Piece Regular

First Ounce $0.370 Single-Piece Card $0.230

Additional Ounces 0.230 Presorted

Presorted Single-Piece Card 0.212

First Ounce 0.352 Automation

Additional Ounces 0.225 Basic 0.194

Automation Letters 3-Digit 0.183

Basic 0.309 5-Digit 0.176 3-Digit 0.292 5-Digit 0.278 Automation Flats Basic 0.341 3-Digit 0.322 5-Digit 0.302

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MAIL SERVICES GUIDE

FIRST CLASS MAIL

Any matter may be mailed as First Class Mail. The following examples are considered First Class matter and must carry postage at First Class or Priority Mail rates:

? Matter wholly or partial handwritten or typewritten (including identical copies prepared by automatic typewriter), originals or carbons, invoices (except when accompanying the matter to which they relate), postal cards, and post cards.

? Matter sealed against postal inspection.

? Bills and statements of account.

? Price lists with written in figures changing items or prices.

? Blank printed forms filled out in writing, including canceled or non-canceled checks.

? A computer printout may or may not be First Class matter, depending upon the content.

Discounts are available on First Class Mail if you have 500 pieces or more. Note: If you are not sure it is First Class, contact the Mail Center Coordinator for

additional information.

First Class Mail consist of two subclasses:

Each subclass has an automation and presorted rate category. The minimum volume for bulk mailing is 500 pieces.

1. Stamped Cards and Postcards

? Stamped Cards - a mailing card supplied by the USPS, with a printed or impressed postage stamp mailed at the single piece First Class rate (currently .23 cents).

? Double Stamped Cards- two attached stamped cards, one for the receiver to detach and mail back as a reply. Have a printed impressed postage stamp. Reply portion of card must bear postage at applicable rate when returned.

? Postcards - a privately printed mailing card requiring application of postage. Postage method may be adhesive stamp, pre-canceled stamp, meter, or permit imprint and may be mailed at various First Class rates, depending on the sort level.

Characteristics of Stamped Cards and Postcards:

? Rectangular

? Minimum Size: 3 -1/2” high x 5” long x .009” thick

? Maximum: 4-1/4” high x 6” long x .016” thick

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MAIL SERVICES GUIDE

FIRST CLASS MAIL (continued)

2.) Letters, Flats, and Parcels - when mailing First Class there are several rate categories with which you can mail Letters, Flats, and Parcels.

The rate categories are:

? Presorted First Class - postage as low as 35.2 cents per piece

? Automation First Class - postage as low as 27.8 cents per piece.

Characteristics of First Class Letters: (also used for larger postcards)

? Rectangular

? Minimum Length: 5” to 11-1/2”

? Maximum Height: 3-1/2” to 6-1/8”

? Thickness: .007” to ¼”

? Maximum Weight: 3.3103

Must have aspect ratio from 1.3 to 2.5. To calculate aspect ratio: Divide length by height

Flats (non-letters)- Characteristics of Flats: Length: 11-1/2 to 15 inches

Height: 6-1/8 to 12 inches Thickness: .25 to .75 inch

Weight: 13 ounces

Characteristics change for Automation First Class Flats. Please contact the Mail Processing Center for details on automated flats.

Discounts are available on First Class Mail if you have 500 pieces or more.

USPS Requirements To Update “Moves” In First Class Mailings

Addresses on all Presorted First-Class Mail must be “Move” updated within 180 days before the mailing date with a USPS approved method. The post office wants to assure that your addresses are current if you are going to claim postage discounts based on presorts. Contact the Mail Processing Center for additional information on this requirement and to discuss the address updating method that is best suited to meet the needs of your department. This is a very important issue since the Institute can incur significant monetary penalties if this requirement is not met.

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MAIL SERVICES GUIDE

PACKAGE SERVICES

?

The following are considered Package Services:

Packages or Parcels Sound Recordings Books Library Materials Merchandise Film

Bound Printed Matter Computer Media Video Tape

Each piece of Package Service mail must not exceed 70 pounds in weight and a maximum of 108” in length and girth combined.

A number of quantity discounts are available for mailings of 200 or more pieces. Contact the Mail Center Coordinator for additional information.

There are four sub-categories for Package Service that may save on postage: 1. Parcel Post

2. Library Mail

3. Bound Printed Matter also known as “Catalog Rate” 4. Media Mail (formerly Special Standard Mail)

Contact the Mail Center Coordinator for qualifying items and rates. To measure parcel and package length and girth, see Exhibit 3.

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MAIL SERVICES GUIDE

(EXHIBIT 3)

HOW TO MEASURE A PARCEL 1. Measure the longest side.

2. Measure distance around parcel at its thickest part. 3. Add both measurements.

----LENGTH----

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MAIL SERVICES GUIDE

OTHER SERVICES

Priority Mail - All First Class mail exceeding 13 ounces and not exceeding 70 pounds is considered priority mail. At the option of the mailer, any mail weighing 11 ounces or less may be considered Priority Mail. There is a flat rate up to two pounds. The USPS provides free Priority supplies - cardboard and Tyvek envelopes, boxes, stickers and tape. Contact the Mail Processing Center for your Priority supply needs. Use Priority Mail when 2 to 3 day delivery-service is desired. Discount rates are available for 300 or more pieces when using priority mail. Use Flat Rate Priority Envelopes when possible. These free envelopes allow any weight of material for the 2-pound rate.

Special Services - Accountable Mail includes all Certified, Registered, Insured and Overnight Courier mail.

Certified Mail - provides you with a mailing receipt and a record of delivery is maintained at the recipient's post office for two years. A return receipt provides you with proof of delivery and can be obtained for an additional fee. Certified mail service is available only for First Class and Priority Mail. No insurance coverage is provided. A numbered label and

completed receipt must be affixed. These labels can be obtained from the Mail Processing Center.

Registered Mail - the registered mail system is designed to provide added protection for

valuable mail. Postage insurance may be purchased to cover articles valued up to

$25,000. Registered mail is the most secure mail the USPS offers. It incorporates a system of receipts to monitor registered articles from the point of acceptance to delivery. Return receipt and restricted delivery services are available for additional fees. Added security may delay delivery by 24-48 hours.

Insured Mail- you can obtain reimbursement for domestic mail that has been lost, rifled or damaged by having it insured. You can buy insurance in amounts up to $600 for Standard mail. It is also available for merchandise mailed at the Priority Mail or First Class mail rates. Express Mail includes $500 insurance at no extra charge.

Return Receipts - A return receipt is your proof of delivery. It is available for insured, certified, registered and domestic Express Mail shipments. The return receipt identifies the article number, who signed for it and the date it was delivered. It is not necessary to utilize a return receipt on all certified or registered mailings. Be certain to identify your department on any return receipts so that we can route them back to you.

Courier Mail - (Fed Ex, Express Mail, etc.) Accountable by airbill number. We track inbound and outbound courier mail by department name. We maintain internal delivery records for six months by individual name, department, transaction date and airbill or courier.

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MAIL SERVICES GUIDE

INTERNATIONAL MAIL

Foreign countries also impose various restrictions depending on the country and the item(s) being mailed. If customs regulations are not followed and documentation is not exact, the item will be impounded by customs until the addressee makes arrangements for clearance and payment of whatever duties are required for the release of the item.It is recommended that when mailing items to foreign destinations the mailer should contact the Mail Center Coordinator to determine the proper classification and documentation required.

11/08/02

MAIL PROCESSING REQUEST FORM (MPRF)

You will need to complete a Mail Processing Request Form for any mailing of 200 pieces or more. You should also use this form for any other MPC services that are available (folding, inserting, tabbing, sealing) but may not require mailing to others outside the campus. Your mailing is important to us. We want to insure you that it is processed in a timely and efficient manner. Completion of the MPRF will also aid the Institute in compile statistical data needed for cost evaluation and the review of service efficiencies.

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11/8/02

1. CONTACT/BILLING INFORMATION

Contact Name CM # Ext Department Name Dept Code Job #

2. MAILING INFORMATION (This is what you are providing to the Mail Center) Title of Mailing Type of Inserts

Type of Mailing: Brochure Letter Postcard Newsletter Booklet Date Mailing Sent to Mail Center Date To Be Mailed

Address Data: Disk E-mail Number of Mail Pieces

Envelopes: Reply # 6 3/4 # 10 White 6 1/2 x 9 1/2 9 1/2 x 12 1/2 # 9 Window # 10 Window # 10 Ivory 9 x 12 11 1/2 x 14 1/2

3. PROCESSING REQUESTED (This is what you want the Mail Center to do)

Affix Stamps Collate Fold Ink Jet Inserts Meter Mailing Personalize Ltr Plastic Seal Presort Seal Only Zip+4 Encoding Update Moves

4. MATERIALS SUPPLIED BY THE MAIL CENTER (For Mail Center use only)

Envelopes (Printed w/RHIT) Cost Qty Total Paper (each) Qty Cost Total

#9 Window (500/box) Box $12.00 50# White Offset $0.0071

#10 Window (500/box) Box $10.00 20# Color Offset $0.0100

#10 White (500/box) Box $9.00 65# Cover Stock $0.0300

#10 Ivory (500/box) Box $37.00 60# Offset 11x17 $0.0200

#6 3/4 (500/box) Box $15.00 Other Supplies (each)

6 1/2 x 9 1/2 (50/pkg) Box $3.00 Meter Tape $0.0138

9 x 12 (50/pkg) Box $3.50 White Labels $0.0100

9 1/2 x 12 1/2 (50/pkg) Box $3.50 White Tabs $0.0018

11 1/2 x 14 1/2 (50/pkg) Box $9.00 Courier Service $11.35

Letterhead Subtotal

RHIT - Ivory (500 sheets/ream) Ream $18.50 Material Total

2nd Page - Ivory (500 /rm) Ream $17.00 Postage Total

Grand Total $ 5. Date Mailed by MPC

YOUR POSTAGE SAVINGS ARE $

POSSIBLE ADD'L SAVINGS ARE $

(Please complete this form before your mailing is brought to the MPC)