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Mail Services
THE UNIVERSITY OF TEXAS AT AUSTIN
Mail 101
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Mail Services
THE UNIVERSITY OF TEXAS AT AUSTIN
CLASS OBJECTIVES
:Department Mail
• USPS financial situation and the impact it will have
• Your departments address and how it impacts your mail delivery
• USPS Classifications explained
• A review of your choices regarding mailing projects
• Envelope Design and how it affects your overall cost and
delivery
• Overall discussion on the services we provide
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Mail Services
THE UNIVERSITY OF TEXAS AT AUSTIN
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Mail Services
THE UNIVERSITY OF TEXAS AT AUSTIN
MAIL 101
e handling of e University of Texas at Austin’s mail:
• Uniform addressing system using street address and department code • Receive all mail in the morning for delivery that day
• Will leave for deliveries each day at the same time • Will leave for pick-up each day at the same time • One central receiving spot for all UT mail in all buildings • One central pick-up spot for all UT mail pick-ups in all buildings • If we need to make a special trip outside of those times there will be a courier fee • We will provide consulting on any mailing – just call us
• Can provide a wide range of services including folding, inserting, tabbing and address cleansing
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Mail Services
THE UNIVERSITY OF TEXAS AT AUSTIN
What’s your address?
USPS Sort Facility
UT Mail Center sorted by Building & Department Mail
Code
Department Recipient
When using physical street address and mailstop code:
MAIL WILL BE READY IN THE AM SORTED BY BUILDING AND MAILSTOP
What’s Your Address?
THE ADDRESS THE USPS WOULD LIKE FOR US TO USE:
Name
Street Address Department Mail Code
City, State Zip Code + 4
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Mail Services
THE UNIVERSITY OF TEXAS AT AUSTIN
Department Mail
University of Texas @ Austin
Intercollegiate Athletics Belmont Hall
2109 SAN JACINTO BLVD. E2400
Austin, TX 78712 - XXXX
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Mail Services
THE UNIVERSITY OF TEXAS AT AUSTIN
Department Mail
1.We are working with the USPS to be prepared for handling more mail.
2.We need to establish the physical street address for each building.
3.e USPS will enter those addresses in their system 4.Once the addresses have been entered they will be accessed by UPS, Fed-Ex, GPS Systems, 9-1-1 Emergency Systems over a period of time. 6.e USPS will gradually give us more and more of the mail to handle.
7. Only if we are willing to switch to using physical street addresses.
PARTNERING WITH THE USPS FOR SOLUTIONS
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Mail Services
THE UNIVERSITY OF TEXAS AT AUSTIN
MAILING CLASSIFICATIONS
First-‐Class Mail
Many beginning mailers use First-‐Class Mail postcards and le?ers because, if you mail at single-‐piece prices, there’s no
special payment method, no mailing permit, and no extra Eme to presort the mail. You simply put a stamp on it and drop it in the collecEon box. Simple and quick. First-‐Class Mail prices are the same regardless of how far the mail travels.
Presorted Mail
A form of mail preparaEon in which the mailer groups pieces in a mailing by ZIP Code or by carrier route or carrier walk sequence (or other USPS–recommended separaEon). Prices are lower than single-‐piece First –Class prices. In exchange for this lower postage price, mailers must sort their mail into containers based on the ZIP Code desEnaEons on the mail
Priority Mail
All First-‐Class Mail that weighs over 13 ounces is considered Priority Mail. First–Class Mail under 13 ounces that needs to be there in two / three days can also be sent Priority Mail. Prices are based on how far the mail piece has to travel.
Express Mail
Express Mail is the fastest mail service offered by the Postal Service. It provides guaranteed expedited service for any mailable ma?er. Express Mail delivery is offered 365 days a year in many locaEons including Post Office Boxes. Most locaEons it is overnight delivery. A small premium applies for Sunday or holiday delivery. Express Mail packaging supplies (envelopes, boxes, tubes) are available at no cost from your local Post Office.
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Mail Services
THE UNIVERSITY OF TEXAS AT AUSTIN First-Class Mail International
First-Class Mail International is our most affordable international service for letters, large envelopes, and small packages. Send anything up to 4 lbs to more than 190 countries. Delivery time is varied by destination.
Standard Mail
Mailers use Standard Mail to send: • Printed matter, flyers, circulars, advertising. • Newsletters, bulletins, and catalogs.
• Small parcels All Standard Mail prices are discounted prices, and each mailing must meet a minimum quantity of 200 pieces. Discounts are based several criteria.
Periodicals
e Periodicals class of mail is designed for newspapers, magazines, and other periodical publications whose primary
purpose is transmitting information to an established list of subscribers or requesters. Periodicals must be published at regular intervals, at least four times a year from a known office of publication, and be formed of printed sheets.
Package Services
Package Services is a collective term used for the four classes of mail described below which are primarily intended for
merchandise, catalogs, and other printed material. Package Services does not receive expedited service. It can take extra days to get to the recipient. • Parcel Post - It is commonly used for gifts and merchandise
• Bound Printed Matter - Consist of advertising, promotional, directory, or editorial material. Be securely bound by
• permanent fastenings such as staples, spiral binding, glue, or stitching. Loose-leaf binders and similar fastenings are not considered permanent. • Mail piece cannot have the nature of personal correspondence
• Media Mail - Generally used for books (at least eight pages), film, printed music, printed test materials, sound recordings, play scripts, • printed educational charts, loose-leaf pages and binders consisting of medical information, and computer-readable media.
• Library Mail - Used by qualifying institutions like libraries, universities, zoos, and research institutions to mail educational and research material.
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Mail Services
THE UNIVERSITY OF TEXAS AT AUSTIN
Classifications
1. e University of Texas as a large mailer needs a uniform mailing address. 2. Envelope design can impact what service and how much you pay. 3. Shape of envelope affects price along with weight.
4. We can tell you what classification you qualify for if you are not sure.
5. Priority Mail is primarily used for packages. First Class Mail letter can also be upgraded to Priority Mail if the mailer needs assurance that the mail piece will arrive at the destination in 2 or 3 days. Some mail pieces are called Priority because of weight.
6. Express Mail is used for overnight service primarily if the mailer is sending the mail piece to a PO BOX. Otherwise many departments have access to UPS and FED EX Overnight accounts which will often be cheaper than Express Mail. However, no overnight carrier will deliver to a PO BOX address.
Bulk Mail / Marketing 101
1. Used primarily to advertise a product or event 2. Must be at least 200 pieces
3. Each piece must weigh less than 16 ounces
4. Cannot be handwritten or typewritten letters of personal correspondence 5. Cannot be a statement of account or invoice
6. Prices are based on weight, shape, how you prepared your mailing and where you presented your mailing to the USPS
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Mail Services
THE UNIVERSITY OF TEXAS AT AUSTIN
13
Department Mail Menu Board
Your Mailing
Standard /
MarkeGng Mail
FOR PROFIT
NON-‐PROFIT
Personal
Correspondence/
TransacGons
First Class /
Presort
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THE UNIVERSITY OF TEXAS AT AUSTIN
Bulk / MarkeEng Mail 101
How do the discounts work?
• Who lives at 1001 Main Street • Is the mailing
going to be sent to people in AusGn only?
• Address Accuracy • Are you mailing to many different zip-‐codes
How many mail pieces can you group together by 5 digit and 3 digit zip-‐codes? Is it 101 Main Street or 1001 Main Street? Did your recipient fill out a Change of Address
Form?
You can get bigger discounts by dropping the mailing off at the postal facility that services the area it is going to.
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Mail Services
THE UNIVERSITY OF TEXAS AT AUSTIN
Bulk / Marketing Mail 101
How accurate is your last mile?
1. Provide list to Special Services well ahead of mailing date. 2. ey will analyze the list to make sure your addresses are in the
correct order as far as name, suite or apartment number, street name, city, state and zip-code
3. Using Postal Service software they will put the address list in zip-code order and will get you the discounts you qualify for. 4. Saves you money on postage and your mail piece will get to the
intended recipient.
5. is gives you an advantage over another mailer who does not check is addresses ahead of the mailing.
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Mail Services
THE UNIVERSITY OF TEXAS AT AUSTIN
Readable
Barcoded
AutomaGon
Equipment
Not
Readable
Not
Barcoded
Hand
Sorted
Can you barcode that mail piece?
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Mail Services
THE UNIVERSITY OF TEXAS AT AUSTIN
Envelopes 101
ENVELOPES 101
Ask not what you can do to your
envelope but what your envelope
can do for you!
Envelope Design
1. Envelope choice is very important. Very few colors are allowed. Pale colors only if you absolutely have to have a color. Color of envelope cannot interfere with the reading of the barcode or address.
2. Placement of address on the envelope is also crucial. Middle of the envelope for regular sized envelopes. Off-set from center for Flats envelopes. No cursive writing. Type of font used can impact barcoding as well. Helvetica is used by many business mailers.
3. Must give space at the bottom of envelope for the barcode. 4. Must use the proper Endorsements such as Address Service Requested 5. Most other rules including Indicia are handled by the vendor or mail services team
Envelope Design
Do I have a clasp on the back? Can you
read the barcode?
If I was half this size I wouldn’t cost so much.
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Mail Services
THE UNIVERSITY OF TEXAS AT AUSTIN
MAIL 101
Envelope Design:
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Mail Services
THE UNIVERSITY OF TEXAS AT AUSTIN
ENDORSEMENTS
Address Service Requested
Return Services Requested
Change Service Requested
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Mail Services
THE UNIVERSITY OF TEXAS AT AUSTIN
Department Mail
1. Addressing Clean-up
2. Sorting of zip-codes
3. Envelope Design
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THE UNIVERSITY OF TEXAS AT AUSTIN
MAIL 101
MAIL 101
DON’T FORGOT TO FILL
OUT A COURSE REVIEW
FORM
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Mail Services
THE UNIVERSITY OF TEXAS AT AUSTIN 25
PHONE 512-471-3670
FAX 512-471-1866
ADDRESS: 2100 Comal St. E3500 Austin, TX 78712-1301
james.guza@austin.utexas.edu
