MAIL SERVICES
GUIDE
MAIL SERVICES GUIDE
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
• Mail Processing Request Form
MAIL SERVICES GUIDE
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.
Note: Mail received after scheduled pickup times, will be sent the next business day.
MAIL SERVICES GUIDE
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
Finds duplicate names and addresses
MAIL SERVICES GUIDE
POSTAL POINT OF VIEW FOR 2002
1980’s
1990’s
2000's
Idea
Idea
Design
Post Office
Post Office
Mailing List
Design
Design
Printing
Mailing List
Mailing Software
Lettershop
Printing
Mailing List
Post Office
Lettershop
Printing
Idea
Lettershop
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.
MAIL SERVICES GUIDE
y
l
l
a
i
t
n
e
t
o
p
Wrong RR RT BX #
Wrong APT #
Wrong ZIP/City/State
2.5%
2.1%
4.7%
Wrong Street
Name or #
6.2%
Directional
Suffix Missing
8.9%
Moved
8.6%
Problem: 33.1% of addresses on
mailpieces are inaccurate
Results:
• 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 NOT be delivered if mailed as Standard Mail
• 33% higher print, production, processing and postage costs of a direct mail campaign
• Substantially lower response rates
Solution: ZIP+4 Encode Your Database
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.
MAIL SERVICES GUIDE
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
TERRE HAUTE IN 47803-3999
or
PO BOX 125
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.
MAIL SERVICES GUIDE
(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
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
INTERNATIONAL ADDRESS FORMAT
ROSE-HULMAN INSTITUTE OF TECHNOLOGY
CM 000
5500 WABASH AVE
TERRE HAUTE IN 47803-3999
AIR MAIL
BETTY JOE
ABC COMPANY
1234 S ROSE WAY
OTTAWA ONTARIO K1A 0B1
CANADA
MAIL SERVICES GUIDE
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.
Before Encoding
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
After Encoding
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
National ZIP+4 Database
on CDrom issued 6 times
per year by the USPS
Release Date
Expiration Date
February 15
April 15
June 15
August 15 per year
October 15
December 15
May 31
July 31
September 30
November 30
January 31
March 31
6
POSTNET
Barcodes
Come
From
ZIP+4s
MAIL SERVICES GUIDE
(EXHIBIT 2)
STATE and ADDRESS Abbreviations
States:
Alabama
Alaska
American Samoa
Arizona
Arkansas
California
Colorado
Connecticut
Delaware
District of Columbia
Federated States of
Micronesia
Guam
Florida
Georgia
Hawaii
Idaho
Illinois
Indiana
Iowa
Kansas
Kentucky
Louisiana
Maine
Marshall Islands
Maryland
Massachusetts
Michigan
Minnesota
Mississippi
Missouri
GU
FL
GA
HI
ID
IL
IN
IA
KS
KY
LA
ME
MH
MD
MA
MI
MN
MS
MO
Directional:
North
East
South
West
Northeast
Southeast
Northwest
Southwest
N
E
S
W
NE
SE
NW
SW
AL
AK
AS
AZ
AR
CA
CO
CT
DE
DC
FM
Secondary Address Unit Indicators:
Apartment
APT
Building
BLDG
Floor
FL
Suite
STE
Room
RM
Department
DEPT
Montana
Nebraska
Nevada
New Hampshire
New Mexico
New York
North Carolina
North Dakota
Northern Mariana Islands
Ohio
Oklahoma
Oregon
Palau
Pennsylvania
Puerto Rico
Rhode Island
South Carolina
South Dakota
Tennessee
Texas
Utah
Vermont
Virgin Islands
Washington
West Virginia
Wisconsin
Wyoming
MT
NE
NV
NH
NM
NY
NC
ND
MP
OH
OK
OR
PW
PA
PR
RI
SC
SD
TN
TX
UT
VT
VI
WA
WV
WI
WY
Street Designators (suffixes):
Avenue
AVE
Boulevard
BLVD
Center
CTR
Court
CT
Drive
DR
Expressway
EXPY
Freeway
FWY
Highway
HWY
Lane
LN
Parkway
PKWY
Plaza
PLZ
Road
RD
Street
ST
*Always spell "County" or "State" RD completely
MAIL SERVICES GUIDE
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.
MAIL SERVICES GUIDE
• 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).
ADDRESSES ON YOUR MAILPIECES
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
2.
3.
4.
5.
6.
7.
8.
9.
POSTNET Address Block Barcode
Mailstop Code (Internal)
Attention or Contact Name
Individual Title
Department, Group, Division Name
Business/Firm Name
Delivery Address Line
City, State, ZIP+4 Line
MSC 789ABCD
JOHN SMITH
VICE PRESIDENT
BINDERY DEPT
XYZ MAILING INC
123 E MAIN AVE STE 456
ANYTOWN PA 12345-6789
Directly affects USPS Delivery
Required for some USPS programs
Optional for the mailer
Get Your Mailpiece Into the Mail Box!
USPS *MLOCR's
read the address
from the last line up
and from right to left.
MAIL SERVICES GUIDE
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:
Class Rate (6/30/02)
Non-Profit Automation Basic
Non-Profit Presorted Basic
Regular Automation Basic
First Class Automation Basic
First Class
Current
Postage Rate
$.144 per piece
$.165
$.219
$.309
$.370
Per Piece
Postage Savings (based on 1st Class)
$.226 per piece
$.205
$.151
$.061
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.
For 25,000 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.
MAIL SERVICES GUIDE
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.
MAIL SERVICES GUIDE
• 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:
Height:
Thickness:
Weight:
5 to 11-1/2 inches
1/2 to 6-1/8 inches
.007 to .25 inches
up to 3.2873 ounces
↑
6-1/8”
↓
↑
3-1/2"
↓
← 5” →
← 11-1/2” →
FLAT SIZE:
Length:
11-1/2 to 15 inches
Height:
6-1/8 to 12 inches
Thickness: .25 to .75 inches
Weight:
less than 16 ounces
↑
12”
↓
↑
6-1/8"
↓
← 11-1/2" →
← 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.
Nonprofit
One Simple Fold
Can Save You Big $$$$
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FLAT
3 4 .4
Postage rates effective June 30, 2002
Maximum Dimensions of a "Letter" 6 1/8" x 11 1/2" x 1/4" thick
Standard - Letter / Flat
alksjdhfhgkfgjkfglkjgkjhgfihgkljhadgkhadgskhdgkhgjkhg;asdljkfglkjgoi
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LETTER
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LETTER
FLAT
MAIL SERVICES GUIDE
MAIL SERVICES 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)
STANDARD MAIL NONPROFIT LETTERS
STANDARD MAIL REGULAR LETTERS
Per Piece Rates
For pieces 3.3 ounces (0.2063 pounds) or less
Per Piece Rates
For pieces 3.3 ounces (0.2063 pounds) or less
Entry Discounts
Presorted Basic
Presorted 3/5
Automation Basic
Automation 3-Digit
Automation 5-Digit
None
$0.165
0.153
0.144
0.129
0.114
DSCF
$0.139
0.127
------0.103
0.088
Entry Discounts
Presorted Basic
Presorted 3/5
Automation Basic
Automation 3-Digit
Automation 5-Digit
None
$0.268
0.248
0.219
0.203
0.190
DSCF
$0.242
0.222
------0.177
0.164
FLATS
FLATS
Per Piece Rates
For pieces 3.3 ounces (0.2063 pounds) or less
Per Piece Rates
For pieces 3.3 ounces (0.2063 pounds) or less
Entry Discounts
None
DSCF
Presorted Basic
Presorted 3/5
Automation Flats
Automation 3/5
$0.230
0.183
0.189
0.166
$0.204
0.157
0.163
0.140
Entry Discounts
Presorted Basic
Presorted 3/5
Automation Flats
Automation 3/5
None
$0.344
0.288
0.300
0.261
DSCF
$0.318
0.262
0.274
0.235
FIRST-CLASS MAIL
Letters, Flats, and Parcels
Cards
Single-Piece
Regular
First Ounce
Additional Ounces
$0.370
0.230
Presorted
Single-Piece Card
Single-Piece Card
First Ounce
Additional Ounces
0.352
0.225
Automation Letters
Basic
3-Digit
5-Digit
0.309
0.292
0.278
0.212
Automation
Basic
3-Digit
5-Digit
Automation Flats
Basic
3-Digit
5-Digit
$0.230
Presorted
0.341
0.322
0.302
Entry Discounts DSCF- 3 digit zip codes that start with “475” or “478”
Entry Discounts None- any zip other than “475” or “478”
0.194
0.183
0.176
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
Stamped Card
Double Card
Postcard
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:
Height:
Thickness:
Weight:
11-1/2 to 15 inches
6-1/8 to 12 inches
.25 to .75 inch
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.
MAIL SERVICES GUIDE
PACKAGE SERVICES
? The following are considered Package Services:
Packages or Parcels
Library Materials
Bound Printed Matter
Sound Recordings
Merchandise
Computer Media
Books
Film
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.
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----
--------------------LENGTH------------------------
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 deliveryservice 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.
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.
The Mail Processing Request Form follows this page.
NOT AN INVOICE
ROSE-HULMAN INSTITUTE OF TECHNOLOGY
MAIL PROCESSING REQUEST FORM
(Please complete this form before your mailing is brought to the MPC)
11/8/02
1. CONTACT/BILLING INFORMATION
Contact Name
CM #
Department Name
Ext
Dept Code
Job #
2. MAILING INFORMATION (This is what you are providing to the Mail Center)
Title of Mailing
Type of Mailing:
Type of Inserts
Brochure
Letter
Postcard
Date Mailing Sent to Mail Center
Newsletter
Booklet
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
Meter Mailing
Personalize Ltr
Plastic Seal
Presort
Zip+4 Encoding
Inserts
Seal Only
Update Moves
4. MATERIALS SUPPLIED BY THE MAIL CENTER (For Mail Center use only)
Cost
Envelopes (Printed w/RHIT)
Qty
Total
Paper (each)
Qty
Cost
#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
Subtotal
Letterhead
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 $
Total