Mailing at Tri-C
Guidelines for receiving discounted postal rates
You may receive reduced postage rates for mailings meeting certain USPS specifications. Additionally, in accordance
with the Post Office’s Move Update requirements, in order to receive discounted rates, your mailing list must be
cleansed using a NCOA (National Change of Address) software or you must sign a statement certifying that each
address on your mailing list has been verified by USPS in the past ninety days and have corrected all addresses as
required.
Tri-C Reprographics is able to provide list cleansing services which ensure addresses are complete, correct, and
electronically “readable" by USPS equipment. The following general guidelines describe mailing requirements to
obtain postal discounts:
Quantity
For Presorted First Class mail, there is a minimum of 500 pieces of identical weight and contents. For Non Profit
Presorted Standard mail (formerly Regular Bulk), there is a minimum of 200 pieces of identical weight and contents.
Sizes:
Postcards
Minimum for Domestic Mail: 3-1/2" high, 5" long and .007" thick
Maximum: 4-1/4" high, 6" long, and .016" thick
Letter-size Mail
Minimum: 3-1/2" high, 5" long, and .007" thick
Maximum: 6-1/8" high, 11-1/2" long, and .25" thick
Flat-size Mail
Minimum: over 6-1/8" high, 11-1/2" long, and .009" thick
Maximum: 12" high, 15" long, and 3/4" thick
Nonstandard-size mail
Domestic First-Class Mail or single-piece Standard Mail and international Letters mail (each weighing 1 oz. or less) is
considered "nonstandard" when the mail piece is:


more than 6-1/8" high, 11-1/2" long, or 1/4" thick, or
square-shaped, or proportionally too high or too long (i.e., its length divided by its height is less
than 1.3 or more than 2.5).
In addition to the applicable postage and fees, there is a U.S. Postal Service surcharge, assessed on each piece of
nonstandard-size mail.
“Non-mailable” Items
All pieces that are 1/4" thick or less are nonmailable unless they are rectangular, at least 3-1/2" high, 5" long
(domestic mail) or 5-1/2" long (international mail), and .007" thick.
Note: Placement (orientation) of the address on the mail piece establishes which dimensions are its height and
length. The length is the dimension that is parallel to the address when read; the height is perpendicular to the length.
Mail Services has templates which assist in determining if a proposed mail piece is “mailable”.
Paper
For best results, use light-colored, non-glossy or uncoated paper. Avoid material that is transparent, fluorescent,
heavily textured, or that contains dark fibers or background patterns.
Closure
If you are mailing envelopes, use a sealable envelope. Do not use clasp type envelopes. Reprographics offers
tabbing and folding services for your mailings. The required number and location of tabs varies with the type of mail
piece and the paper used. If staples are used to attach multiple sheets, the mail piece must be folded so no staples
appear on the outside.
Address and Return Address Placement
When designing mail pieces allow an area for the entire address within an imaginary rectangle that extends 5/8" to 23/4" from the bottom of the mail piece, with 1/2" margins on each side. No portion of the return address should
appear in the OCR read area. The space below and on either side of the delivery address line should be clear of all
extraneous (non-address) printing, such as attention lines, logos, borders, etc. It is important to be aware of the
Delivery Point Barcode Clear Zone.
Address Information Guidelines
The following guidelines will be used when addressing your mail. Or, if you have reason to address the mail yourself,
please:








Type or machine-print. Print must be sharp and clear with no smudges, or faded or broken characters.
Use a non-proportional font (ex. Courier or Courier New); avoid bold, condensed, italic, artistic, or script-like
fonts.
Use 10- or 12- point type. (The USPS prefers the address to be in capital letters, with no punctuation, using
black ink on a white background.)
Ensure characters or numbers, words and address lines do not touch or overlap.
Maintain a uniform left margin.
Maintain the address parallel to the bottom edge of the mail piece, not slanted.
When using a window envelope, ensure 1/8" minimum clear space around the complete address even if the
insert shifts. No extraneous (non-address) printing should appear in the window area. The bottom of the
address window should be at least 1/2" from the bottom of the mail piece.
Keep address lines in this sequence:
Non-address Data (Optional)
Information/Attention (Optional)
Name of Recipient
Title (Optional)
Business Name (Optional)
Delivery Address, including apartment or suite number
City, 2-letter State, and ZIP+4 Code


Include complete delivery designations such as ST (Street), AVE (Avenue), etc.; directionals such as N
(North), S (South), etc.; and multi-unit indicators such as STE 208 (Suite 208), APT 33 (Apartment 33), etc.,
when applicable.
Put the city, two-letter state abbreviation, and ZIP+4 Code on the bottom line of the address. If it is too long,
place the ZIP+4 Code on the line below the city and state, aligned with the left edge of the address block.
Delivery Point Barcode Clear Zone
Maintain a space up to 5/8" from the bottom edge and 4 3/4 from the right edge of the mail piece. This area will be
used by Mailing Services and the USPS for the printing and reading of the delivery point barcode. This area must be
kept clear of other printing, markings, colored borders, etc.
Coordination with Copying or Print Services
When planning the design of a mailing, you may contact Jeff Sako at ext. 4341 or Jerry Parker at ext. 4481 with
further questions regarding postal requirements. Print questions may directed to Sal Germano at 4504.