Office of Web Services

Bulk Mail Services

Planning

If your large mailing is being produced without the assistance of Publications and Promotion, please include a Mail Services representative in the early planning stages of your project. This person can help ensure that your mailing meets paper, design and size requirements for USPS automation. The more we know about your needs and concerns, the better we can fulfill them.

Sealing

Automatic sealing of standard-size gummed envelopes is provided. For 10 or more envelopes requiring sealing, leave the flaps open, nest into each other and then secure the contents of the envelopes with an elastic band.

Addressing

Several addressing options are available to process large-volume mailings. Contact a Mail Services representative to discuss your options early in the planning stage. We will provide information on creation and design of your mail piece and how best to mail it.

Addressing Requirements:

  • Properly formatted CD or network-transferred files need to accompany mailings.

  • Beginning in 2009, address lists will be required to be processed through certified software systems with addresses standardized, with carrier route and zip + 4 codes attached. They will be sorted to receive all USPS presort and barcode discounts.


Machine Labeling — These labels are printed on pressure-sensitive label stock and are applied by machine at an average rate of 16,000 per hour. This is the fastest and most efficient way to label your mail piece.

Manual Labeling — Manual labeling is used for mailings of 1,000 or fewer pieces. Please provide pressure-sensitive, or "peel and stick," one-up labels.

Direct Ink-Jet Impressions — Mail Services can coordinate the printing of your addresses directly on the mail piece, thereby eliminating the cost and appearance of labels. This service requires a properly formatted CD or network-transferred files. Call Mail Services at (864) 656-7720 for format instructions.

Sorting

Mail Services will prepare all mailings that have been presorted by a USPS-certified software method. Presorted mail requires less handling and results in less cost. Call Mail Services for more information on presort software and the various options available for zip verification.

Final Mail Preparation

Mail Services will bundle, tray, bag, tie, sleeve, strap and deliver your mailing to the U.S. Post Office according to USPS requirements and will complete all necessary documentation.

Billing

Upon completion of each job, a confirmation of mailing will be sent to the user department. All postage and labor costs are billed to the user department on a monthly basis, and the funds are automatically transferred through Mail Services' accounting system. It is important to note that billing from Mail Services does not reflect new charges for the user department; it conveniently combines postage and labor charges on one bill. These costs had previously been billed separately to bulk mailers by the post office, Printing Services or commercial vendors. Billing questions should be directed to the business manager at (864) 656-7720.

Scheduling

Mail Services operates on a three- to five-day processing schedule for ink jet system and hand-sorted mailings. At least 72 hours ADVANCE NOTICE is needed to effectively handle and process large or specialized mailings. Schedules are comparable to those required by commercial mail houses.

Manual mailing services such as hand labeling, zip code sequencing, permit indicia stamping, sealing/tucking envelope flaps, counting, etc. are very labor intensive, thus increasing both the turnaround time and the cost. Please allow seven working days for completion of these services.

Mailing List Assistance

Mail Services will process address lists properly formatted on CD as well as lists transferred electronically. Multiple lists can be merged for elimination of duplicate addresses if the files are formatted properly. Call the Bulk Mail Center at (864) 656-7720 for formatting instructions. In addition to the postage saved through elimination of duplicate addresses, merging files will usually increase postage discounts.