Outgoing Mail
Almost any mail can qualify for first class delivery. However, all mail must meet Postal Service postcard, letter, large-envelope and package dimensional standards. Standard dimensions are as follows:
Postcards
Letters
Large envelopes
Packages
Standard (bulk) mail
Postcards
Postcards are rectangular cardstock not contained in an envelope. These may range in size from a 5-inch minimum to a 6-inch maximum length, and from a 3-inch minimum to a 4-inch maximum height.
Letters
Letters must meet the minimum size dimensions of 3 inches in height by 5 inches in length, and must not exceed the maximum size dimensions of 6 1/8 inches in height, 11 inches in length, and 1 inch maximum thickness.
Large Envelopes
Large envelopes are flat rectangular pieces no thicker than an inch with a minimal height of 6 1/8 inches and minimal length of 11 inches.
Packages
A three-dimensional item such as a box, thick envelope or tube is considered a package. Weight cannot exceed 70 pounds. Length plus girth (distance around the thickest part of the package) cannot exceed 130 inches.
Pieces exceeding the letter measurements are considered flats or parcels depending on size and thickness. If a first-class mail piece does not meet the height, length and thickness standards for the mail types specified, it is charged regular postage plus a surcharge.
Other mail with unusual shapes and sizes may also be subject to a surcharge because of the difficulty involved in processing items through mail sorting machines. These include square envelopes (packages larger than 34 inches long, or 17 inches wide, or 17 inches high) and envelopes on which the address is written parallel to the shorter edge
Standard (bulk) mail
The University has a Postal Service bulk mailing permit, which may be used to send standard-size letters and printed materials at a reduced rate. Any university department or office may use this permit for official university mailings by contacting Mail Services.
University departments and offices may use either commercial mailers or Mail Services to prepare bulk mailings. For timely processing, it is recommended that bulk mailings in excess of 6,000 pieces be referred to outside mailing agents endorsed by the Purchasing Department.
Mail Services will efficiently and economically process outgoing bulk mail meeting the following requirements:
- A minimum of 200 pieces or 50 pounds in total weight if fewer than 200 pieces.
- Each mailing has a maximum of 6,000 pieces.
- All pieces must be identical in size and weight.
- Each piece must have a minimum of a five-digit ZIP code.
- All addresses must face the same way as the indicia or meter imprints.
- No foreign addresses are permitted.
- Folded self-mailers must be sealed at the top of the mail piece so that they will not open when being scanned by the postal machines. You may not use staples to seal the open ends.
- All pieces must be in ZIP code order.
There is a five-day turnaround period for completing the bulk mailing.
Although commercial mailers are frequently used to process extraordinarily large bulk mailings, Mail Services remains responsible for the administration of the university's U.S. Postal Service (USPS) account. The Mail Services coordinator must approve any use of the university’s bulk mailing permit. In addition, a Mail Services employee must sign required USPS forms before the Postal Service will accept the mailing.
Mail Services, in cooperation with the Purchasing Department, recommends that you use the following full-service commercial vendors for mass-mailings over 6,000 pieces:
Bulk Mail Services, L.L.C.
W1814S8365 Challenger Dr.
Muskego, WI 53150
Sales Contact: Beth Hageness
Phone: (262) 679-6951
Cell: (414) 507-4121
Fax: (262) 679-9720
MFS #24629
Fedex Services
330 South Executive Drive, Suite 300
Brookfield, WI 53005
Field Sales: Dennis Kirchhoefer
Voicemail: (800) 448-9961
Fax: (262) 796-8049
Call: (800) 463-3339 to schedule a pick up
Publishers Diversified Mail Service
10545 West Donges Court
Milwaukee WI 53224-1182
Primary Contact: Carrie Schwai
Phone: (414) 354-1423
Fax: (414) 354-9338
Alternate Contacts: Lee Roloff or Marc Brenard
Phone: (414) 354-1423
Fax: (414) 354-9338
These vendors do not charge the same hourly or piece rate for labor associated with mass- or bulk-mail services (such as labeling, ZIP code sorting, sealing, metering, bundling, traying, preparing postage statements and delivering mail to the post office). It is important that you call for a cost estimate. It is also vital to understand that there may be a much higher hourly or piece-rate charge for bulk mailings that are not presented in prearranged ZIP code order.
Postage charges will be processed through our Permit 628 (bulk mail) account. For labor charges, you must enter an MFS purchase order or use a Marquette credit card. |
