Located on Mt. Hope Avenue, the Mail Operations Center is the University’s main mail processing facility where all incoming USPS mail for Zip code 14627 (River Campus) is received. The Mail Operations Center processes all departmental outgoing mail and bulk mailings for the entire University including: the Medical Center complex, River Campus, South Campus, Eastman School of Music, Memorial Art Gallery, Highland Hospital, Visiting Nurse Service, and the Mt. Hope properties. It is also the hub of the University’s intramural system linking all of these areas. University Courier Services transports all intramural mail from the Mt. Hope facility to departments and complexes throughout the University.
Mass mailings continue to be an efficient way to recruit new students, market medical services, distribute information,
and solicit donations. However, if done improperly, it can also be very expensive. Mail Services staff are recognized
local leaders in bulk mail processing and can help customers get the best postage discounts, lowest processing costs,
and fast turnaround times; they can help generate as much as 30%-40% in postage savings. Experts in nonprofit mailings,
A number of design and processing elements are needed for a mailing to qualify for special rates. We recommend the first step in producing your bulk mailing would be to contact University Mail Services at x5-1013 and consult with our mailpiece design experts
More information on Bulk Mail processing and Nonprofit eligibility is available at the following links:
Officially called Standard (A) mail by the United States Postal Service (USPS), bulk mail isn’t just “a lot of mail”. It is an official classification of mail that meets specific requirements to qualify for discounted rates. Rates are dependent on content, size, shape, weight, Zip code, and quantity.
There are two types of Standard (A) mail, Regular (commercial) and Nonprofit. Except for certain content restrictions, both kinds are virtually identical, with Nonprofit rates being about 40% lower than their commercial counterparts. The University is eligible to send most of its mass mailings at Nonprofit rates.
There is a third kind of bulk mail, Presorted First-Class which is a discounted mailing but with First-Class service. Postage is significantly higher than Standard (A) and content and preparation can be much different as well. In most cases Presorted First-Class is delivered faster than Standard (A) mail, but locally they there is virtually no difference.
Bulk mail is the least expensive method of sending mail. The average Nonprofit letter can be mailed for approximately $0.18 or less instead of the First-Class price of $0.49. The following specifications must be met for items to be mailed at bulk mail rates:
Just because it is being mailed from the UR doesn’t mean every mass mailing can automatically use Nonprofit rates. Mailings cannot contain details (prices, destinations, payment plans, specific vendors) for travel, financial instruments (credit cards), or insurance. Also, it cannot contain personal information such as grades, medical results, billing details, or other person-specific details. You can personalize the mailing (Dear John, Dear Mary, and address) without violating the personal information rule.
For any mailing that uses postage discounts (Presorted First-Class, Standard A, Standard A Nonprofit) the USPS requires that the mailing list be processed by certified software that is updated on a regular basis. This computer program checks the addresses of the mailing list and compares them to the USPS’s own database to make sure that the address actually exists. It does this by seeing if the named street has the specific house number, in that city, state and Zip code. Many simple typos are fixed this way. In addition, the mailing list is also compared to the National Change of Address (NCOA) database to see if any of the addresses have a forwarding order in effect. Using the updated address is also a postal requirement.
Database processing also allows addresses to be grouped by distribution locations (not necessarily in Zip code order) making mail processing, and receiving postage discounts, much easier.
Onsite printing has been increasingly important as personalized contents of mailings have become more common. Being able to print the inserts in the exact quantity, and in the same order as the outer envelope, allows for a more secure and economical process. Also, printing/copying does not need to begin until after the database is processed so that only the exact amount of material is produced, reducing waste and expense. Printing on-site also shortens the turnaround time by allowing additional processing, such as folding and inserting, to begin as soon as the first printed pieces leave the printer.
Once the address list has been cleaned-up, processed, and formatted, it is uploaded to the production labeling machines where addresses are printed directly onto the mailpiece. Up to 10,000 pieces per hour can be addressed using scores of different fonts. Any True Type font used in the mailpiece design can be uploaded to the printer to provide a cohesive, unified look even in the address block.
Generally speaking, the maximum size mailpiece that can go through the production labeler is 12”wide and ¼” thick, but length is rarely an issue. All items must be of uniform thickness.
Items are generally folded to be inserted into envelopes, or to become self-mailers. Folding is a very basic service, but, done wrong, can lead to considerable expense and delays. The main issue involves where the folds are placed.
Tabs, also called wafer seals, are used to keep self-mailers or booklets closed while they travel through the mail stream. The exact quantity and placement of tabs is strictly defined by the USPS. Self-mailers have different tabbing requirements than booklets, which generally require more wafer seals. Tabs can help lower postage costs, but sometimes the cost of applying the tabs is more than the postage savings, so work with our bulk mail staff to decide which tabbing options are right for you and your budget.
Most of the correspondence leaving the University is metered mail. To use this option, departments can attach a mailing slip to the mailand have it delivered through intercampus courier routes to University Mail Services. We will attach the required postage and direct bill departments through our month end accounting entries.
Meter mail may include but is not limited to regular business letters, large envelopes, packages, etc. Metered mail must show the complete return address for the University office of origin on each piece. It must be mailable by the standards of the U.S Post Office.
Please note, personal mail will not be posted or paid for with departmental metered mail.
To order department meter slips, fill out a request at the following web address:
Intramural mail is delivered to the Universities internal departments including: the Medical Center complex, River Campus, South Campus, Eastman School of Music, Memorial Art Gallery, Highland Hospital, and the Mt Hope properties.
Don't have the time or resources to deliver your package or document quickly? Contact our Courier Services at x5-2001, they offer expedited pickup, delivery and signature confirmations for all of your important documents.
To request a quote for your bulk mailing project, please email firstname.lastname@example.org.