Tips for Preparing Outgoing Mail

Eliminate problems before they occur. If you have any questions, please contact the mailroom before you begin processing materials, artwork, etc.

Use lighter weight paper stock to help keep postage rates down.

Use both sides of the paper to reduce the number of enclosures/pages in each envelope.

Place material in the smallest envelope needed to accomplish the task. Avoid extra mailings by placing various enclosures into a single envelope.

Fold and insert pages into a #10 business envelope instead of paying more to send material flat in a large envelope. The nonmachineable surcharge for some flats can increase your postage costs by 40%.

Keep dimensions of the mailing piece within standard regulations. Make sure envelopes meet the size requirements established by the U.S. Postal Service to avoid additional handling charges. A $.10 surcharge is added to every envelope which does not meet these requirements. A letter-size mail dimensional standards template is available in the mailroom to assist in this regard. (view USPS Letter - Size Mail Dimensional Standards Template)

Use updated mailing lists. (See automated mailing information).

Determine the most effective mailing class to use. Take into consideration delivery time and cost saving incentives.

Weigh a brochure or booklet on an electronic scale before it is produced in order to be certain that paper stock, dimensions, and number of pages do not increase postage unnecessarily. A fraction of an ounce can sometimes push mailing costs up 90%.

Use postcards rather than enveloped mail when mailing information that is not confidential. Routine information mailed regularly can be preprinted on postcards. Based on current rates, a 38% savings in postage is available by using postcards instead of the first class rate.

Please use zip codes when addressing outgoing envelopes. Mail submitted to a post office without zip codes can be held up from processing.

The last line of the address should be the city, state, and zip code information, not an attention line.

When using window envelopes, be sure entire address shows through window. The city, state and zip code line should be the last line showing through the window.

 


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