AUTOMATED MAIL
UWEX Mail Services has equipment and software to process mail to meet USPS "Automated Mail" requirements. Addresses can be standardized to contain accurate Zip+4 codes, carrier route codes and be sorted and barcoded to take advantage of postage discounts. Duplicate address detection services are also available. Processing mail through these services can result in substantial postage savings and speed delivery.
All address lists must be submitted to the Bulk Mail Automation Center
via the Internet (through the web page), 3.5" disk, or Iomega
Zip disk (PC formatted).
In addition to sending your address file in electronic format,the USPS requires that strict mailing piece design criteria be met for Automated Mail.
The USPS provides a complete guide to Designing Letter Mail and Designing Flat Mail.
- The height and width of a mail piece is determined
by the orientation of the address and the permit stamp on the piece.
- Mail pieces must be between 3-1/2" X 5" and 6-1/8" X 10-1/2" with an aspect ratio (width divided by height) between 1.3 and 2.5.
Material must have a thickness of between .007 and .250 inches maximum (templates are available from Mail Services).
- Brochures (self-mailers) must have the fold along the
bottom of the piece and the bottom 2 1/2 inches of the mailing panel must
be clear of any printing.
- Brochures must be a minimum 70# ragstock paper or equivalent
(contact print shops for equivalent grades and weight).
- Mailing pieces must be light colored stock paper, no
dark colors or painted (varnished) mail parcels.
- Maximum weight per piece is 3.0 ounces.
When transferring your files to the Bulk Mail
Center, please avoid calling your files the following names:
MAILLIST - BULKMAIL - MAIL - MAILING - MAILINGS - FILE - FILES -
LABELS - NAME - NAMES - NAMELIST. These are common names used
in mailing software and files, their use increases the chances of files
being overwritten. Try to use names that are unique to your department
or your mailing.
For a list of the databases that we have had the most success with,
click here.
Most software packages allow you to "Save As" to another format.
We prefer ASCII. If you can export
your file, follow the instructions of your system. If in doubt, send
us a test disk well in advance of the mailing date. Please let
us know that it is only a test disk and include the file name and number
of test records. Letting us know the file name will avoid confusion,
especially if there might be multiple files on a disk, and will help us
avoid overwriting a file name that may already be on the system.
If you have any questions regarding the material
in this handbook, please contact Carla Buchanan at: patterson@bulk.uwex.edu
or 262-9973.
