Mail 101. What s new with the Postal Service? 4/9/12. Department Mail CLASS OBJECTIVES:

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1 Mail 101 CLASS OBJECTIVES: USPS financial situation and the impact it will have Your departments address and how it impacts your mail delivery USPS Classifications explained A review of your choices regarding mailing projects Envelope Design and how it affects your overall cost and delivery Overall discussion on the services we provide What s new with the Postal Service? 1

2 MAIL 101 e handling of e University of Texas at Austin s mail: Uniform addressing system using street address and department code Receive all mail in the morning for delivery that day Will leave for deliveries each day at the same time Will leave for pick-up each day at the same time One central receiving spot for all UT mail in all buildings One central pick-up spot for all UT mail pick-ups in all buildings If we need to make a special trip outside of those times there will be a courier fee We will provide consulting on any mailing just call us Can provide a wide range of services including folding, inserting, tabbing and address cleansing What s your address? When using physical street address and mailstop code: USPS Sort Facility UT Mail Center sorted by Building & Department Mail Code Recipient Department MAIL WILL BE READY IN THE AM SORTED BY BUILDING AND MAILSTOP What s Your Address? THE ADDRESS THE USPS WOULD LIKE FOR US TO USE: Name Street Address Code City, State Zip Code + 4 2

3 University of Austin Intercollegiate Athletics Belmont Hall 2109 SAN JACINTO BLVD. E2400 Austin, TX XXXX PARTNERING WITH THE USPS FOR SOLUTIONS 1.We are working with the USPS to be prepared for handling more mail. 2.We need to establish the physical street address for each building. 3. e USPS will enter those addresses in their system 4.Once the addresses have been entered they will be accessed by UPS, Fed-Ex, GPS Systems, Emergency Systems over a period of time. 6. e USPS will gradually give us more and more of the mail to handle. 7. Only if we are willing to switch to using physical street addresses. MAILING CLASSIFICATIONS First- Class Mail Many beginning mailers use First- Class Mail postcards and le?ers because, if you mail at single- piece prices, there s no special payment method, no mailing permit, and no extra Eme to presort the mail. You simply put a stamp on it and drop it in the colleceon box. Simple and quick. First- Class Mail prices are the same regardless of how far the mail travels. Presorted Mail A form of mail preparaeon in which the mailer groups pieces in a mailing by ZIP Code or by carrier route or carrier walk sequence (or other USPS recommended separaeon). Prices are lower than single- piece First Class prices. In exchange for this lower postage price, mailers must sort their mail into containers based on the ZIP Code desenaeons on the mail Priority Mail All First- Class Mail that weighs over 13 ounces is considered Priority Mail. First Class Mail under 13 ounces that needs to be there in two / three days can also be sent Priority Mail. Prices are based on how far the mail piece has to travel. Express Mail Express Mail is the fastest mail service offered by the Postal Service. It provides guaranteed expedited service for any mailable ma?er. Express Mail delivery is offered 365 days a year in many locaeons including Post Office Boxes. Most locaeons it is overnight delivery. A small premium applies for Sunday or holiday delivery. Express Mail packaging supplies (envelopes, boxes, tubes) are available at no cost from your local Post Office. 3

4 First-Class Mail International First-Class Mail International is our most affordable international service for letters, large envelopes, and small packages. Send anything up to 4 lbs to more than 190 countries. Delivery time is varied by destination. Standard Mail Mailers use Standard Mail to send: Printed matter, flyers, circulars, advertising. Newsletters, bulletins, and catalogs. Small parcels All Standard Mail prices are discounted prices, and each mailing must meet a minimum quantity of 200 pieces. Discounts are based several criteria. Periodicals e Periodicals class of mail is designed for newspapers, magazines, and other periodical publications whose primary purpose is transmitting information to an established list of subscribers or requesters. Periodicals must be published at regular intervals, at least four times a year from a known office of publication, and be formed of printed sheets. Package Services Package Services is a collective term used for the four classes of mail described below which are primarily intended for merchandise, catalogs, and other printed material. Package Services does not receive expedited service. It can take extra days to get to the recipient. Parcel Post - It is commonly used for gifts and merchandise Bound Printed Matter - Consist of advertising, promotional, directory, or editorial material. Be securely bound by permanent fastenings such as staples, spiral binding, glue, or stitching. Loose-leaf binders and similar fastenings are not considered permanent. Mail piece cannot have the nature of personal correspondence Media Mail - Generally used for books (at least eight pages), film, printed music, printed test materials, sound recordings, play scripts, printed educational charts, loose-leaf pages and binders consisting of medical information, and computer-readable media. Library Mail - Used by qualifying institutions like libraries, universities, zoos, and research institutions to mail educational and research material. Classifications 1. e University of Texas as a large mailer needs a uniform mailing address. 2. Envelope design can impact what service and how much you pay. 3. Shape of envelope affects price along with weight. 4. We can tell you what classification you qualify for if you are not sure. 5. Priority Mail is primarily used for packages. First Class Mail letter can also be upgraded to Priority Mail if the mailer needs assurance that the mail piece will arrive at the destination in 2 or 3 days. Some mail pieces are called Priority because of weight. 6. Express Mail is used for overnight service primarily if the mailer is sending the mail piece to a PO BOX. Otherwise many departments have access to UPS and FED EX Overnight accounts which will often be cheaper than Express Mail. However, no overnight carrier will deliver to a PO BOX address. Bulk Mail / Marketing Used primarily to advertise a product or event 2. Must be at least 200 pieces 3. Each piece must weigh less than 16 ounces 4. Cannot be handwritten or typewritten letters of personal correspondence 5. Cannot be a statement of account or invoice 6. Prices are based on weight, shape, how you prepared your mailing and where you presented your mailing to the USPS 4

5 Menu Board Standard / MarkeGng Mail FOR PROFIT NON- PROFIT Your Mailing Personal Correspondence/ TransacGons First Class / Presort 13 Bulk / MarkeEng Mail 101 How do the discounts work? Are you mailing to many different zip- codes How many mail pieces can you group together by 5 digit and 3 digit zip- codes? Is it 101 Main Street or 1001 Main Street? Address Accuracy You can get bigger discounts by dropping the mailing off at the postal facility that services the area it is going to. Is the mailing going to be sent to people in AusGn only? Did your recipient fill out a Change of Address Form? Who lives at 1001 Main Street Bulk / Marketing Mail 101 How accurate is your last mile? 1. Provide list to Special Services well ahead of mailing date. 2. ey will analyze the list to make sure your addresses are in the correct order as far as name, suite or apartment number, street name, city, state and zip-code 3. Using Postal Service software they will put the address list in zipcode order and will get you the discounts you qualify for. 4. Saves you money on postage and your mail piece will get to the intended recipient. 5. is gives you an advantage over another mailer who does not check is addresses ahead of the mailing. 5

6 Can you barcode that mail piece? Readable Barcoded Not Readable Not Barcoded AutomaGon Equipment Hand Sorted Envelopes 101 ENVELOPES 101 Ask not what you can do to your envelope but what your envelope can do for you! Envelope Design 1. Envelope choice is very important. Very few colors are allowed. Pale colors only if you absolutely have to have a color. Color of envelope cannot interfere with the reading of the barcode or address. 2. Placement of address on the envelope is also crucial. Middle of the envelope for regular sized envelopes. Off-set from center for Flats envelopes. No cursive writing. Type of font used can impact barcoding as well. Helvetica is used by many business mailers. 3. Must give space at the bottom of envelope for the barcode. 4. Must use the proper Endorsements such as Address Service Requested 5. Most other rules including Indicia are handled by the vendor or mail services team 6

7 Can you read the barcode? Envelope Design Do I have a clasp on the back? If I was half this size I wouldn t cost so much. MAIL 101 Envelope Design: ENDORSEMENTS Address Service Requested Return Services Requested Change Service Requested No Endorsement 7

8 1. Addressing Clean-up 2. Sorting of zip-codes 3. Envelope Design MAIL 101 MAIL 101 DON T FORGOT TO FILL OUT A COURSE REVIEW FORM 8

9 PHONE FAX ADDRESS: 2100 Comal St. E3500 Austin, TX