Mass Mailings (Presorted)

Mass mailings are a unique opportunity to save money in sending out numerous pieces of mail utilizing special preparation and handling practices. There are many forms of mail which may qualify for special discounts.

• It is recommended that any department contemplating a mass mailing contact Printing Services or Mail Services prior to producing any document, posters or other items to be sent.
• Dimensions, weight, and material can impact the pricing of a mass mailing. If appropriately configured, some mail can benefit from postal discounts of 50% or more. Special preparation is necessary and very specific.
• Addressing and the use of Intelligent Mail Barcodes (IMB) can also be implemented to reduce the costs of mailings

The typical mass mailings used at the university fall into three categories:

1. Presorted First Class. Consists of identical mail contents addressed or containing individualized documents such as bills, account statements, handwritten correspondence, etc. The pieces are normally sealed against inspection. The minimum number of pieces to qualify for special pricing is 500+ pieces weighing less than 13 ounces each.
2. Presorted Standard. Consists of identical mail contents containing general information, flyers, advertisements, and anything not required to be mailed First Class and uniformed envelope sizes of 200+ pieces weighing less than 16 ounces.
3. Periodicals. Consists of bounded pages such as catalogs, annual reports , etc. Normally posted as per pound mail for bulk rates

The basic guidelines for bulk or mass mailings are outlined below:

• On Campus delivery
  • All printed materials selected for mass distribution must be approved by University Communications regardless of whether they were printed by Printing Services, commercial vendor, or in-house printers.
  • Delivery times for on campus mass mailings are typically within 3-5 days and a maximum of 7 days from drop off to Mail Services
  • Unofficial announcements or non-university related brochures, letters, etc. cannot be distributed through the University mail system
• Off Campus Delivery
  • Due to the unique and changing nature of preparing mass mailings through the US Postal Service, departments are asked to contact Mail Services prior to initiating any mass mailing preparation.
  • Mail Services will provide the most recent requirements for preparing your specific mass mailing based on the type and quantity of the mail being distributed.
  • Departments should account for extended delivery times based on the type of mass mailing utilized. Mail Services will normally take 1-2 days to validate and process mass mailings for delivery to the Milledgeville Post Office; however this time may take as long as five (5) days during peak periods when mass mailings are produced.
  • Typical timelines for ensuring delivery of a mass mailing are listed below. This presumes all mail was correctly prepared by the department. Any discrepancy in the preparation of the mail by the department can delay delivery.
• Presorted First Class. Typically 1-3 days, maximum 5 days from drop off at Mail Services
• Presorted Standard. Typically 2-8 days, can take a maximum of 14 days from drop off at Mail Services
• Presorted Parcel or Media Mail. Typically 2-8 days, can take a maximum of 14 days from drop off at Mail Services