Bulk Mail Services

Bulk Mail Services processes all large, outgoing mailings for the University.  Services offered by Bulk Mail include presorting mailing lists to achieve the maximum discounts, database work on all files for processing, running database through CASS Certification to insure that addresses meet postal standards, addressing mail pieces through a direct impression (inkjet) imager, or creating labels if needed, printing Avery 5160 labels for departmental use, inserting up to 4 inserts into #10 envelopes, wafer sealing of self mailers, variable data mailings, live stamping.  There are important steps to take early in preparing a bulk mailing so it is recommended that you contact Bulk Mail Services at ext. 94199 when you are in the planning stages of a new mailing so they can insure that the correct procedures are followed. Be sure to fill out a Bulk Mail Request Form for each Bulk mailing you wish to send.

Instructions for filling out online form

• RESET the form before filling it out online.

• After filling out the form - click the Submit by Email button on the bottom of the form

• Select Desktop Mail Application

• A compose email window will open - click send

• An email will come to the Bulk Mail Unit with the data you filled in on the form

• If you have any questions, please call Roger Stumpo at ext. 94199

Bulk Mail Request Online Form
 

Tips for offsetting the upcoming postage increase.
 

Downsize mail classification when possible.
When mailing documents weighing up to 3.5 ounces, departments can save $0.39 per mailing by folding the contents for insertion in a 6" x 9 ½" envelope.

Discuss postage impact with Graphic Services or Mail Services early on in the print/mail project planning phase. By engaging with Mail services early in the planning phase, departments can sometimes offset higher postage rates with simple yet effective creative design and printing guidance.

Please use the links below for procedures to follow for specific Bulk Mail services.

An Indicia is a permit classification that is used on bulk mailings. The different classes of mail used with the permit are as follows: NON-PROFIT, 1st CLASS, and 1st CLASS PRESORT. We use these indicias to avoid having to apply postage to each piece of mail. Villanova's indicias can be printed on any envelope or self mailer and although they say "postage paid", the postage is not actually paid until the time of the mailing.  All bulk mailings that are sent to Bulk Mail Services MUST have our indicia on the mail piece. When the mailing is completed it is accompanied by a postal form completed by Bulk Mail Services that the Postal Service uses to deduct the cost of postage from our account we have at the Villanova Post Office.

Below are examples of the indicias.

There are several categories of large mailings that University offices send every day to both on and off campus locations.   When sending any large mailings of 200 pieces or more it is important to contact Bulk Mail Services early in your planning so they can assist you in preparing such mailings correctly and so that they can be efficiently processed. 

Self Mailers are brochures, flyers, or postcards designed to be mailed without envelopes.  Bulk Mail and Graphic Services can assist you in designing self mailers.  For off campus mailings, self mailers must have an address area that includes your return address in the upper left hand corner, the University indicia in the upper right hand corner, and an area for the address and delivery point bar code.  A tri-folded sheet of 20 # paper can be labeled and distributed as a self mailer for on campus distribution only, for off campus mailings a heavier stock is recommended (60 #).   Self Mailers sent to off campus addresses also have to be wafer sealed.   Wafer sealing means applying a small circular sticker to the open end (top) of the mailer so that it stays closed and does not jam the mail piece in the Postal Service's mail handling machinery.

Various sizes of envelopes are also used for Bulk Mailings both on and off campus.  These can be either window envelopes with a personalized letter inserted with the address showing through the window, or non-window envelopes which are addressed via our direct impression inkjet imager or our 1-up adhesive labeler.   Again with these large mailings it is best to contact Bulk Mail Services early in planning as they may be able to save you both time and money.  Bulk Mail Services can complete many of the preparation steps for you as long as the proper procedures are followed.  They can insert up to four machine letter folded inserts, seal #10 sized envelopes, presort, print, or apply labels to achieve the maximum discounts available from the postal service.  Bulk Mail Services can also image mail for on-campus distribution or print labels for your own use. There are several preset on campus department lists available or you can send your own list to bulk mail for printing.  An online order form for labels is available here.