Hints


	Helpful Hints for Mail List Preparation				Quick Links

	These hints have been compiled to assist you in preparing your mailing list for bulk mail materials. Our goal is to achieve the highest accuracy rate possible on your bulk mailings, thus resulting in significant postage savings to your department.				Introduction

					Mail Types
					Campus Mail
	MINIMUM REQUIREMENTS FOR A BULK MAILING:				Business Reply
					Bulk Mail
		200 valid addresses to be classed as a "bulk" mailing			Personal Mail
		500 valid addresses to be classed as a first-class presort mailing
		For first-class mailings, the return address must include the endorsement "Return Service Requested"			Services
					Special Services
		All pieces must be identical with no personalization			Bulk Mailing Services
		All pieces must be tabbed closed unless inserted into an envelope
		Must be a bona-fide University department			*Information*
					Change of Address
	FIELDS REQUIRED IN A BULK MAILING ADDRESS LABEL:				Postal Services Guide
					Pricing
		Name	Your label will look like this:		Helpful Hints
		PO Box or Valid Street Address
		City		John Doe
		State		PO Box 555	UW Postal Services
		Zip Code		Anytown WY 82555-0555	Dept. 3202
		Zip 4			1000 E University Avenue
					Laramie, WY 82071-2000
	The city, state, zip code and zip 4 will be printed on the last line of the address label. You may include other fields as well, such as company, department, affiliation, etc., as long as the last two lines are the mailing address and the city, state, zip lines. Other fields will be printed as part of the address but are not used in the address verification process.				(307) 766-4297
					email: uwpost@uwyo.edu



	NAME:

		The recipient’s name may be entered in one or more fields.

		Full_Name
		or
		First_Name, Middle_Name, Last_Name (Middle_Name is not required)

	STREET:

		This is the field that is used for the address verification process and determines the accuracy rate. If this field is blank, or contains data other than valid mailing addresses, the accuracy rate will not be as high. We recommend that only addresses be entered in this field.



		If both a post office box number and a street address are available, use the post office box number. The street address may be entered into a second field, STREET2.



	CITY:

		Be as accurate as possible when entering city names. Misspellings can result in a “rejected” address.


	STATE:

		Use only the two character state abbreviation in this field.

	ZIP:

		Enter only the 5 digit zip code in this field.

	ZIP4:

		Enter only the zip+4 code in this field. If you do not have it available, our mailing program will assign it, provided the address in the STREET column is valid.


	IN CARE OF:

		If you want to include an “in care of”, enter this information in a separate field. Use the format “c/o” rather than the percent sign. The c/o must be precede each name rather than simply having a column (field) titled "in care of".



	INTERNATIONAL MAIL RECIPIENTS AND/OR MAIL RECIPIENTS WITHOUT VALID STREET ADDRESSES:


		Materials sent to these recipients do not qualify for the bulk mail rate and will be rejected, thus lowering the accuracy rate and potentially increasing your cost.


		They may still be addressed and mailed using First Class Postage.

		Examples of mail recipients without valid street addresses include universities, specific departments within universities, etc.


		In order to maintain a high accuracy rate and thus achieve the greatest savings possible on your bulk mailings, we recommend that addresses of this nature be included in a separate file. That file can be processed separate and the bulk of your mailings will still reach the intended recipients.



	SUBMIT YOUR FILE TO:

		For help with file format and submitting your file, please call Jan at 6-4909.

	ADDITIONAL QUESTIONS?

		Please call the Mail Room at 6-6789 or 6-4909.





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