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NVCC – P&DS. QUICK SERVICE GUIDE #5 Non-Profit Standard Mail (Bulk Mail). Presentation Of NVCC – Postal &Distribution Services. Roger Tancreti Safety Engineer John P. Golding Superintendent Leotis Owens CW Dist. Manager & NVCC – Postal & Distribution Services Team

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nvcc p ds
NVCC – P&DS

QUICK SERVICE GUIDE #5

Non-Profit Standard Mail

(Bulk Mail)

presentation of nvcc postal distribution services
Presentation Of NVCC – Postal &Distribution Services

Roger Tancreti Safety Engineer

John P. Golding Superintendent

Leotis Owens CW Dist. Manager

&

NVCC – Postal & Distribution Services Team

Alemu Befekadu Cornell Montford

Manuel Portillo Rohail Sabir

non profit standard mail
Non-Profit Standard Mail

So You Want to do a Bulk Mailing

and

You Need Assistance

OK

Follow Along

non profit standard mail a
Non-Profit Standard Mail “A”

200 piece minimum required

for your

Non-Profit Standard Mail

Bulk Mailing

There is no maximum amount.

slide5

NOW

Let’s Get Started

There are three phases to this process

phase one

PHASE ONE

PAPER CHOICE

&

Design layout

paper
PAPER

20# COPIER PAPER

FOR USE AS:

SINGLE SHEET ENVELOPE INSERT ONLY

TWO SHEETS TRI-FOLD SELF-MAILER OR INSERT

THREE PLUS SHEETS BI-FOLD / TRIFOLD SELF-MAILER OR INSERT

**Note**

Single sheet 20# paper as a tri-fold mailer does not make a good self mailer to process thru the postal system.

60 or heavier paper
60# or HEAVIER PAPER

OK FOR USE AS:

SINGLE SHEET TRI-FOLD SELF MAILER

OR

A COVER SHEET FOR SELF-MAILER

USING 20# COPIER PAPER FOR FILLERS

self mailers
SELF-MAILERS

THE OPEN END OF THE MAILPIECE MUST BE ON THE TOP

THE TABS GO HERE TO SECURE THE ITEM FOR MAILING

THE SOLID FOLDED END MUST ON THE BOTTOM FOR ALL SELF-MAILERS

self mailers cont
SELF-MAILERS (CONT.)

TRI-FOLD: (8-1/2” width on bottom)

Top 1/3 folds down & inside

Bottom 1/3 folds up & out

This leaves a solid fold on the bottom with

the open end on the top to be tabbed.

The USPS Indicia & College return address are to be placed at the top.

self mailers cont1
SELF-MAILERS (CONT.)

BI-FOLD:

Fold in half ( 8-1/2” wide x 5-3/4” high)

Solid fold on the bottom

Open ends on top to be tabbed

The USPS Indicia & College return address are to be placed at the top.

mailer tabs
MAILER TABS

MAILER TABS ARE REQUIRED TO SECURE ANY SELF-MAILER

Tabs can be procured from any office products or printing supply company

EXPOSED STAPLES ARE PROHIBITED FOR USE IN ANY MAILING BY THE USPS

mail design preparation procedures
MAIL DESIGN & PREPARATION PROCEDURES

Various types of specialized mailings require special procedures for acceptance and processing by the USPS

designing a mailpiece
Designing a Mailpiece

All Mailpieces bearing the College Name, College Seal and USPS Non-Profit Standard Mail Permit Indicia must be approved by

NVCC

Public Information & Publications

Graphic Services

before you begin to design a mailpiece
Before you begin to design a Mailpiece

Contact NVCC Graphic Services

@ 703-323-3340

NVCC Graphic Services will furnish the

USPS & NVCC approved art work for

the USPS Indicia & College Logo and Address Format along with color and design assistance.

your mailpiece layout
Your Mailpiece Layout

It’s all laid-out: Contains the Complete Presentation, Program Content, Dates, Time, Costs, Etc.

You have designed as a tri-fold or bi-fold self mailer on the correct type of paper

The folds are all correct; solid bottom, opening on the top with tabs to secure it for mailing.

(Remember, you cannot use staples to secure it. (USPS rules)

slide17
OK!

So you think it’s completed to your satisfaction.

It looks good to you.

So, get it printed & mailed.

Hold Up

NOT SO FAST

There is more to do.

it s only a final draft
IT’S ONLY A FINAL DRAFT

USPS MAILPIECE DESIGN ANALYST

HAS TO APPROVE IT & THE CONTENTS

Forward a copy of the Final Draft to NVCC Postal Services to obtain approval by the USPS Mail Design Analyst @ USPS-Merrifield.

notice
NOTICE

If your Mailpiece in any way violates the Rules & Regulations of the USPS, your mailing will not be accepted by the USPS.

Prevent this from happening. Have the final draft analyzed and approved by the USPS before you have the Mailpiece printed.

usps mailpiece design analyst
USPS MAILPIECE DESIGN ANALYST

USPS approval of your final draft is a necessary and critical step in this process.

If any corrections are necessary to your mail piece to insure compliance with the USPS rules and regulations, they will be marked on your draft and correction suggestions will be noted.

usps mail design analyst cont
USPS MAIL DESIGN ANALYST (CONT)

The USPS will work with you at no charge to insure that your Mailpiece is in compliance with all the Rules, Regulations & latest Requirements of the United States Postal Service.

nvcc postal distribution services
NVCC Postal & Distribution Services

We at NVCC P&DS will assist you in working with the USPS Mailpiece Design Analyst by:

#1 Furnish the name & phone number of the USPS Mailpiece Design Analyst Contact Person, to you.

#2 Deliver your Final Draft Copy to the USPS.

#3 Return the approved &/or corrected copy of your draft to you.

it s approved by the usps
It’s Approved by the USPS
  • Congratulations!
  • You now have a Mailpiece that meets your needs and that of the USPS.
  • Now you can go to press and have it printed.
your address data base
YOUR ADDRESS DATA BASE

Is your address database in the correct USPS format?

Let’ see……

usps address standard format
USPS ADDRESS STANDARD FORMAT

NAME &/OR INFORMATION LINES

COMPANY NAME

STREET ADDRESS OR POST OFFICE BOX

NOTE** DO NOT USE BOTH ADDRESSES

CITY – STATE – ZIP-CODE

NOTE** Do not print anything below this line.

USPS BAR CODE GOES HERE

usps sandard addressing format
Street Address Format

JOHN DOE

ANY DISIVION

THE ABC COMPANY

SUITE 101

222 N MAIN ST

CITY VA 22003-3796

USPS BAR CODE HERE

Post Office Box Format

JOHN DOE

ANY DIVISION

THE ABC COMPANY

P O BOX 7777

CITY VA 22003-3796

USPS BAR CODE HERE

USPS SANDARD ADDRESSING FORMAT
usps addressing standards
USPS ADDRESSING STANDARDS

***NOTE***

IN THE PREVIOUS ADDRESS EXAMPLES

ALL PRINTING IS IN CAPITAL LETTERS

AND

NO PUNCTUATION MARKS

FOR THE USPS OPTIC SCANNERS TO WORK PROPERLY NOTHING SHOULD BE BELOW THE CITY STATE & ZIP-CODE EXCEPT THE USPS BAR CODE.

suggestion
SUGGESTION

Have your Address database established so that it can print your addresses in Zip-Code order, rather than alphabetically.

This will assist you in the sorting process for your bulk mailing.

applying the address
Applying the Address

Direct printing:

Insure that the ink will not smudge on the type of paper you have chosen.

Labels:

Machine application

or

Apply by hand?

using labels
Using Labels

When using address labels by either method, insure that the labels are placed in a horizontal position on the Mailpiece.

Labels placed an any angle can not be read by the USPS optic scanners and thus are not automation compatible.

phase 3
PHASE 3

PREPARING YOUR BULK MAILING

BY ZIP-CODE

FOR ACCEPTANCE BY THE

USPS BULK MAIL ENTRY UNIT

rate determination
RATE DETERMINATION

This process determines the rate that you will be charged for this mailing.

Automation Rates

Or

Basic Rates

sortation by zip codes
SORTATION BY ZIP-CODES

Using the 5 digit Zip-codes begin the sorting of your mailing

Example: All: 22001

Then: 22002

And so on: 22003

ok now it s sorted by zip codes
Ok, Now it’s Sorted by Zip-Codes

Band each individual 5 digit Zip-Code that has ten (10) or more Mailpieces into a bundle, insure that all Mailpieces are facing the same way.

If you have a large amount of Mailpieces for the same Zip-Code, you can have more than one bundle per Zip-code.

bundled by 5 digit zip code
Bundled by 5 digit Zip-Code

Place a USPS Red “D” Sort Label

on each bundle of 10 or more to the same

5 digit Zip-Codes

Create a tally sheet and record the amount for each Zip-Code

In pencil, mark the amount in each bundle and the tally sheet

3 digit zip code sort
3 Digit Zip-Code Sort

Now you have stacks of Mailpieces with less than 10 items of 5 digit Zip-Codes:

Bundle these Mailpieces using the first three (3) digits of the Zip-Codes

Example:

All: 221

next 222

And so on: 223

bundled by 3 digit zip code
Bundled by 3 digit Zip-Code

Place a USPS Green #3 Sort Label on each bundle of 10 or more first 3 digit Zip-Codes

Please arrange these 3 digit Mailpieces in numerical 5 digit Zip-Code order in the bundle

Example: 23001-23002-23003 & so on.

In pencil, mark the count in each bundle.

Record your tally on your tally sheet.

mixed zip code sort
Mixed Zip-Code Sort

Ok now there is nothing remaining that has 10 or more of any 5 or 3 digit Zip-Codes.

Place these remaining Mailpieces in numerical

Zip-Code Order:

Lowest Zip-Code # on the top, Highest Zip-Code # on the bottom of the bundle or bundles.

Place a Gray USPS Mixed Zip-Code Sort Label on these bundles.

tray your mailimg
TRAY YOUR MAILIMG

Place your bulk mailing into trays or tubs in the following order

All 5 digit, then all 3 digit, then Mixed Zip-Codes.

Lowest 5 digit Zip-Code bundle in front with the Highest Zip-Code in back

Followed by the 3 digit Zip-Codes in order.

Lowest 3 digit Zip-Code bundle in Front & Highest in back

Followed by the Mixed Zip-Codes

Lowest Mixed Zip-Code bundle in front & Highest in back

all mixed zip codes
ALL MIXED ZIP-CODES

Your mailing does not have any Zip-Codes of 10 or more for any 5 or 3 digit Zip-Codes.

Mark the entire mailing Mixed Zip-Codes.

Bundle in units of 10 or more starting with the lowest Zip-Code and follow thru in numerical order to the highest Zip-Code.

all mixed mailing cont
All Mixed Mailing (cont.)

Place a USPS gray Mixed sort label on each bundle.

Pencil the amount on the bundle & record on your tally sheet.

Tray the mailing starting at the lowest Zip-Code in front and the highest Zip-Code in back.

contracting phases 2 3
Contracting Phases 2 & 3

If your operation cannot handle these two phases, you can contract these operations out to a sheltered workshop for completion.

Fairfax: Central Fairfax Services

Manassas: Didlake Inc.

Leesburg: ECHO, Inc.

Process a NVCC Form #105-25 Purchase Requisition for this service through the Material Management Department.

you completed the job
You Completed the Job

OK, you completed all three phases yourself.

Forward the entire mailing along with:

#1. NVCC Form #105-25 Purchase Requisition for the Postal Charges

#2 The Zip-Code tally sheet showing the amount of mail for each Zip-code

To NVCC – P&DS

nvcc p ds s part
NVCC - P&DS’s Part

Contact us and we will pick-up the entire mailing at one time from your campus postal center.

At P&DS we will:

1. Check it for accuracy of the count & Zip-Code sequence.

  • Weigh the bundles and verify them.
  • Complete the required USPS Paperwork.
nvcc p ds s part cont
NVCC - P&DS’s part (cont)

We will process, deliver and present your Bulk Mailing to the USPS – Bulk Mail Entry Unit at Merrifield VA.

Upon return we will charge your Postal Account for the Mailing

If requested we will forward to you a copy of the USPS-Form #3602-N - Statement of Mailing

notice1
NOTICE

Due to time and manpower constraints, on Bulk Mailings in excess of 10,000 pieces, we use a sheltered workshop to complete our portion of the mailing process.

We reserve the right to exercise this option on any bulk mailing as we deem necessary.

reminder
REMINDER

Non-Profit Standard Mail is a discounted savings on the USPS Standard Mail Rates

If you violate the content standards for this type of mailing

Your mailing will be treated by the USPS as a Commercial Standard Mailing at the higher Commercial Standard Mail Rates.

There are no exceptions to this USPS rule.

for assistance
FOR ASSISTANCE

Remember we’re here to assist you:

By phone contact:

John, Lee or Alemu @ 703-323-3425

By E-mail:

John - [email protected]

With CC:

Lee - [email protected]

Alemu - [email protected]

thank you
THANK YOU

For your interest in using

Non-Profit Standard Mail

NVCC – P&DS TEAM

703-323-3425

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