Inserting and Addressing Services

Rules, Regulations, and Tips for those who design mail pieces and

address their own mailings.

Choosing Paper

■ Choose a more durable paper. 20lb paper can be used but is more susceptible to damage in processing

■ Try to avoid glossy or high gloss papers as Postal Letter sorters have trouble with them and it’s more difficult to ink jet on them.

Printing Ink

■ Color brochures are nice and can be eye catching but a cheaper alternative is printing with black ink on colored paper.

Mailing Panel Design

■ When preparing a mailing panel for a permit mailing it is important to remember these rules:

■ The return address must be in the upper left of the address block.

■ University of Connecticut must be the top line of the return address followed by your department information.

■ The account number is optional, but recommended, and can be placed above the return address

■ The permit indicia should be in the upper right hand corner of the address block where you would normally put a stamp.

■ The permit you would use depends on which class of mail you intend on sending out.

■ Incorporate the permit into your mail piece design. We can print one on for you but it looks nicer when printed with the mail piece.

■ If you are designing a mail piece that is going to have metered postage applied on it, you need to leave 3 inches of space (from right edge of envelope/postcard/self mailer to the left) where the stamp would go. Otherwise any graphics in that area will be covered with the postage.

Mailing Panel Design con’t.

■ If you are designing a flat sized mail piece (anything over 6 1/8” tall or 11 ½” wide) the mailing panel should be on the top half of the mail piece.

■ The right hand (bound or folded) edge is the leading edge.

Mailing Panel Design con’t.

University of Connecticut PermitsPermit Imprints

All pieces of a mailing using a permit imprint must be identical in content, weight and size.

Non-ProfitThe correct permit imprint to use for THIRD CLASS mail is the one located to right. THIRD CLASS mail is one of the most economical ways of mailing. We use Automation to move your mail faster. This is the preferred way to mail if you want lower rates and fast delivery. There MUST be 200 or more pieces for this type of mailing. U.S. STATES ONLY

NON-PROFIT ORG.U.S. POSTAGE PAID STORRS, CT PERMIT NO.3

First-Class The correct permit imprint to use for FIRST-CLASS mail is the one located to the right. FIRST CLASS mail is used to expedite mail as fast as possible and the cost is the same as regular first class mail. No sorting by zip-code is required. There MUST be 200 or more pieces for this type of mailing. U.S. STATES ONLY

FIRST CLASS MAIL U.S. POSTAGE PAID STORRS, CT PERMIT NO.36

Presorted First-Class The correct permit imprint to use for PRESORTED FIRST-CLASS is the one located to the right. PRESORTED FIRST-CLASS must be sorted by the zip code. There must be a sufficient quantity of this mail to make it practical to use. There MUST be 500 or more pieces for this mailing. U.S. STATES ONLY It is slightly cheaper than first class and is just as fast.

PRESORTED FIRST-CLASS MAIL U.S. POSTAGE PAID STORRS, CT PERMIT NO 36

Tabbing ■ All self-mailers need to have 2 tabs. The size and

placement of the tab are determined by the mail piece design.

■ Self-mailers that are under 1oz require two 1’’ tabs and anything over 1oz requires two 1 ½’’ tabs.

■ Booklets (brochures that are saddle stitched or bound) require three 1 ½” tabs

Mailing List Preparation■ All mailing lists must be

processed by an approved Postal Software program for address correction and Move Updates.

■ It is required by the Postal Service that the lists get updated every 95 days.

■ Mailings that arrive at Inserting and Addressing without proof that the list has gone through this process will have a service endorsement printed on the mail piece to comply with this rule.

■ Service Endorsements will cost you about $0.50 for each piece that’s returned to campus.

■ Contact Inserting and Addressing prior to printing your address labels to have your list processed.

■ Lists should be printed in zip code order and presented to Inserting and Addressing in Zip Code order. Mailings that show up in random order and have to be sorted will be subject to a $0.10 per piece surcharge.

Mailing List Preparation con’t.

Postcards■ First Class Postcards have a maximum size

of 4 ¼” tall by 6” long and cost $0.32 per piece.

■ Third Class Postcard have a maximum size of 6 1/8” by 11 ½” long and cost $0.17-$0.19 per piece to mail.

Where to place the address label■ The top of the address label on a self

mailer or postcard should be no more than 2 3/4” up from the bottom of the mail piece.

■ The address label on a flat sized mail piece should be in the address block on the top half of the mail piece centered below and to the right of the return address and below and to the left of the permit.

■ Mailing labels have an allowable skew (rotation) of 5 degrees. Anything more than that could make your mailing non-machinable.

How to determine which class of mail to send

■ The class in which you send out your mail is determined by how quickly you wish to get the mail pieces to their destinations.

■ If you have a hard deadline and you are within 10 days of that deadline then First Class is recommended. If you have and event that’s more than 10 days away or you are just trying to get out some general information then Third Class is recommended.

■ First Class mail will cost up to $0.45 per piece for letters 1oz and under with increases in price for each additional ounce.

■ Third Class mail will cost you the same $0.17-$0.19 per piece up to 3 ounces.

■ First Class mail has a 1-3 day delivery window.■ Third Class mail had a 7-10 day delivery window (Third class letters

may move a little quicker)

I am ready to send my mailing to Inserting and Addressing for Processing

■ Once your mailing is complete and ready for processing you can bring it directly to Inserting and Addressing for processing.

■ You can leave the mailing at your departments mail stop with a note saying that it is going to Inserting and Addressing but you need to call University Mail Services at 486-2024 to let them know it’s there. Please note that University Mail Services will charge you for pick up and delivery of the mailing going to Inserting and Addressing.

■ Please include a sample of the mail piece (if available) and write on it the name of the person responsible for the mailing, the departments unit number, and the account number the mailing is being charged to.

■ If you don’t have an extra sample piece then just put that information on a piece of paper.

Contact us■ It is highly recommended that you contact us here at

Inserting and Addressing prior to printing your mail pieces (either on campus or through an outside vendor) in order to assure that all pieces are correct according to Postal Regulations

■ You can call Inserting and Addressing at 860-486-4218■ You can email Inserting and Addressing at

daniel.r.warren@uconn.edu or insertingandaddressing@uconn.edu

■ You can also call Document Production at 860-486-2022

Shameless plug■ We here at Inserting and Addressing have the ability to Insert letter size sheets

and letter sized inserts into envelopes and address mail pieces no matter how big or small the job may be.

■ Pricing varies depending on the size of the job. We have flat rate pricing for smaller jobs.

■ Printing the job at Document Production saves time as the need to ship the materials to Inserting and Addressing is no longer necessary.

■ Mailings that are processed through Document Production and Inserting and Addressing are more assured of compliance with Postal Service regulations than using outside vendors as changes can be done relatively quickly.

■ Hand inserting at your desk inserting that takes days for you to complete can be done in a matter of hours at Inserting and Addressing.

■ Addressing of mail pieces are run through postal software every time and a barcode is printed on the mail piece to assure the cheapest possible postal rates and increased speed through the Post Office

■ There is no need to the purchase of laser labels as we ink jet the addresses directly on the mail pieces.

More Shameless Plugging

Using Inserting and Addressing is:QuickEasyConvenient

Call us for more information!!860.486.4218