Please follow the instructions and requirements carefully. Any bulk mailing improperly prepared will be returned to the department to be corrected and will delay mailing times.
To qualify for bulk mailing rates:
- There must be a minimum of 250 pieces of mail. These can be postcards OR envelopes.
- Be made of printed pieces identical in content, size and weight.
- Weigh less than one pound (each piece).
- Contain only domestic addresses, certified as deliverable.
All pieces must be separated by each zip code.
The department will need to provide Shipping and Receiving with an Excel spreadsheet (saved as “CSV comma delimited”) of each address that includes the following headings and fields: First Name, Last Name, Primary Address, Secondary Address (if applicable), City, State and Zip Code. Please carefully review the fields for any potential errors before sending them to Shipping and Receiving. Examples of errors include missing street numbers, multiple fields entered in a single field and empty fields.
The uploaded file will undergo address validation through USPS software. If addresses cannot be verified, the spreadsheet will be returned to the department for corrections. If any mail pieces require removal or relabeling, the entire mailing will be sent back to the department to make those modifications.
All pieces included in a bulk mailing need to have the proper indicia printed in the top right-hand corner. The indicia file must be provided to the vendor supplying bulk mailing envelopes or postcards prior to printing. If the indicia is not printed directly on the items, the department will need to print the indicia on labels and adhere the labels to the upper right corner of each envelope or postcard. Please contact ShippingReceiving@roguecc.edu for the indicia file.
Bulk mail is processed differently than regular mail, so all envelopes must be sealed by department.
When planning on doing a bulk mailing, please contact Shipping and Receiving so we are aware of it. We will supply bulk mailing bins for you to have it sorted correctly so we can process it quickly. Please do not leave a bulk mailing in your regular outgoing mailbox location.
If you have questions, email Laura Haga at lhaga@roguecc.edu.