The client is responsible for ordering or producing mailing labels and making arrangements for mailing. Most mailings are handled internally by Central Services. For larger mailings, publications staff can assist with identifying and working with an appropriate off-campus mailing service.
Mailed publications must meet the specifications and limitations of the U.S. Postal Service with regard to size, shape, and weight. As these directly affect the design of your publication, especially if it is to serve as a self-mailer, intentions regarding mailing and distribution should be discussed with publications staff early in the production process. The class of mail will also affect the time required to fully complete the project, and sufficient lead-time should be built in to accommodate the time required for the publication to arrive by U.S. mail in recipients' mail boxes.
Each classification of mail has its own characteristic cost and speed. First-class mail is the fastest, most expensive way to mail. Pre-sorted first-class mail for larger print runs offers cost-savings, with no real delay in arrival time. Standard-class nonprofit bulk mail is by far the cheapest. However, bulk mail is slower and it can take upwards of three weeks to reach its destination. Bulk mail and first-class pre-sort must be zip code sorted and mailed in batches of at least 200.
For large mailings, a mailing permit and corresponding billing number are often used. The mailing permit "indicia" can be incorporated into the design of the mailing envelope or a publication that is to be employed as a self-mailer. Consult with Central Services beforehand on the use of mailing permits. If a mailing permit is to be used, alert publications staff to that fact when a job is submitted.
During the early stages of the production job, clients are advised to begin the process of compiling addresses for mailing and to consult with Central Services on the proper way of electronically transferring such information to Central Services for addressing purposes. To expedite the dissemination of publications, mailing lists should be in the hands of Central Services and arrangements for mailing should be confirmed prior to the actual printing of the publication.