Preparation & Processing Mail

Our Mail Processing Division provides all the mail preparation and processing of mass mailings for both on- and off-campus distribution for departments.

These services include:

• List Cleansing and standardization of mailing lists to meet USPS mailing and move update requirements
• Maintain mailing lists for departments within Mail Services
• Printing Personalized letters to include variable data
• Printing pages with variable data, such as Statements, Invoices, and Certificates for mailing purposes
• Ink jet addressing
• Folding
• Inserting
• Hand processing services to meet customer’s mailing needs
• Tabbing
• Sealing
• Affixing required postage (including postage stamps)
• Delivery to the USPS

All departments are asked to consult with University Mail Services during the design stages of any mass mailing to obtain mail design information and to get your project on Mail Services’ Calendar for processing. This ensures your mail pieces meet USPS mailing requirements, fit the specifications for machine processing in both our facility and the USPS, and obtain the best possible postage rate for the University.

Automated Mail Guidelines - Address Format | Delivering Address Files

Complete the Mail Processing Request Form (MPRF) to access these services.

ASU University Mail Services
mailasu@asu.edu
480.965.6522

STANDARD MAIL(NONPROFIT & REGULAR) REQUIREMENTS

Use of ASU’s nonprofit status or ASU’s permit is restricted to use by University Mail Services only and all Nonprofit Standard Mail must be processed through University Mail Services. The following requirements must be met for all U.S. standard rate (formerly Bulk Rate Mail) mailings:

1. The mailing must consist of at least 200 pieces, all of which must be identical in content, size, and weight.
2. A completed Mail Processing Request Form including a signature from an authorized agency/org signer, two samples, and formatted mailing addresses in an electronic file by email, computer disk or thumb drive must accompany any Standard Rate mailing to be processed in the Mail Processing Division.
3. Materials submitted to Mail Services already labeled will require the department to incur additional costs either by having it mailed at First Class rate postage or with the additional labor costs charged for having to re-address the piece.
4. Mailing labels submitted with a mailing must either be campus labels in mail code order or formatted labels for a mailing that is being sent out first class.
5. If a large bulk mailing is planned, the department should call Mail Services in advance to schedule the job for processing. If there is a deadline involved, advance notice will be helpful.
6. Business or courtesy reply envelopes/cards require preapproval and authorization by University Mail Services for printing as enclosures in any mailing.

ITEMS THAT DO NOT QUALIFY FOR STANDARD MAIL RATES

• Foreign mail must be sent international mail rates.
• Envelopes already stuffed must go out First Class rate postage. The flaps should be up for sealing or sealed by the department; envelopes larger than a #10 business envelope or # 10 envelopes that do not close easily must be sealed.
• Labels furnished by the department for a mailing requires the mailing be sent First Class.