Bulk Mailing Services

Bulk Mailing Services

April 17, 2013

Bulk Mailing Services at UCLA provides a convenient, fast, and cost-effective method for sending higher volume mailings directly from the campus. Bulk mailing consists of:

  • 200 or more pieces 
  • Pieces identical in size, weight, and content 
  • Pieces sorted in ascending ZIP code order

There are several classes of bulk mail, each with varying costs, advantages, and disadvantages. Your mailing may also qualify for a non-profit bulk mailing rate if it does not contain advertising by for-profit sponsors. This rate is even lower than the regular bulk mail rate by at least 50%. This information appears under "Classes of Bulk Mail," below.

What you must do

It is very important that you comply with the U.S. Postal Service (USPS) requirements for bulk mail; failure to do so can jeopardize UCLA's bulk-mailing privileges. Before you design and print your mailing material, contact MDDS to ensure compliance with postal regulations. Mail Services will review all bulk-mail material. Materials that do not meet the standards will not receive the bulk rate.

Additionally, review the standards in the table below for general mail preparation guidelines.

Destination

Domestic Mail Only

Size limits

All pieces must be rectangular or square in shape, weigh less than 16 ounces, and meet the following dimension requirements:

Letters

  • Minimum: 3½ x 5 inches, .007 inches thick
  • Maximum: 6½ x 11½ inches, .25 inches thick

Flats (long, flat envelopes, like a manuscript)

  • Minimum: 6 1/8 x 11½ inches, .25 inches thick
  • Maximum: 12 x 15 inches, .75 inches thick

Postcards

  • Minimum: 3½ x 5 inches, .007 inches thick
  • Maximum: 4¼ x 6 inches

Indicia
(marking that appears on bulk mail instead of a stamp or cancellation)

An indicia is a printed mark placed on mail to indicate that postage has been paid. It is typically placed at the same time as any other information printed on the mail piece. An indicia is different from machine-generated postage, which is called a meter imprint. (MDDS must apply all meter imprints.)  

A bulk-mail indicia must be:

  • Printed or imprinted on each mail piece
  • Applied on the front side of each piece in the upper right-hand corner, facing right side up

    Note: If you use indicia, only the indicia may appear on the upper right-hand corner.

Departments are strongly discouraged from having vendors other than MDDS print indicia on mail. If a department does have Document Services or another print vendor place an indicia on mail, MDDS should review the artwork to ensure that it meets postal requirements. If it does not, the USPS will charge a penalty fee for each piece. 

Pre-cancelled stamp

A pre-cancelled stamp must be applied on the front side of each piece in the upper right-hand corner.

Note: If you use a pre-cancelled stamp, only the pre-cancelled stamp may appear on the upper right-hand corner.

ZIP codes

ZIP codes are required for every address. Mail pieces must be sorted in ascending ZIP code order. Mail pieces with incorrect ZIP codes are undeliverable and disposed of by the USPS unless otherwise indicated. Contact UCLA Mail, Document & Distribution Services for information about:

  • Return service requested
  • Address service requested
  • Forwarding service requested

Return address

Use this return address format:

Joe Bruin (name)
UCLA Department (department)
Box 951234, 1234 Campus Hall
(box and campus address)
Los Angeles, CA  90095-1234
(city, state, zip+4 code)

Inserts

All inserts must be identical in size, weight, and texture including paper:

  • Color
  • Shape
  • Thickness

All inserts must identify the material as UCLA-related and UCLA-sponsored, and must bear the UCLA address. Only UCLA may benefit from the mailing. Material may not be handwritten.

Classes of Bulk Mail

The categories below define when it is appropriate to use each class of standard mail.

Standard Nonprofit Rate

The mail must directly relate to UCLA's mission and meet the nonprofit requirements of the IRS and USPS.

Advantage: The cost of mailing 200-plus pieces of mail is reduced.

Disadvantage: The USPS does not consider bulk mail to be priority mail and may be delayed up to five days.

Preparation: Mail pieces must be sorted, bundled, and bagged in ascending ZIP code order.

Postage: Contact UCLA Mail, Document & Distribution Services for current rates.

Regular Standard Rate

The mail material does not meet nonprofit eligibility. The rates are higher than nonprofit but lower than first class.

Advantage: The cost of mailing 200-plus pieces of mail is reduced.

Disadvantage: The USPS does not consider bulk mail to be priority mail and may be delayed up to five days.

Preparation: Mail pieces must be sorted, bundled, and bagged in ascending ZIP code order.

Postage: Contact UCLA Mail, Document & Distribution Services for current rates.

Standard Pre-cancelled Stamps

A pre-cancelled stamp is used in place of the bulk-mail indicia.

Advantage: The cost of mailing 200-plus pieces of mail is reduced and the postage is a stamp rather than a printed indicia.

Disadvantage: USPS does not consider bulk mail to be priority mail and it may be delayed up to five days.

Preparation: Mail pieces must be sorted, bundled, and bagged in ascending ZIP code order.

Postage: Purchase pre-cancelled bulk stamps:

  • In rolls of 500, 3,000, or 10,000 only
  • Contact UCLA Mail, Document & Distribution Services to order stamps.

Note: Unused stamps may not be returned.

Additional classes of bulk mail:

  • First Class mailings have a minimum of 200 identical pieces but receive no postage discount.
  • First Class Presort mailings have a minimum of 500 identical pieces and receive a discount from the USPS.
  • First Class Presort Pre-cancelled Stamps are mailings handled in the same manner as Standard Mail and use a pre-cancelled stamp in place of the bulk-mail indicia.