Mailing Guide

In order to ensure that all standard (bulk) mailings (200 or more pieces) are sorted and mailed at the lowest possible rate and to ensure that address databases are current, all bulk mailings must be processed through Printing Services, which is equipped with software tied to the U. S. Postal Service. 

Departments should contact Printing Services prior to beginning a bulk mail project to ensure that proper graphic and postal standards are met and that the mailing list is current and meets postal regulations. 

Presorted Standard Mail Overview

Standard A mail (formerly 3rd class or "bulk") is a term used to denote the mailing of 200 or more pieces of identical mail at reduced Third Class postage rates to the continental (and Puerto Rico) US addresses only. The University maintains a pre-paid postage account with the U. S. Post Office for the processing of University mail. When mail is delivered to the Post Office the total amount for postage is charged to the appropriate budget. 

Presorted Standard Mail Basic Requirements 

• Must be 200 or more pieces to qualify as standard mail. 
• Pieces must all be the same size and weight (a single staple or extra insert can make a difference). 
• Advertisements for selling products or services are not permitted when using the "non-profit" permit. 
• The University of West Alabama must appear in the return address. 
• Individual mail pieces cannot exceed .25" (6.33mm) in thickness. 
• There must be a standard mail indicia printed in the upper right hand corner of the mail piece and it must read exactly as follows: 
  
  NONPROFIT ORG 
  US POSTAGE PAID 
  LIVINGSTON AL 
  PERMIT NO. 7
   

Organizations not affiliated with UWA are allowed to use the standard presorted indicia or supply their own permit if available.

PRSRT STD
US POSTAGE PAID
LIVINGSTON AL
PERMIT NO. 7

NOTE: This indicia is to be printed on envelopes or self-mailers that are part of a standard mailing as detailed above ONLY. It can not be used on a single mail piece as a "stamp" for outgoing or return mail. 
 

First Class Presorted Basic Requirements  

• Must be 500 or more pieces to qualify as first class presorted. 
• Pieces must all be the same size and weight (a single staple or extra insert can make a difference). 
• The University of West Alabama must appear in the return address. 
• There must be a first class mail indicia printed in the upper right hand corner of the mail piece and it must read exactly as follows:
  
  PRESORTED 
  FIRST-CLASS MAIL 
  US POSTAGE PAID 
  LIVINGSTON, AL 
  PERMIT NO. 19 

NOTE: This indicia is to be printed on envelopes or self-mailers that are part of a first class presorted mailing as detailed above ONLY. It can not be used on a single mail piece as a "stamp" for outgoing or return mail.  

Addressing  

Mailing addresses are printed directly onto each mail piece from a digital file generated by your mail list database.  The preferred file format is a spreadsheet or comma-delimited text file exported from your database.   The file can be submitted by email attachment to printing@uwa.edu.   Additional savings in postage are achieved by automatically applying the zip bar code to each mail piece. Folded self-mailers must be tabbed not stapled or taped to obtain the maximum reduced rate.