Mail Center Home Staff Forms Mail Services Handbook Purchasing

Mass Mailing Form Instructions

Purpose:
To help identify the needs of the mailing and the responsible department.

  1. Date: Enter the date the Mass Mailing Form was prepared.
  2. Job Title: Please enter an identifying name for each mailing.
  3. Description: a short description of what the mailing is for, and what type of material it will be printed on (i.e. postcard, tri-fold...).
  4. Delivery Date to Mail Center: When will materials be expected to arrive in the Mail Center?
  5. Number to be mailed: Quantity to be mailed (how many pieces).
  6. Date to be Mailed: What is the mailing target date (please allow one week from receipt of materials, dependent on number to be mailed and circumstances)
  7. First Class / Standard Mail(Bulk): using an X indicate if the mailing is a First Class or a Bulk Mailing
  8. To Be Labeled: Is the Mail Center labeling the mail piece or is it pre-labeled?
  9. Insert in Envelope: Is the Mail Center inserting letters or return envelopes, if so, Number of enclosures: how many articles are we inserting.
  10. Special Instructions: would you like a specific stamp, a special font, a flag near the postage, folding and tabbing of letters.
  11. Office Sending Mailing: what is the name of the office that is sending out this mailing Account #: Department Number - list the 8 digit number(s) to which the goods or services should be charged. (i.e. 11111111)
  12. Contact #: enter your extension or phone number Authorizing Signature: person sending out the mailing