Bulk Mail Services
Letter/Postcard Dimensional Template
Montana State University maintains both a non-profit bulk mail permit and a periodical bulk mail permit with the USPS. These permits allow MSU’s departments and programs with an index number to mail materials at significantly reduced rates compared to first class and priority mailings.
MSU bulk mail uses USPS officially sanctioned software to pre-sort your mailing list for the USPS. We then address and barcode each mail piece before packaging them and delivering them to the post office. In addition to mailings themselves, we offer a suite of mailing services. An overview of these services and their cost can be found further down the page. MSU printing services is experienced in working with bulk mailing materials and can eliminate delivery cost and time by producing them here on campus.
Please consult with Bulk Mail Services PRIOR TO PRINTING your mail piece. We are happy to work with you to ensure that your mail piece meets the USPS’s mailing requirements ahead of time, and that you are utilizing the most cost-effective bulk mailing solutions. Bulk Mail orders can be placed using the online ordering link above.
Following, is a brief overview of Bulk Mail services, regulations, and pricing. It is intended as a quick reference guide to allow your department or program to evaluate whether Bulk Mail services can assist with your mailing. For additional information and any inquiries, please do not hesitate to contact us.
Mail Piece Design
- All mail pieces must have an MSU return address.
- White or light pastel colors of paper are best for readability with black ink.
- Paper weight and surface finish are critical factors when "direct-imprinting" addresses onto mail pieces. Shiny and rough surfaces do not absorb ink, causing the imprint to smear and rub off. PRIOR TO PRINTING, please check with Bulk Mail or Printing Services on your choice of paper.
- Do NOT print words or graphics in the "read" area of the mail piece. A template is available from Bulk Mail Services for proper positioning.
- All self mailers must be tabbed. NO staples. The position of the tabs and the number of tabs vary with weight of paper and the type of fold. NOTE: If you are using one sheet of 20# paper, you MUST do a try-fold (NOT a half-fold). There is now a substantial surcharge if you do not comply with folding standards.
- To avoid such surcharges and other added expenses, please have all designs checked for accuracy and compliance by Bulk Mail Services BEFORE printing.
Example of Return Address on a Self Mailer (Folded in Thirds)
Mailing Qualification, Design & Rates
A USPS bulk mailing must have a MINUMUM OF 200 ADDRESSES to qualify and includes common types of mail such as postcards, letters, and flats. The cost of a bulk mailing is determined by the dimensions and weight of the mail piece, as well as the destination zip code. This means that cost varies depending on what, and where you are mailing, but is typically cents on the dollar versus a first class or priority rate. Here are the basic requirements that apply to all bulk mail pieces, call or email for any additional information on specific mail pieces or their cost.
- A minimum of 200 addresses is needed to qualify for a bulk mailing.
- All material must be printed or copied; handwritten material may not be used.
- Each mail piece must have the same dimension, weight, and contents.
- Pre-addressed mail pieces cannot be mailed bulk mail.
Each mail piece must have a complete MSU return address and non-profit permit stamp:
Department Name
Montana State University
PO BOX 17xxxx
Bozeman, MT 59717-xxxx
Guidlines for Common Bulk Mailings
Tri-Fold Self Mailers
- Self-mailers (mail pieces created by folding 8.5 X 11 pages or pamphlets into thirds) must be tabbed and cannot be stapled.
- The example below illustrates the correct procedure for creating a tri-folded self-mailer.
- The MIDDLE PANEL of the tri-fold needs to include the “read” area for the address, the return address, and the non-profit stamp.
Postcards & Postcard “letters”
- Postcards must be printed on a minimum of 100-pound paper
- A blank “read” area of 1.5 in X 4 in must be available for address printing
- Postcard size qualifications:
Minimum – 3.5 in X 4.25 in
Maximum – 5 in X 6 in
- Postcards larger than the maximum can be mailed at the standard “letter” or first class rate.
- Postcard “letter” qualifications
Maximum – 6.125 in X 11.5 in
On Campus Mailings
Bulk mail services maintain a variety of on campus mailing lists for departments and groups to utilize. We can mail to any variation or combination of these lists as needed. Bulk mail will address your material and distribute it on campus. The number of recipients on these lists’ changes often, please call or email for print quantities.
ON CAMPUS MAILING LISTS & PRICING
ALL CAMPUS STAFF: $80.00
CLASSIFIED STAFF: $40.00
PLEASE POST: $25.00
FACULTY: $40.00
DEANS, DIRECTORS, VP’S, & DEPT. HEADS: $25.00
DEPT. HEAD/FACULTY: $45.00
Business Reply Envelopes
Business reply mail is the term used for the pre-printed envelopes supplied to recipients allowing them to respond to you without paying postage. You are then charged the return postage (plus a small fee) for each business reply envelope that is returned. Bulk mail services can create unique BRE envelopes for your department or group if required. These have a specific format and need approval from the USPS before printing. Bulk mail services also has a supply of generic BRE envelopes available for purchase and can personalize these to your department with a name and index number.
Bulk Mail Services Price List
LABELING – DIRECT IMPRINT: $0.03 ea – Minimum $20.00
LABELING – HAND: $0.10 ea – Minimum $20.00
FOLDING: $0.05 ea – Minimum $20.00
INSERTING: $0.05 ea – Minimum $20.00
SEALING: $0.03 ea – Minimum $20.00
DE-DUPING: $20.00
MAIL LIST CLEANUP: $35.00
BUSINESS REPLY ENVELOPES: $35.00 / 500