How to prepare a bulk mailing

Preparing a bulk mailing requires careful planning and attention to detail to ensure that your mailpieces are properly prepared, sorted, and delivered efficiently. Here's a step-by-step guide to help you prepare a bulk mailing:

1. Plan ahead: Allow plenty of time to prepare your mailing. The United States Postal Service (USPS) recommends allowing at least 7-10 business days for bulk mailings.
2. Determine the type of mailing: Decide what type of mailing you want to send: First-Class Mail, Standard Mail, Periodicals, or Non-Profit Mail. Each type has its own set of regulations and requirements.
3. Gather necessary information:
   • Mailing list: Collect the names, addresses, and other relevant information of your recipients.
   • Content: Prepare the content of your mailpieces, including text, images, and any inserts.
   • Design: Design your mailpieces, including the layout, font, and graphics.
4. Prepare your mailpieces:
   • Use a consistent layout and design for all mailpieces.
   • Ensure that all mailpieces are the same size and shape.
   • Use a clear and legible font for text.
   • Include any required information, such as postage, return address, and recipient address.
5. Sort and bundle your mailpieces:
   • Sort your mailpieces by zip code or carrier route to ensure efficient delivery.
   • Bundle your mailpieces together using rubber bands or paper clips.
   • Use a consistent bundling method to make it easier for the USPS to process your mail.
6. Affix the correct postage:
   • Use the correct postage for your mailing type and weight.
   • Ensure that all mailpieces have the correct postage affixed.
7. Prepare any necessary documentation:
   • Complete a USPS-approved mailing label or permit imprint.
   • Attach a Certificate of Mailing or a Certificate of Compliance, if required.
8. Take your mail to a USPS location:
   • Take your bundled mailpieces to a USPS location, such as a post office or a bulk mail acceptance facility.
   • Inform the USPS representative that you have a bulk mailing and provide any required documentation.
9. Pay for postage:
   • Pay for your postage using a credit card, check, or cash.
   • Ensure that you have sufficient funds to cover the cost of postage.
10. Track your mailing:
    • Use a tracking number or a USPS-provided tracking system to monitor the progress of your mailing.
    • Keep a record of your mailing, including the date sent, recipient information, and any tracking numbers.

Additional tips:

• Use a USPS-approved mailing software or service to help you prepare and track your bulk mailing.
• Ensure that your mailpieces meet all USPS regulations and requirements.
• Consider using a bulk mail permit to save money on postage.
• Keep a record of your mailing, including any issues or problems that may arise during delivery.

By following these steps, you can ensure that your bulk mailing is properly prepared, sorted, and delivered efficiently.