Bulk Mail Services processes all large, outgoing mailings for the University. Services
offered by Bulk Mail include presorting mailing lists to achieve the maximum discounts,
database work on all files for processing, running database through CASS Certification to
insure that addresses meet postal standards, addressing mail pieces through a direct
impression (inkjet) imager, inserting up to 4 inserts into #10 envelopes, wafer sealing of self
mailers, variable and match mail data mailings, live stamping.
There are important steps to take early in
preparing a bulk mailing so it is recommended that you contact
John Gebhart at ext.
97461 when you are in the planning stages of a new mailing so he can insure that the
correct procedures are followed. Be sure to fill out a Bulk Mail Request Form for each Bulk
mailing you wish to send.
Click here for the bulk mail request form.
Please read the topics below for procedures to follow for specific Bulk Mail services. An Indicia is a permit classification that is used on bulk mailings. The different classes
of mail used with the permit are as follows: NON-PROFIT, 1st CLASS, and 1st CLASS PRESORT. We
use these indicias to avoid having to apply postage to each piece of mail. Villanova's indicias
can be printed on any envelope or self mailer and although they say "postage paid", the postage
is not actually paid until the time of the mailing. All bulk mailings that are sent to Bulk
Mail Services MUST have our indicia on the mail piece. When the mailing is completed it is
accompanied by a postal form completed by Bulk Mail Services that the Postal Service uses to
deduct the cost of postage from our account we have at the Villanova Post Office. Below are
examples of the indicias.
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First Class |
First Class Presort |
Non Profit |
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There are several categories of large mailings that University offices send every day to both
on and off campus locations. When sending any large mailings of 200 pieces or more it is
important to contact Bulk Mail Services early in your planning so they can assist you in
preparing such mailings correctly and so that they can be efficiently processed.
Self Mailers are brochures, flyers, or postcards designed to be mailed without envelopes. For off campus
mailings, self mailers must have an address area that includes your return address in the
upper left hand corner, the University indicia in the upper right hand corner, and an area
for the address and delivery point bar code. A tri-folded sheet of 20 # paper can be labeled
and distributed as a self mailer for on campus distribution only, for off campus mailings a
heavier stock is recommended (60 #). Self Mailers sent to off campus addresses also have to
be wafer sealed. Wafer sealing means applying a small circular sticker to the open end (top)
of the mailer so that it stays closed and does not jam the mail piece in the Postal Service's
mail handling machinery.
Various sizes of envelopes are also used for Bulk Mailings both on and off campus. These can
be either window envelopes with a personalized letter inserted with the address showing
through the window, or non-window envelopes which are addressed via our direct impression
inkjet imager. Again with these large mailings it is best to contact Bulk
Mail Services early in planning as they may be able to save you both
time and money. Bulk Mail Services can complete many of the preparation
steps for you as long as the proper procedures are followed. They can
insert up to four machine letter folded inserts, seal #10 sized
envelopes, presort, print to achieve the maximum discounts
available from the postal service. Bulk Mail Services can also image mail for on-campus
distribution There are several preset on campus department
lists available or you can send your own list to bulk mail for printing.
Variable mailings: Used when the letter/insert has the person's name and address
and inserted into a window envelope.
Matched or Personalized mailings: Used when the letter/insert has the recipients
name included in the body of the document and is inserted into a
non-window envelope.
Mail Services can
provide this service in cooperation with the Graphic Services. Contact Graphic Services
beforehand to receive all instructions necessary to complete processing.
John Gebhart at ex 97461
Used when the mailer wants a stamp placed in the upper right had corner of the mail piece in
place of a meter imprint or a permit. Mail Services can provide this service with different
types of stamps. Stamps available for this process are: 1st Class, 1st Class Presort,
Standard non-profit. Please contact Bulk Mail Services beforehand to receive all necessary
instructions necessary to complete processing.
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