To qualify as a BULK MAIL the mailing must consist of:
    *At least 200 pieces
    *MUST BE GENERIC - no Dear Tom, Mary or Mr. Smith

If these two requirements are met, do a Memorandum to the mail clerk letting them know the number of pieces being sent and when you are planning to send it.  This is done to calculate the cost of the mailing so we can assure there is money in the account to cover the cost of postage.  This memo has to be done four (4) business days before you want the mailing to go out.

The mail needs to be delivered to the mail room at least one day prior to the day you want it to go out.  This will allow the mail to be sorted and checked for errors.  If any errors are found you will be required to come to the mailroom or have it returned to your office to make the corrections.

When considering construction (a booklet, flier, etc.) and you are unsure if it can be bulk mailed, give the mail clerk a copy of your mock up and let us take it to the post office for advice and corrections.  The United States Post Office is VERY particular where:
    *the address is placed
    *the pre-printed stamp is placed  [Editor's Note: A non-profit stamp with permit number]
    *where the document is TAPED together
    *bar codes
    *the size of the document
But they are helpful in the preplanning stages.

Things to consider when putting together your documents are:

Every document has to have a Bulk Rate Stamp [Editor's Note: Same as non-profit] in the upper right corner. This can be preprinted or you can hand stamp each letter.  There is a set of formats for this, do not improvise.

Size and weight need to be considered.  Postcards have to be a certain paper weight and specific size to be mailable.

Zip Codes are required in the address.  Please proof read for accuracy.

When you are ready to put together your mailing, you will need to do the following:

A package of mail should not exceed 4 inches in height when stacked.

Two (2) rubber bands are REQUIRED.  Crisscrossed.  Length and width.  Bands are kept in the mailroom for your use.  The post office will only allow these rubber bands, we get them free, please use them.

Face mail in the same direction.

Make a list of all zip codes and the amount of mail to each zip code.

Put all mail in order by zip code and sort as follows:
Step 1 - You should sort all the SAME 5-digit zip codes and bundled them together.  A bundle should be ten (10) pieces or more of mail with same zip code.  If less than 10 to a 5-digit code, go to the next step.  Take the pile(s) of same 5-digit zip code; bundle with 2 rubber bands (see above).  On the top piece of each bundle place a RED "D" in the lower left hand corner.  Use a post it note to tell how many pieces are in the bundle.

Step 2 - With the remaining mail (if you have ten (10) or more pieces going to the same first 3-digits of a zip code) bundle as above.  Place a GREEN "3" in the lower left corner and specify the number of pieces in the bundle.

Step 3 - You have now disposed of all the 5-digit mail and the first 3-digit mail.  The next step consists of  STATE PACKAGES.  If you have 10 or more going to the SAME STATE, bundle as above.  Place a BLACK "A" in the lower left corner and specify number of pieces in a bundle.

Step 4 - You are now at the last stage of sorting.  With the remaining mail, bundle as above.  Place a RED "MX" (for mixed states) in the lower left corner and specify the pieces in bundle.

You are done with the sorting stage of the operation.

Step 5 - MAKE A NUMERICAL LIST of the zip codes and the total pieces for each zip code.  Send this list with the bulk rate mail out.  It must accompany the mail to the post office.

Please be sure of your piece count.  The clerk at the mail facility can take one piece of mail, weigh it, weigh the entire mailing and tell how many pieces of mail there is.  We have taken mail that was 75 pieces over the count.  A wrong count can end up being returned to you, for recounting, this could cause a delay in getting your mail out on your time frame.

If after reading these instructions, you still have questions, call and ask Shirley Bates at (865) 694-6647 or Rose Ann Cox at (865) 539-7066.

Pellissippi State does have a contract with a company that will do your bulk rate mail.  Contact Cynthia Noles at (865) 694-6548 in purchasing for more information on how to utilize them.

[Editor's Note:  Policy was provided by Rose Ann Cox and any questions regarding this document should be address to her.]