Automated Mail Processing

University Printing Services offers automated mail processing that can speed your preparation time for large mailings by using technology for addressing, inserting, sorting, and preparing materials for campus or U.S. Postal Service mail distribution.

Using your electronic address list, we will print mailing addresses in carrier route order directly on your printed material (everything from postcards to newsletters) for the best postage price available.

Our staff is knowledgeable and current with all U.S. Postal mail requirements and is available to consult with you to determine the best mailing option to fit your needs and budget. In general, your mailing will fit into one of two main categories:

  • Presorted First Class Mail: 500 pieces of identical weight and contents.
  • Non-Profit and Presorted Standard Mail (formerly Regular Bulk): minimum 200 pieces of identical weight and contents.

List Format

Lists should be ready for processing and should contain separate fields for: first name, last name, street address with apartment or suite number, city, state, and zip code. Other fields can be included as necessary. Lists should not contain any foreign addresses as these cannot be processed. Should your list require clean-up or reformatting, University Printing Services provides clean-up services at the standard mail processing charge of $40 per hour.


First Name Last Name Street Address Apt. City State Zip

We support most file formats such as comma delimited, tab delimited, MS Excel, and Access. Please call Customer Service if you have questions about other file formats.

List Submission

E-mail your list to In the subject line of the e-mail message, please list the CAF number and department. In the e-mail body, please include a contact name and phone number in case we have any questions.


Be sure to plan ahead for your mailing and allow time for University Printing Services to print your materials, such as envelopes, flyers, brochures, etc. From the time that we have all materials in hand to be mailed and a clean mailing list, it takes about 5 working days to get your mailings to the post office. Peak production times (beginning of semester, midterms, finals, commencement) and other variables may impact timelines.

How to Obtain the Best Postage Discounts When Bulk Mailing

The United States Postal Service introduced shape-based pricing on May 14, 2007. Generally, you will receive the best postage discounts for standard (bulk) mail by mailing pieces that meet letter requirements such as:

  • Maximum weight: 3.5 oz.
  • Maximum size: 11.5 inches long, 6 1/8 inches high and 1/4 inch thick
    Must meet aspect ratio rate of 1.3 to 2.5 (Length divided by Height = Aspect Ratio).

If a mail piece exceeds any of the physical dimensions or 3.5 oz. in weight, or does not meet aspect ratio for letters, it is classified and priced as a flat (large envelope).

Helpful United States Postal Links

Please contact Customer Service for assistance.