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Criteria and Procedures

A bulk mailing consists of 200 or more pieces of mail or 50 pounds of mail. All pieces must be identical in size and texture and must be faced.

If your department has a large mailing (domestic mail only) that qualifies as “bulk mail”, it may be processed under the Tufts University Mailing Permit (Standard – Non-Profit) at the non-profit rate. However, certain criteria must be met, and the following procedures should be followed:

  1. Only “University” material is to be mailed under Permit 1161. The permit is not to be shared, rented, delegated or lent to any other organization. Joint ventures or advertising for “for-profit” entities (i.e. travel agents, hotels, etc.) is strictly prohibited.
  2. To qualify for the non-profit bulk rate, the “Non-Profit” indicia must be affixed to the upper right corner of each mailing piece by the printer or mailhouse.  Also, in order to qualify for the discounted rate, the addresses must be run through the USPS NCOA (National Change of Address) system or must have the “Address Service Requested” on the pieces.
  3. Because the mailing permit is under Tufts University’s name, the United States Postal Service (USPS) requires that the first line of the sender’s address on each piece of mail should read “Tufts University.” In other words, if the first line on the return address of your mailing reads “Fletcher School,” it will not qualify for the non-profit rate under the Tufts University Bulk Mailing Permit.
  4. Mailing of non-profit letter-size (3 1/2″ x 5″ minimum and 6 1/8″ x 11 1/2″ maximum) and non-profit flats do not need to be sorted nor bundled and should be placed in trays.

How to Prepare for Mail Services Distribution

An IDR should be sent to Mail Services along with your bulk mailing. Mail pieces need to be sealed by your department prior to Mail Services picking it up.

How to Prepare for Mail House Distribution

Prior to your mailing being sent to a Mail House, please send an IDR to Mail Services (to Sheila’s attention) detailing as much information as possible (i.e. date of mailing, name of Mail House, number of pieces, best estimate of cost of mailing against the University Permit #1161 account). This allows Mail Services to ensure that there are sufficient funds available for your mailing. In addition, it is important for you to have the Mail House fax over to Mail Services (617-627-2161) and to your department  a completed copy of the bulk mailing form (#3602) that the Mail House submits to the USPS when they drop off your bulk mailing. This form will be used to reconcile the bulk mailing actual cost to the USPS Permit Report for the period.