Smart Mail Guide - Process - Time Line - and Worksheet.

Transcription

1 Smart Mail Guide - Process - Time Line - and Worksheet. All mailings of 250 or more, that contains the same generic information, and that can be addressed: Dear Student, should be mailed this way. (In some cases letters can be individually addressed providing that we are supplied with the appropriate postal approved window envelopes.) Form letters that contains specific account information can be processed as pre-sorted first class mail providing that we are supplied with the appropriate postal approved window envelopes. Step 1. Fill out a Smart Mail Request Form on Step 2. Submit your data (mail list) to IT. Ext Kingsborough s Office Services Website. Submit your print request on this same form. Documents that need printing can be ed to: John.Conti@kbcc.cuny.edu Please reference the Job # in all correspondence. IT will format your data, then send it to the mailroom. This process usually takes a few days. Step 3. Order your # 10 envelopes from Property Ext Have them sent to the Print Shop for printing. Quantity should be slightly more than the number of addresses in your mail list. Post Cards can also be mailed. For oversize or larger mailings Indicia Should be pre-printed on envelope. Step 4. The Mailroom, weighs, measures, and Pre-sorts your mail list using software approved by the U.S. Postal Service.

2 Step 5. Address Printing: Step 6. Folding and Inserting: The mailroom, prints your mail list onto The mailroom, machine folds and inserts #10 envelopes in presorted sequence. letters or flyers used for your mailing. Approximately 6,500 per business day Approximately 4,500 per business day for one 8.5 X11 20lb sheet and one Business Reply Envelope (BRE). Card Stock cannot be machine folded or inserted. Flaps on Remittance Style Business Reply Envelopes need to be folded closed first. Use of Remittance Style BREs may require additional processing time. All material must fit into a #10 envelope with a short boomerang shaped or flat flap.

3 Step 7. The Mailroom, Packs the mail into labeled Postal Trays Step 8. The Mailroom, Sleeves, bands, and loads trays on-to postal pallets for transport. Add one business day Processing time for every 30,000 pieces. Final Step. The Mailroom and Buildings and Grounds transports your mailing to the U.S. Postal Service s Bulk Mail Unit. Larger mailings that require the use of Kingsborough s Open Bed Gate Truck may be delayed due to inclement weather.

4 How long will it take to complete my mailing once the mailroom is in receipt of my mail list, the #10 envelopes, and all letters or business reply envelopes that will be inserted with this mailing? (A steady flow of 4,500 pieces of these items, daily, is also sufficient.) Are you using Remittance Style Business Reply Envelopes? If so the flaps on these envelopes need to be folded closed. Works best if completed in advance! Add 1-2 business days processing time for every 10,000 pieces, if not folded in advance. *This Step is completed by the Print Shop. Processing Time Work Sheet: Addressing Folding & Inserting Pallets Number of Pieces / 4,500 Per Business Day = Business Days Number of Pieces / 30,000 Per Business Day = Business Days Remittance Style Business Reply # of Pieces / ~5,000 Per Business Day = Business Days Envelopes Enter 0 if none used or if completed in advance. Enter 0 if none used or if completed in advance. (If Used) Add Business Days Total Business Days Processing Time

5 What can delay this process? 1. Insert material not available at the same time the #10 envelopes are available. (Letters, Business Reply Envelopes Etc.) Envelope Addressing, Folding and Inserting cannot be done simultaneously unless all material is available. Please submit your print orders early enough to allow the print shop sufficient time to complete your work. 2. Using paper stock above 62.5lb or using paper stock with a weak grain. These paper stocks cause frequent machine jams and insert failures that result in significant delays. 3. Machine malfunctions resulting in time consuming service calls. 4. Urgent mandatory business mailings, prioritized by the College Administration. Example: Bursar Bills, Collection Letters, Registrar Mailings, Public Safety Notices. 5. Staff on vacation or sick leave.