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Graphics Standards - Postal Guidelines

A comprehensive U.S. Postal Service publication, Designing Mail.PDF, is available in our FORMS section on the Microsoft® Outlook server.

Address

The official address of Â鶹ÊÓƵ×îÐÂ×îÈ« is:

Â鶹ÊÓƵ×îÐÂ×îÈ«
One University Parkway
Romeoville, IL 60446

• Route 53 may NOT be used in the address format.

Postal Identification Numbers

When addressing mail to a specific individual, use the on-campus mailbox number.

John Q. Public
Â鶹ÊÓƵ×îÐÂ×îÈ«
Unit 123 (or name of department)
One University Parkway
Romeoville, IL 60446

Because identifying numbers for Â鶹ÊÓƵ×îÐÂ×îÈ« are campus departmental numbers, and NOT official U.S. Post Office Box numbers, use “Unit” instead of “P.O. Box” when addressing individuals and/or departments. The unit number must either go on a separate line, or at the beginning of the departmental line.

Unit 196, Marketing and Communications

In Advertising

The following text may be used in advertising and brochures to describe the location of the University:

Â鶹ÊÓƵ×îÐÂ×îÈ« is located on Route 53 at One University Parkway in Romeoville, Illinois.

Building Addresses

In cooperation with the Village of Romeoville, street addresses have been assigned to each building on campus. These street addresses will be used only for specifying phone locations for 911 emergency calls. Eventually these street addresses will be posted on the buildings. DO NOT use these on-campus street addresses in any written correspondence.

Overnight Deliveries

All Lewis outgoing packages will be sent from Receiving utilizing the Fedex automated tracking and billing system. An electronic bar code will be applied by Receiving to all packages and entered into the UPS computer system whereby shipping rates, pickup and delivery are automatically created.

Mailing Permits

First Class

Â鶹ÊÓƵ×îÐÂ×îÈ« does not own a first class permit. All outgoing first-class mail must be stamped or metered by the Mailroom.

Standard Mail (Bulk) Permits

The University owns several bulk mail permits, allowing the user to mail large quantities of mail. To qualify for bulk rates, the following standards must be met:

• There must be a minimum of 300 pieces;
• Each piece of the mailing must bear the same indicia;
• The contents of the mailing must be exactly the same from piece to piece (Customization is not allowed.);
• These mailings must be presented at the mailroom or U.S. Post Office for weighing; and

Designing Automated Mail

You will see in the following section that design layout and paper selection for your printed pieces play an important part in mailing. Please consult the Office of Marketing and Communications early in the planning of any direct mail project.

Designing your mail for barcode reader processing enables the mail to be sorted by faster and more efficient processing methods. The U.S. Postal Service provides postage discounts for all automated mail, and chances are good that your mail will reach its destination sooner if it is prepared correctly to qualify for postal discounts:

• Minimum size (to qualify for postcard rate): 3.5" x 5"
• Maximum size (to qualify for postcard rate): 4.25" x 6"
• Maximum size: 5" x 11.5". Larger card sizes are mailable, but are charged at first-class mail letter rate.
• Standard mail must weigh less than 16 ounces.
• First-class mail must weigh 13 ounces or less.

Business Reply Mail Sample PDF

Folded Publications

• A flat-size piece with a final fold must be designed so that the address is in view when the final folded edge is to the right and any intermediate bound or folded edge is at the bottom.
• Unbound tabloids must have two folds. The second fold must be perpendicular to the original fold.

<Figure 1>

Business Reply Mail (BRM) 

For automated processing, your BRM pieces must be rectangular, have straight edges, and be within the specific dimensions. All pieces not meeting the minimum size standards above are not automatable.

Nonstandard Size. A letter-rate BRM that weighs 1 ounce or less is nonstandard and subject to the nonstandard surcharge.

Paper Weight. For BRM envelopes, you must use paper stock with a basis weight of at least 20 pounds. For cards, you should use card stock with a basis weight of at least 75 pounds or greater, with none less than 71.25 pounds.

Legibility. You may use any legible printing process and typeface. Handwriting, typewriting, or hand-stamping may not be used for BRM lettering.

Printed Borders.You may not use printed borders on BRM letters and cards.

Color. Black ink on a white background is recommended.

Please visit the official Web site of the USPS at http: //pe.usps.gov/mpdesign/mpdfr_brm_intro.htm or contact the Office of Marketing and Communications or the mailroom for more information.

Using Tabs with Self-Mailers

Self-mailers prepared for automation must be secured (tabbed) to prevent an open edge from jamming high-speed mail processing equipment. Construction of the mail piece plays an important role in determining automation compatibility. Standards for tabbing are based on the basis weight of paper stock used and the location of the folded or bound edge as described in the previous column under “Designing Automated Mail.”

Tabs and Wafer Seals PDF

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