Mailing 101

Setting Up a Job Order

Try our online Job Request Form!

Please have the following information available when contacting us to set up a job order:

  • Department name
  • Contact name
  • Contact phone
  • Job title for reference (i.e. Fall 2016 Newsletter)
  • Campus address and delivery code for returning extras
  • EFS string for billing (must be budgeted to accept charges from account 720317)
  • Estimated piece count
  • Approximate date that we'll receive the data and/or materials
    • Will you be providing envelopes, or will our stock envelopes be used?
    • Will the printed piece be arriving from Printing Services?
    • Will you need a courier pickup for transporting the materials?
  • Type of mail piece
    • Postcard, letter, flat, parcel, self-mailer?
  • Class of mailing
    • Standard or First Class?
    • Will a mailing permit be pre-printed on the piece?
  • Description of work to be done, such as:
    • Data list duplicate search
    • Address imprinting
    • Inserting
    • Applying stamps
    • Etc.

Data lists can be submitted by email as attachments. Please protect files as your department deems necessary or data privacy laws require.

Design Considerations

When deciding on a size and paper weight for your piece, keep in mind that larger pieces or heavier papers can greatly increase the cost of your mailing. Please visit our Mail Piece Design page for more detailed information.

Address List Maintenance

All Standard and Nonprofit mailing data lists must be checked against the National Change of Address database to qualify for Standard rates. This will usually catch a majority of simple spelling errors and will update addresses for people who have submitted an address change request to the USPS within the last two years. However, running a list through the NCOA database should not take the place of regular data list maintenance.

First Class mailing data lists can also be checked against the NCOA database. Please let us know that you would like us to do this when you set up your job order.


By allowing us to apply addresses directly to your mail pieces, we can sort your data list in advance to maximize postage discounts.

Pre-addressed First Class mail can also be presorted, but by instead being sent through a presort company after leaving our facility. For information about having Addressing & Mailing regularly process your pre-addressed mail pieces, please see Daily First Class Mail Program.

Processing Timeline

Jobs are mailed within 3 to 5 business days. If you are looking for a quicker turnaround, please contact us to discuss your needs.

If you have any questions, or are ready to set up a job order, please contact us.