Request For Mailing

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Publishing & Distribution
Mail Preparation Guide
DEPARTMENT OF ADMINISTRATIVE SERVICES
Ready to Mail?
P&D’s metering team works very hard to prepare and prioritize mail so it can be metered
at a discounted rate. This allows agencies to receive savings of 10 cents or more per piece
on qualifying letters. Metering processes all classes of mail: first-class, priority, certified,
international and parcels.
Help us, help you save money,
3. LABEL EACH BUNDLE OF MAIL:
by following these guidelines:
• Group or bundle similar pieces
• Label each bundle using a mail processing
PREPARE:
1.
slip (see sample on page 3 of this guide)
• For unsealed envelopes:
• You must include your agency number
– Make sure envelope contents do not
with EACH bundle of mail. This number
interfere
designates the agency to which the invoice
with the closing of the flap
for service will be sent. We cannot apply
postage to mail without this information.
– Nest flaps
• Seal ALL flats**
ADDITIONAL MAIL PREP TIPS:
4.
• Properly label certified mail
• Mail going to addresses on our shuttle routes
(see the certified mail guide on reverse)
do not need postage.
• For multiple-page letters, fold sheets tightly
SORT AND SEPARATE:
2.
and crease the folds well (this can make the
difference between the envelope being sent
Put letter mail in trays and large envelopes in
tubs. Place mail that needs special handling
at the letter rate and the flat mail rate, a cost
in the trays or tubs, keep separate from the
difference of 45 cents).
other mail.
• Same day mail can come with a cost. If the
• Handwritten addresses
letters can be processed the next day, the
postage savings can be 10 cents or more for
• Certified mail
each letter.
• Priority mail
*What is a letter? Letter-size mail is:
• Flats**
• At least 5 inches long and 3-1/2 inches high
• Letters*
• No larger than 11-1/2 inches long OR 6-1/8 inches high
• No heavier than 3.5 ounces (about 15 sheets)
• Packages
• No thicker than 1/4 inch
• Pre-stamped mail
Mail pieces that exceed these limits will mail at the
• Sealed mail and open mail
flat-sized rate
• Foreign mail
**What is a flat? Flat-size mail is:
• Interagency mail
• More than 11-1/2 inches long, 6-1/8 inches high, or 1/4 inch thick
(download a shuttle route list at oregon.
• Not more than 15 inches long, 12 inches high, or 3/4 inch thick
gov/DAS/EGS/PD/documents/routes.xls)
• Flexible
Publishing & Distribution | (503) 373-1700 | oregon.gov/das/egs/pd | 550 Airport Road SE, Suite A | Salem, OR 97301
REV. 09/15

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