Mail Production
200 W. Lake Street
Weekdays 7:30am - 4:00pm
Welcome to the University’s Mail Production Department
At the heart of every successful university operation is a seamless flow of communication. At our Mail Production Department, we take pride in excelling in the behind the scenes work, ensuring that vital printed messages, announcements, and information reach their intended destinations efficiently and professionally.
Our Commitment to Excellence
With a proven track record of excellence, our team specializes in handling large-scale mail jobs with precision and care. Whether it’s a batch of important admission letters, fundraising campaigns, or departmental newsletters, we are your trusted partner in Mail Production.
Comprehensive Services
Our range of services goes beyond the simple act of sending mail. We offer a comprehensive suite of solutions to meet your needs, including:
- Mailpiece Design: Your mailpiece is the foundation of your print communication. The USPS has very stringent standards on how mailpieces can be designed to flow through their network. We will review your mailpiece to ensure compliance with these regulations to help you avoid costly re-printing of materials.
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Inserting: We specialize in carefully inserting documents into envelopes, saving you time and effort.
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Tabbing: Our tabbing services ensure that your mail complies with postal regulations and looks polished and professional.
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Address Spraying: Streamline your mailing process with our address spraying services, ensuring accurate and efficient delivery.
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NCOA Services: Keep your mailing list up-to-date with our National Change of Address (NCOA) services, reducing undeliverable mail and costs.
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And More: From data processing and sorting to customized mail solutions, we offer a wide array of services tailored to your unique needs.
Why Choose Us?
Our team of professionals is certified to handle your large mailings and provide excellent customer support along your mail journey. Sending large mail jobs can be complicated with varying regulations and policies to comply with. Our team will guide you through these processes, step-by-step.
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Experience: With years of experience in the industry, our team is well-equipped to handle any mail production challenge.
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Efficiency: We understand the importance of timely mail delivery, and our streamlined processes ensure that your mailings go out on schedule.
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Accuracy: Precision is our hallmark. You can trust us to handle your mail with the utmost attention to detail.
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Cost-Effective: We offer competitive pricing without compromising on quality, helping you make the most of your budget.
- Mail on Campus or Around the USA: We facilitate mailings to on-campus employees/departments, or to constituents and students around the country!
- We are CSU!: Our employees are all full-time CSU employees, or CSU student employees, and have a dedicated interest in doing what is best for CSU
Your Partner in Mail Production
Whether you’re a university department, faculty member, or administrative office, our Mail Production Department is here to support your communication needs. We are dedicated to making your mailing process hassle-free and effective. Explore our website to learn more about our services, request a quote, or get in touch with our team. Let us help you make your university’s communication as smooth as possible. Your success is our mission.
The Process
All Mail Production (Marketing Mail) Jobs Require 7-14 Days Advanced Notice
Rush Jobs Will Incur a $100 Rush Order Fee
Step 1
Design Your Mailpiece
Work with University Marketing & Brand Management and FastPrint to design your mailpiece.
Step 2
Mailpiece Design Proof Before Printing
Once you are ready with a design, please use the Secure Upload feature to send us a PDF to review before you go to print or contact us for assistance. We will let you know if the design meets USPS requirements/regulations and avoid any issues with the design and any processing delays.
Step 3
Submit a Mail Production Service Request Form
All jobs must start with a Mail Production Service Request Form. In this form we gather all the important details of your job to help avoid a back and forth delay in obtaining all the information we need to process your order. You will provide a Kuali Account # for billing in this form as well as an option to upload your address files and any other information necessary to get your job started.
Service Timeline
To effectively meet all department’s needs, we require advance scheduling. If the job is scheduled with one week lead time, we are able to meet most departments’ requested timelines. Scheduling allows us to plan accordingly for staffing as well as allow sufficient time for processing, depending on the quantity and service being performed.
Step 4
Send us your Address Files
If not already provided in the Mail Production Service Request Form, you can upload your Address Files using our Secure File Upload page. Please DO NOT send address files via e-mail due to the insecure nature of e-mail communications. Using our Secure File Upload allows you to send us your files securely.
Acceptable address list formats are: .xlsx (Excel) or .csv (Comma Delimited)
When creating the address list file please keep address lines in separate columns. This is necessary for the software to create the addressing field.
See our National Change of Address (NCOA) section for more information on the importance of NCOA processing requirements.
Step 5
Deliver Your Materials To Us
Once you have materials, they can be sent to us up to a week prior to the requested mailing date. We have a very limited amount of storage space available, so it is important to communicate with our team the estimated arrival date and quantity of materials to aid in scheduling. For large jobs, we are able to accept palletized shipments via truck freight, as we have a dock and forklift available at Central Receiving.
Materials can be shipped or delivered to:
Colorado State University
ATTN: Mail Production
200 W. Lake Street
6011 Campus Delivery
Fort Collins, CO 80523-6011
Step 6
We Complete Your Job!
We will process your mailing and deliver it directly the Business Mail Entry Unit (BMEU) at the United States Postal Service (USPS) for final mailing. Once we receive the confirmed paperwork from the USPS, we will issue an automated Kuali billing, and will send you a cost report upon request. Please allow 2 weeks for this process to occur.
Service Request Form
Ready to Get Started? Great! All Jobs Start with a Mail Production Service Request Form
Frequently Asked Questions (FAQ's)
NCOA stands for National Change of Address. It is a crucial process that helps us update and maintain accurate mailing lists by identifying individuals or organizations that have changed their addresses. This is essential for reducing returned mail and ensuring that our communications reach the intended recipients. NCOA is a USPS compliance requirement for Marketing Mail.
To request NCOA services, please fill out a Mail Production Service Request Form. We will provide you with the necessary forms and guidance to submit your mailing list for processing.
Inserting is the process of adding documents, flyers, or other materials into envelopes or mailers. This service is valuable because it saves time, streamlines the mailing process, and ensures that all relevant materials are included in the mailings.
Tabbing refers to the application of adhesive tabs or wafer seals to mail pieces, typically newsletters or folded documents. It is required by postal regulations to secure and protect mailings that don’t meet standard envelope closure requirements. Tabbing helps ensure that your mailings meet postal guidelines and are processed smoothly.
You can submit a tabbing service request along with your mailing project details through our Mail Production Service Request Form. We will provide you with information on tabbing options and costs.
In addition to NCOA, inserting, and tabbing services, our department provides a range of other mailing services, including addressing, sorting, postage metering, and mail merge. We are here to assist you with all your mailing needs.
To ensure compliance and access to discounted postage rates, please consult with our Mail Production Department early in your project planning phase. We can guide you through postal regulations, design considerations, and address formatting to help you achieve the best results.
Yes, we are committed to sustainability and additionally, we participate in recycling programs to minimize waste in our operations.
Meet the Mail Services Team
Gina Marx
Mail Production Lead
Serving Since 2021
Gina is responsible for leading our Mail Production area where she processes address cleansing requests, prepares and processes large marketing mailing requests, confirms designs of mailpieces to comply with USPS regulations, and operates equipment to print addresses on mailpieces. Gina also assists in sorting inbound and outbound mail, processes mail, and meters mail.
Gabriel Tamaska
Mail Services Technician
Serving Since 2022
Gabriel sorts inbound and outbound mail, processes mail, and meters mail, and can answer all of your Mail Distribution questions. Gabriel also assists with marketing mail in Mail Production.
Marsha Dinkel
Mail Services Technician
Serving Since 2022
Marsha sorts inbound and outbound mail, processes mail, and meters mail, and can answer all of your Mail Distribution questions. Marsha also assists with marketing mail in Mail Production.
Primary Services
Location & Hours
200 W. Lake Street
Fort Collins, CO 80523-6011
(970) 491-6142
mailproduction@colostate.edu
Open Weekdays
7:30am to 4:00pm
Excluding University Holidays