Mailpiece Design
We're Here To Help You With Your Mailpiece Design Compliance!
Ensuring USPS mailpiece design compliance for university outgoing mail is of paramount importance. It not only helps maintain the integrity of the postal system but also plays a crucial role in effective communication. Compliance with USPS guidelines ensures that mail reaches its destination promptly and without issues, reducing the risk of delays, returns, or added expenses. Furthermore, adhering to these standards reflects the university’s commitment to professionalism and reliability, reinforcing a positive image both within and outside the institution. By prioritizing compliance, the university ensures that its important messages and materials are delivered accurately, on time, and in a manner that reflects its dedication to excellence.
Mailpiece Design Review
To ensure the best mailing rate and avoid any mistakes as it relates to USPS regulations, please send a proof of your mailing through our Secure File Upload page or contact us for assistance, prior to printing.
Pieces must be printed with identical size and weight as the USPS verifies postage on permit mailings by weighing them. This cannot be done if there is variance. Each mailpiece must have a Colorado State University return address and Colorado State University should be in the first line of the return address. Please ensure that you reference your campus delivery code in your return mailing address, see the provided example below. For help in finding your department’s campus delivery code, refer to the Campus Delivery Code list.
Examples of requirements include a barcode clear zone for USPS processing and addressing space. The barcode clear zone is positioned 5/8 inches from the bottom of the piece and extends 4-3/4 inches from the right edge. The addressing space needs to be a blank white space clear of all printing and graphics and must be at least 4 inches wide and 2 inches high (above the barcode clear zone) to accommodate the IMB barcode and 4 address lines. If you have more address lines, the space must be greater than 2 inches high. Please see the below example for addressing formatting:
Flats must have this space in the upper half of the mail piece. The fold must be at the bottom, please see the below example:
Minimum Quantities
Different classes of mail require different minimum quantities of mail to be inducted to qualify with the USPS.
• Presorted Standard and Nonprofit mailings require 200 or more pieces of identical material.
• Presorted First-Class mailings require 500 or more pieces of identical material.
• First Class mailings do not have a minimum piece count requirement.
If mailing multiple types or versions of the material, a separate Mail Production Service Request Form must be submitted for each type or version.
USPS Dimension Classifications
Presort Standard and Nonprofit mailings are not subjected to the below letter and postcards mailing standards and are more so categorized as either a letter or a flat; whereas Presort First Class and First-Class mailings are subjected to the dimensions classifications to determine class and cost listed below.
Presort Standard and Nonprofit postage costs are determined by piece count and weight. Presort First Class and First-Class postage costs are per piece and subject to the dimension’s classifications. If you would like a quote for Presort Standard, Nonprofit, or Presort First Class email mail.production@colostate.edu.
For any First Class mailings please use the Postage Accounting Form and email questions to maildistribution@colostate.edu.
Permit 19 Indicia
Permit 19 Indicia Requires Pre-Approval and Submission Through BMEU
Permit 19 is the Nonprofit eligible permit owned by Colorado State University, all use of permit 19 must be authorized and processed by Mail Production. An indicia is a postal marking used instead of a stamp that includes the permit number. Most customers have this permit pre-printed on their material for ease and cost savings. The post office charges CSU’s permit account for postage, which we then charge the department as stewards of the permit. If the material does not have Permit 19 pre-printed, we can spray the permit while addressing the materials. Permitted material cannot be placed in an outgoing mailbox and can only be submitted to the Business Mail Entry Unit (BMEU) with the required accompanying USPS paperwork through Mail Production.
Any use of the permit 19 indicia must include “Colorado State University” in the return address (please see the addressing formatting above for an example of a proper return address).
Anything that is personal in nature (date of birth, account number, etc.) cannot be mailed by marketing mail. No personal messages can be included or written on marketing mailpieces
Classes of Mail
Nonprofit
Only available to Nonprofit eligible organizations and materials must adhere to USPS regulations but provide the cheapest marketing mail postage rate.
- Certain types of advertisements and the amount of can disqualify a mailing from being eligible for Nonprofit.
- Requires NCOA processing.
- Does not have return service. If the mail cannot be delivered, USPS recycles/throws away.
- Estimated delivery time is 2-9 days.
Presorted Standard
Slightly more expensive than Nonprofit, but still an economical postage option.
- If there is outside advertising that disqualifies Nonprofit eligibility, it must be sent as Presorted Standard.
- Requires NCOA processing.
- Does not have return service. If the mail cannot be delivered, USPS recycles/throws away.
- Estimated delivery time is 2-9 days.
First-Class Mail
Any mail piece can be sent as First-Class Mail and is the only option for anything personalized.
- Does not require NCOA processing.
- Provides return service if the address is invalid or that person moves. USPS will return the mail to the sender or forward it accordingly.
- Estimated delivery time is 2-5 days.
National Change of Address (NCOA)
NCOA stands for National Change of Address. The U.S. Postal Service maintains a database of everyone who has filed an official change of address form with them over the last four years. NCOA is a service that allows you to update your address lists with the most accurate address information possible. NCOA is the most common method of complying with the USPS Move Update requirement.
After running an address list through NCOA, that list is valid for 95 days. Any address files that Mail Production processes will be run through the NCOA database.
Pieces that arrive pre-addressed cannot be run through NCOA and will therefore be mailed as First Class.
Materials Suggestions
Slick, glossy stock is not recommended as these items smear easily and can be rejected by USPS. If you must use a coated stock, please request a Matte or Dull, such as LX Velvet or LX Gloss (we are happy to test samples).
USPS equipment works best if mail pieces are printed on white or light-colored paper. Dark (such as CSU Green in the primary color palette) and fluorescent papers are not acceptable. If one of these papers is desired, please contact Mail Production for possible solutions. Textured papers, papers with dark fibers, and halftone screens should be checked by Mail Production prior to use.
Pieces must be printed with identical size and weight as the USPS verifies postage on permit mailings by weighing them. This cannot be done if there is too much variance.
Frequently Asked Questions (FAQ's)
Mailpiece design plays a significant role in the effectiveness of our communications. A well-designed mailpiece enhances readability, engages recipients, and ensures that the message is conveyed clearly and professionally. It also helps meet postal regulations, potentially reducing postage costs.
When designing a mailpiece, consider elements such as layout, typography, color scheme, imagery, branding consistency, and the placement of important information like addresses, logos, and calls to action. These factors collectively contribute to a visually appealing and informative mailpiece.
Yes, it’s essential to adhere to postal size and format guidelines to ensure cost-effective and efficient mail processing. Also, we must meet postal requirements to adhere to our permit requirements. The university’s Mail Production Department can provide you with specifications for standard mailpiece sizes and formats that meet postal regulations.
The university’s design and communications teams are available to assist you in creating effective and compliant mailpieces. Visit University Marketing & Brand Management for more information.
To maintain brand consistency, incorporate the university’s logos, colors, fonts, and other branding elements into the design. Ensure that the branding is prominent but not overwhelming, creating a visually appealing and recognizable mailpiece.
CSU Brand Standards are located here: https://brand.colostate.edu
The university’s design and communications teams are available to assist you in creating effective and compliant mailpieces.
Visit University Marketing & Brand Management for more information.
To make your mailpiece accessible to all recipients, consider factors such as font size, color contrast, alternative text for images, and the use of accessible document formats. Collaborate with the university’s Accessibility Services or Communications Department, or your Marketing Communications team for guidance on meeting accessibility standards.
The university’s design and communications teams are available to assist you in creating effective and compliant mailpieces.
Visit University Marketing & Brand Management for more information.
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