Bulk Mailing

This guide provides step-by-step directions and essential information on Whitman College's bulk mailing process. If you have questions or need further assistance, contact Mary Schmerer, Mailing Coordinator, at schmerem@whitman.edu or 509-527-5793.

Four Basic Steps to Discount-Rate Bulk Mailing

Step 1: Determine the Quantity

To qualify for discount-rate bulk mailing, you need a minimum of 200 certified addresses.

Step 2: Plan Ahead

Contact Mary two weeks in advance to discuss your mailing needs. She will request the permit and initiate the process. Inform her if your mailing includes Business Reply Mail (BRM).

Step 3: Verify Addresses

Send your mailing list in an Excel spreadsheet to Mary one week before your desired mail date for address verification using USPS-approved software.

Step 4: Coordinate Printing and Mailing

If using an outside vendor: Decide if you want Mary to work directly with the vendor. The vendor must provide a PDF of the mailing panel for USPS compliance inspection before printing. Determine who will provide the mailing list and certification paperwork to the vendor.

If using Whitman Printing/Mailing Services: Mary will inspect the mailing panel art for compliance as a standard procedure.

Additional Information on USPS Bulk Mailings

Support and Assistance

Mary is your primary contact for bulk mailing. She knows current USPS regulations and processes and can assist with managing your bulk mailing needs.

Non-Profit Rates

Whitman College is eligible for discounted USPS rates as a non-profit organization. To receive these rates, mailings must comply with USPS regulations, including:

• BRM Artwork: Use the USPS-provided barcode for annual mailings.
• Piece Configuration: Ensure correct size, shape, weight, and barcode location.
• Permits and Fees: Maintain current status.
• Verified Address List: Only addresses passing USPS software checks qualify for discounted rates; others require first-class postage.
• Certification Paperwork: Submit with every discounted-rate mailing.

Failure to comply may result in USPS refusing the mailing and revoking discounted rate privileges.

Business Reply Mail (BRM)

To qualify for a BRM postcard or envelope, submit the required paperwork to USPS two weeks before printing. Mary will obtain and provide the necessary artwork for new BRM pieces and ensure final draft approval before printing.

Verifying Mailing Lists

Send your mailing list to Mary for certification using USPS-approved software. She will return the approved list and certification paperwork to you or directly to your vendor. This ensures compliance and maintains our eligibility for discounted rates.