Postal Information for Staff
- Bulk Mail
- Charge Back Information
- Current Postal Rates
- Cutoff Times
- Flyer Distribution
- Internal Mail
- Addressing Mail
- Services Provided
- Help us
What is bulk mail?
The generic term "bulk mail" refers to quantities of mail prepared for mailing at standard mail discounted rates. Standard mail rates are discounted from single-piece rates because we do some of the preparation work otherwise done by the USPS.
SNHU Postal Services processes only the following categories of presorted, non automation standard mail: Machinable Letters, Non Machinable Letters and Flats. We are not equipped to handle mailings that fall under other categories and we are not equipped to handle excessively large mailings. Any mailing we deem is too large to handle "in house" will be sent out to a local mail house at the expense of the department to which the mailing belongs.
Starting April 14, we will be using software to assist us in this preparation. The software allows us to automate most manual steps, resulting in a quicker turn around time for mailings.
As of the date above, all departments and organizations that send bulk mailings through SNHU Postal Services are required to furnish a file that contains the data (city, state and zip) used for the mailing labels. This file must be an exact match to the pieces submitted for mailing. Please e-mail the file to mailroom@snhu.edu. We will not process the bulk mailing until the file is received.
The following file types are compatible with our software (Excel is preferred)
- Access
- Act! (dBase versions only)
- ascii comma-delimited
- ascii tab-delimited
- dBase
- Excel
- Word mail merge
What are the requirements for bulk mail?
Bulk mail is available for mailings of 200 pieces or more consisting of matter that weighs less than 16 ounces. Each piece in the mailing must be identical in size and weight (you must use the same exact envelope for each piece) and be pre-printed or stamped with an indicia indicating our permit number. All pieces must be in strict ascending zip code order with all flaps up. An Excel data file consisting of city, state and zip of each piece in the mailing must be e-mailed to mailroom@snhu.edu. This data must be an exact match to the pieces submitted for mailing. Please include a postal chargeback with your mailing indicating approximate piece count and to which G/L line to charge the postage.
Time Frames
For scheduling purposes, we request at least three days notice prior to any bulk mail being sent to us for processing. Plan on at least a three day turn around time once your mail reaches us. Heavier mailing periods will result in longer processing times.
If your mailing is time sensitive and needs to be sent out immediately, bulk mail may not be your best option.
Bulk mail is not a "same day" mailing service. Please do not send us bulk mail and expect us to prepare and send it out that day. This will not happen under any circumstance.
A chargeback form is an internal document that must be used in the following situations
- Any first class mailing(s) that are at least 500 pieces total in one day. (The charge is for the entire mailing, not just the amount in excess of 500 pieces).
- All bulk mailings.
- All special services (UPS, DHL, FEDEX, express, certified, registered, insured, delivery confirmation, etc...).
- International mailings weighing 16 oz or more.
- All domestic flats that weigh more than 13 oz.
- Priority mail.
- Any time a higher level of service is requested that results in increased postage.
The chargeback form should be filled out in its entirety including the g/l line to which the postage will be charged.
A complete listing of postal rates can be found at http://www.usps.com/.
First class mail starts at $0.42
Priority mail starts at $4.80
Express mail is zone based. Flat rate is available for $16.50.
Special Services (in addition to postage)
Certified mail $2.70
Return Receipt $2.20
Delivery Confirmation $0.65 or $0.75
Signature Confirmation $2.20
All outgoing postal mail is brought to the Hooksett Post Office at 3:30 PM.
Please have all items to us no later than 3:15 PM for processing.
Cutoff Times:
UPS 2:45 PM
DHL 2:45 PM
USPS 3:15 PM
FEDEX 1:30 PM and 3:15 PM*
UPS, FEDEX and DHL pick up daily.
*For Fedex shipments, please have large or multiple packages to us by 1:30 PM. Envelopes and small packages may be brought to us until 3:15 PM as we can leave these items in the Fedex drop box in front of the Hooksett Post Office.
FEDEX Ground pickups are scheduled for the following day.
Items that miss the cutoff times will be sent out the next business day.
We advise strongly against flyer distributions and encourage mass communication via e-mail. Not only does this not waste paper, but your target audience is more likely to read an e-mail than to look at a flyer.
Distribution to Students;
Please note: All flyers for students must be approved by the Student Life office.
We will not distribute unapproved flyers.
Mailings for all students
Pieces should be generic (without names and box numbers).
Mailings to specific students
Pieces should be in ascending box number order.
For easier insertion into mailboxes, flyers should be folded into thirds.
Please keep in mind that we need at least two days to schedule insertions for every mailbox. We can not stuff student mailboxes on specific days and times as staffing does not allow this.
Distribution to Faculty/Staff
Options
- Send one flyer to each department.
- Send a bundle of generic flyers to each department for distribution.
- Send flyers to specific people in each department.
Mailings directed to specific faculty/staff members should be banded by department. (If printing labels, please sort them before you print in order for the department names to be in alphabetical order).
Top
Interoffice Mail
Please use department codes on all pieces of internal mail. Do not make up your own codes. This causes confusion and may result in your mail to be routed incorrectly.
Branch Mail
All internal mail that needs to be sent to an SNHU branch must be separated from regular mail and clearly marked BRANCH MAIL. Mail is bundled and sent to branches via first class mail each day.
Forwarding Mail
We do not forward mail off campus for faculty and staff (including GAs and RDs). When an employee leaves SNHU, mail received for that employee will still be sent to the last department of employment. It is the responsibility of that department to forward the mail off campus as we will not assume the responsibility of determining what is personal mail versus business mail.
Domestic
- All mail needs a delivery address and should also have a return address with the department of origin clearly indicated.
- Capitalize everything in the address
- Use common abbreviations
- Eliminate all punctuation
- Use 2 letter state abbreviations
- Use Zip +4 codes
International
- Mail in letter size envelopes for delivery to foreign countries should be placed in envelopes and clearly marked "AIR MAIL".
- Addresses should be typed or clearly written using Roman letters and Arabic numerals.
- Foreign language addresses are permissible if the city, province and country are also indicated in English.
- The last line of the address is reserved for the country name-spelled out in capital letters-with the foreign postal code (if used) on the line above.
Please refer to http://www.usps.com/ for additional information regarding mailing requirements such as size and weight.
Most USPS services are provided including: First Class, Priority, Express, Parcel Post, Media Mail, Registered, Certified, Insured, Delivery Confirmation and Signature Confirmation.
We also offer service with the carriers listed below.
Please note that if your shipment requires additional services such as signature required, insurance or Saturday delivery, you must request these services specifically. Please visit each carrier web site to obtain the complete list of all services available.
DHL
Domestic Services
- Overnight
- 2 day
- Ground
International Services
- Express (delivery varies according to destination). This service is for both letters and packages.
Tracking is provided for all shipments. Domestic items can not be sent to a PO Box. You may ship personal and business related items via DHL using our account number.
UPS
Domestic Services
- Overnight
- 2 day and 3 Day
- Ground
International Services
- Standard to Canada – Ground
- Express (delivery varies according to destination). This service is for both letters and packages.
Tracking is provided for all shipments. Items can not be sent to a PO Box. You may ship personal and business related items via UPS using our account number.
FEDEX
Domestic Services
- Overnight
- 2 day
International Services
- Express (delivery varies according to destination). This service is for both letters and packages.
Tracking is provided for all shipments. Items can not be sent to a PO Box. You may ship personal and business related items via FEDEX using our account number.
Small steps you take can help us better serve you.
- Band international mail separate from domestic mail into three piles: Canada, Mexico, every other destination
- Band on campus mail separately.
- Band stamped mail separately.
- Keep flaps up for unsealed outgoing mail.
- Attach a chargeback form when necessary.
- Have your mail ready for your daily pick up.
- Get items to us before cutoff times