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Guidelines for large mail outs

For departments and staff needing to mail out large quantities of outgoing mail (over 500 pieces), please follow the guidelines below:


Please advise the facilities department at least 2 weeks in advance of any large quantities of outgoing mail by emailing

In the email please indicate the expected date the mail will be delivered to the Mailroom, as well as the approximate number of pieces that will be sent out. If you require a large amount of supplies for your mailing (e.g. envelopes, letterhead, transparent tape), please also include that in the email and give 2 weeks’ notice, so that we can ensure we have enough supplies.


For post-cards, please bring a dozen samples to the mail room for testing before printing the required volume as some post-cards cannot be processed by our postage machine. Post-cards printed 7″x5″ on 100 lb card stock is strongly recommended. 

A sample for oversized mail should also be brought to the mailroom to be weighed/measured to ensure that it can be processed.

Package Specifications:

Before bringing your mail to the mail room, please:

1) Seal all oversized envelopes
2) All mail must have the department name written on the outside of the envelope
3) Items sent to the US and international locations require a description of the contents and value in order to be processed
4) And lastly, please sort the mail according to Domestic, USA and International addresses

Please note: if proper notice is not given for mass mailings, and outgoing mail is not prepared in accordance to the instructions above, this could result in a longer turn-around time for mail being processed.

Facilities Department

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