Mail Processing

Our Mail Processing division provides efficient mail preparation and processing of large mailings for ASU departments.

These services include:

• Addressing.
• Affixing required postage (including postage stamps).
• Delivery to the USPS.
• Folding.
• Hand processing services to meet customer’s mailing needs.
• Inserting.
• List cleansing and standardization of mailing lists to meet USPS mailing and move update requirements.
• Maintain mailing lists for departments within Mail Services.
• Printing pages with variable data, such as statements, invoices, and certificates.
• Printing personalized letters to include variable data.
• Sealing.
• Tabbing.

All departments are asked to consult with ASU Mail Services during the design stages of any mailing to obtain mail design information and to get your project on ASU Mail Services’ calendar for processing. This ensures your mail pieces meet USPS mailing requirements, fit the specifications for machine processing in both our facility and the USPS, and obtain the best possible postage rate for the university.

Mailing using ASU’s nonprofit rate

As the official mail representative for Arizona State University, we are solely responsible for the proper use of the ASU nonprofit permit. All departments that wish to use the nonprofit permit must have ASU Mail Services process their mail. This requirement ensures that ASU's nonprofit status with the United States Postal Service is protected and that all university mailings meet federal guidelines and postal requirements.

ASU's permit and the university’s nonprofit status associated with our permit cannot be used by an outside vendor to process a USPS mailing. ASU's nonprofit status cannot be used by a department to acquire a separate permit. See ASU Mail Policy PUR 225.

To mail at ASU's nonprofit rate, you will need to provide the following:

1.  A completed Mail Processing Request Form.
2.  Provide mailing materials, such as postcards, flyers, envelopes, letterheads.
3.  Submit your address file by email.

All bulk mailings must consist of at least 200 mail pieces, all of which must be identical in content, size and weight. ASU Mail Services will determine if the content of the mail qualifies for the nonprofit rate. Please contact us before printing to determine eligibility.

ASU Mail Services will process all nonprofit mailings as required by PUR 225.

Materials submitted to ASU Mail Services already labeled/addressed can either:

1. Be mailed at the first-class postage rate, or
2. Incur additional labor costs to readdress the mail piece to meet postal requirements.

Email us with questions.

Ordering envelope barcodes

All ASU outgoing postal mail must have an ASU postal billing barcode. Departments must complete the request form to receive a postal billing barcode. Departments with envelopes and outdated barcodes can:

• Purchase new envelopes.
• Request barcode stickers to place over existing barcodes.
• Request recycling pickup for envelopes with outdated barcodes.

Email Mail Services or call 480-965-9818 with questions.

File types and formatting data files

Address files submitted to ASU Mail Services for large mailings should be either Excel or CSV files. We can work with other types if needed, so please email us with questions.

When you enter addresses into the address database, do not mix field information. Keep your fields consistent throughout the database.

The information below is only an example. You do not have to have only these fields in your files, but the information must be the same in each field. If there is no information for a field, leave that field blank.

Printed example:

987191
John Schultz
President
ABC Supply Company
2145 W Broadway Ste 210
Tempe AZ 85282-1099 

International mail

International mail can be sent only through first-class, Priority Mail or Express Mail. 

International addresses should be formatted as follows:

• Recipient name.
• City. 
• Province or state.
• Postal code.
• Country (no abbreviations).
• Address.

The country cannot be entered in the same field as the city, state or postal code.

The U.S. Postal Service requires the ENTIRE international address to be written or typed in CAPITAL LETTERS, with the bottom line of the address showing only the COUNTRY name, written in full (no abbreviations). Example:

MRS. HELEN SAUNDERS
1010 CLEAR STREET
OTTAWA ON  K1A 0B1
CANADA 

All international mail must contain a complete return address with full names printed (no initials).

Overseas military addresses must contain the APO or FPO designation along with a two-character "state" abbreviation of AE, AP or AA and the ZIP code. For example:

• APO AE 09001-5275. 
• FPO AP 96606-2783. 
• APO AA 34035-4198.