How to Send Mass Mailings

Updated 03/15/07

Definition:

“Mass mailings” consist of 200 or more pieces of the same type and class. 

Process:

The Department’s Central Mailroom meters standard first class letter-size outgoing mail and uses private contractors to presort “mass mailings” and flats (9 ½ x 12 size envelopes).   Monthly reports generated by the Mailroom provide the Office of Organization and Management Support (OOMS) with a breakdown by office of ITA activities.

 Who Pays:

The Centralized budget covers all routine domestic and international mailing costs which are defined as other than mass mailings.  Centralized will not cover mailing costs for special funded programs such as BISNIS or CEEBIC, distribution of newsletters or magazines, and promotional mailings announcing upcoming trade missions and shows. 

 Trade Event Mailings: 

Postage costs related to trade events should be factored into participation fees and paid with event funds.  Event program managers must notify OOMS that a mass mailing has been planned and provide the applicable trust fund appropriation code.  Failure to do so will result in costs being charged against the sender’s office program funds.

 However, mass mailings that support the efforts of appropriated funds programs, such as diversity, recruitment, industry guidance on new government regulations, etc. can be paid with Centralized funds.  OOMS is responsible for determining on a case-by-case basis whether a mailing meets the qualifications.  Please seek approval prior to each mailing.  

International Mailings Weighing 16 oz. or More:

The Department’s Central Mailroom can no longer accept and process items destined for overseas locations that weigh 16 ounces or more.  Nor can the items be left in a collection box or at an unattended dock.  For security reasons, the sender must take items directly to the U.S. Post Office for endorsement by an authorized postal service employee.  However, the Department’s Central Mailroom will continue to accept and process items weighing less than 16 ounces.  

Questions:

If you have questions regarding ITA mail procedures, please contact Diana Smith in the Office of Organization and Management Support at 202 482-3265 or by e-mail at Diana.Smith@mail.doc.gov .