Presorting Mail Guide


Standard (Bulk) Mail
Presorting a Mailing

Basically, “presorting” means grouping your mail by ZIP Code (not city or state). All pieces going to the same destination are grouped together in packages then placed in trays or sacks. You’ll start by sorting to specific areas (such as 5-digit ZIP Codes), then work your way down to general locations. Leftover pieces get put together in a miscellaneous tray.

General Rules:

• Each mailing must have at least 200 identical pieces or 50 lbs. of mail.
• Bulk mail only applies to domestic mailings.

Supplies:
Rubber Bands - -Be sure to use sturdy rubber bands provided by the U.S. Postal Service to bundle your mail.

Package Labels - -

• “5” 5-digit (all bundles for same 5-digit ZIP Code)
• “3” 3-digit (all bundles for same 3-digit ZIP Code prefix)
• “A” ADC (all bundles for same area distribution center)
• “X” Mixed ADC (remaining pieces for mixed distribution centers)

Packaging:
Package (or Bundle): A group of 10 or more addressed pieces.

• Make sure all addresses face the same direction.
• Secure bundles with rubber bands. (Be sure to use rubber bands supplied by the post office.) First, put a rubber band around the length (parallel to the address) and then around the girth (perpendicular to the address). If the package buckles, (because items will not hold their shape with two rubber bands) put one rubber band around the girth.
• Packages cannot be thicker than 6 inches. If a package is thicker than 6 inches, break it up into multiple packages.

Getting Started
Print address labels in zip code order and file mail pieces in trays (lowest zip code to highest) for easier sorting

Making Packages:

Step 1: Create 5-Digit Packages - - In this first required step you will bundle together all pieces going to the same 5-digit ZIP Code. 

1. Where there are 10 or more pieces to the same 5-digit ZIP Code, band those pieces together, as explained in the “Packaging” procedure above and set aside. If you have fewer than 10 pieces to a single 5-digit ZIP Code, leave in sorting tray (always maintaining zip code order) and go to Step 2.
2. Put a red “5” sticker in the lower left corner of the top mailpiece of the package.
3. Count the number of pieces in the package and write the total on the red “5” sticker.
4. Continue bundling by 5-digit ZIP Code into groups of 10 or more until all possible 5-digit packages have been made.

TIP: If you have enough single ZIP Code pieces to fit into either a 1-foot tray or a 2-foot tray there is no need to rubber band the bundles as explained in the “Packaging” procedure above. Place a red “5” sticker on the first piece in the tray with the total number of pieces in the tray recorded on it. 

Step 2: Create 3-Digit Packages - - In this second required step you will bundle together all pieces going to the same 3-digit ZIP Code area. **(Remember from this point on, only look at the first 3 digits of the ZIP Code.)

1. Where there are 10 or more pieces to the same 3-digit ZIP Code, band those pieces together, as explained in the “Packaging” procedure above and set aside. If you have fewer than 10 pieces to any single 3-digit ZIP Code, leave in sorting tray (always maintaining zip code order) and go to Step 3.
2. Put a green “3” sticker in the lower left corner of the top mailpiece of the package.
3. Count the number of pieces in the package and write the total on the green “3” sticker.
4. Continue bundling by 3-digit ZIP Code into groups of 10 or more until all possible 3-digit packages have been made.

Step 3: Create ADC Packages - - In this third required step you will bundle together any remaining pieces going to the same postal processing facility (area distribution center or ADC). **(Remember, you’re only looking at the first 3-digits of the ZIP Code.)

1. Using the ADC labeling list, group or sort the remaining mailpieces according to the 3-digit areas listed.
2. Where there are 10 or more pieces to the same ADC, band those pieces together, as explained in the “Packaging” procedure above and set aside. If you have fewer than 10 pieces to the same ADC, leave in tray (always maintaining zip code order) and go to step 4.
3. Put a pink “A” sticker in the lower left corner of the top mailpiece of the package.
4. Count the number of pieces in the package and write the total on the pink “A” sticker.
5. Continue bundling for each ADC into groups of 10 or more until all possible ADC packages have been made.

Step 4: Create Mixed ADC Packages - - In this last required step you will bundle together all the remaining pieces.

1. Bundle any remaining pieces regardless of destination ZIP Code into packages, as explained in the “Packaging” procedure above and set aside. It’s OK to have a package with fewer than 10 pieces.
2. Put a tan “X” sticker in the lower left corner of the top mailpiece of the package.
3. Count the number of pieces in the package and write the total on the tan “X” sticker.

Transporting to the Mail Room:
Simple file packages back in trays in ZIP Code order. This method is the simplest and most helpful.

Traying, Standard Mail Forms and Check Requests:
At this point, the Mail Room will complete the “traying” procedure and calculate the dollar amount. A check request will need to be prepared and a check issued to accompany the mailing to the post office. You can do this one of two ways – either give me a completed check request with the mailing and I will fill in the dollar amount, or I will notify you of the total amount and you can prepare a check request at that time. Either way, the completed check request will go to Andy Merrill for approval and then to Vicki Ford for issuance of the check. She will call me when the check is ready and I will take the mailing and check to the post office. I will make copies of all the paperwork and send a copy to you.

This is a very quick, condensed version of preparing standard mail. The post office maintains strict size and addressing regulations also. If you have any questions while you’re designing the mail piece, please ask or take it to the post office for approval (suggestions) before the printed pieces are ordered and made.

Please contact the Mail Room, Ext. 7025, or email mailroom@lec.edu for further instructions, questions or supplies.

Parts of this Quick Instruction were taken from Publication 95 of the USPS “Quick Service Guide” and Publication 49 “Getting Started with Standard Mail”. jay