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Addressing Services: Lists and Labels

Mail Merge

Imprints streamlines your mailings by offering addressing services, whether or not you print with Imprints.

 Follow these easy steps:

  1. Decide the type of service needed.
  2. Provide or order the items to be addressed.
  3. Identify and “cleanse” your list source.
  4. Know the rates to be recharged.

To request addressing services, either:

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Decide the type of service needed.

Choose the process that best meets your requirements:
  • Provide preprinted self-mailing materials that need addressing and postage.
    • Imprints will print and apply inkjet-printed labels, applied according to postal regulations, for addresses, postage, and barcode.
    • See Addressing Preparation for physical requirements of your mailing materials.
  • Order self-mailing materials that need printing, addressing, and postage.
    • Addresses, postage, and barcodes are printed directly on the materials as part of their design, in compliance with postal regulations.
    • Because it eliminates label materials and labor, this choice lowers overall costs and processing.
  • Provide or order envelopes for addressing and stuffing.
    • Imprints prints and affixes address labels, then stuffs and seals envelopes.
    • Use for messages that are sensitive or do not meet postal requirements for self-mailing.
    • See Addressing Preparation for physical requirements of your mailing materials.

Provide or order the items to be addressed.

  • Before you design and print your mailing material, contact Rae Gomez, (858) 534-3020, for suggestions on saving costs and time. Your materials must meet the physical requirements specified here and in Addressing Preparation Services.
  • All pieces in the same addressing job must be uniform.
  • If Imprints will address your preprinted materials, deliver them to Imprints’ main production center in the Campus Services Complex.
Lists and Labels: Physical Requirements
Size Minimum: 3 1/2 x 5 inches (larger size is recommended)
Maximum: 13 x 16 inches
Thickness Minimum: .007 inch
Maximum: 5/8 inch
Shape Rectangle or square
Folded material Creases must be sharp and uniform.
Recommended: Flat or single fold
Preferred: Single fold on the right-hand edge
Stapled material Recommended: Place flat staples vertically at top left corner
Preferred: Design material without staples
Label application Label dimensions: 1 x 3 1/4 inches
Ideal space allocation for label: 2 x 5 1/4 inches

Identify and 'cleanse' the list source.

Imprints can print addresses on labels or directly on your mailings from:

  • Your department’s mailing list, or
  • A campus mailing list created for you

Use your department’s mailing list

If your department has its own list in Excel, Access, fixed-length text, or delimited text, send the file(s):

  • As an e-mail attachment via a PC-based computer to Rae Gomez, or
  • On a disk to Rae Gomez, Mail Code 0031
  • Digitally through PrintConnection upload, along with other source files, if any. (Choose “offline material” if delivering a disk.)

Use a campus mailing list generated for you

Addressing Services is authorized to access directory information and mailing addresses for all members of the UCSD community. The information is sorted into selected campus mailing lists to create lists and labels.

UCSD departments and UCSD-related organizations can request these lists and labels when:

  • The expense is recharged to department funds
  • The person placing the order has signature authorization for the funds charged

Use of some campus lists requires approval by the Academic Senate Office, Policy & Records Administration, or the owner of the list. Contact Rae Gomez, (858) 534-3020, for information about the approval process.

Cleansing and updating

To prevent returned mail and postal penalty charges for off-campus addresses, Imprints can:

  • Remove duplicates
  • Check postal records for forwarding addresses
  • Standardize addresses to USPS specifications
  • Enhance addresses with additional information, such as ZIP + 4

Note: All bulk mailing lists must have been cleansed and corrected within 95 days, with a certificate presented to USPS accompanying the mailing. Unless the mail owner can prove they have a current, clean list, Imprints will automatically cleanse lists to avoid delays and penalties.

Know the rates to be recharged.

  • Volume discounts apply to entire order.
  • The charges will appear in your department’s operating ledger as Imprints @ CSC.
Addressing services rates
Service Description Rate
Minimum fee (excluding setup) $25
Setup charge for each type of material $12
Apply labels Avery labels $.035
Ink jet on mailing material
using campus list
1 to 1,500, per address $.03
More than 1,500, per address $.025
Ink jet on mailing material
using department’s list
1 to 1,500, per address $.035
More than 1,500, per address $.03
Addressing during print process 1‒1,500, per address $.02
More than 1,500, per address $.015
List cleansing Per 1,000 $6
Address correcting Per address $.035
Envelopes Purchase blank envelopes from Addressing Services Cost plus 10%

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