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Mail Services Overview

Admin provides several mail services for state agencies. Click the links below to learn more information about these services and how they can meet your needs.

  • Mail Processing

    Admin processes all outgoing mail generated by state agencies within the St. Paul city boundary. Admin also sorts interoffice and incoming federal mail. Mail is processed within a 24-hour period. By combining mail, our centralized operation saves money for large and small agencies alike.

    It helps realize operational efficiencies such as staffing, equipment and space. It reduces the number of meters, fees and permits paid to the Postal Service, and helps to fund mail pick-up and delivery services through the postage handling fee.

    Note: Admin's Central Mail team does not pickup or accept personal or stamped mail.

  • Interoffice Mail

    Interoffice mail is picked up and delivered daily among state agencies in the St. Paul area. Scheduled times may vary slightly depending on conditions. If you are in doubt about the schedule or have other questions about interoffice mail delivery and pickup in your location, contact Admin Plant Management

    Mail should be enclosed in a standard interoffice mail envelope and addressed with this information: department, division, building, room number, and person's name. Admin does not sort to individual employee names, nor is it responsible for final distribution after delivery. Never mix interoffice mail with regular mail that is to be metered. 

  • Mail Metering

    Most of the correspondence leaving state agencies is metered mail. To use this option, agencies attach a barcode card to the mail and have it delivered to Admin Central Mail via interoffice mail. We will attach the required postage and directly bill agencies.

    Metered mail may include, but is not limited to, regular business letters, large envelopes, packages, etc. Metered mail must show the complete return address of the sender's agency on each piece. It must be bundled according to price.

  • Permit Mail

    A mailing permit is permission to use a certain postage payment method for bulk and discounted mailings. There is a $185.00 fee to apply for a permit to mail with permit imprint. This one-time-only fee pays for setting up your permit imprint account. The permit imprint application fee is due when you turn in your application for a permit imprint.

  • Business Reply Mail

    ALERT: Do you use Business Reply Mail? If so, please review our announcement on the new process for obtaining envelope barcodes from the United States Postal Service. More details (PDF).

    Business reply mail uses preprinted first-class pieces for which you, not your customer, pay the return postage.

  • Postage Due Mail

    Postage due mail is accepted at Admin Central Mail and delivered on time to the addressee. The amount due is highlighted. Admin then bills the appropriate agency for the correct amount.

  • Folding

    We can fold material in size from 8.5 x 11 (letter) to 11 x 17 folded into booklet form. For more information, call 651-296-9913.

  • Inserting

    Admin can put up to six machine folded inserts into a #10 envelope. The envelope can be stuffed and sealed, and have postage applied. The machine can handle envelopes with any flap style; however the flap depth should not exceed 1 7/8" deep. Accordion or Z-folded material cannot be run. All folds should be made in a manner that is clean, sharp, even and accurate. Call 651-296-9913 for further information.

  • Inkjet Addressing

    The inkjet provides clean and professional addressing for all types of mailing projects. It handles direct imprinting of addresses, endorsements, and messages on envelopes, newsletters and self-mailers.

    Mail lists provided by customers are cleaned and formatted for the inkjet for high speed production of mass mailings. In most cases, after your mailing list is imported and standardized, your mail will qualify for an automated, discounted postage rate. We simply need you to provide an address file, mailpiece and a purchase order for postage and services.

    Allow extra time for any special work you would like done, such as duplicate searches, list merges, endorsement additions, indicia printing, and return address printing.

  • Barcoding

    A barcode is a series of long and short bars that represent a series of numbers. Some barcodes represent ZIP Codes, ZIP+4 codes, and delivery addresses. The Postal Service uses automated equipment that reads these barcodes to process and sort mail.

    Barcoding your mail may entitle you to a lower postage rate, but only if all the other requirements for automation postage rates are met. A barcode alone will not qualify your mail for automation rates. Contact us for more information on getting a lower rate for your barcoded mail.

    In general, the Postal Service recommends that unless you are preparing a mailing for automation rates, you should NOT put barcodes on the mailpieces. As long as the mailing address is correct, your mail will still be processed efficiently without a barcode.

  • Multi-Line Optical Character Recognition (OCR)

    Admin's Central Mail team has been automating state mail since 1998. The equipment we use is a Bell and Howell MLOCR (Multi-line Optical Character Reader), which reads the complete address of a mailpiece and matches it to a United States Postal Service database, applies a matching bar code and sorts it to the correct zip code. Admin processed almost 12.9 million pieces of zip sorted automated mail in fiscal year 2010.

  • Warrant Processing

    Admin's Central Mail team processes single sheet forms (self-mailers) in our Warrant Processing Unit. These forms are bursted, trimmed, sealed, electronically addressed and, in some cases, coded for automation. Some examples of the forms we process are: Revenue Income Tax refunds, Department of Finance daily warrant checks, and Minnesota State Retirement System, Public Employees Retirement Association and Teachers Retirement Association retiree checks.

  • Stamp Purchases

    Stamps may be purchased for emergency use. Stamp requests must be accompanied with a Admin Central Mail Pick-Up Slip. Purchases are limited to 200 per month, per agency.

  • Advice on Cost-Effective Mailing Practices

    Handling your mail properly can save hundreds of dollars a year. These savings are mainly possible by preparing mail so its class is clearly identified. Sometimes, only a slight change in format or grouping is all that is required to achieve substantial savings. Contact us for more information on how to save on your postage bill.