Policy

The following policy outlines utility bill insert criteria and the process for submitting a utility billing insert proposal. Contact the Communications Department at elizabeth.haugen@minneapolismn.gov or 673-2009 with any questions.

Criteria

• Message must be relevant to 80% or more of the households receiving the insert during the month the utility bill insert is mailed. Examples of messages that may pertain to 80% of households that receive utility bills include:
  • Snow Emergency parking information.
  • Street sweeping information.
  • Recycling preparation information.

• City of Minneapolis messages that meet criteria will be considered before messages from outside agencies.
• Messages about City business and messages that enhance compliance with or participation in City business will be considered before other messages.
• Message proposals must be submitted four months before delivery. For example, a message for the April insert must be submitted to the Communications Department in January.
• Messages repeating more than once in a six-month time period will not be considered if new messages that meet all criteria are submitted.
• The Communications Department approves all inserts and writes and designs all City inserts.

Size

• One 3.5 inch by 8.5 inch insert can be included with each utility bill. Inserts must be of card stock.
• Inserts can weigh a maximum of .2 ounces.

Timeline

• Message proposals must be submitted to the Communications Department four months before the desired delivery month. Proposals must briefly describe the insert and how it meets utility billing insert criteria and include draft content. Include a billing contact, phone number and email. Send proposals to elizabeth.haugen@minneapolismn.gov.
  •  For City inserts:
    • After a proposal is accepted by the Communications Department, the Communications Department writes the insert text using the submitted content and sends it to the requester for accuracy review.
    • When the text is final, the Communications Department lays out the insert and sends it to the requester for final proofing.
    • When the insert is final, the Communications Department sends a print-ready PDF to the requester.
    • The requester orders the print production from the Document Solutions Center.
  • For messages from outside agencies:
    • After a proposal is accepted by the Communications Department, the Communications Department will share the timeline and next steps with the requester.