The way to make submissions is established in the chipguide.
Putting mails on the chipboard is certainly not the right way. Even more when you place a lot of chips (when some of which are already on the chipguide) expecting the administrators' slaves to do all the work of checking if the chips are eligible, cutting and sizing the chips and doing all the work.
not like this
I admire the collaboration of some, for example Roy Klein, who put chips in submissions ready to upload (croped and seized).
Understand that administrators have a hard and voluntary job, they are not your employees.