ASK THE EXPERT: Elizabeth Lombard on Postal Regulations

[burt11]

I do small batches of letter mail (100-300pc) at a time to the same prefix (eg 925__). Can I do something that will allow my postage to be less than 1st class?

[PB-Elizabeth]

HI Burt!

In order for you to qualify for lower postage prices than single-piece First-Class Mail, you could consider 2 options, when the requirements are met ...

If you had a least 500 pieces of First-Class letter-size mail, you'd meet the volume requirement to presort your mail at lower prices.  At 100 - 300 pieces per day, you're not quite there yet.

If the mailpieces were nonpersonal in nature, such as newsletters or brochures, and you had a least 200 letters, you'd meet the volume requirement for Standard Mail. There are a few questions and my responses that discuss Standard Mail requirements.  Being that the mailpieces are all going to the same 3-digit ZIP could mean a pretty nice postal discount.

Elizabeth

[burt11]

The content of the letter is a marketing piece to prospective clients using a 4" X 9 1/2"  window envelope. No barcoding  I could do 200 at a time.  What do I then have to do?  What would the per piece postage be for Standard?

[PB-Elizabeth]

Hi Burt!

You're either on the West Coast or you're just working late!  Thanks for the additional information and question!  Here is some high-level information relative to Standard Mail requirements.  (You'll certainly want to work with the USPS on the finer details.)

• You must have a least 200 pieces or 50# of the same size mail in a Standard Mail mailing, such as 200 letters, or 100 8-oz flats.  So you're good there if you can add some more to meet the 200.
• You'll need to check the accuracy of the addresses and ZIP codes.
• The mailpieces need to be sorted, essentially by ZIP code/area, and then you complete paperwork (postage statements) that go along with your mailing when you take it to the Postal Office for acceptance.  This can be done by hand (and the post office can give you instructions on how to accomplish the sorting/traying) but sorting is much easier through user-friendly software that tells you exactly what to do, how many trays you'll need, etc. and the software validates the addresses and ZIP's, and does all the paperwork for you.
• You need to pay an annual Presort Mailing Fee of $180.00
• To meter your mail at Standard Mail prices, you will need to add an "inscription" to the indicia to indicate that your mail is Standard Mail. That inscription is how the postal carriers know why your postage is so low!

As you consider Standard Mail, keep in mind the following:There is a new regulation for Standard Mail mailers coming in November of this year called Move Update. Standard Mail mailers will need to ensure that they've updated recipients' addresses if the recipients have moved and filed a change-of-address. This is actually a good thing for mailers because ultimately, this will mean that your important mail will have an increased opportunity to be delivered in a timely manner! You should know that Standard Mail has a delivery objective that is longer than First-Class Mail.  However, sometimes, Standard Mail,  because it is already sorted, and especially when the mailing is more local or regional, could have a very similar delivery time as First-Class Mail. 

The very best way to have speedy delivery and the lowest postage prices possible for Standard Mail would be to use software to correct the addresses, add the right barcodes and do all that sorting and paperwork for you.  If you think that Standard Mail might make sense to you, talk to the Postal Service.  And of course, one of our mailstream consultants can complete a complimentary assessment to see what the savings and/or benefits would be.  That way you can make informed decisions on next steps!

Elizabeth