3. INTRODUCTION 2 What Is Business Mail?
4 Methods for Mailing
R E TA I L M A I L I N G 7 Retail Mailing Services
SERVICES 10 Choosing a Mailing Service
12 Adding Extra Services
14 Choosing a Postage Payment Method
16 Understanding Your Mailpiece Shape
18 Preparing Your Mail
20 Example
22 Retail Postage Rates
DISCOUNT MAILING 25 Discount Mailing Services
SERVICES 28 Choosing a Mailing Service
34 Choosing a Postage Payment Method
36 Preparation Overview
44 Sorting Overview
48 Mail Entry Overview
52 Example
56 Discount Postage Rates
58 Where to Go From Here
ONLINE MAILING 61 Online Mailing Services
SERVICES 64 NetPost Mailing Online Service
66 NetPost CardStore Service
68 NetPost Premium Postcard Service
69 Online Shipping Labels
ADDITIONAL 72 Mailing for Nonprofit Organizations
I N F O R M AT I O N 74 Getting Help From Mail Service Providers
76 Encouraging Customers to Reply
78 Reviewing Content Eligibility
REFERENCE 81 Glossary
88 Index
4. A Guide to Mailing for
Businesses and Organizations
Welcome to the United States Postal Service.
This guide explains the domestic products and services
available for businesses and organizations.
1
5. What Is Business Mail?
Business mail includes all the ways mail is used to accomplish
the goals of your business or organization. Bills, invoices, catalogs,
coupons, solicitations, newsletters, magazines, merchandise,
and advertisements in any quantity are just some of the items
businesses and organizations mail every day.
What Can Business Mail What Are the Benefits of
Help You Do? Business Mail?
Whether you are starting a new Targeted
organization or maintaining an You can choose which
established company, mail is demographics will receive your
an important tool for reaching mailing, so you can be certain that
your customers, members, or your message will arrive at the
employees. Business mail can home or business of someone who
help you: is likely to be interested in it.
Acquire Flexible
Attract new customers and With mail, you can send a million
INTRODUCTION
expand membership. postcards, a single parcel, or
anything in between. You can take
Retain and Grow
advantage of a variety of valuable
Strengthen relationships with
and cost-effective mailing services
customers and members. Sustain
to fit your needs and your budget.
long-term relationships. Expand
the scope of activities through new Measurable
products and services. Since you direct your mailings,
you know when your message or
Fulfill
product will be received and can
Fulfill orders and complete
measure your return on investment.
transactions. Strengthen
confidence in your organization Universal
through ongoing communication. The Postal Service can reach
every business and household
in the country six days a week.
You benefit from the established
relationship between the Postal
Service and your customers.
2
6. POSTCARDS Often the least expensive way to
send advertising, invitations, and
business reply mail.
LETTERS Large postcards, envelopes,
and folded pieces, such as
announcements, bills, and
newsletters.
You can find more
F L AT S Large or thick envelopes and flat, information about
rectangular mailpieces, such as preparing an
magazines, newspapers, catalogs, advertising mail
circulars, or important documents campaign, obtaining
that should not be folded. an address list,
and customer
success stories at
www.usps.com/
directmail.
PA R C E L S Items that are not flats, letters, or
As a nonprofit
postcards, such as thick envelopes,
organization, your
thick or rigid books, small and large
goals may be different
boxes, and poster tubes. from those of for-profit
businesses, but your
mailing benefits and
processes are the
same. Unlike for-profit
businesses, however,
you may qualify for
special rates. For
more information,
see page 74.
3
7. Methods for Mailing
Depending on your needs and resources, there are three different
approaches to using mail for your business.
R E TA I L M A I L I N G DISCOUNT MAILING ONLINE MAILING
SERVICES SERVICES SERVICES
Page 7 Page 25 Page 61
With retail mailing services, you With discount or “bulk” mailing From desktop to doorstep, online
can easily send any quantity of mail services, you can receive significant mailing services let you use your
at full postage rates without any postage discounts for larger computer to upload or create
special preparation. Address, mailings by preparing and sorting postcards, letters, and newsletters.
add postage, and send—it’s fast your mail according to Postal Your mailpieces are printed,
and easy. Service guidelines and depositing prepared, and delivered directly to
it at designated locations. Discount your customers.
INTRODUCTION
• Easy mail preparation
mailing services involve some
• Convenient drop-off options • No permit or mailing fees
extra work, but they can help you
• Expedited services available • Discounted postage rates
save money.
available
• Reduced postage costs • Mail anytime from your desk
• Many options available
• Promote your business and
create a professional image
4
8. TA S K S R E Q U I R E D F O R E A C H M E T H O D O F M A I L I N G
Retail Discount Online
Services Services Services
Who are you trying to reach?
Establish an address list
What are you mailing?
Design your mailpiece
(size, shape, weight, and content)
How will you plan and complete
your mailing?
Meet minimum volume requirements
Choose a mailing service
Choose a postage payment method
Construct your mailpiece
Sort your mail
Pay an annual mailing fee
Fill out a postage statement
Deposit your mail
5
9. Headline
Subhead
7 Retail Mailing Services
10 Choosing a Mailing Service
12 Adding Extra Services
14 Choosing a Postage Payment Method
16 Understanding Your Mailpiece Shape
R E TA I L M A I L I N G S E R V I C E S
18 Preparing Your Mail
20 Example
22 Retail Postage Rates
Tips come here if
they are present.
6
10. Retail Mailing Services
Retail mailing services provide a fast and easy way to mail. When you
use First-Class Mail postage on a letter or a bill, you are taking advantage
of retail rates. You can send any number of mailpieces using retail
services. Even when you have a large quantity of mail, using a retail mailing
service may be your best option for ease and convenience.
A D V A N TA G E S COST
• Mail any quantity. The postage depends on the
• Deposit your mail at any post service you select and the
office, collection box, or characteristics of your mailpiece.
your business mailbox. Your Some services are based on
letter carrier can also collect weight; others are based on
your mail. weight and distance; and others
• It’s the same kind of service are based on weight, distance,
you use for your personal content, and shape.
mailing needs.
• You do not have to apply for
a permit or pay an annual
mailing fee to take advantage
of retail rates.
7
11. Retail Mailing Services
Retail mailing services let you prepare and send
mail quickly and easily.
R E TA I L M A I L I N G S E R V I C E S
8
12. P L A N N I N G A R E TA I L M A I L I N G
To send a successful mailing, carefully consider the following steps.
1
CHOOSING A MAILING SERVICE
The six retail services can accommodate any mailing situation.
2
ADDING EXTRA SERVICES
Extra services can provide additional protection and
delivery information.
3
C H O O S I N G A P O S TA G E PAY M E N T M E T H O D
Postage for retail services can be paid in four ways.
4
P R E PA R I N G A N D A D D R E S S I N G YO U R M A I L
Careful preparation of your mailpiece, including a complete address,
helps to ensure accurate and timely delivery.
5
D E P O S ITI N G YOU R M A I L
You can deposit most stamped or metered mail in any blue collection
box, at your office mailbox, or give it to your letter carrier. For security
reasons, Priority Mail paid with postage stamps and weighing
16 ounces or more must be deposited at a post office retail counter
or handed to your letter carrier.
9
13. Choosing a Mailing Service
The six retail mailing services can accommodate
any mailing situation.
SHAPE CONTENT SPEED COST SERVICE
Any mailable 1–2 days $$$ Express Mail
item* money-back based on
guarantee weight
70 lbs or less
Any mailable 2–3 days $$ Priority Mail
item* (average) based on
weight and
distance if
70 lbs or less over 1 lb
Any mailable 1–3 days $$ First-Class
R E TA I L M A I L I N G S E R V I C E S
item* based on Mail
weight
13 oz or less
Merchandise 2–9 days** $ Parcel Post
and gifts based on
weight, distance,
and shape
70 lbs or less
Permanently 2–9 days** $ Bound Printed
bound printed based on Matter
material weight, distance,
and shape
15 lbs or less
Media 2–9 days** $ Media Mail
based on
weight
70 lbs or less
* Certain hazardous ** Except Alaska and
materials are excluded. Hawaii.
See page 80 for more
detailed content
restrictions for each
service.
10
14. Express Mail
This money-back guaranteed overnight to two-day service includes
tracking, proof of delivery, and insurance up to $100. Delivery to most
destinations is available 365 days a year with no extra charge for
Saturday, Sunday, and holiday delivery. Express Mail envelopes and
boxes are available at many post offices.
Priority Mail
This service is typically used to send documents, gifts, and
merchandise. Priority Mail envelopes and boxes are available at many Express Mail and
post offices. Priority Mail flat-rate
envelopes let you send
First-Class Mail your item for one low
This service (or Express Mail or Priority Mail) is required for personal rate, regardless of
correspondence, handwritten or typewritten letters, and bills or weight. The distinctive
statements of account. It also may be used for any mailable item, packaging has impact.
including advertisements and lightweight merchandise.
Parcel Post
Items such as gifts and merchandise can be sent using Parcel Post.
Bound Printed Matter
You can mail letters,
Contents are limited to permanently bound sheets of directory,
flats, and parcels from
advertising, or editorial matter, such as catalogs or phone books. the United States to
Bound Printed Matter is less expensive than Parcel Post. other countries. As
Media Mail with domestic mail,
Contents are limited to books, manuscripts, sound recordings, recorded you can choose the
videotapes, and computer-readable media (not blank). Formerly called best service based on
“Book Rate,” Media Mail cannot contain advertising, except eligible speed, cost, and extra
services. To learn
books may contain incidental announcements of books. Media Mail is
more about options for
less expensive than Parcel Post.
international mail and
to calculate postage,
visit www.usps.com/
global or call
1·800·ASK·USPS. Your
post office can also
help you send mail
internationally.
11
15. Adding Extra Services
Extra services can provide additional protection
and delivery information.
Certificate of Mailing Registered Mail
Provides evidence of mailing. Provides maximum security. Return Receipt
Discounts are available Includes proof of mailing at time of Provides a postcard with the date
for four or more pieces. mailing and the date and time of of delivery and recipient signature.
$0.90 delivery or attempted delivery. It is Must be combined with another
the most secure service the Postal extra service. Return Receipt for
Certified Mail
Service offers. It incorporates a Merchandise service also is
Provides proof of mailing at time
system of receipts to monitor the available.
of mailing and the date and time
movement of the mail from the
of delivery or attempted delivery. Restricted Delivery
point of acceptance to delivery.
$2.30 Confirms that only a specified
Insurance can be added up to
person (or authorized agent) will
Return Receipt can be added to $25,000. Fee based on value of
receive a piece of mail. This service
confirm delivery. item. Starts at $7.50
costs $3.50 and is available only
$1.75 extra at time of mailing.
Return Receipt can be added to if you also purchase Certified Mail,
$3.25 when requested
confirm delivery. Insured Mail (more than $50),
R E TA I L M A I L I N G S E R V I C E S
after mailing.
$1.75 extra at time of mailing. Registered Mail, or COD.
Insured Mail $3.25 when requested
Special Handling
Provides coverage against loss after mailing.
Provides preferential handling for
or damage up to $5,000.
Delivery Confirmation fragile or perishable items. It must
Fee based on value of item.
Provides the date and time of be used when mailing items such
Starts at $1.30
delivery or attempted delivery. as honeybees and day-old poultry
Proof of mailing is provided for $0.45-$0.55 sent as Parcel Post.
insured items. Return Receipt can Free when you print Priority Mail $5.95-$8.25
be added to confirm delivery. labels from www.usps.com.
Collect on Delivery (COD)
$1.75 extra at time of mailing.
Signature Confirmation Allows the Postal Service to collect
$3.25 when requested
Provides the date and time of the postage and price of an item
after mailing.
delivery or attempted delivery from the recipient and give it to the
and the name of the person mailer. The Postal Service maintains
who signed for the item. You the delivery record. The goods
can request a hard copy of must be ordered by the addressee.
the signature. $1.80 Fee starts at $4.50
$1.30 when you print Priority Mail
labels from www.usps.com.
Delivery information is available:
Most indemnity claims Many of these extra You can use an
by hard copy for insured, COD, services are available endorsement, such
registered, or Express for international mail. as “Return Service
at www.usps.com
Mail can be filed at any Requested,” to have a
by calling 1·800·222·1811 post office. For more mailpiece returned if it
information, go to your cannot be delivered.
local post office or visit See page 41 for more
www.usps.com. information.
12
16. E X TR A S E RV ICE S AVA I L A BLE FOR E ACH M A I LI NG S E RV ICE
PROOF PROTECTION C O N F I R M AT I O N
of deposit in transit of delivery
Express Mail Receipt provided at time Insured Mail Date and time of delivery
of mailing provided, and signature
($100 coverage already
of recipient available
included, more can be
upon request
added)
Priority Mail Certificate of Mailing Insured Mail Certified Mail
Registered Mail Delivery Confirmation
Signature Confirmation
Registered Mail
First-Class Mail Certificate of Mailing Insured Mail Certified Mail
Registered Mail Delivery Confirmation*
Signature Confirmation*
Registered Mail
Parcel Post Certificate of Mailing Insured Mail Delivery Confirmation*
Media Mail Signature Confirmation*
Bound Printed Matter
* for parcels only
Most extra services Forms and labels for
provide proof of extra services are
deposit. available in your post
office lobby or from
your rural letter carrier.
13
17. Choosing a Postage Payment Method
You can choose from several forms of postage that make it
easy to mail right from your office.
.00
37USA
S TA M P S M E T E R E D P O S TA G E
Stamps are available in various You can use a meter to affix exact
denominations and designs. There postage to your mailpieces. The
is no need to obtain a permit or pay meter stamp shows the amount
fees, no matter how many stamped of postage paid. Using a postage
pieces you send. meter is fast, efficient, and secure
and enhances the professional look For security reasons,
Where Can I Get Stamps? Priority Mail paid with
R E TA I L M A I L I N G S E R V I C E S
of your mailpieces.
• Post offices postage stamps and
How Do I Get a Postage Meter? weighing 16 ounces
• ATMs
You lease a meter from an or more must be
• Select grocery and retail stores
authorized provider. To find out deposited at a post
• Select banks
more about postage meters, office retail counter
• By phone at 1·800·STAMP·24
including authorized meter or handed to your
• By mail with Form 3227 letter carrier.
providers, visit www.usps.com/
• Online at http://shop.usps.com
postagesolutions. To use a postage
To find a location near you, visit meter, you must obtain a license.
www.usps.com/locator.
How Do I Apply for a Meter You can use any
What Are My Payment Options? License? of these postage
Your post office accepts cash, You file an application (Form payment methods for
checks, major credit cards, and 3601) for a meter license through international mail.
debit cards. If you pay by check, your meter provider. There is no
you must show a photo ID. You application fee.
can pay for your online and phone
How Do I Pay for Postage?
stamp orders with a major credit
All postage meters are remotely
card. You can pay for your stamp
reset by your meter provider—
orders by mail with a check or
you do not need to go to the post
money order.
office. Your meter provider will give
you information about the payment
options currently authorized by the
Postal Service.
14
18. $0.00
MONTH DAY YEAR
US POSTAGE
FIRST-CLASS MAIL
FIRST-CLASS MAIL CITY STATE ZIP CODE
U.S. POSTAGE PAID
NEW YORK NY
PERMIT NO. 1
10161981RW0012B
PERMIT IMPRINT P C P O S TA G E T E C H N O L O G Y
This postage payment method You can use PC Postage
involves the use of a printed or technology to purchase and print
hand-stamped permit imprint. You postage from your computer at any
must have a mailing of at least 200 time. PC Postage is easy to use
pieces or 50 pounds to be eligible for all mailing needs, from letters
for this method. Mailings must be to labels for packages. It enables
prepared in specified containers you to print the exact postage
and deposited at the postal facility needed and to keep track of mailing
where your mail will be verified. All expenses.
pieces in your mailing must weigh
How Do I Get It?
the same amount unless authorized
PC Postage software and services
by the Postal Service.
are leased from authorized
How Do I Apply? providers. To find out more
You must file an application and to see a list of authorized
(Form 3615) for a permit and pay a providers, visit www.usps.com/
one-time application fee at the post postagesolutions. To use
office where your mailings will be PC Postage technology you For Priority Mail
deposited and where your postage must obtain a license. and Express Mail,
will be paid. use Click-N-Ship
How Do I Apply for a License? to pay for postage
You pay the application fee at each PC Postage providers prompt you and print labels at
postal facility where you deposit through the application process www.usps.com/
your mail. You must use your (Form 3601) online. There is no clicknship. Using
permit imprint at least once application fee. Click-N-Ship adds
every 24 months or you will have Delivery Confirmation
How Do I Pay for Postage? to Priority Mail at no
to apply again and pay a new
Pay for postage through your additional charge.
application fee.
PC Postage provider. See page 71 for
How Do I Pay for Postage? more information.
Postage is paid from an account
you set up at the post office where
you will enter your mail.
15
19. Understanding Your Mailpiece Shape
The Postal Service classifies the shape of your mailpiece
by its dimensions.
Postcards DIMENSIONS Letters DIMENSIONS
6-1/8"
max.
4-1/4" max.
3-1/2" min. 3-1/2"
min.
Height Height
R E TA I L M A I L I N G S E R V I C E S
6" 5" Length 11-1/2" 5" Length
max. min. max. min.
maximum thickness 0.016 inch maximum thickness 1/4 inch
minimum maximum minimum maximum
length 5 inches 6 inches length 5 inches 11-1/2 inches
height 3-1/2 inches 4-1/4 inches height 3-1/2 inches 6-1/8 inches
thickness 0.007 inch 0.016 inch thickness 0.007 inch 1/4 inch
Diagrams not to scale.
For letters and
postcards, length is
the dimension parallel
to the address.
16
20. Flats DIMENSIONS Parcels DIMENSIONS
12"
max.
6-1/8"
min.
Girth
Height
Length
15" 11-1/2" Length
max. min.
length
the longest side of the parcel
girth
measurement around the thickest
maximum thicknessinch
maximum thickness 3/4
part of the parcel
minimum* maximum
length 11-1/2 inches 15 inches length + girth
length + girth cannot exceed 108 inches
height 6-1/8 inches 12 inches
(Parcel Post cannot exceed 130 inches)
thickness 1/4 inch 3/4 inch
* Flats exceed at least one of these dimensions.
Unusual Shapes and Sizes
Sometimes a mailpiece requires Parcel Post: First-Class Mail Envelopes
additional postage because it is • Parcels larger than 34 inches (1 ounce or less):
a certain shape or size that is long, 17 inches wide, or • Square or flat-size envelopes
difficult to process on mail sorting 17 inches high • Envelopes on which the
machines. To make sure you’re • Parcels less than 6 inches long, address is written parallel to
paying the correct postage, visit or 1/4 inch thick, or 3 inches high the shorter edge
www.usps.com (click on “Calculate • Parcels weighing more than
Postage”) or call 1·800·ASK·USPS. 35 pounds
• Parcels weighing less than
The following are examples of mail
6 ounces
that will require extra postage, • Books or printed material
known as a “nonmachinable
weighing more than 25 pounds
surcharge”: • Tubes and rolls
17
21. Preparing Your Mail
Careful preparation of your mailpiece helps to ensure
accurate and safe delivery.
ENVELOPES AND BOXES ADDRESSING
Letters, Greeting Cards, and Address Quality Military Mail
Other Documents Quality addressing is the key to Military addresses must show the
These can be sent in standard achieving accurate and speedy full name with middle name or initial
white, manila, or recycled delivery. and PSC number, unit number, or
paper envelopes. Items needing ship name. Replace the city name
Placement
extra protection can be sent with “APO” or “FPO,” and the state
R E TA I L M A I L I N G S E R V I C E S
Print the delivery and return
in bubble-lined, padded paper, with “AA,” “AE,” or “AP,” and use
addresses on the same side of
or waterproof envelopes. the ZIP Code designated by the
your envelope, card, or parcel.
military.
Boxes The addresses or address labels
Sturdy paperboard boxes may be should be written or placed Address Lists
used for weights up to 10 pounds. parallel to the longest side. Address or mailing lists can be
Heavier parcels require a sturdy purchased from a mail service
Return Address
grade corrugated fiberboard. If you provider if you don’t maintain your
A return address helps return
are reusing a box, cover all previous own. Lists should be checked
your mailpiece to you if it is
labels and markings with a heavy and certified for address quality
undeliverable. Some mailing
black marker or adhesive labels. to ensure the highest rate of
services require a return address.
successful delivery. For more
Cushioning
ZIP Codes information, see page 42.
Boxes should allow enough room
Using the correct ZIP Code ensures
for cushioning materials around
efficient and accurate processing
the contents. You can use
and delivery.
newspaper, foam peanuts, bubble
wrap, or shredded paper for Marking
cushioning. For more fragile items, If you deposit your mail in a mailbox
use foamed plastic or padding, or a collection box, you must
placing the cushioning inside hollow write in the postage area of your
items as well. mailpiece the name of the service
you are using, such as “Priority
Sealing
Mail,” “Parcel Post,” “Bound Printed
Make sure to tape the opening of
Matter,” or “Media Mail.” If you go to
your box and reinforce all seams
your post office, the clerk will make
with 2-inch wide tape. Use clear or
service markings on your mailpiece
brown packaging tape, reinforced
for you.
packing tape, or paper tape. Do
not use cord, string, or twine
because they can get caught in
mail processing equipment.
18
22. ENVELOPES AND BOXES
Delivery Address
Place the delivery address
parallel to the longest side of
your mailpiece.
City, State, and ZIP Code
To find the correct spelling
of a city name and state
abbreviation or to find a ZIP
Code, visit www.usps.com or call
1·800·ASK·USPS. Using the correct
ZIP Code helps direct your mail
more efficiently and accurately.
Return Address
Place the return address in the
upper left corner on the same side
as the delivery address.
Postage
Use stamps, a postage meter,
or a PC Postage system to affix
the correct amount. You can
calculate postage rates online at
www.usps.com.
Extra Services
Place labels for extra services
above the delivery address and to
the right of the return address, or
to the left of the delivery address.
For Express Mail,
you must use the
free address labels
provided by the
Postal Service.
19
23. Example
Retail mailing services can meet your business
mailing needs.
Darren Bailey, the owner of an online rare and used book business in
Pittsburgh, has decided that the speed and ease of retail services provide
the best solution for his mailing needs. He usually uses Priority Mail to
send merchandise. In addition, Darren insures his mail and adds Signature
Confirmation, which lets him know who received the merchandise, to
protect both his business and his customers.
Choosing a Service
A large portion of Darren’s mailing is comic books, which can
be mailed as flats, but he also sells bound books, some of which cannot
be mailed as flats because of their size and shape. He has the option
of sending the books by Express Mail, Priority Mail, First-Class Mail
(13 ounces or less), Parcel Post, Bound Printed Matter, or Media Mail.
R E TA I L M A I L I N G S E R V I C E S
Things to consider
Speed
Cost
Shape and weight of mailpiece
Where the mailpiece is being sent
Extra services such as Signature
Confirmation and insurance
20
24. SCENARIO 1 SCENARIO 2 SCENARIO 3
He needs a 3-pound rare book He needs a 3-pound book to He has a box of vintage comic
that was ordered two days before arrive in California by the end of books going out to a regular
the holidays to arrive in Iowa on the week so his customer can customer. He wants to add
time. Darren also decides to add write a review for a publication. insurance and get confirmation
extra insurance. that they were received by the
addressee.
Book to Iowa: Book to California:
* 3 lbs Vintage comic books
* 3 lbs to New York:
* make sure that it arrives * should be there by the
before the holiday! * 3 lbs
end of the week!
* rare book – add * should be boxed
insurance! * make sure they arrive!
* add insurance!
Express Mail Priority Mail Bound Printed Matter
· Speed · Speed · Cost (less expensive than
· No extra charge for Saturday, · Cost (less expensive than other mailing services)
Sunday, or holiday delivery Express Mail) · Extra Service can be
· Automatic insurance up to $100 · Extra Service can be added to confirm delivery
· Free tracking added to confirm delivery For convenience,
· Insurance can be added Darren leased a
postage meter so he
To Iowa To California can purchase postage
To New York
Postage $ 21.05 Postage $ 8.55 by phone and apply
Postage $ 2.26 the exact amount of
Insurance up to $100 $0 Delivery Confirmation $ 0.45 Signature Confirmation $ 2.20 postage he needs.
Tracking $0 Insurance (for $100 value) $ 1.80
Total Cost $ 9.00
Subtotal $ 21.05 Visit www.usps.com
Total Cost $ 6.26
for a Ratefold (Notice
123), which lists all
Additional Insurance $ 4.00
postal rates and fees,
(for $500 value) or use the Domestic
Rate Calculator to
Total Cost $ 25.05 automatically calculate
postage for the
shape, weight, and
destination of your
mail.
21
25. Retail Postage Rates
For complete domestic and international rates, visit
www.usps.com or call 1·800·ASK·USPS.
Simplified Rate Chart
Effective June 30, 2002
EXPRESS MAIL PRIORITY MAIL F I R S T- C L A S S M A I L
Flat-rate envelope..........$13.65 Flat-rate envelope........... $3.85 Postcard ........................ $0.23
1/2 lb............................ $13.65 1 lb................................. $3.85 1 oz *.............................. $0.37
R E TA I L M A I L I N G S E R V I C E S
1 lb............................... $17.85 Other rates are available up 2 oz ................................ $0.60
to 70 pounds and are based
2 lbs ............................. $17.85 3 oz ................................ $0.83
on weight and distance.
3 lbs ............................. $21.05 4 oz .................................$1.06
For example, the postage for
4 lbs ............................. $24.20 a 5-pound parcel would cost 5 oz .................................$1.29
$6–$12.
5 lbs ............................. $27.30 6 oz .................................$1.52
Other rates are available 7 oz ................................. $1.75
up to 70 pounds. 8 oz .................................$1.98
9 oz ................................ $2.21
10 oz .............................. $2.44
11 oz .............................. $2.67
12 oz .............................. $2.90
13 oz .............................. $3.13
For heavier weights, use
Priority Mail.
* Surcharge for nonmachinable items:
$0.12 (see page 17).
One ounce is
approximately equal
to four sheets of
paper plus a standard
envelope.
22
26. PA R C E L P O S T MEDIA MAIL Sending Mail
Rates are based on weight You can send mail by:
1 lb...................................$1.42
• dropping it into a blue
and distance. For example, the
postage for a 5-pound parcel 2 lbs ................................ $1.84 collection box.
• leaving it in your mailbox.
would cost $4–$10. 3 lbs ................................ $2.26
• taking it to a post office.
Nonmachinable items require 4 lbs ................................ $2.68
additional postage (see page 17). For security reasons, Priority
5 lbs ................................ $3.10 Mail paid with postage stamps
and weighing 16 ounces or
B O U N D P R I N T E D M AT T E R Other rates are available more must be deposited at
up to 70 pounds. a post office retail counter
Rates are based on weight,
shape, and distance. or handed to a letter carrier.
For example, the postage for Pickup Service
a 5-pound parcel would cost Call 1·800·222·1811 or visit
$2–$4. www.usps.com to have
your Express Mail, Priority
Mail, and Parcel Post items
picked up. This service is
not available in every area.
$12.50
23
27. 25 Discount Mailing Services
28 Choosing a Mailing Service
34 Choosing a Postage Payment Method
DISCOUNT MAILING SERVICES
36 Preparation Overview
44 Sorting Overview
48 Mail Entry Overview
52 Example
56 Discount Postage Rates
58 Where to Go From Here
24
28. Discount Mailing Services
Discount mail, or “bulk mail,” is your best option if you mail in volume.
In order to claim these lower rates, you must have a minimum quantity
and do some additional work to make your mail easier for the Postal
Service to handle.
A D V A N TA G E S HOW DOES IT WORK? COST
• A proven, cost-effective Your discount depends on the • The postage depends on the
business tool mailing service you choose and mailing service you choose
• Offers a lower price on postage the work you do. For example, if and the characteristics of your
for the work you perform you mail 1,000 letter-sized flyers mailpiece.
• Can accommodate a variety to everyone in your ZIP Code • For any discount mailing, you
of business needs advertising your business's sale, must do some of the work the
• Gives your business or it would cost $0.37 per piece for Postal Service would otherwise
organization a professional retail First-Class postage, or $370. do. The work you do, such as
image with customers preparing, sorting, and entering
If you mail 1,000 flyers using
• Can promote your business or your mailing, can lower your
Standard Mail to everyone in your
organization name through use postage costs.
ZIP Code by adding a barcode,
of permit imprint, postage meter, • You must pay an annual mailing
sorting them by carrier route, and
or PC Postage technology fee at each facility where you
depositing them at the post office
enter mail. Different mailing
that handles their delivery, you
services may require separate
might pay as little as $0.12 per
fees.
piece, or $120.
• Other optional aspects of a
discount mailing, such as using
permit imprints, business reply
mail, or mailing endorsements,
may require additional fees.
25
29. Discount Mailing Services
Understanding the effort involved with a discount mailing can
help decide whether it is right for your business or organization.
CHOOSING BETWEEN DISCOUNT MAILING SERVICES AND
R E TA I L M A I L I N G S E R V I C E S
Even if your mailing has the required number of mailpieces to qualify
for a discount rate, you still have to perform some of the work the Postal
Service would normally do to receive the discount. When deciding
whether to undertake a discount mailing, you should consider:
• Your technology
Your technology and equipment, such as computers and software, will
influence the discount services you can use and the time it will take
you to complete the work.
• Your budget
The amount of money you spend on a mailing is more than just the cost
DISCOUNT MAILING SERVICES
of postage. You should also consider the cost of designing and printing
your mailpieces and obtaining a mailing list.
If you can’t dedicate the technology or time to a discount mailing,
consider using a mail service provider or retail mailing services, which let Nonprofit Standard
you quickly prepare and send your mailing. As your business grows, your Mail rates are
resources may allow you to take advantage of discounts. Discount rates available for
are not available for Express Mail or Priority Mail. authorized nonprofit
organizations. You
must first apply for
MAIL SERVICE PROVIDERS authorization to mail
at nonprofit rates at
You can get help with discount mailing from a business that specializes in
your local post office
designing, preparing, and sorting mail. These businesses, typically called
and adhere to the
“mail service providers” (see page 76), can help you with a single part of
content restrictions
a discount mailing, or you can hire them to handle the entire mailing, from associated with
creation to mail entry. Mail service providers can help you with: Nonprofit Standard
• purchasing or renting an address list. Mail. See page 74 for
• managing your address database. more information.
• designing and printing your mailpieces.
• sorting your mailpieces.
• combining your mailing with other businesses’ mailings to
get a better postage rate. Discounts are available
• entering your mail into the mailstream. for larger volumes
of international mail.
Service options
include International
Priority Airmail,
International Surface
Air Lift, Publishers’
Periodicals, and Books
and Sheet Music. For
rates and standards,
visit www.usps.com/
global.
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30. PLANNING A DISCOUNT MAILING
Several steps are involved in the discount mailing process. A successful discount mailing
requires careful consideration of each step.
1
CHOOSING A MAILING SERVICE
Which mailing service you choose depends on the shape, weight, and
content of your mail, along with speed of delivery.
2
C H O O S I N G A P O S TA G E PAY M E N T M E T H O D
The Postal Service offers four ways for you to pay for and apply postage
to your mailpieces.
3
P R E PA R I N G YO U R M A I L
“Machinable,” “nonmachinable,” and “automation” are the three ways
the Postal Service classifies how mailpieces are prepared. These
classifications are based on the ability of your mailpiece to be processed
on Postal Service equipment.
4
S O R TI N G YOU R M A I L
Sort your mail according to Postal Service standards.
5
E NTE R I N G YOU R M A I L
The minimum requirement is to enter your mail at the business mail
entry unit (BMEU) or post office where you hold a mailing permit. You
can receive additional discounts by transporting your mail closer to
where it will be delivered.
This section explains the steps for completing a discount mailing. First
choose a mailing service, then a postage payment method. After these
choices have been made, you prepare your mailpieces, then sort them by
Postal Service standards. Finally, you enter your mailing at a postal facility.
For each step, you will need to complete the minimum level of work
required by the Postal Service. You may also choose to complete higher
levels of work to receive greater postage discounts. In some cases,
the characteristics of your mailpieces will determine which rates and
discounts are available to you.
27
31. Choosing a Mailing Service
The shape of your mail can help you determine which mailing
services are available to you.
Postcards DIMENSIONS Letters DIMENSIONS
6-1/8"
max.
4-1/4" max.
3-1/2" min. 3-1/2"
min.
Height Height
DISCOUNT MAILING SERVICES
6" 5" Length 11-1/2" 5" Length
max. min. max. min.
maximum thickness 0.016 inch maximum thickness 1/4 inch
minimum maximum minimum maximum
length 5 inches 6 inches length 5 inches 11-1/2 inches
height 3-1/2 inches 4-1/4 inches height 3-1/2 inches 6-1/8 inches
thickness 0.007 inch 0.016 inch thickness 0.007 inch 1/4 inch
For letters and postcards, length is the dimension parallel to
the address.
First-Class Mail Standard Mail Periodicals
Postcards and letters can be Letters containing mailable items This service requires prior
sent using First-Class Mail. This not required to be sent using authorization by the Postal Service.
service is required for personal First-Class Mail can be sent using Typical Periodicals are newspapers,
correspondence, handwritten Standard Mail. Standard Mail is magazines, and newsletters.
or typewritten material, and bills typically used for advertisements
or statements of account. It may and flyers. There are no postcard
also be used for any mailable rates for Standard Mail, but
item including advertisements postcards can be mailed at the
and lightweight merchandise. letter rates. Additional content
This service is typically the fastest restrictions must be met for
service offered within discount mail. authorized nonprofit mailers.
28
32. Content Qualifiers Speed Postage First-Class
The following items must be • 13 ounces or less 1–3 days $$ Mail
mailed as First-Class Mail: • 500 or more pieces
• bills and checks per mailing
• statements of account
• handwritten materials
• typewritten materials
• personal correspondence
Generally, Standard Mail
can be mailed at First-Class
Mail rates.
Content Qualifiers Speed Postage Standard
Materials such as: • less than 16 ounces 2–9 days* $ Mail
• circulars • 200 or more pieces or 50
• advertisements pounds or more per mailing
• solicitations for donation
• newsletters
• small merchandise
• printed matter not required
to be mailed as First-Class
Mail or Periodicals Mail
Content Qualifiers Speed Postage Periodicals
Authorized periodical •1 or more pieces 1–7 days* $
publications such as: per mailing
• newspapers
• newsletters
• magazines
* Except Alaska and
Hawaii.
See page 80 for more
detailed content
restrictions.
29
33. First-Class Mail
Flats DIMENSIONS Flats can be sent using First-Class
Mail. This service is required
for personal correspondence,
12"
max.
handwritten or typewritten material,
and bills or statements of account.
It may also be used for any mailable
item, including advertisements
6-1/8" and lightweight merchandise.
min. This service is typically the fastest
service offered within discount mail.
Standard Mail
Height Flats containing mailable items
DISCOUNT MAILING SERVICES
not required to be sent using
First-Class Mail can be sent using
15" 11-1/2" Length
Standard Mail. Standard Mail is
max. min.
typically used for advertisements,
flyers, and catalogs. Additional
content restrictions must be met for
authorized nonprofit mailers.
Periodicals
maximum thickness 3/4 inch
This service requires prior
authorization by the Postal Service.
Typical Periodicals are newspapers,
minimum* maximum
magazines, and newsletters.
length 11-1/2 inches 15 inches
Bound Printed Matter
height 6-1/8 inches 12 inches Flats can be sent using Bound
Printed Matter. Contents are limited
thickness 1/4 inch 3/4 inch
to permanently bound printed
* Flats exceed at least one of these dimensions. sheets of directory, advertising, or
editorial matter, such as catalogs
or phone books.
Media Mail pieces See page 80 for more
can also be prepared detailed content
as flats. restrictions.
30
34. Content Qualifiers Speed Postage First-Class
The following materials must be • 13 ounces or less 1–3 days $$ Mail
mailed as First-Class Mail: • 500 or more pieces
• bills and checks per mailing
• statements of account
• handwritten materials
• typewritten materials
• personal correspondence
Generally, Standard Mail
can be mailed at First-Class
Mail rates.
Content Qualifiers Speed Postage Standard
Materials such as: • less than 16 ounces 2–9 days* $ Mail
• circulars • 200 or more pieces or 50
• advertisements pounds or more per mailing
• solicitations for donation
• newsletters
• merchandise
• printed matter not required
to be mailed as First-Class
Mail or Periodicals Mail
Content Qualifiers Speed Postage Periodicals
Authorized periodical •1 or more pieces 1–7 days* $
publications such as: per mailing
• newspapers
• newsletters
• magazines
Content Qualifiers Speed Postage Bound
Permanently bound printed • 15 pounds or less 2–9 days* $ Printed
materials such as: • 300 or more pieces Matter
• advertising per mailing (50 or more pieces
• promotional material for barcode discount only)
• directory material
• editorial material
* Except Alaska and
Hawaii.
31
