Proper understanding of Post Office regulations is a critical part of mailing. We use barcodes for our mailings so that they qualify for automation rates, ensuring the best postage rate. Below is a summary of some of the more commonly used elements in mailing. Please refer to our Knowledge Base to download our Mailing Guide. If you have further questions, please contact your salesperson.
We must adhere to the following regulations:
- The mailing panel must have adequate room for a barcode
- There cannot be extraneous information interfering with optical scanning in restricted areas; including type, graphics or color backgrounds
- The mailing indicia and all endorsements must be properly worded
Mailings with a nonprofit indicia must adhere to additional regulations:
- The return address of the nonprofit entity must appear on the mail
- Nothing “promotional” is to be placed on or inside the mailing or additional regulations may apply
- In order to receive the lowest nonprofit rate, the weight of the piece may not exceed 3.3 ounces
- In order to qualify for the lowest postage rate when using a response device, the business reply device must include the barcode and FIM in order to qualify for the lowest postage rate
Postcards
Postcard postage discounts are only available for Presorted First Class or First Class Mail.
Additional restrictions:
Aspect ratio (length divided by height) must always be between 1.3 and 2.5 inches for automation postcards. There is a there is a non-machinable surcharge added to each piece that does not follow these restrictions.
Letter
For letter rates, a mail piece must meet the following requirements.
Additional restrictions:
Aspect ratio (length divided by height) must always be between 1.3 and 2.5 for automation letters. If it is not, there is a non-machinable surcharge added to each piece.
A surcharge applies to certain conditions including squareness, rigidity and unusually shaped envelopes that weigh one ounce or less.
Minimum mail piece thickness is .007 inch OR if the piece is more than 4.25 inches high or more than 6 inches long the minimum paper thickness of the piece is .009 inch.
Flats
For flat rates, a mailing must meet must meet the requirements listed below.
Additional restrictions:
The minimum thickness for a mailing is .007 inches. If the piece is exceeds 4.25 inches height or 6 inches length, then the minimum thickness for the mailing is .009 inch.
Flats Address Placement
Below is a list of requirements for address placement and formatting from The Postal Service for Periodicals, Standard Mail®, Bound Printed Matter, Media Mail®, and Library Mail flat-size pieces sent at automation, presorted, or carrier route prices.
The standards require
- The entire delivery address must be placed in the upper portion of all Periodicals, Standard Mail, Bound Printed Matter, Media Mail and Library Mail flat-size pieces mailed at automation, presorted or carrier-route prices
- Standard practice defines “upper portion” as the top half of a mailing; however, it is recommended to place the address as close to the top edge as possible while maintaining a 1/8-inch clearance from the edges
- For polywrapped or enveloped flat mail, the upper half is considered to be the shorter edge of the mailing. For bound or folded flat mail, the bound or final folded edge should be placed vertically on the right side. Exceptions are made for Carrier Route or Enhanced Carrier Route saturation mail, allowing the either of the shorter edges to be the top. If the delivery address is on an insert in a polywrapped flat, the address must remain in the upper half throughout the processing and delivery
- The address may be placed parallel or perpendicular to the top edge within the upper portion of the mailing, however it may not be placed upside down in relation to the top edge
- The address may pass the midpoint of the mailing if the vertical address does not fit in the upper half
- If the vertical address does not fit in the upper half, the address may pass the midpoint if placed within 1 inch of the top edge
- Mailers must also address ALL presorted automation (including First Class Mail, in addition to the mail options mentioned above) and carrier route flat-size mailings, which uses a minimum of 8-point type (.08 inches in height). We prefer typed text in all caps and use of a sans serif font
- The address may require a minimum of 6-point type (0.65 inches in height) in all caps, if the mailing bears POSTNET™ or Intelligent Mail® barcode with a delivery point routing code for automation pricing
- Additionally, ALL automation price pieces must not have touching or overlapping characters or lines that touch, and each address may be separated by no more than five blank character spaces
- Postage and Delivery Address must be on the same side of the mailpiece. Postage must be in the top, right corner of the mailpiece or address area. Postage must have the same “read direction” as the Delivery Address. This does not apply to Periodicals that are not required to display postage
Rate options (Effective April 17, 2011)
Presort First class rates
Requires a minimum of 500 pieces.
Postcard (Presorted and Barcoded) — 1 ounce or less.
$0.229 to $0.255 per piece.
Letter Rate (Presorted and Barcoded) — 1 ounce or less — $0.35 to $0.404 per piece.
Flat Rate (Presorted and Barcoded) — 1 ounce or less — $0.40 to $0.73 per piece.
First class rates
Single Piece Postcard — 1 ounce or less — $0.32 per piece.
Single Piece Letter Rate — 1 ounce or less — $0.45 per piece.
Each additional ounce is 20 cents per ounce.
Single Piece Flat Rate — 1 ounce or less — $0.90 per piece.
Each additional ounce is 20 cents per ounce.
Presort Standard
Requires a minimum of 200 pieces for letters and flats.
Letter rates — 3.3 ounces or less — $0.242 to $0.278 per piece.
Flat rates — 3.3 ounces or less — $0.353 to $0.505 per piece.
Nonprofit
Requires a minimum of 200 pieces for letters and flats.
Letter rates — 3.3 ounces or less — $0.13 to $0.166 per piece.
Flat rates — 3.3 ounces or less — $0.214 to $0.356 per piece.
International
International mail is metered according to its destination at the appropriate First Class Rate.
Mailing Permits (Indicia)
Printing Partners will authorize organizations that do not maintain a mail permit to use our permit imprint.
Endorsements
Ancillary service endorsements are instructions that are printed on the address side of your mailing to give the Postal Service instructions on how to handle your mail if it is undeliverable as addressed. This includes instructions: Address Service Requested, Return Service Requested, Forward Service Requested, Temp Return Service Requested, and Change Service Requested. Most endorsements are the same for all classes of mail, but the treatment and cost differ by class of mail. Please contact your salesperson for more information.
Address service requested
This endorsement instructs the Postal Service to forward priority, first class and standard mail at no charge for the first 12 months. A separate address notification is also provided to the sender for a fee. After 12 months, additional information is provided and varying fees apply.
Return service requested
This endorsement instructs the Postal Service to return undeliverable mail to the sender with address notification or reason for non-delivery. There is no charge for first class mail. Standard mail is charged the appropriate single piece first class rate.
Forward service requested
This endorsement instructs the Postal Service to forward the mailings for the first 12 months at no additional charge for first class and standard mail. After 12 months, additional information is provided and varying fees apply.
Change service requested
This endorsement instructs the Postal Service to provide the sender a notice of new address or reason for non-delivery. The mailing is disposed by the Postal Service. Varying fees apply to manual and electronic notices for Standard mail, Priority mail and First Class mail.
Temp-return service requested
This endorsement is only for First Class mail and there is no charge. The mailing is returned with a new address or reason for non-delivery attached. If a temporary change of address piece is forwarded, no separate notice of temporary change of address is provided to the customer.
For more information on mailing, visit www.usps.com.
Design tips for your mailing
- For all folded booklet-style mailers, it is recommended to bind the right hand side
- To minimize tab requirements, all mailing panels must be faced so that the final folded edge is at the bottom of the mailing
- For all automation mail (bar-coded), there MUST be at least 4 x 2.75 inches of space to print the address and barcode. These dimensions ensure there is enough space around the information so that it is accurately legible by the USPS machines (see example card below)
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