Guide to How to Prepare Direct Mail for a Postage Discount

Get Your Mailing List Ready

Before doing anything with your direct mail campaign, you need to obtain a mailing list and prepare it for your mailing. You can purchase mailing lists online or use a customer database. After obtaining the list, you need to make sure that you prepare it according to the USPS requirements. This usually entails running the list through CASS Certified software to verify the addresses and ZIP Codes. You will also need to use a move update service to find contacts who have changed their address.

I recommend: If you don't already have a mailing list, I recommend obtaining one from InfoUSA. You can purchases both business and residential leads from them. For CASS Certification, Qualified Address has fast and affordable online services. After running your list through the software, make sure and download PS Form 3553. You will need to give this form to the post office when you drop off your mail. There are a few options from the USPS for the move update services. For small businesses, the Ancillary Service Endorsement usually makes the most sense financially.

Design and Print Your Mail Piece

When you design the mail piece for your direct mail campaign, you need to do so with the USPS requirements in mind. The Post Office has requirements for the size, shape, and weight of the mail piece. You also want to make sure that the standardized address is printed on the mailpiece and that you include the barcode if you are looking for an automation postage rate.

I recommend: The Domestic Mail Manual outlines the requirements for different mail services (First Class, Standard Mail, etc) and includes an overview of how to prepare and address the mailpieces. You can also contact a Mailpiece Design Analyst for assistance.

Make Sure Your Mailing is Large Enough to Qualify

In order to qualify for a postage discount, you need to meet certain size requirements. For example, in 2007 you needed 500 letters or postcards to qualify for a First-Mail Automation or Presorted postage rate.

I recommend: The requirements for the number of mail pieces requires to qualify for a discount are included in the Domestic Mail Manual. I've included a summary of the requirements, but you should consult the Domestic Mail Manual for more information.

• First Class Mail - 500 pieces
• Standard Mail - 200 pieces or 50 pounds of mail
• Parcel Post - 50 pieces
• Presorted or Carrier Route Bound Printed Matter - 300 pieces
• Presorted Library Mail - 300 pieces
• Presorted Media Mail (a.k.a. "Book Rate") - 300 pieces

Determine the Mailing Service You Will Use

Different mailing services have different requirements and rates. When it comes to Letters and Cards, and mailable item may be mailed First Class, but there are restrictions on what can be mailed as Standard Mail. The following items must be mailed First Class: Bills and Statements of Account, Personal Information, Handwritten and Typewritten Material, and Postcards.

I recommend: Standard mail has the cheapest rates, so if your mail piece qualifies (and is not extremely time sensitive), I recommend mailing it as Standard Mail. Determine which mailing services you are eliglble for at the USPS website.

Decide How You Will Pay Your Postage

You have a few options for paying your postage with a direct mail campaign. For example, you can use precancelled stamps that you obtain from the Post Office or use a Permit Imprint. When you sort your mail later, you will get a Postage Statement that tells you exactly how much postage you owe.

I recommend: Using the precancelled stamps from the Post Office can be a lot of work - especially if you have a large mailing. Many people choose to print a Permit Imprint on their mailing because it is convenient, but a Postage Meter is also a great way to pay your postage.

Sorting Your Mail List

The price of your mailing depends on the level of sorting that you do. For First-Class Mail, you can sort by the 5-digit ZIP Code, 3-digit ZIP Code, Automated Area Distribution Centers (AADC) or Mixed AADC. For Standard Mail, you can also sort by the Carrier Route.

I recommend: The easiest way to sort your mailing is with software. The USPS has a certification process called PAVE to evaluate sorting software. Postage $aver is an affordable PAVE Certified software option for presorting your mailing list.

Get a Bulk Mail Permit

In order to receive a discount off your postage, you have to pay a $175 annual mailing fee and obtain a bulk mail permit.

I recommend: Fill out the Mailing Permit Application and Customer Profile and bring it to the Post Office where you will drop off your mailing.

Gather Your Forms & Drop Off Your Mailing

The mailing needs to be dropped off where have your Bulk Mail Permit. Bring the mail pieces, presorted into the labeled mail trays. You will also need to bring the Postage Statement and Qualification Report. If you are getting an Automation Discount, make sure your mail pieces were printed with barcodes and bring the CASS Summary Report.

I recommend: When you presort your mailing with Postage $aver, it will tell you what mail trays you need to get from the Post Office. You can pick up these mail trays for free. The software will also provide you with the Tray Tags, Postage Statement, and Qualification Report. The CASS Summary Report and barcode information can be obtained by processing your mailing list with Qualified Address Certified Scrubbing before printing your mail pieces. If you have the POSTNET barcode font, you can use mail merge and the data returned from Qualified Address to print your mail pieces with the bar code.