USPS Requirements for Self-Mailers

The United States Postal Service (USPS) has specific requirements for self-mailers to ensure they meet postal regulations for processing and delivery. These requirements help facilitate efficient mail handling and prevent issues during sorting and distribution. Here are some key USPS requirements for self-mailers:

1. Size and Shape:

   • Self-mailers should be rectangular in shape.

   • The minimum size for a self-mailer is 3.5 inches in height and 5 inches in length.

   • The maximum size for a self-mailer is 6.125 inches in height and 10.5 inches in length.

2. Aspect Ratio:

   • The aspect ratio (length divided by height) should be between 1.3 and 2.5.

3. Fold Orientation:

   • The fold should be at the bottom of the mailer, with the address panel and postage on the top half of the mailer.

   • This ensures that the address and postage are visible and machine-readable during processing.

4. Fold Configuration:

   • Self-mailers must be designed to fold in a way that allows the address and postage to be on the same side and face the same direction after folding.

5. Folded Edges and Seams:

   • Folded edges and seams should be secured with appropriate adhesives or fasteners to prevent the mailer from coming apart during processing.

6. Tabbing or Sealing:

   • To ensure that the self-mailer stays closed during processing and distribution, certain sizes and formats may require tabs, glue, or other closures to secure the folded edges. This prevents the mailer from unfolding and jamming processing equipment.

   • The number and placement of tabs depend on the size and weight of the self-mailer.

7. Addressing and Barcoding:

   • The address panel should be located on the top half of the mailer, above the fold.

   • The Intelligent Mail Barcode (IMb) or other USPS-approved barcodes should be printed in the designated area on the mailer to facilitate automated processing.

8. Paper Quality and Weight:

   • The paper used for self-mailers should be sturdy enough to withstand processing without tearing.

   • The weight of the paper should not be less than 70 lb. text weight.

9. Flexibility and Foldability:

   • Self-mailers should be flexible enough to allow for proper machine folding and processing.

It's important to note that self-mailers that do not meet USPS requirements might be subject to additional postage fees or processing delays. Before creating and sending self-mailers, it's advisable to consult the USPS guidelines and work with a knowledgeable printing or mailing professional to ensure that your self-mailer meets all necessary requirements for successful processing and delivery.

Reducing Postage Costs with Comingling

Commingling mail, often referred to as "presort mailing" or "mail commingling," is a process used by businesses and mail service providers to optimize and streamline the delivery of bulk mail. It involves combining mail pieces from multiple clients or customers into a single mailing pool before they are sorted and prepared for delivery by the postal service.

The primary goal of commingling mail is to take advantage of postal discounts offered to mailers who can present the postal service with pre-sorted and pre-barcode labeled mail. By grouping mail pieces from different sources together and sorting them according to postal regulations, businesses can achieve lower postage rates compared to sending individual mailings separately.

Here's how the commingling mail process typically works:

1. Collection and Aggregation: Mail pieces from different clients or customers are collected and aggregated at a mail service provider's facility. These mail pieces can include letters, postcards, catalogs, and other promotional materials.

2. Presorting: The collected mail pieces are then presorted according to postal regulations. This involves organizing the mail pieces by ZIP codes or postal zones to ensure that they are presented to the postal service in a sequence that aligns with the most efficient delivery routes.

3. Barcode Application: Barcodes that represent the correct sorting order for each mail piece are applied to the envelopes or labels. These barcodes help the postal service's automated sorting systems process the mail more efficiently.

4. Bundling: The mail pieces are bundled together based on their sorting order, and these bundles are prepared for delivery to the appropriate postal facilities.

5. Submission to Postal Service: The bundled and presorted mail is submitted to the postal service for final processing and distribution. Because the mail is already presorted and barcoded, the postal service can process it more quickly and accurately, resulting in potential postage discounts.

Benefits of Commingling Mail:

• Cost Savings: The primary benefit of commingling mail is the potential for significant postage savings. Postal discounts are offered for presorted and pre-barcoded mail, making bulk mailings more cost-effective.

• Faster Delivery: Presorted and barcoded mail is processed more efficiently by postal sorting systems, which can lead to faster delivery times.

• Automation Efficiency: Commingled mail is better suited for automated processing, reducing the likelihood of manual errors and delays.

• Reduced Handling: Commingling reduces the need for individual mailings, minimizing the handling and processing required for each separate mailing.

• Environmental Impact: Streamlining the mail process can contribute to environmental sustainability by reducing the overall volume of mail and the resources required for its processing.

It's important to note that commingling mail requires adherence to strict postal regulations and guidelines to ensure accurate sorting and delivery. Many businesses choose to work with experienced mail service providers that specialize in commingling and have the necessary infrastructure to optimize the process while complying with postal standards.

The Benefits of Using a Local San Diego Direct Mail Company

In the era of digital marketing and online advertising, businesses might overlook one of the most potent marketing tools available to them - direct mail. Direct mail continues to be a highly effective method for reaching and engaging target audiences. When it comes to direct mail campaigns, choosing a local San Diego direct mail company offers several advantages worth considering.

1. Local Expertise and Knowledge

A local direct mail company provides invaluable local expertise and knowledge about the San Diego market. They understand the demographics, culture, and preferences of the local population, enabling them to tailor your direct mail campaign specifically to your target audience. By harnessing their insight into the San Diego community, a local company can help ensure that your direct mail materials effectively resonate with the local market.

2. Postage Rates

Using a local San Diego direct mail company can reduce your postage rates. By delivering to local San Diego post offices, the USPS provides discounts on postage. They discounts can be significant and can be as much as 4-7%

3. Efficient Targeting and Personalization

A reputable local San Diego direct mail company possesses a deep understanding of the diverse neighborhoods and communities within the city. This knowledge allows them to create highly targeted mailing lists that reach the specific areas where your potential customers reside. With precise targeting, you can maximize your marketing dollars and ensure that your direct mail materials are reaching individuals who are most likely to have an interest in your products or services.

Furthermore, utilizing a local direct mail company can facilitate personalization. They can help you customize your mail pieces with details specific to the San Diego area, creating a more personalized and relatable experience for recipients. By tailoring your message to the local community, you can establish a stronger connection and increase the chances of conversion.

4. Quick Turnaround and Easy Communication

Working with a local direct mail company in San Diego offers the advantage of a quick turnaround time. Local companies can efficiently handle and process your mailing requirements since they are in close proximity to your business. This ensures that your direct mail campaign reaches its intended recipients promptly.
Moreover, choosing a local company promotes easy and efficient communication. You can establish a face-to-face relationship, discuss your goals, provide feedback, and address any concerns directly. This direct communication fosters a collaborative environment, enabling you to have more control over the outcome of your direct mail campaign.

5. Support Local Economy and Community

By choosing a local San Diego direct mail company, you contribute to the growth and sustenance of the local economy. Supporting local businesses helps create jobs, boosts the local tax base, and enhances the overall vibrancy of the community. Aligning your marketing efforts with a local

Understanding Direct Mail Response Rates

When it comes to direct mail campaigns, it is important to remember that response rates can vary significantly based on various factors. Factors such as industry, target audience, mailing list quality, offer relevance, and the overall effectiveness of your campaign all play a role in determining response rates. While it's impossible to provide an exact response rate for your specific campaign without more information, I can certainly discuss some general expectations.

On average, direct mail response rates typically range between 0.5% and 3%. This means that for every 200 mail pieces sent, you can expect around 1 to 6 responses. However, it is important to note that these figures are not set in stone and can vary considerably based on the aforementioned factors.

To increase the probability of receiving a higher response rate, consider the following tips:

1. Targeted Audience: Ensure that your mailing list is well-segmented and accurately represents your ideal customer base. The more relevant your offer is to the recipients, the higher the response rate.

2. Compelling Copy and Design: Craft a personalized and attention-grabbing message that speaks directly to the needs and desires of your target audience. Utilize persuasive copywriting techniques and aesthetically pleasing design elements to make your mail piece stand out.

3. Clear Call-to-Action: Provide a clear and compelling call-to-action with easy-to-follow instructions. Make it as simple as possible for recipients to respond, whether it be through a phone call, website visit, or a physical return card.

4. Testing and Tracking: Continuously test different approaches and variations within your direct mail campaigns to identify what works best for your target audience. Implement tracking mechanisms, such as unique discount codes or special phone numbers, to measure the effectiveness of your campaigns and make data-driven improvements.

5. Consistency: Direct mail campaigns often work best when implemented consistently over time. The more frequently your target audience sees your mail pieces, the more likely they are to respond.

While these tips can help improve your response rates, it's important to remember that response rates are just one aspect of measuring success in a direct mail campaign. Other factors to consider include ROI (Return on Investment) and the overall impact on brand identity.

The Benefits of Linen Envelopes and Letterhead for Direct Mail

In today's fast-paced digital world, direct mail stands out as a powerful marketing tool, and incorporating linen envelopes and letterhead can elevate your messaging to new heights. Let's unveil the benefits of embracing linen for your next direct mail venture:

1. Unparalleled Elegance and Professionalism:
Linen envelopes and letterhead exude a timeless elegance that instantly sets your direct mail apart from the competition. The flowing texture and sophisticated appearance of linen create a memorable first impression, conveying professionalism and attention to detail. This enhanced branding can significantly increase the likelihood of your recipients engaging with your mail.

2. Enhanced Perceived Value:
The luxurious feel of linen envelopes and letterhead fosters a sense of quality and importance. When your recipients hold your direct mail in their hands, they associate it with premium value and treat it with greater esteem. This perceived value is crucial in capturing your audience's attention and elevating your brand's reputation and image.

3. Increased Open and Response Rates:
Direct mail campaigns face the challenge of breaking through the clutter and capturing the attention of recipients. Linen envelopes have a unique tactile appeal, encouraging the recipients to open them and discover what lies inside. Leveraging this curiosity can significantly improve open rates, ensuring your message is seen and read. Additionally, the use of linen letterhead as a continuation of the premium experience enhances engagement and boosts response rates.

4. Brand Consistency and Recognition:
Linen envelopes and letterhead offer a seamless opportunity to reinforce your brand identity. By incorporating your logo, colors, and company information onto these materials, you create strong brand consistency. Consistency builds recognition, ensuring that your brand remains top-of-mind for your audience. Whether your direct mail is stored, displayed, or shared, the linen envelope and letterhead will continue to reinforce the message and strengthen your brand's visual identity.

Linen envelopes and letterhead are a great choice for a high end mail piece but they are much more expensive and standard envelopes and letterhead

Fast Turnaround Postcard Printing

Fast Turnaround Postcard Printing: Get Your Messages Out in No Time!

Are you tired of waiting weeks for your postcards to be printed and delivered? Do you need a quick and reliable solution to get your messages out to your clients or loved ones? Look no further than our Fast Turnaround Postcard Printing service!

Lightning-fast Printing

With our state-of-the-art printing technology and efficient production processes, we guarantee a lightning-fast turnaround time for your postcard printing needs. From the moment you submit your design to receiving the final product, we ensure that every step is carried out with utmost precision and speed. Say goodbye to long waiting times and hello to same-day or next-day delivery!

Uncompromising Quality

While we pride ourselves on our fast turnaround time, we never compromise on the quality of our postcards. Our cutting-edge printing equipment and meticulous attention to detail ensure that every piece we produce is of the highest standard. From vibrant colors to sharp graphics, your postcards will make a lasting impression, capturing the attention of your target audience.

Customization at its Best

We understand that every message is unique, and that's why we offer a wide range of customization options. Whether you're promoting a special event, sending thank-you cards, or announcing a new product, our design team can help you create eye-catching postcards that perfectly capture your vision. Choose from various sizes, finishes, paper types, and design elements to create postcards that truly stand out.

Competitive Pricing

Fast turnaround doesn't mean exorbitant prices. We understand the importance of affordability, especially for businesses and individuals with tight budgets. That's why our pricing is competitive, offering you the best value for top-quality postcard printing. No hidden fees or surprises – just transparent and reasonable pricing, allowing you to stay within your budget while getting your messages out quickly.

Action Mail - Unleashing the Power of Direct Mail

Are you looking for a tried and tested marketing strategy that guarantees tangible results? Look no further than direct mail, the time-tested weapon of choice for businesses seeking to capture attention and drive conversions. At Action Mail, we are here to unlock the full potential of direct mail and revolutionize the way you connect with your target audience.

1. Targeted Precision:
In today's digital age, it's easy to get lost in the vast sea of online advertising. Direct mail offers a personalized touch that cuts through the noise and reaches your desired demographic with pinpoint precision. At Action Mail, we help you identify your ideal customer base and craft targeted mail pieces that grab their attention, creating a lasting impression that digital ads simply can't replicate.

2. Tactile Impact:
Imagine the power of physically touching your customers and making a lasting impression. Direct mail puts your message directly into the hands of your audience, making it more memorable and impactful. Our team of creative experts can assist you in designing eye-catching mail pieces that stand out from the crowd, ensuring your message is seen, felt, and remembered.

3. Increased Response Rates:
Numerous studies have demonstrated that direct mail consistently generates higher response rates compared to other advertising channels. In an era saturated with digital distractions, direct mail captures attention in a way that leads to action. With our data-driven approach and meticulous targeting strategies, Action Mail helps you maximize your response rates, converting recipients into loyal customers and boosting your bottom line.

4. Direct Engagement:
In an impersonal online world, direct mail allows you to establish a genuine connection with your customers. When recipients hold your mail piece in their hands, they are more likely to engage with your brand on a deeper level. At Action Mail, our experts can assist you in creating compelling call-to-action messages that drive recipients to take immediate and measurable steps towards engaging with your business.

5. Measurable Results:
We understand the importance of tracking the success of your marketing campaigns. With direct mail, you can measure your return on investment with ease. By integrating innovative tracking technologies like unique QR codes or personalized URLs, Action Mail enables you to analyze engagement and conversions, providing you with invaluable data for enhancing future campaigns and maximizing results.

Unlock the Power of Direct Mail with Action Mail:
Join the countless businesses that have boosted their marketing success through the power of direct mail.

Top Reasons To Outsource Mailing and Printing

In an increasingly demanding business landscape, the need for streamlined and efficient operations has become paramount. Amidst this demand, the decision to outsource mailing and printing services has gained significant traction among businesses of all sizes. Today, we explore the top reasons why outsourcing these processes can be a game-changer for any organization.

1. Cost Efficiency
One of the most compelling reasons to outsource mailing and printing services is the potential for significant cost savings. By leveraging the expertise, equipment, and economies of scale of an external provider, businesses can reduce operational costs and free up capital for other strategic initiatives. Outsourcing eliminates the need for expensive investments in printers, mailing equipment, maintenance, and supplies. Instead, organizations can pay for the services they require, avoiding the overhead expenses associated with in-house operations.

2. Enhanced Productivity and Focus
When businesses outsource mailing and printing, they can ensure optimal utilization of their internal resources. By shifting these labor-intensive activities to a specialized provider, employees can concentrate on core competencies and strategic tasks. Outsourcing eliminates the need for staff training, hiring, and managing additional personnel, freeing up valuable time and energy. This enhanced productivity allows businesses to remain agile, responsive, and focused on achieving their goals.

3. Access to Cutting-edge Technology
The ever-evolving world of mailing and printing technologies can be overwhelming for businesses to keep up with. By partnering with external providers, organizations gain access to the latest advancements in communication and production tools. State-of-the-art systems and equipment can boost efficiency, quality, and turnaround times. This access to cutting-edge technology ensures that businesses can stay competitive, without the burden of continually investing in expensive upgrades.

4. Scalability and Flexibility
Outsourcing mailing and printing services allows businesses to scale their operations as and when needed. Whether it's seasonal peaks, sudden growth, or tight deadlines, external providers can handle fluctuations in volume with ease. The flexibility to scale up or down quickly ensures that businesses can meet customer demands without compromising quality or incurring excessive costs. This agility, combined with the resources of an outsourcing partner, empowers businesses to adapt swiftly to market dynamics.

5. Risk Mitigation and Compliance
Mailing and printing services involve strict regulations, data security concerns, and compliance requirements. Outsourcing these activities to a qualified provider ensures adherence to these standards. Reputable outsourcing partners have robust security protocols,

Liquor License Notification Mailings

One of the requirements for getting a liquor license from the ABC is mailing a notification to homes and businesses within 500ft of your location.

Action Mail can get the list of recipients as well as print and mail your notifications. Action Mail’s liquor license notification mailing program consists of the following:

1. Mapping

   Action Mail will map 500ft around you address. We actually prefer to map 750ft to add a buffer to the mapping and ensure the requirement is met. We will send a map and list characteristics for your review

2. Printing

   One provided with the PDF documents Action Maill will print both the letters as well as the addressed envelopes

3. Mailing

   Action Mail will also insert and deliver your mailing to the USPS

4. Proof of mailing

   Action Mail can get a proof of mailing from the USPS that indicates the quantity of mail pieces delivered. Many times these lists are too small to be processed as bulk mail and receive a bulk mail receipt. Action Mail can also provide our invoice and attestation that letters were mailed.

Typically these mailings are small and fall under minimum costs but it will depend on the list size once the area is mapped.

For more information please contact us

Direct Mail Medicare Insurance Marketing

Are you a Medicare insurance service provider looking to boost your business and connect with potential clients effectively? In the fast-paced world of digital marketing, it's easy to overlook the power of traditional advertising methods like direct mail. However, direct mail remains a tried-and-true strategy that can unlock new avenues of success for your Medicare insurance services. In this blog, we'll explore the benefits of direct mail and how it can help you reach, engage, and convert more leads.

1. Personalization that Resonates:

Direct mail allows you to create personalized marketing materials tailored to each recipient's needs. By analyzing data and understanding your target audience, you can send targeted mailers that address their specific concerns and preferences. Personalization builds trust and shows that you care about their well-being, making potential clients more likely to consider your Medicare insurance services.

2. Cutting Through the Digital Noise:

In the digital world, consumers are bombarded with a constant stream of online advertisements and emails. As a result, important messages often get lost in the digital noise. Direct mail offers a refreshing change and stands out among the clutter. When recipients physically receive your mail, they are more likely to take notice and give your Medicare insurance services the attention they deserve.

3. Building Credibility and Trust:

Establishing trust is paramount in the insurance industry. Direct mail, when done right, conveys professionalism and credibility. High-quality, well-designed mailers give potential clients a positive impression of your brand. Including testimonials from satisfied customers can further solidify your reputation and showcase the value of your Medicare insurance services.

4. Targeting Your Ideal Audience:

With direct mail, you have the power to select precisely who receives your marketing materials. This targeting is a game-changer for Medicare insurance service providers, as you can focus on demographics most likely to require your services. Whether it's age groups approaching Medicare eligibility or specific geographic areas with high demand, direct mail ensures your efforts are laser-focused and cost-effective.

5. Measurable Results:

Contrary to the common misconception that direct mail lacks analytics, modern direct mail services offer robust tracking and measurement tools. By using unique QR codes, personalized URLs, or dedicated phone numbers, you can monitor response rates and evaluate the success of your campaign. Data-driven insights allow you to optimize future mailers and refine your approach continually.

6. A Tangible Connection:

Direct mail creates a tangible connection with potential clients. When they hold your mailer in their hands, they have a physical reminder of your Medicare insurance services. This tactile experience can be powerful in building lasting impressions and engagement, increasing the likelihood of converting leads into loyal customers.

7. Complementing Your Digital Strategy:

Direct mail is not meant to replace digital marketing efforts but rather complement them. Integrating direct mail into your overall marketing strategy creates a cohesive and holistic approach that maximizes your reach and impact. By combining the best of both worlds, you'll create a seamless experience for potential clients as they transition from physical mail to online channels for further engagement.

In conclusion, direct mail is a valuable tool that can supercharge your Medicare insurance services and drive growth in ways you may not have imagined. Its personalization, ability to cut through the digital noise, and tangible connection can set you apart from the competition and foster lasting relationships with clients.

If you're ready to take your Medicare insurance services to the next level and make a lasting impact, consider integrating direct mail into your marketing strategy. Embrace the power of tradition while embracing modern analytics and personalization to unlock the full potential of direct mail in today's digital age. Get started now and watch your business thrive like never before!

What is a Bleed

In graphic design and printing, a "bleed" refers to the area beyond the final trim size of a printed document or artwork. It is an essential part of the design preparation process, especially for projects that require printing to the edge of the paper, such as brochures, business cards, flyers, and posters.

When a design has bleeds, it means that the background or any design elements that extend to the edge of the page continue beyond the actual trim size. This extra area ensures that when the printed piece is trimmed to its final size, there are no white borders or unprinted edges, even if there is slight variation during the trimming process.

The standard bleed measurement is typically 1/8 inch (0.125 inches) or 3mm, although it can vary depending on the print shop's requirements or the specific project. For example, if you are designing an 8.5" x 11" flyer with a 1/8 inch bleed, your document size would be 8.75" x 11.25", with the extra 1/8 inch on each side that extends beyond the final trim size.

Printers use bleeds to accommodate slight variations that may occur during the printing and trimming process, ensuring that the printed design appears seamless and professional. It's essential to include bleeds in your design files if you want elements to extend to the edge of the printed piece without any white space or borders. When submitting files for printing, it is crucial to communicate with your print service provider to understand their specific bleed requirements and ensure your design is set up correctly for the best results.

How to add a Bleed

Adding bleeds to art files is a crucial step in preparing designs for professional printing, especially for projects like brochures, business cards, or posters. Bleeds ensure that the printed design extends all the way to the edge of the paper after trimming, avoiding any unwanted white borders. Here's how you can add bleeds to art files using popular graphic design software like Adobe Illustrator and Adobe InDesign:

Adobe Illustrator:

1. Open your Illustrator document with the artwork you want to add bleeds to.

2. If your artwork is not already set up with bleeds, go to "File" > "Document Setup."

3. In the Document Setup dialog box, enter the desired bleed value in the "Bleed" field. Typically, 0.125 inches (or 3mm) is a common bleed value.

4. Check the "Use Document Bleed Settings" option and click "OK" to apply the bleeds to your artwork.

5. Make sure your design elements extend beyond the actual trim size, covering the bleed area you specified.

Adobe InDesign:

1. Open your InDesign document containing the artwork you want to add bleeds to.

2. If you did not set up your document with bleeds initially, go to "File" > "Document Setup."

3. In the Document Setup dialog box, enter the desired bleed value in the "Bleed and Slug" section. Again, 0.125 inches (or 3mm) is a common bleed value.

4. Click "OK" to apply the bleeds to your InDesign document.

5. Make sure your design elements extend beyond the actual trim size, covering the bleed area you specified.

6. When exporting or saving the file for print, ensure that you select the correct options for exporting with bleeds. In the Export or Save As dialog box, you will find options to include bleeds based on your previous document setup.

Always communicate with your print service provider about their specific bleed requirements, as different printers may have different specifications. Additionally, before finalizing your artwork with bleeds, make sure to check and review the entire design to ensure no critical elements (such as text or logos) are too close to the trim edge, as they may get cut off during the trimming process.

How to get Proof First Class Mail is Delivered to the Post Office

A Certificate of Mailing (Form 3606) is a service offered by the United States Postal Service (USPS) that provides evidence of when a mailpiece was presented to the USPS for mailing. It is used to prove that you mailed an item on a specific date and is often used as a form of documentation or proof in various situations.

Here's how the Certificate of Mailing (Form 3606) works:

1. Requesting the Certificate: To obtain a Certificate of Mailing, you need to fill out Form 3606 at your local post office or mail processing facility. You can also complete the form online if you are using certain USPS mailing services, such as First-Class Mail or Priority Mail.

2. Date of Mailing: You must present the mailpiece to the USPS for mailing, and they will apply a date stamp to the Certificate of Mailing, indicating the date and time the item was accepted.

3. Proof of Mailing: The Certificate of Mailing serves as proof that you deposited the mailpiece with the USPS on the specified date. It does not provide tracking or delivery confirmation like Certified Mail or other services.

4. Purpose: The Certificate of Mailing is commonly used for legal and business purposes, especially when you need to demonstrate that you sent a specific item, such as important documents or time-sensitive correspondence, by a certain date.

5. Coverage: The Certificate of Mailing is generally available for First-Class Mail, Priority Mail, First-Class Package Service, Media Mail, Library Mail, and Bound Printed Matter.

It's important to note that the Certificate of Mailing does not guarantee delivery or provide any tracking information beyond the date of acceptance. If you require proof of delivery or tracking services, you may want to consider using Certified Mail, Registered Mail, or other USPS services that offer those features. Additionally, the availability and specific details of USPS services may change over time, so it's best to check with your local post office or the USPS website for the most up-to-date information and requirements regarding the Certificate of Mailing (Form 3606).

What is the difference between Certified Mail and USPS First Class Mail

Certified Mail and USPS First-Class Mail are two different services offered by the United States Postal Service (USPS), each with its specific features and purposes. Here are the main differences between Certified Mail and USPS First-Class Mail:

Certified Mail:

1. Delivery Confirmation: Certified Mail provides proof of mailing and delivery. When you send a letter or package using Certified Mail, you will receive a receipt (also known as a "Certified Mail receipt") at the time of mailing. This receipt serves as proof that you sent the item. Additionally, you can track the delivery status of the mailpiece online.

2. Signature Confirmation: Certified Mail includes an option for "Signature Confirmation" at an extra cost. This means the recipient must sign for the mailpiece upon delivery, providing an additional level of accountability and proof of delivery.

3. Return Receipt: For an additional fee, you can request a physical or electronic return receipt when using Certified Mail. The return receipt provides you with the recipient's signature or an electronic confirmation of delivery.

4. Purpose: Certified Mail is often used for important or sensitive documents, legal notices, contracts, official correspondence, or any situation where proof of mailing and delivery is essential.

USPS First-Class Mail:

1. Delivery Speed: USPS First-Class Mail is a standard mail service that is generally used for non-urgent, regular mail items. It offers reliable delivery but does not provide any tracking or delivery confirmation options by default.

2. Weight and Size Limits: First-Class Mail has specific weight and size restrictions. Letters and small packages must meet the USPS size and weight guidelines to qualify for this service.

3. Cost: First-Class Mail is typically more affordable than Certified Mail since it does not include additional tracking, delivery confirmation, or signature requirements.

4. Purpose: First-Class Mail is commonly used for personal and business correspondence, bills, postcards, greeting cards, and other lightweight mail items that do not require special tracking or proof of delivery.

In summary, the primary difference between Certified Mail and USPS First-Class Mail is the level of tracking, delivery confirmation, and proof of delivery provided. Certified Mail offers these additional services and is often used for important or sensitive documents, while USPS First-Class Mail is a standard mail service used for regular correspondence and lightweight items.

NCOA (National Change of Address) Updates

The USPS NCOA (National Change of Address) is a database that contains information about individuals and businesses that have submitted change-of-address requests to the USPS. When people or companies move, they typically file a change-of-address form with the USPS to have their mail forwarded to their new address.

For mail processing, the NCOA database is an essential tool used by businesses and mailers to keep their mailing lists updated with the latest address information for their customers or recipients. This helps ensure that mail is delivered accurately and reduces the number of undeliverable or returned mail pieces.

Here's how the USPS NCOA is updated and used for mail processing:

1. Change-of-Address Requests: When individuals or businesses move and file a change-of-address request with the USPS, their old address and new address information are recorded in the NCOA database.

2. NCOA Processing: Action Mail will process mailing lists against the NCOA database. During this process, the mailing addresses are compared to the NCOA database to identify any matches.

3. Address Updates: When a match is found between a mailing address and a record in the NCOA database, the USPS provides the updated address information to the Action Mail and we will provide a file indicating the addresses that includes the new address. We typically recommend mailing to the new address and updating the original database

4. No New Address: Often times no forwarding or new address is available in the USPS database. Only records that the person is no longer a resident at the address. It is recommended that these addresses not be mailed to.

5. Compliance and Discounts: Many businesses are required by USPS regulations to perform NCOA processing on their mailing lists at specific intervals to maintain compliance with mail quality standards. Additionally, businesses that use NCOA processing and maintain up-to-date address information may be eligible for USPS postage discounts.

By regularly updating their mailing lists with NCOA data, businesses and mailers can improve mail deliverability, reduce the costs associated with undeliverable mail, and maintain a more accurate and reliable customer database. This process is crucial for successful mail processing and ensuring that mail reaches its intended recipients in a timely manner.

USPS Postcard Mailings at Lower Postage Rates

USPS (United States Postal Service) offers a specific service for mailing postcards known as "USPS Postcard Mailing." With this service, you can send postcards at a lower postage rate compared to standard letters or large envelopes.

Here are some key points to know about USPS Postcard Mailing:

1. Size and Requirements: To qualify for the postcard rate, the postcard must meet specific size requirements. As of my last update, the maximum size for a postcard is 9 inches in length and 6 inches in height. Additionally, the postcard must be rectangular, with the shortest side being the length and the longest side being the height.

2. Postage Rate: The postage rate for USPS Postcard Mailing is lower than regular First-Class Mail rates for letters and large envelopes. The rate is similar to marketing mail rates, but First-Class Mail gets delivered much quicker and undeliverable pieces are returned at no additional cost.

3. Delivery Time: Postcards sent through USPS Postcard Mailing usually have a shorter delivery time compared to standard mail, making it an attractive option for time-sensitive messages.

4. Addressing and Design: Ensure that the address area is well-defined and that the postcard design adheres to USPS guidelines. For instance, the address should be placed on the right side of the postcard, leaving enough space for postal markings and barcodes (4 inches).

5. Mail Preparation: When preparing your postcards for mailing, make sure they meet the specific requirements for USPS Postcard Mailing. This may include ensuring the correct size, weight, and proper addressing to qualify for the discounted postage rate.

Action Mail can print and mail your postcards at the best rate and ensure they get delivered on time.

What is the USPS CASS (Coding Accuracy Support System)

The Coding Accuracy Support System (CASS) is a process and system implemented by the United States Postal Service (USPS) to improve the accuracy of address-matching software. It is designed to ensure that mail is properly addressed, reducing the likelihood of errors, undeliverable mail, and associated costs.

The CASS process involves the following steps:

1. Address Verification: CASS-certified software compares the address provided with a standardized address database maintained by the USPS. It verifies the accuracy, completeness, and proper format of the address.

2. Standardization: If any inconsistencies or errors are detected in the address, the software standardizes it according to USPS guidelines. This includes formatting the address elements (such as street name, city, state, ZIP code) correctly and applying standardized abbreviations.

3. ZIP+4 Code Appending: The software assigns the correct ZIP+4 code to the address, which further enhances mail sorting and delivery accuracy.

4. Delivery Point Validation: CASS-certified software also validates the delivery point of an address, ensuring that it corresponds to an actual USPS delivery location.

By utilizing CASS-certified software, businesses and mailers can ensure that their addresses are accurate and meet USPS requirements. This leads to improved deliverability rates, reduced undeliverable mail, and enhanced efficiency in mail processing.

How to mail variable page documents

Mailing variable page documents like statements, notifications, or medical documents can be a challenge if you do not have the processes setup correctly. When some recipients have more information than others on their printed documents, it can cause variable page numbers which are more difficult to insert correctly and efficiently. There are a few different methods to be used and each has its pros and cons. Typically the best method depends on the volume, program used to generate the documents, how the document is setup, and complexity.

Option 1: :Let Action Mail Handle it:

Action Mail can run your document through software that can be programed to identify new records and can apply barcodes so our smart inserters can insert the variable page numbers appropriately. This method is best for larger more complex projects as it is more expensive.

Option 2: Adding your own barcode

Action Mail can provide specs and parameters to add a barcode which would provide our smart inserters with directions on how to collate and insert the pages accurately. This is more difficult to setup as it requires some programming but once it is up and running it is much more cost effective. It will also depend on the software that is generating the documents.

Option 3: Batch Exporting with the same page number

You can export batches based on page number. For example you export and the two page documents in one file and all the 3 pages documents in another file. We would then process them separately to ensure the correct page number was inserted.

There may be other ways to setup variable page documents to be inserted into envelopes but these are the most common we tend to see. There may be other options that can be more cost effective or accurate but it mostly depends on what the documents are and how they are generated. Contact us and we can review your documents and provide our recommendations.

Postcard Printing

Postcard printing is a great way to promote your business or send a personalized message to friends and family. The compact size and unique design of postcards make them a popular choice for both personal and professional use.

When it comes to printing postcards, there are a few things to keep in mind. First and foremost, you'll need to choose the right size and design for your postcard. Standard postcard sizes include 4.25 x 6 inches and 5.5 x 8.5 inches, but you can also opt for a custom size that fits your specific needs.

Next, consider the type of paper or cardstock you'll use for your postcards. There are a variety of options available, from glossy to matte, and from thick to thin. Each option has its own unique look and feel, so choose the one that best suits your design and budget.

When designing your postcard, make sure to keep the layout simple and easy to read. Use high-quality images and graphics, and make sure that all the text is legible. Avoid cluttering the postcard with too much information, as this can make it difficult to read.

Another important aspect of postcard printing is the printing process itself. There are two main types of printing methods: digital and offset. Digital printing is a more recent technology and is best for smaller runs and quicker turnaround times, while offset printing is a more traditional method that is best for larger runs and high-quality results.

Finally, consider the cost of printing your postcards. Prices can vary depending on the size, design, and printing method you choose. However, by keeping these tips in mind, you can ensure that your postcards are of the highest quality, and that they are affordable too.

USPS Postage Rate Increase

The United States Postal Service (USPS) announced a rate change for several mailing services effective January 22, 2023. The changes, which were approved by the Postal Regulatory Commission, include increases for first-class stamps, postcards, and other mailing services.

One of the most notable changes is the increase in the price of first-class stamps, which will rise from $0.58 to $0.63. .

The USPS cites the ongoing financial challenges it faces as the reason for these rate changes. The organization has been struggling financially for years and has been seeking ways to increase revenue and reduce costs. These rate changes are one way that the USPS is attempting to address its financial issues.

The rate changes are fairly complex and some rates are decreasing. The rates will depend on the class of mail, density of the mailing list, and location where the mail is delivered to the USPS. Contact us to learn more about these changes. Action Mail can provide better estimates on postage rates for your specific mailing but to get exact rates the mailing list will need to be processed.

Non profit Appeal Mailings

Non profit mailings are a great way to remind donors to send in their end of year donations as well as let them know the work you organization has done in the last year. Non profit appeal mailings can be as simple as a postcard with a link or QR code to donate or complex as a personalized letter with personalized ask amounts.

Personalization is key to foster the bond with your donors and make them feel part of the organization. You can also use data from previous donations to provide custom messaging or ask amounts to try to increase the donation size. The down side to personalization is that it does increase the cost of a mailing.

A postcard is much more budget friendly but it would need to supplement other outreach and works better for a demographic that is more likely to donate online. A postcard is much more generic and more of a reminder to donate than a personalized appeal.

Non profits do receive discounted USPS pricing which allows campaigns to reach more donors at lower costs.