Frequently Asked Questions About Mail Presorting

For answers to other questions, contact one of our Professional Mailing Staff.

What is the difference between First Class mail and Presorted First Class mail?

Presorted First Class mail is dropped at the Post Office already sorted by zip codes, with a barcode specific to the outgoing address printed on it. Although requiring less postage, Presorted First Class mail is in fact an improved version of full rate First Class mail. Items processed for Presort before being taken to the Post Office enjoy faster and more accurate delivery, and can greatly lessen the amount of undeliverable items that are returned to a business mailer’s mailroom.

How does presorting improve the mail?

Mailers who adhere to USPS standards and properly prepare and presort their mail:
  • see more accurate delivery of their mail,
  • receive better postage discounts and,
  • overall, receive better response rates from the recipients of their mail.
  • As more mailers adopt these standards, the USPS predicts they can request fewer and lower rate increases in the future.

Does Presorted Mail have to be metered?

Presorted First Class Mail must either be metered with a Presort “slug” or be imprinted with a qualifying First Class Presort indicia (permit).

Does mailing at discounted rates mean slower delivery?

NO. To qualify for discounted postage rates, First Class Mail must be prepared according to stringent USPS standards, which allows it to move more smoothly and quickly through the mailstream. In fact, properly prepared Standard Class Mail is often delivered at First Class speed.

What is the Intelligent Mail® Barcode (IMB) and how does that impact my mail?

The Intelligent Mail® Barcode is a 65-bar USPS barcode used to sort and track letters and flats. Unlike the POSTNET barcode that only contains the delivery point ZIP Code, the new IMB contains additional fields like the Mailer ID which expands your ability to track individual pieces and provides greater visibility into the mail stream. All First Class mail will be required to be submitted into the mailstream with this Intelligent Mail® Barcode beginning in May 2009. Mailers can also request USPS services like tracking and address correction all in one barcode. The Intelligent Mail® Barcode allows us to number your mail so that you can uniquely identify each mail piece in your mailing.

How do I comply with Move Update?

There are several methods to comply with the “current address” requirement, all falling under the USPS Move Update requirements. The basic requirements are that each address should be processed through an approved method once every 95 days, and the data updated when changes are discovered.
  • A simple method is to endorse all envelopes with either “Return Service Requested” or “Address Service Requested.” Note, however, that these options may not continue to be accepted by the USPS.
  • A third endorsement, Change Service Requested, requires a “key line” above each recipient’s name on all outgoing mail. Visit United States Postal Service for more information.
  • National Change of Address (NCOA) is a service for processing an entire customer/vendor/employee list prior to any mailings, and then once every 95 days. Access Mail offers NCOA service to our clients for a fee.

Follow this link for additional information on Move Update.

What is MERLIN?

MERLIN (Mail Evaluation Readability Lookup INstrument) is the USPS machine used to evaluate mailings before entering them into the mailstream. If MERLIN finds errors, mail can be returned and/or additional postage charged. When Access Mail barcodes and sorts its clients’ mail, most MERLIN issues are eliminated.

How do I qualify for nonprofit mailings?

The US Postal Service has very specific criteria that must be met for a mailer to qualify for nonprofit discounted postage. Nonprofit Standard Mail® is the same as qualifying business mail. The only difference is that authorized nonprofit organizations are eligible for additional savings. Eligibility to use nonprofit rates is based both on the eligibility of the organization and the content of the mailpiece as established by federal statues. For more information, click here.

Will Access pick up and mail on Holidays and weekends?

For clients open on the minor postal Holidays, like President’s Day, Access has created special routes/times for pick up. Because the USPS is closed on these days, our clients prepare the mail with the next business day’s date for entry by Access Mail on that next day. Access is closed on all Major Holidays and weekends.(Link to 2008 Calendar 3.1.1)

What other benefits does Access offer as part of its services package?

  1. All letter mail processed at Access passes through our move-up-date system called FASTforward®. Access is the first Tampa Bay area USPS-approved and licensed mailer to use this service, and we do so at no extra charge to our clients. The USPS monitors this program and provides updates for residential and business moves on a weekly basis. Other USPS customers can subscribe to the Postal FASTforward service, for a fee with the USPS, and retrieve the move information that is captured by the Access Mail process.
  2. Each day, as the mail arrives, the Access Mail receiving staff quality checks each mail group for error or problems. Mistakes, such as no date or wrong postage, are caught and remedied before the mail is taken to the Post Office. This step typically assures the successful delivery of your mail.

What other services does Access Mail offer?

  1. Mail tracking – As it processes your mail, Access can also affix a special code that enables you to actually track each individual letter from its acceptance at the USPS until it is handed to the carrier at the delivery point. This nominal fee-for-service system provides cost effective proof of mailing for sensitive mail streams, as well as a method to better control and predict mail delivery.
  2. Access and/or its sister company, Zipitz™, are also able to assist your mailroom when you experience equipment failure or work overload periods. Just call Access for more information or visit Zipitz web site.

Why use a mailing house like Access Mail?

Companies that meter their mail at discount postage rates, or own and print First Class presort permit, can outsource to presort bureaus and benefit from the economies of scale achieved by contracting with a company that specializes in barcoding, sorting and commingling mail to USPS standards for discount postage. By handling your mail this way, you can take advantage of discounted postage rates on your mail, whether or not you mail the minimum 500 pieces each day required, and simultaneously increase deliverability.

What do Access Mail’s services – from picking up our mail to processing it and then delivering it to the USPS – cost?

Nothing. As a USPS-approved consolidated mailing company (Link to Option 4 3.2.1), and with the current USPS discounted rate structure, we can barcode, sort and submit your qualifying letter mail, along with many other area mailers, at no cost to you. If you want to take advantage of other Access Mail services, contact us to determine what, if any, fees apply.

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