Working With The Post Office

This report will explain how the post office processes mail, and what steps you can take to increase deliverability and decrease postal costs.

Automation - The Key To Greater Efficiency

The more we do to automate the mail the greater the discount. Advancements in computer software and addressing hardware along with compact disc technology give the user the opportunity to prepare mail so the post office can best use its equipment. In return, the post office recognizes this effort and rewards the user with postal rate discounts. An important added benefit is the increased speed of delivery. The more we do to properly prepare our mail the less equipment it will touch at the post office and this will help speed delivery.

For those of us who produce a large volume of mail, postage is a large part of the budget. So we must begin to change the way we prepare mail before it enters the postal system. Only then will we be able to take advantage of postal discounts.

Are You Wasting $$?

If you spend $100,000 on postage each year, you might waste $30,000 because your mail was improperly addressed. And this does not include money spent on printing, production and processing. I recently attended a conference where users and postal employees were present. The speaker announced that there was a good chance that nearly 30% of all direct mail was undeliverable as addressed. I waited for some postal representative to protest. There was no response. In fact many nodded in approval. Stop and think about it.

Today, the post office plays by the numbers. ZIP code numbers, + 4 numbers and delivery point barcode numbers. And, we better start to play by the same numbers or we will waste not only postage but printing, list rental and mail shop dollars at the same time.

Clean Up Your Mailing List

When you begin planning any mailing, the most important place to start is the MAILING LIST. Whether it's your list, a rented or exchanged list, you must determine the amount of deliverable names available for use.

Make sure that each address in your database is deliverable.  Over the last decade, 911 regulations have mandated that each house or business have a numbered street address.  "123 Main Street" is an example of a deliverable address.  "North and Main Streets" is an example of what is not deliverable. We can pass your list through our CASS certified software and give you back the records that there were no matches in the Postal Database.

In addition, if you are mailing First Class Automated rates, you are required to have passed your list against the National Change Of Address (NCOA) list to qualify for postal discounts.  A second option would be to mail your list and ask for ADDRESS CORRECTION REQUESTED service. The Post Office will give you current information you can use to correct your files.  They will however charge you a fee for each returned piece.

Effective November 23, 2008, the minimum frequency for Move Update will change from 185 days to 95 days prior to the date of the mailing and the Move Update Standard will also be required for Standard, or third class, mail. 

Oak Tree can help you best determine the most cost efficient way of making sure that your list is accurate.  We are experienced, we know postal requirements and we have already invested in the software and hardware. The cost for this service will easily be covered by the postage you save.

The important steps of cleaning up your list and making certain your mailing piece can be read by the automated postal equipment, will help assure delivery of your message, and save you postage costs.

If you have any questions about how to prepare your list and/or mailing for automation, please feel free to give us a call at (610) 889-0930, or email info@oaktreemarketing.com.