Struggling To Keep Up With USPS Postal Regulations?

USPS DMM Domestic Manual

Ever wonder if trying to keep up with the ever-changes rules of the United States Postal Service (USPS) is worth it? Well in their defense, they are trying hard to come up with new and better ways to process mail in order to control their costs.

However, that means a lot of changes to postal regulations. Here’s a few new Post Office rules pertaining to mailings that went into effect in January 2013.

Postage Rate Increase – A whole multitude of price increases went into effect. These price changes impacted First-Class Mail, Certified Mail, Standard Mail and about every other kind of mail.

Tabbing Rules – The size of tabs required for sending out tabbed material changed, making many tabs unusable and requiring acquisitions of new equipment.

Intelligent Mail Barcode – The Postnet barcode has been phased out for getting postal discounts. Now the new multi-dimensional barcode is needed to speed USPS mail processing.

Address Correction – In late December the USPS cancelled the FASTforward program.

We know that more changes are yet to come as the USPS will continually need to change and innovate.

If you are beginning to wonder if you should try to keep up or just simply outsource your mail projects, LetterStream might be worth considering.

We’ve got over ten years of experience making people happy and removing the headaches of mailing.

How Can You Send Mail on Postal Holidays?

USPS Post Office Sign

LetterStream can send your mail even when the post office is closed for a holiday. This might be hard to believe, but it is true! The United States Postal Service (USPS) will accept our mail at the post office on some postal holidays even though the front doors are locked.

The holidays that the USPS accepts and processes our mail include Martin Luther King, Jr. Day (MLK Day), President’s Day, Juneteenth, Veteran’s Day and Columbus Day.

Our mailing process is a bit different than putting a letter in your personal mailbox or dropping letters in the big blue USPS mailboxes. In fact, we even skip the front counter of the local post office and go directly to the USPS Bulk Mail Entry Unit (BMEU).

BMEU’s process large quantities of mail each day and are basically the main drop point of large mailers across the country. In order to accommodate the large mailing volume, BMEU’s maintain a slightly different holiday schedule than the retail operations of the postal service. This allows larger mailers to keep their mail traveling through the postal system when most other organizations cannot.

So feel free to use LetterStream.com to create first-class mail, postcards, standard-mail and non-profit mail, even on holidays.

The only catch is that on holidays when we take mail to the post office, we are only able to mail Certified Letters if we have more than 200 of them (that is nearly always the case, but it is something to keep in mind anyway).

We recommend creating your certified letters anytime you have them–most holidays we do have enough to meet the postal minimum.

USPS to Cancel Saturday Mail Delivery

Just Announced on the AP this morning:

“Postal Service to cut Saturday mail to trim costs” (*see link to full article below)

According to the article, the United States Postal Service (USPS) plans to drop Saturday delivery of letters the week of August 5th, 2013 in an attempt to save the Postal Service $2 billion annually.

USPS mail truck

This change should have no impact on the way LetterStream prints and mails letters and correspondence for our customers. It should be noted that without Saturday delivery of mail, homeowner, consumers and recipients may receive their statements or other documents a day later than usual.

In the grand scheme of things we believe the impact will be minimal for the following reasons:

  1. Most of the “time sensitivities” and legal regulations of mail relate to when the mail piece is actually mailed, not when it is received.
  2. Most mail pieces that require a recipient to act in some way allow an appropriate number of days for the recipient to respond.
  3. Most businesses don’t pick up their mail on Saturdays anyway.

However, to reduce any impact this announcement may have, we encourage you to load your jobs to the LetterStream website earlier in the work week and schedule your mailings with this information in mind.

For those not currently using LetterStream for printing and mailing, we believe our services can cut time out of your current mailing process, thus negating the impact of changes to mail delivery.

To keep informed of this and other USPS changes, consider subscribing to our blog by entering your email address in the form provided to the right.

The full AP story can be found here:

http://bigstory.ap.org/article/postal-service-cut-saturday-mail-trim-costs

 

USPS First-Class Postage Increasing on Jan. 27th, 2013

usps rate increase

It’s official. The United States Postal Service (USPS) is increasing postage rates on many of their services, including First-Class postage. The changes are set to take effect on January 27, 2013.

The following is a snippet from a USPS press release:

The price for First-Class Mail single-piece letters will increase by just a penny when prices change in Jan. The new 46 cent Forever stamps will allow customers to mail letters to any location in the United States. Forever stamps are always good for mailing a one-ounce letter anytime in the future regardless of price changes.

Highlights of the new single-piece First-Class Mail pricing, effective Jan. 27, 2013 include:

  • Letters (1oz.) — 1-cent increase to 46 cents
  • Letters additional ounces — unchanged at 20 cents
  • Letters to all international destinations (1oz.) — $1.10
  • Postcards — 1-cent increase to 33 cents

*Source: USPS.com  http://about.usps.com/news/national-releases/2012/pr12_114.htm

Visit LetterStream.com today to create your First-Class mailing before the new postage rates go into effect. We are always available to help walk you through the process–it just takes a few minutes!

Mailing W-2s, 1099s, and/or Charitable Giving Statements?

Tax Forms with Glasses

It’s January, which means it’s time to send out 1099‘s, W-2‘s, Charitable Giving/Contribution Statements and other tax related documents for the current tax year.

If you are still trying to figure out how to get your documents mailed without mandatory all-night stuffing parties, we might be the right people to call.

With our hi-tech production facility and knowledgeable staff (friendly staff, too), we can take the burden out of printing, folding, stuffing, licking, stamping and mailing your critical documents.

Call us today and get some expert assistance no matter how many (or how few) documents you have.

Toys for Tots Update

Toys for Tots

We had a great time at the Toys for Tots drop in North Scottsdale this year. LetterStream’s toy giving was up quite a bit from last year.

I am continually amazed at the generosity of our team… Thanks guys!

However, due to the wet-est cold-est day in Scottsdale, the total number of toys retrieved by the Marines was only about 12 jumbo boxes full. But those who dared to experience our winter wonderland heard great holiday tunes, were warmed by hot chili, and were greeted by Santa.

For you locals, be sure to put this event on your list of to-dos for next year. It’s a wonderful family outing and it benefits kids who appreciate a few more gifts under the tree.

*Picture provided by dasFOTOhaus.com. (More pictures of the event can be found on their website.)

Toys for Tots – Scottsdale

LetterStream is participating in a local Toys for Tots event this year in North Scottsdale.

The event includes food, live music, Marines and the big-guy wearing a red suit. Yes, Santa will even be there and available for pictures.

pinnacle peak-santa-2

It’s at the Pinnacle Peak General Store and Village, in the courtyard between 11:30 AM and 2:30 PM, Saturday December 15th.

It will be a great outing for family and friends.

Pinnacle Peak General Store and Village

If you join us, be sure and bring a toy or two for the Marines to distribute to children.

*Pictures in this post are from the event last year.

Saving Trees and Securing Data

While reviewing our bills today, I noticed our Certificate of Destruction receipt from our shredding service. It now includes a nice little notice of how many trees we’ve saved by our shredding efforts.

shredding receipt
36.4 trees saved!

The receipt shows 36.4 trees saved so far this year. I’m not exactly sure how they calculate it, but I’m guessing it has something to do with the weight and/or volume of paper that we present to them for onsite shredding.

The primary purpose of our shredding efforts is to protect private data from falling into the wrong hands. Shredding helps us comply with HIPAA and PHI rules and keeps our data private.

Our internal policies state that everything we print and even documents that we receive be shredded unless we are mailing them. As an extra precaution, all shredding takes place at our facility with our staff supervising the process.

That’s good for clients…and good for trees too, it seems!

 

Now where did I put that green card?

If you send Certified Mail, you know what sort of pain it is when the attorney asks for the green card (PS Form 3811) and it can’t be found.

green card - certified mail receipt

I know, I know….we all like to put our highest paid employees on the task of filing the green cards so they are always where they need to be. Well, ok…..that’s not exactly true. In reality, they stack up on the receptionist’s desk, then they get moved to the mail room, then they may make it back to the collections department, with each department attempting to file a few whenever they get an idle moment.

Sound familiar?

Wish there was a better way? 

Wouldn’t it be great if we didn’t need to worry about hanging on to those pesky green cards? Instead, what if the green cards were electronically delivered to us with the name and address of the recipient and the signature of the person who received the certified letter. Then, what if the signature was instantly and accurately filed, just the way we like.

While we are dreaming, let’s make it one better. What if, when the green card is needed — even if it’s years down the road —  all we need to do is type in the name or the address of the person who was sent the letter and we’d immediately see the certified letter, the tracking information and the signature, all available to be printed and handed over to the person who needs it. Now that would be ideal!

And it would also be an explanation of how our Certified Mail process works.

Don’t file green cards, use LetterStream.