Mail Q&A
I have never done a mailing project before. Where do I start?
Give us a call. We will walk you through the entire process from beginning to end. We can connect you with local printers, and even coordinate the printing process all at no additional cost to you. If you are in need of a mailing list, we can source one for you.
What is the minimum number of pieces I need to mail to qualify for the lower postage rate? 200-pieces is the minimum requirement to receive postage discounts through the USPS for presorted standard or nonprofit mail. 500-pieces is the minimum USPS requirement to receive postage discounts for Presort First-class mail.
How can Mail Specialists process my mailing cheaper than I can do it myself?
Mail Specialists invests in automated equipment that can do a multitude of things...fold, collate, insert, wafer seal, direct imprint addresses at a speed of 15,000 or more per hour. We capture the lowest automation postage with our specialized software. We can process the mailing quickly and in turn are able to pass both a cost and time savings onto our customers.
How can Mail Specialists, Inc. receive lower postage rates than I can? At Mail Specialists, we utilize specialized software that matches addresses against the USPS national database. During this process, each address is assigned a barcode unique to that address. This process is called cass-certification. When we barcode a mail piece, it eliminates a handling step at the post office - the USPS is saving processing time (not needing to barcode the mail piece in house, so in turn they offer a postage savings as an added benefit). We capture this postage savings, and pass it along to our customer and in most cases, the spread between the rate you are currently paying and the rate we can obtain more than pays for our services. A win-win for both of us!
If I already have a printer, can I still use Mail Specialists as my mailer, or can only the printer designate the mail house? Of course you can choose! You are the customer and you should always be able to specify who you want to use for all steps in your project. We network with a number of printers and the majority of them will know who we are, where we are, and deliver your mailing materials directly to us.
How large can my mail piece be and still pay standard postage rates? You can mail up to a 6 1/8 x 11 1/2 size mail piece and still receive the standard postage rates.
How much room do I need to have on my mail piece for the barcode and address? We generally request a 2" high by 4" wide addressing area. We can work in tighter spaces, but 2x4 is a good rule of thumb to make sure that we will have adequate room for addressing and the required postal margins, etc.
I can only mail 1 oz for first-class mail before my rate increases. Is that the same for standard mail?
No. In standard mail, you can mail up to 3.3 oz before your rate increases above the standard postage rate.
I want to send out a first-class mailing. Can you still capture a postage savings? Yes. We can send out all types of mailings which include nonprofit, standard mail, presort first class mail, flat size/oversize mail pieces all which qualify for reduced postage rates.
What is NCOA and why is it required? NCOA or National Change of Address is now required. NCOA is a national database that the USPS keeps and maintains that tracks all of the move updates for up to 18 months. Any customer in your database that has moved within that 18-month period and filed an address change with the USPS will be updated and the customers new address will be reflected in your database. This is a great service as it helps you keep track of your customers who have moved, but not updated their address with you. It has become a requirement on all addresses and for all types of mailings as the post office spends billions of dollars a year on undeliverable mail. If you prefer not to utilize NCOA, we can add "Or Current Resident" to your address block or an ancillary service endorsement such as "Return Service Requested" where your updates are sent directly back to you for a fee by the USPS. Let us know what your preference is!
How do I get my customer database to you? You can e-mail the database in an Excel spreadsheet, text file, or csv. If you don't have access to e-mail or prefer to save it to a CD, that is also acceptable. If you need assistance, call us. We're here to help!
Will my list be re-used or sold?
Absolutely not! At Mail Specialists, Inc. we understand the value of your client list and that it is proprietary to you and your company only. We will never resell or reuse your data in any way. We have privacy agreements available that we can fill out and sign upon request.
How do I get nonprofit rates? If you are an established 501-C3 Nonprofit through the IRS, you may qualify for nonprofit postage rates. There is an application process required in order to receive the nonprofit rates. Mail Specialists is happy to help guide you through the process. If I need a project mailed today, can you still help me? Yes. We understand that your mailing is timely and needs to be sent out ASAP. We can't always promise same day turns, but a lot of times, we can offer same day or next day delivery. A standard turn time for us is about 4 business days from the time that we have received your database and mailing materials. There are situations where it may be more depending on the scope of your project and how many steps are involved. We like to accommodate rush turns whenever possible. We will always give you an estimated mail date and notify you immediately if something changes. | 
