Mail presorting is a systematic process where businesses prepare large volumes of mail by sorting it according to the destination ZIP Code before submitting it to the United States Postal Service (USPS). This preparation shifts a significant portion of the initial sorting labor from the USPS back to the mailer. The primary objective is to qualify for substantial postage discounts, which significantly reduce the cost of large-scale campaigns. This streamlined preparation also helps bypass initial postal processing steps, resulting in faster handling and more predictable delivery times.
Understanding the Benefits of Mail Presorting
Presorting mail offers a clear financial incentive by providing access to reduced commercial postage rate tiers. The savings are tiered according to the level of sorting achieved, with the deepest discounts reserved for mail sorted to the finest ZIP Code level. This makes high-volume mailing economically viable for businesses.
The operational advantages of presorting are also significant. When mail is submitted already grouped by destination, it requires less manual handling and machine processing by the USPS. This improved efficiency translates into a more reliable and expedited flow through the postal network, which can shave days off delivery estimates.
Meeting the Minimum Volume and Permit Requirements
Before a business can realize the savings from presorting, it must meet certain administrative and volume requirements established by the USPS. To qualify for commercial rates, mailings must meet a minimum threshold, which varies by mail class. Presorted First-Class Mail requires a minimum of 500 pieces per mailing, while USPS Marketing Mail has a lower entry point of 200 pieces or 50 pounds of mail.
Administrative requirements center on obtaining the proper authorization and payment methods. Mailers must secure a specific mailing permit, often a Permit Imprint, from a local Post Office or Business Mail Entry Unit (BMEU). This involves paying an annual mailing fee for the privilege of using commercial rates. This permit provides the unique identification number required on the mailpiece indicia and for all submission documentation.
Preparing Your Mailing List and Data
Presorting begins not with physical mail, but with the preparation and cleansing of the electronic address list. The accuracy of this data preparation directly dictates the level of discount a mailing can achieve. This process involves a sequence of technical steps to ensure every address is standardized and current.
Address Standardization and Validation
CASS (Coding Accuracy Support System) certified software must be used to standardize and validate every address. CASS certification ensures that addresses are formatted and complete according to USPS specifications, including the correct ZIP+4 code and delivery point validation (DPV). This validation is necessary for mail to qualify for the lowest automation rates, ensuring mailpieces can be processed efficiently by automated sorting equipment.
Duplicate Removal and List Hygiene
Maintaining a clean mailing list helps avoid wasted postage and prevents undeliverable mail. Mailers must perform a National Change of Address (NCOALink) service on their list to update addresses for recipients who have moved and filed a change-of-address form with the USPS within the last 48 months. Processing the list through NCOALink is a requirement for maintaining presort compliance and is generally mandated every six months.
Presort Software and Verification
Specialized presort software analyzes the cleaned and updated list to calculate the most cost-effective sorting scheme based on the volume of mail going to various destinations. The software applies the appropriate Intelligent Mail Barcode (IMb) to each piece and generates the precise sorting instructions for physical preparation. The quality of this software is verified through PAVE (Presort Accuracy Validation and Evaluation) certification, ensuring the resulting sortation plan meets USPS standards and accurately reflects the discounts claimed.
The Physical Steps of Presorting
Once the data is processed, the physical mailpieces must be grouped and containerized precisely according to the presort software’s output. The core principle is to group mail by destination ZIP Code, starting with the finest, most local level and progressing to broader geographical areas. The most common presort levels include 5-digit, 3-digit, AADC (Automated Area Distribution Center), and the residual Mixed AADC.
Mailpieces must be secured into bundles to maintain the integrity of the sortation. For letter-sized mail, rubber bands or strapping are used, and a bundle is generally required when a destination has 10 or more pieces. Flat-sized mail, such as large envelopes or magazines, requires plastic strapping or similar material to secure bundles.
The secured bundles are then placed into specific containers provided by the USPS, such as trays for letters and sacks for flats. Each container must be labeled with a color-coded tag indicating the mailing class and the precise destination to which the mail is sorted.
Finalizing Documentation and Submission
After the physical mail is sorted and containerized, the final administrative step is preparing the paperwork required for acceptance by the USPS. The most important document is the Postage Statement, such as PS Form 3602-R for USPS Marketing Mail, which serves as a detailed summary of the entire mailing. This form reports the total number of pieces, the weight, and the specific presort level achieved, enabling the USPS to verify the postage owed.
Postage is typically paid through a pre-funded Permit Imprint account held at the mailer’s entry Post Office. The total postage calculated on the statement is deducted from this account upon acceptance. The mailer must contact the Business Mail Entry Unit (BMEU) to schedule an appointment for drop-off and verification. BMEU employees verify the physical preparation and the accuracy of the Postage Statement before the mailing is officially accepted.
Maintaining Compliance and Accuracy
Presorting for discounts is not a one-time setup, but an ongoing process that requires continuous maintenance to remain compliant with postal regulations. The postage discounts are contingent on the accuracy and currency of the mailing data. Therefore, the address list must be regularly refreshed using NCOALink services to capture new moves and prevent mail from being undeliverable.
Similarly, the presort software used to prepare the mail must be kept up-to-date with the latest CASS and PAVE certifications. The USPS frequently updates its sorting schemes and rules, and using outdated software could result in mail being rejected or incurring penalties. Regular updates ensure the business maintains its eligibility for the lowest postal rates.