Metered mail utilizes specialized equipment to print evidence of postage directly onto an envelope or label, eliminating the need for traditional adhesive stamps. This system is standard practice in corporate mailrooms because it streamlines the process of sending high volumes of correspondence. Metered mail allows organizations to manage mailing costs effectively while ensuring compliance with postal regulations.
What Defines Metered Mail
Metered mail is officially defined by the indicia, which is the printed mark that serves as proof of postage prepayment. This indicia replaces the physical stamp and is generated only by postage evidencing systems authorized by the relevant postal authority, such as the United States Postal Service (USPS). The mark contains several specific components necessary for postal processing and revenue protection.
The indicia includes the postage amount, the sender’s postal code, and the date the postage was applied. It also features a unique meter number and a barcode, often an Intelligent Mail Indicia (IMI), which digitally stores transaction data. Because this process represents a prepayment of postal value, all equipment must be leased and monitored by authorized providers. The resulting impression must be legible and applied to the upper right corner of the mailpiece, often in fluorescent ink to facilitate automated sorting.
The Mechanics of How Metering Works
A modern postage meter centers on digital security and accurate measurement. The system functions on a prepaid, digital fund basis, requiring the user to load postage value into the machine’s account via the authorized vendor. This financial data is secured within the device, which features two registers: one tracks the remaining postage balance (descending) and the other records the total lifetime postage printed (ascending).
Before printing, the machine requires the mailpiece to be accurately weighed using an integrated or connected scale. The system calculates the precise postage rate based on the weight, mail class, and destination, referencing current rates received through an internet connection. This data is used to generate the IMI barcode, which is printed onto the mailpiece, automatically deducting the exact cost from the prepaid fund.
Advantages of Using Metered Mail
Organizations choose metered mail primarily for gains in efficiency and cost management. The ability to process mail quickly significantly reduces the labor and time associated with manually affixing stamps, especially for high-volume mailings like invoices or statements. This automation allows staff to focus on other tasks, streamlining mailroom workflow.
Postage meters contribute to cost savings, as metered First-Class Mail is often eligible for a discounted rate compared to using adhesive stamps. The integrated scale and rate calculation software minimize the risk of over- or under-paying postage, preventing wasted funds or mail returns. The consistent, printed indicia lends a professional appearance to business correspondence, and the system provides detailed digital reports for tracking and auditing postage expenditure.
Different Types of Metering Systems
The technology for applying metered postage has evolved to suit varying mail volumes. At the entry level are compact desktop postage meters, suitable for small offices that process a few hundred pieces of mail monthly. These models are typically hand-fed and offer basic weighing and printing functions.
Mid-range and high-volume users often utilize integrated mailing systems, which are larger devices featuring automatic feeders, sealers, and high-capacity scales. These systems process thousands of envelopes per hour and can handle various mail sizes. PC-based mailing software offers a software solution, allowing postage to be purchased and printed directly from a standard computer and printer. All modern systems require a continuous internet connection to receive mandatory rate updates and comply with security protocols.
Steps to Start Using Metered Mail
A business seeking to adopt metered mail must understand that postage meters are leased, not purchased outright. The process begins with selecting an authorized provider who will assess the business’s average mailing volume to recommend the appropriate equipment. Once a model is chosen, the business enters into a lease agreement, typically spanning three to five years, with monthly rental fees covering the equipment, maintenance, and software updates.
After the lease is finalized, the vendor handles the setup and installation, connecting the machine to the business’s network for rate updates and fund management. The next step is funding the meter, which requires prepaying postage value into a dedicated account managed by the vendor. Finally, employees need training on using the integrated scale for accurate weighing, selecting the correct mail class, and ensuring the meter’s digital certificate remains active for compliance.